When creating user manuals, ensuring the quality of the information is crucial. In this blog, we will introduce seven key principles to improve the quality of information based on the international standard IEC/IEEE 82079-1: 2019, which focuses on best practices for creating user manuals.
The Seven Principles:
• Completeness
• Minimalism
• Correctness
• Conciseness
• Consistency
• Comprehensibility
• Accessibility
1. Completeness
User manuals must provide all essential information for users to operate the product safely and efficiently. This includes outlining potential hazards, critical procedures, and how users can confirm task completion. Additionally, when explaining how to use a specific function, the manual should also detail how users can verify that the procedure is complete, such as indicating that the screen switches to standby mode or that a warning sound is triggered.
Example evaluation questions to ensure completeness:
• Are all potential risks during product use clearly explained?
• Are all functions and procedures described without omission?
• Does the manual include all necessary information, such as identification, safety, repair, and disposal instructions?
• Does the manual address regional legal and regulatory requirements?
2. Minimalism
A user manual should contain only the information needed for the user to safely and effectively use the product. Excessive information can overwhelm users, causing them to overlook critical points. For instance, including marketing information or repair instructions for professionals in a general user manual are examples of unnecessary content. Focus on delivering essential information relevant to the target user and repeat important details, such as safety instructions, only when absolutely necessary.
Example evaluation questions to ensure minimalism:
• Does the manual include only the necessary content for the target user?
• Is the explanation clear and easy to understand?
• Are there any redundant sections or repeated information?
3. Correctness
The information in the manual must be accurate. Procedures described should work as outlined, and safety warnings must be effective when followed correctly. Additionally, if the product is updated, the manual must be revised to reflect these changes.
Example evaluation questions to ensure correctness:
• Is the information provided accurate and up to date?
• Are product specifications and contact details current?
• Is there any missing or outdated information?
4. Conciseness
Information should be communicated clearly and concisely. It’s essential to minimize unnecessary details and focus on the core message. Break down complex procedures and eliminate unnecessary adjectives, such as “very fast” or “amazing feature.” The key is to follow the principle of “one expression, one clear meaning,” using short, direct sentences.
Example evaluation questions to ensure conciseness:
• Are the sentences short and to the point?
• Does the text avoid unnecessary details and adjectives?
• Do illustrations focus only on relevant information?
5. Consistency
Information should be consistent throughout the manual, both in content and format. Use the same terminology and symbols across the manual. Similarly, maintain consistency in layout, typography, and illustrations. For example, ensure that the names for product parts are used consistently across the manual, packaging, customer support, and promotional materials.
Example evaluation questions to ensure consistency:
• Is the structure and organization of the manual logical and consistent?
• Are section titles and headings uniform throughout?
• Are symbols, safety labels, and units consistently used across the manual?
6. Comprehensibility
A manual must be easy to understand. Text, graphics, and layout should all contribute to enhancing the reader’s comprehension. Use simple language, clear diagrams, and ensure that instructions for using features or avoiding hazards are easy to follow. In critical situations, such as emergencies, warnings should be conveyed intuitively through symbols or graphics to ensure quick understanding.
Example evaluation questions to ensure comprehensibility:
• Are the instructions easy to understand?
• Is the language simple and clear?
• Do illustrations help users grasp the information easily?
7. Accessibility
User manuals should be accessible to users anytime, anywhere. Providing both printed and online versions is ideal, especially for users with limited internet access. Additionally, ensure that manuals are available for the product’s entire lifespan and are accessible to people with visual or hearing impairments.
Example evaluation questions to ensure accessibility:
• Are both printed and online versions available to users?
• Is the printed manual durable enough to last the product’s lifetime?
• Are there accessibility options for users with disabilities?
Hansem Global’s Competitive Edge
Hansem Global actively contributes to the development of international standards for user documentation through its participation in the IEC TC 3 Committee. International standards like IEC 82079-1 serve as a guideline for companies aiming to enter global markets, ensuring compliance with international regulations. By adhering to these standards, companies can confidently and safely expand their products into new markets.
By incorporating these principles and aligning your manuals with international standards, you can open doors to global opportunities with confidence.