My technical instructions will cover the steps required to create a histogram in Microsoft Excel. Histograms are an important type of graph because they can effectively display the frequency of data items using a bar-type chart. The problem lies in the fact that Excel does not include a function in the chart creation wizard that counts how many times a certain value appears in a table of data. It is up to the user to define what will be displayed on the graph. These instructions are also necessary because a search for “histogram” using the Excel Help tool does not return any explicit procedures for creating such a chart. I feel as though I am qualified to write these instructions because I have created several histograms throughout my college career at Purdue and intern work with Bosch.
My first audience is the novice user, who is able to enter data into cells but may not have extensive experience with Excel functions. This user will need more explicit instructions. I think they will expect screen shots for most of the actions, as they may not know where to find many of the tools within the program. I would assume that they will be concerned that the instructions will not cover all the questions that they may have, so I will try to address any difficulties that I may foresee.
My second audience is the experienced user, who has used Excel functions to manipulate data and created charts to display that data. This type of user will want instructions that are concise and that effectively explain the process with as little text as possible. I think that they will expect the writer to address which functions are to be used, but not necessarily multiple instruction steps on how to utilize those functions. A concern of an experienced user might be that instructions will be too long or too detailed, and ultimately waste more time than they’re worth. Each major step may only require one or two lines of text, as opposed to several lines with accompanying graphics.
As for a layout, I think that a small booklet (similar to the pamphlets handed out in many churches on Sundays) would be effective because the user can easily store it somewhere near their computer and use it for quick reference in the future. I know that this format will be good for an experienced user, but I’m not so sure about the novice user. They may prefer a larger document, as they will probably only refer to it once or twice and then be familiar enough to use a quick reference. My graphics may include screen shots of the data tables, function bar, toolbars, menus, and charts for the novice user and possibly only data tables, icons, and charts for the experienced user. I also plan on avoiding lengthy paragraphs of text, as most users are reluctant to read them. I’d like to use concise steps that can be easily read by each audience.
One of my dilemmas is deciding whether to use MS Office 2003 or 2007, as the menus are considerably different (File and Edit menus vs. the Ribbon). I will probably use 2007, as it is the newest, and many people can probably benefit from learning how to use it.
Keeping it current
I would suggest using 2007. In my mind, there is no point in creating a manual for an outdated version of software because it makes your document instantly obsolete as soon as you create it. Plus, I feel like 2003 is more intuitive. While the functionality of the spreadsheets is maintained in Excel 2007, I think Microsoft's attempt to stylize and streamline office's user interface has taken control away from the user when it comes to the actual chart layouts. I always feel like I'm being forced into a template when trying to create graphs on Excel 2007. What you might consider doing, since a lot of people still use 2003, is try to incorporate both where possible. Your functions shouldn't be that different, it's just that a lot of the buttons have been moved.
Another thing you might consider is creating general instructions on how to create a histogram that includes using tools like Excel (and maybe Matlab if you are feeling ambitious). You could even do something like making your novice instructions on how to make a simple one-time histogram and your advanced instructions more focused on creating a "living" histogram, where data is still being input over time. Just some ideas.
Instructor Feedback: jrdavies
I think this is a very solid proposal. I like that you have given serious thought to the format of your instruction sets, and how the expert group and novice group may have different needs that manifest in the actual medium of the instructions themselves. I also like that you are treating novices and experts are individual groups with different needs rather than treating one group as the obverse of the other. Sometimes when we write instructions like this we really only write for the novices and then just cut down those instructions for the experts (because they don't need as much hand holding). This is not an effective approach, and it seems to me that you have avoided it.
I agree with TANoNati that it makes sense to use the most recent version of Excel. Regardless of the install base, instructions for the newer version are more necessary (because of the radical UI redesign) and more relevant (because the software won't become obsolete as soon as the 2003 version).