I’m going to tell you about mastering the art of conciseness in technical instructions. In a world overflowing with information, being clear is incredibly valuable. For those of us who write technical instructions, conciseness isn’t just about sounding good; it’s absolutely essential for the instructions to work. Every extra word, every confusing phrase, puts a tiny hurdle between the user and getting their task done. This guide will dive deep into the precise techniques for making technical documentation incredibly concise, turning a lengthy explanation into a crystal-clear command. We’re not just talking about cutting words; we’re talking about surgical accuracy, making sure every single word earns its spot and truly helps people understand.
Why Shorter is Better: Every Word Matters
Before we get into how to do it, let’s firmly establish why it’s so important. Technical instructions are different from novels or essays. Their only goal is to help someone do something. Users come to them with a problem to solve, a task to accomplish. They want answers, not entertainment.
- Less to Think About: More words mean more effort to understand. When users are already busy with complex technical tasks, their brainpower is limited. Short instructions reduce that mental burden, letting them focus on the actual task.
- Faster Understanding: Time is precious. Users need to grasp instructions quickly. Being concise speeds up understanding, which means faster task completion and less frustration.
- Fewer Mistakes: Confusion thrives in long explanations. Clear, concise statements leave little room for misinterpretation, directly reducing the chance of user errors.
- Better User Experience: A smooth, effortless experience builds trust and satisfaction. Users appreciate instructions that respect their time and intelligence.
- Works Everywhere: Concise content is naturally more adaptable. It fits better on small screens, in interactive prompts, and even with voice-activated systems, making it ready for the future.
- Easier to Translate: While not our main focus, being succinct significantly cuts down on translation costs and improves accuracy, because there’s less room for subtle misunderstandings.
Imagine a user struggling to set up complicated software. Do they want a paragraph explaining the history of network protocols, or a direct step: “Click ‘Network Settings'”? The answer is clearly the latter.
Finding and Fixing Wordiness: Getting Rid of the Fluff
Being concise starts with brutally finding where you’re using too many words. This isn’t about just counting words; it’s about figuring out what truly adds value versus what just takes up space.
Too Many Adverbs and Adjectives
Many writers automatically add adverbs and adjectives for emphasis or detail. Often, you can remove them without losing clarity, or even replace them with stronger, more precise verbs and nouns.
Problematic: “Carefully and slowly press the button.”
Concise: “Press the button gently.” (Or, if “gently” is the key action: “Gently press the button.”)
Problematic: “You will need to completely finish the installation process before proceeding.”
Concise: “Complete the installation before proceeding.”
Problematic: “This highly innovative new feature significantly improves performance.”
Concise: “This feature improves performance.” (The “highly innovative new” is often clear just by
including it, and “significantly” can be explained elsewhere if crucial.)
What to do:
1. Look for words ending in ‘-ly’: Many adverbs can be removed or replaced.
2. Question every adjective: Does it genuinely change the meaning, or is it just unnecessary? (Is a warning always “important”?)
3. Choose stronger verbs: Instead of “walk quickly,” use “sprint.” Instead of “make a decision,” use “decide.”
Too Many Prepositional Phrases
Prepositional phrases often stretch simple ideas into long sentences. While they provide context, using too many clutters sentences.
Problematic: “In the event of a power outage, please refer to the section on power recovery.”
Concise: “If power fails, refer to the power recovery section.”
Problematic: “With regard to the settings for the display…”
Concise: “For display settings…” or “Display settings…”
Problematic: “Due to the fact that the system is offline…”
Concise: “Because the system is offline…”
What to do:
1. Find phrases that start with prepositions: in, on, at, by, for, with, about, due to, prior to, in order to, in the event of.
2. Try to replace them with a single word: “for the purpose of” becomes “to.” “at this point in time” becomes “now.”
3. Rewrite to get rid of the prepositional structure entirely: “the decision of the committee” becomes “the committee’s decision.”
“Zombie Nouns” (Nominalizations)
Nominalizations are verbs turned into nouns (e.g., “implement” becomes “implementation,” “decide” becomes “decision”). They often require extra words (like “make an implementation of,” “perform a decision”) and make sentences longer.
