Effectively gathering, organizing, and structuring information is essential for creating user-friendly product manuals. A well-structured manual ensures comprehensive coverage and easy navigation, helping users quickly locate the information they need. This article presents key strategies for structuring your manual’s content to enhance usability and clarity, following the guidelines of the IEC 82079-1 standard.
Defining Information for Use
ㆍAll necessary information for using the product
ㆍIdentify the target audience first
According to the international standard IEC 82079-1, Information for Use (IFU) encompasses all the essential information required for the safe, efficient, and effective use of a product. This standard outlines key guidelines for developing user manuals that ensure users can operate products correctly, comply with legal and regulatory requirements, and avoid potential hazards.
IFU generally includes basic instructions, function descriptions, safety warnings, troubleshooting steps, and other critical details necessary to meet market and legal obligations.
The amount and depth of information for use in the manual depend on the type of product and the target audience. To properly gather and organize this information, the target audience must be clearly identified first. Different user groups will have varying levels of knowledge, experience, usage environments, and goals, all of which influence the amount and complexity of the information provided, as well as the appropriate language.
Scope of Information for Use
ㆍAll intended functions
ㆍFrom unboxing to disposal
ㆍSafety information is mandatory
IEC 82079-1 specifies that user manuals must cover all intended product functions, from unboxing to disposal. While not every user will utilize all features, the manual must provide detailed instructions for phases such as transport, assembly, installation, operation, maintenance, repair, and disposal. It should also distinguish between tasks for skilled and unskilled persons, ensuring all relevant safety information is included.
Step-by-step instructions, troubleshooting, and service information must be provided to ensure comprehensive user guidance. Providing insufficient information may result in liability under product liability laws. A well-crafted manual helps users maximize product use and protects the manufacturer by demonstrating that all necessary information was provided, enhancing trust.
Gathering Information for Use
ㆍDevelopment materials, marketing resources, engineer interviews
ㆍThe product itself
ㆍFeedback from the customer service department
Information for use is collected from diverse sources, such as developers, engineers, and customer service teams. A key part of this process is the technical writer’s direct interaction with the product itself, testing and using it to gain firsthand insights. This ensures the accuracy and practicality of the information provided.
The technical writer must systematically collect information that aligns with the product’s real-world use, addressing key phases such as operation, troubleshooting, maintenance, and disposal. It’s important to identify the most relevant sources for each phase, such as development documents for product functions or feedback from customer service for common issues users face. Furthermore, the legal and regulatory requirements specific to each market must be taken into account to ensure compliance.
In addition to firsthand testing, previous manuals and competitor products can serve as valuable references for structuring and presenting the information. The collected information will then be organized into clear, user-focused topics, with each section of the manual concentrating on a single, specific aspect of the product’s use. This structured approach ensures that the manual is both comprehensive and easy to navigate.
Analyzing Information for Use
ㆍPrioritizing based on purpose and frequency of use
The gathered information must be analyzed from the user’s perspective. You need to evaluate what tasks users are trying to perform and what information they will need to achieve those tasks. Prioritizing each topic based on the purpose, frequency, and context of use ensures that critical information is highlighted. Achieving a balance in the amount of information for each topic is essential to ensure comprehensiveness without overwhelming the user.
Grouping Information for Use
ㆍGrouping by function, usage sequence, and user priority
Grouping information for use is a critical preparatory step before arranging it logically. Functions that serve the same or similar purposes should be grouped together, while topics that follow a natural usage sequence should be categorized accordingly, reflecting expected user scenarios in a chronological order.
For instance, installation or setup information, which precedes actual use, should be grouped together and presented first, followed by operational instructions. Functions with similar purposes should also be organized into their respective groups. Additionally, user tasks that follow a temporal order—such as editing photos after taking them—should be arranged in the proper sequence.
Prioritizing features that users are likely to use frequently or initially is essential, while more advanced or specialized features may be categorized separately.
Understanding user psychology and behavioral patterns is crucial in this process. It’s a key skill for technical writers who lead the development of consumer product manuals. To refine this skill, observation and research are necessary. Monitoring user behavior, gathering inquiries from user communities or service centers, and referencing consumer behavior research can all help improve how information is grouped and presented.
Structuring Information for Use
ㆍOrganize by workflow (chronological order)
ㆍArrange by frequency of use
ㆍOrganize by difficulty level (simpler methods first)
The structure of information for use directly impacts its accessibility and usability, as guided by IEC 82079-1. Information should be logically and intuitively structured, facilitating easy navigation and comprehension.
It’s important to organize content by workflow, prioritize frequently used functions, and introduce tasks starting with the simplest methods. Consistent and logical structuring enhances user experience, accommodating both novice and experienced users by placing critical information prominently and ensuring smooth transitions between sections.
A well-crafted manual is evaluated on how effortlessly users can access the information they need. Effective grouping and systematic structuring are key to achieving excellent searchability and user satisfaction. Applying the principles discussed ensures that user manuals are not only informative but also user-friendly.
Hansem Global’s Expertise
Hansem Global applies these technical writing principles to create user-focused manuals, ensuring clear organization and structure for seamless user experiences. Our offerings include mobile-friendly web manuals, localization in over 50 languages, and AI-friendly technical writing solutions that shape the future of user manuals. Our all-in-one development process includes planning, writing, designing, editing, translation, and publishing—enabling rapid development and simultaneous global releases. For all your manual development needs, contact Hansem Global.