Instructions focus on the user's performance in technical communication.

Let me explain the heart of good technical writing in a single sentence: it isn’t about the product alone, it’s about helping people use it well. When you design instructions, the real measure of success is the user’s performance – what they can accomplish, how smoothly they move from start to finish, and how confidently they handle the task at hand. If the reader can operate a system, follow a procedure, or troubleshoot a feature with minimal friction, you’ve probably done your job well.

The user at the center: why this focus matters

Think about a helper who’s walked you through something new. You don’t notice the words as you’re doing the task—you notice what you can actually do after reading. That is the objective of technical communication: reduce guesswork, cut ambiguity, and give people a clear path to results. When you design content with the user’s performance in mind, you’re not just listing steps; you’re crafting an experience that translates messy, real-world contexts into reliable, repeatable outcomes. It’s practical, it’s tangible, and yes, it’s deeply human.

What it means for how we write

1. Lead with the task, not the theory

People want to know, “What do I do first?” and “What happens if I mess this up?” Start with the action the user needs to complete. Present a goal up front (a short, precise statement like: “Set up the device and connect to Wi-Fi”), then walk through the steps. When we center on the task, the content becomes a map, not a lecture.

2. Speak in the user’s language

That means plain words, short sentences, and direct verbs. Use the pronoun you and the tone that mirrors everyday conversation—just a notch more precise. When you must introduce a boundary or prerequisite, do it simply: “You’ll need a 5-minute window and a charged battery.” Plain language isn’t a lazy choice; it’s a performance enhancer.

3. Create clear, bite-sized steps

Chunk information into manageable actions. Numbered steps help users track progress; bullet lists are great for options or caveats. The goal is a rhythm that someone can follow without re-reading. If a step requires checking a condition, frame it as a decision point: “If the screen shows X, proceed to step 4; otherwise, follow these steps.”

4. Use visuals that reinforce, not distract

A clean screenshot, a labeled diagram, or a simple flowchart can save more time than pages of prose. The visuals should be tightly aligned with the steps they support. Label each image and refer to it by its label in the text. If a diagram would confuse rather than clarify, leave it out.

5. Signal warnings and assistive cues gently

Errors happen. The trick is to anticipate them and tell users exactly how to recover. Use red for critical issues, amber for cautions, and green for success. Pair warnings with concrete remedies: “If connection fails, reboot the router and try again for 60 seconds.” Clear diagnostics reduce the need for back-and-forth and speed up performance.

6. Be consistent, but flexible

Consistency in terminology, formatting, and layout helps readers form mental models quickly. But don’t be afraid to adapt to context. A short, urgent how-to for a one-off task can justify a briefer style, while a longer reference guide can tolerate deeper explanations. The point is predictable navigation, not a rigid template.

7. Build for accessibility and inclusion

Write for readers with varying abilities and backgrounds. Use accessible fonts, alt text for images, and meaningful headings so screen readers can guide users effectively. Think about color contrast, too, and provide text-based alternatives for visual content. When you make content usable for more people, you increase the likelihood that someone will perform the task correctly the first time.

From theory to practice: a practical approach you can apply

Let me sketch a simple framework you can use, without turning it into something heavy or abstract.

• Define the outcome: What should the user be able to do after reading?

• Map the steps: List the exact actions, in order, with decisions clearly separated.

• Add guardrails: Include checks, confirmations, and error-handling tips.

• Illustrate where needed: Insert visuals that map to the steps.

• Check readability: Aim for a Flesch Reading Ease around 80. Short sentences, common words, minimal jargon.

• Test it out: Read it aloud, or have someone perform the task using your content. Note where they stumble and adjust.

Common pitfalls you can avoid

• Ambiguity in verbs: Replace vague terms like “handle” or “process” with concrete actions. Who does what, and how?

• Overlong sections: If a paragraph could be two, split it. Readers skim for the action, not for a literature stare-down.

• Missing prerequisites: A step often fails because the user didn’t notice a required setup earlier.

• Jargon overload: Introduce a term once, then use it consistently. If you must use a technical term, briefly define it on first use.

• Odd pacing: A dense block of text after a brisk set of steps breaks flow. Mix short and longer sentences to create a natural rhythm.

A few real-world touchpoints that resonate

• Recipes and how-to guides share the same core principle: you want outcomes you can repeat. Think of a software installation guide that starts with “What you’ll need,” then a numbered sequence, with a quick test at the end to confirm success.

• Consumer hardware manuals often succeed when they pair steps with visuals and a minimal “why this matters” aside. People don’t need a mini-history lesson; they want to succeed now.

• In the workplace, technical writers who partner with subject-matter experts and QA teams tend to produce materials that users actually trust and rely on. A collaborative approach often shines in high-stakes environments—like setting up a device in a busy clinic or configuring security software on a corporate network.

Digressions that still circle back

Here’s a tiny detour you’ll hear in many writing rooms: “Shouldn’t we include every possible scenario?” The honest answer is: no. Not every edge case belongs in the main flow. You save those for advanced sections or a dedicated troubleshooting guide. The main path should be crisp, actionable, and forgiving. Then you have room to offer optional checks or deeper dives for power users. It’s a balance, not a bottleneck.

What tools can help you keep the user’s performance front and center?

• Publishing and authoring: MadCap Flare, Adobe FrameMaker, or Microsoft Word for straightforward docs. If you’re coordinating larger sets of content, Confluence or a DITA-based workflow can help you stay consistent across topics.

• Visuals: Snagit or Loom for quick screen captures; diagrams with Lucidchart or draw.io. Clear, labeled visuals can cut reading time dramatically.

• Accessibility and readability: the Hemingway Editor can flag overlong sentences, while built-in accessibility checkers in Word or InDesign help you meet basic WCAG standards.

• Review and feedback: lightweight test tasks or user feedback rounds can reveal surprising gaps. A simple triage system—what works, what’s unclear, what’s missing—keeps iterations focused.

Measuring success without a scorecard

If you’re serious about helping readers perform better, you’ll measure how well they do the task. A few practical metrics:

• Task completion rate: did readers finish the task without asking for help?

• Time-to-completion: how long did it take someone to reach the goal?

• Error rate: how often did readers go off path or make a mistake?

• Readability and clarity scores: aim for clear, concise writing; track changes in readability after revisions.

• User feedback: simple yes/no questions or a quick one-liner about how easy the guide was to use.

A closing thought: the art of writing for action

This is the core idea you can carry into every document you craft. The best technical content isn’t a brochure about what the product can do; it’s a reliable, friendly coach that guides a real person to achieve a real outcome. When you center on the user’s performance, you’re choosing empathy, clarity, and usefulness over every other goal. And in a world where helpful information can feel like a scarce resource, that choice matters more than you might think.

So here’s the useful takeaway: design for performance. Start with the task, speak plainly, guide with clear steps, and support readers with visuals and checks that keep them moving forward. If you weave those elements together, you don’t just tell someone how a process works—you empower them to do it with confidence. That, in the end, is what great technical communication delivers.