Problematic: “Make an accurate assessment of the data.”
Concise: “Accurately assess the data.”
Problematic: “Provide a clear explanation of the process.”
Concise: “Clearly explain the process.”
Problematic: “The team will conduct an investigation into the issue.”
Concise: “The team will investigate the issue.”
What to do:
1. Look for nouns ending in -tion, -ment, -ance, -ence, -al, -sis.
2. Ask if the original verb form would be more direct.
3. Change it back to the verb and restructure the sentence around it.
Repetitive Phrases
Some phrases are naturally redundant, saying the same thing twice or including unnecessary words.
Problematic: “Return back to the previous screen.”
Concise: “Return to the previous screen.” (“Back” is implied.)
Problematic: “Proceed forward with the installation.”
Concise: “Proceed with the installation.” (“Forward” is implied.)
Problematic: “Completely eliminate all errors.”
Concise: “Eliminate errors.” (Elimination implies completeness.)
Problematic: “Basic fundamentals.”
Concise: “Fundamentals.”
What to do:
1. Read sentences aloud: Redundancy often sounds clumsy.
2. Question every word: Does it offer new, essential information, or is it just repeating something already said?
3. Keep a list of common redundant pairs: “exactly the same,” “final outcome,” “new innovation.”
Pompous and Overly Formal Language
Technical writing needs to be precise, not pretentious. Avoid overly academic or formal language when simpler, more direct terms will do.
Problematic: “It is incumbent upon the user to ensure adherence to safety protocols.”
Concise: “Users must follow safety protocols.”
Problematic: “Utilize the provided interface for data input.”
Concise: “Use the interface for data input.”
Problematic: “In cognizance of the aforementioned parameters…”
Concise: “Given the parameters…”
What to do:
1. Translate “academic” words into everyday language. (e.g., “prioritize” instead of “place a high degree of emphasis on”).
2. Aim for a conversational yet professional tone. Imagine explaining the process to a smart colleague.
3. Avoid jargon if simpler terms exist, unless the jargon is a precise, established technical term.
The Power of Precision: Writing Effective Instructions
Cutting words is only part of the solution. The remaining words must carry the most information possible. This is where precision shines.
Active Voice: Direct and Clear
Active voice (where the subject performs the action) is almost always more direct, clearer, and often shorter than passive voice (where the action is performed on the subject).
Problematic (Passive): “The ‘Save’ button is clicked by the user.”
Concise (Active): “Click the ‘Save’ button.”
Problematic (Passive): “Errors can be prevented by following these steps.”
Concise (Active): “Follow these steps to prevent errors.”
What to do:
1. Find sentences where the one performing the action is unclear or comes after the verb. (Look for “by X”).
2. Rewrite to make the subject the actor. In technical instructions, the implied subject is almost always “you” or “the user,” allowing for command verbs.
Imperative Verbs: The Command to Action
Technical instructions are commands. Imperative verbs (commands) are naturally concise and action-oriented.
Problematic: “You should now proceed to click the ‘Next’ button.”
Concise: “Click ‘Next’.”
Problematic: “It is necessary to ensure that the cable is firmly connected.”
Concise: “Connect the cable firmly.”
What to do:
1. Start steps with a verb. “Enter…,” “Select…,” “Press…,” “Verify…”
2. Avoid introductory phrases like “You will need to…” or “It is important that you…” Get straight to the action.
Specificity Over Generalities
Vague language forces users to guess, which slows them down and introduces potential for error. Be relentlessly specific.
Problematic: “Adjust the settings.” (Which settings? To what?)
Concise: “Adjust the display brightness to 75%.”
Problematic: “Go to the area where the tools are located.”
Concise: “Navigate to the ‘Tools’ menu.”
Problematic: “Fix the issue.”
Concise: “Resolve the network connectivity error.”
What to do:
1. Name specific UI elements: “Click ‘OK’,” not “Click the button.”
2. Quantify whenever possible: “Enter ’25’,” not “Enter a number.”
3. Use precise technical terms when appropriate and defined.
Get Rid of Unnecessary Qualifiers
Words like ‘ensure that,’ ‘in order to,’ ‘that,’ ‘which,’ ‘whether,’ often come before phrases that can be simplified or removed.
Problematic: “Ensure that the power cable is connected before you turn on the device.”
Concise: “Connect the power cable before turning on the device.”
Problematic: “You must verify whether the light is green.”
Concise: “Verify the light is green.”
What to do:
1. Scan for common qualifiers and conjunctions.
2. Try removing them and rereading the sentence. Does it lose essential meaning? Often, it becomes clearer.
3. Specifically target “that” and “which” clauses. Many are optional or can be rephrased.
Combining and Restructuring Sentences
Sometimes, conciseness isn’t about removing words, but about combining ideas efficiently.
Problematic: “First, open the application. Then, locate the ‘File’ menu. Afterward, click ‘New Project’.” (Three sentences)
Concise: “Open the application, locate the ‘File’ menu, and click ‘New Project’.” (One sentence, or three distinct steps for clarity, still concise)
Problematic: “This switch controls the power. It is located on the back.”
Concise: “The power switch is on the back.”
What to do:
1. Look for short, choppy sentences that convey closely related ideas.
2. Combine them using conjunctions (and, but, or) or by rephrasing them into a single, comprehensive statement.
3. Make sure combined sentences remain clear and don’t become too complex. Sometimes, individual concise steps are better.
Making the Structure and Format Concise: Beyond Just Words
Conciseness isn’t just about individual words and sentences. It also applies to how all the information is presented.
Lists Instead of Paragraphs
Bulleted or numbered lists are naturally easier to scan and more concise than dense paragraphs for instructions that are sequential or parallel.
Problematic: “To begin, you will first need to power on the device. Following that, select “Settings” from the main menu. Next, navigate to the “Network” section and choose “Wi-Fi.” Finally, input your password and connect.”
Concise:
1. Power on the device.
2. Select “Settings” from the main menu.
3. Navigate to “Network” > “Wi-Fi.”
4. Enter your password and connect.
What to do:
1. If a paragraph contains a series of clear steps, turn it into a numbered list.
2. If a paragraph describes parallel items or components, turn it into a bulleted list.
3. Make sure each list item is a concise, actionable statement.
Smart Use of Headings and Subheadings
Well-structured headings break down complex topics into manageable chunks, guiding the user and letting them quickly find the information they need. This is conciseness on a larger scale.
Problematic: A single, long section titled “Installation and Configuration Procedures.”
Concise:
* Installation: Initial Setup
* Installation: Driver Installation
* Configuration: Network Settings
* Configuration: User Profiles
What to do:
1. Find natural breaking points in the content.
2. Create headings that accurately and concisely describe the content below them.
3. Use a consistent hierarchical structure (H1, H2, H3, etc.).
Visual Aids and Diagrams
Often, a clear diagram or screenshot can convey information much more concisely than hundreds of words. Labels on images are also incredibly effective.
Problematic: “To locate the power port, look at the back of the device. It is a small circular opening, usually black, and has a lightning bolt icon next to it. It’s positioned near the bottom right corner of the device when viewed from the front.”
Concise: (Image of the device’s back with the power port highlighted and labeled “Power Port”)
What to do:
1. Figure out when a visual would be clearer or more concise than text.
2. Ensure visuals are high-quality, relevant, and clearly labeled.
3. Write concise captions for visuals.
Tables for Data
Presenting comparative data or lists of parameters in a table is vastly more concise and easier to understand than dense prose.
Problematic: “The standard model has 8GB of RAM and a 256GB SSD. The Pro model includes 16GB of RAM and a 512GB SSD. The base model offers 4GB of RAM and a 128GB SSD.”
Concise:
Model | RAM | Storage |
---|---|---|
Base | 4GB | 128GB |
Standard | 8GB | 256GB |
Pro | 16GB | 512GB |
What to do:
1. Look for opportunities to present data in a structured, table format.
2. Use clear, concise column headers and row labels.
The Art of Omission: What NOT to Include
Conciseness isn’t just about what you keep; it’s profoundly about what you leave out. Removing non-essential information is critical.
Irrelevant Background Information
Unless absolutely necessary for context or troubleshooting, historical stories, philosophical reasons, or unrelated explanations should be left out.
Problematic: “Historically, this software was developed in 1998 to address the growing need for data management. Its initial architecture was
monolithic, but over the years, it evolved into a microservices-based system, which is why you now see separate modules for
data processing and reporting.”
Concise: (Remove the entire paragraph for an installation guide.)
What to do:
1. Ask: “Does the user need this information to successfully complete the task?”
2. Differentiate between “nice to know” and “need to know.” Technical instructions prioritize “need to know.”
Redundant Warnings and Disclaimers
While safety warnings and disclaimers are crucial, they should be presented efficiently without unnecessary repetition. Overuse can lead to users ignoring them.
Problematic: “Warning: Be very careful when handling chemicals. Please ensure you are wearing appropriate safety goggles. Furthermore, it is important to note that protective gloves should always be used. Failure to adhere to these safety precautions could result in serious injury or even death. Exercise extreme caution.”
Concise: “WARNING: Wear safety goggles and gloves. Failure to do so may result in serious injury.” (Detailed safety protocols belong in a dedicated safety manual, linked if necessary, not repeated in every instruction step).
What to do:
1. Combine warnings and disclaimers where possible.
2. Use clear, concise warning labels (e.g., “Caution,” “Warning,” “Note”).
3. Avoid legalistic repetition within the instructional flow.
Peripheral Information
Any information not directly related to the user’s immediate task should be moved to an appendix, a separate troubleshooting guide, or removed entirely.
Problematic: (In a guide for installing a printer) “This printer is also compatible with various mobile apps, and you can order ink cartridges directly from the manufacturer’s website, which offers a subscription service for automatic ink delivery.”
Concise: (Remove this information from the installation guide. It belongs in a user manual or marketing material.)
What to do:
1. Stay laser-focused on the task at hand for each section.
2. Ruthlessly cut anything that distracts the user from the main goal.
Pointless Introductions and Conclusions
Get straight to the point. Users want to start doing, not read elaborate prose about what they’re about to do. Similarly, grand conclusions are rarely needed.
Problematic (Introduction): “Welcome to this comprehensive guide on configuring your network. Throughout this document, we will embark on a journey that will empower you to establish robust and reliable connectivity, ensuring seamless data flow across your devices. Our aim is to provide you with the utmost clarity and precision…”
Concise: “This guide explains how to configure your network settings.”
Problematic (Conclusion): “In conclusion, we trust that this guide has provided you with the foundational knowledge and detailed steps necessary to master your device. May your technological endeavors be fruitful and your digital experience be without impediment. We are confident that you are now fully equipped…”
Concise: (Omit entirely, or a simple “Your device is now configured.”)
What to do:
1. Start instruction sets directly with the first actionable step or a very brief contextual sentence.
2. End when the task is complete. No need for farewells or celebratory remarks.
The Journey to Perfect Conciseness: Editing and Review
Conciseness is rarely achieved in a first draft. It comes from rigorous editing and review.
Self-Editing: The First Pass
After drafting, look at your own work with a critical eye.
- Read Aloud: This helps catch awkward phrasing, redundancies, and overly long sentences. Your ear will often detect what your eye misses.
- Word-by-Word Scrutiny: Highlight every word. Can it be removed? Can it be replaced with a shorter, more precise alternative?
- Check for Jargon: Are there simpler terms than the ones you’ve used? (Unless the specific jargon is the established technical term.)
- Consider Wordiness: While not a strict rule, mentally note if a simple action requires an excessive number of words.
- Focus on Action Verbs: Do sentences primarily start with strong, active verbs?
Peer Review: Fresh Eyes, New Insights
Another set of eyes, especially from someone less familiar with the subject matter, can be invaluable.
- Ask for Clarity Feedback: “Is anything confusing?” “Are any parts hard to understand quickly?”
- Test for Actionability: Can the reviewer perform the task solely by following your instructions, without guessing or prior knowledge?
- Identify Unconscious Bias/Assumptions: Experts often skip steps or assume certain knowledge. A fresh perspective exposes these gaps.
User Testing: The Ultimate Test
The true measure of conciseness and clarity is how actual users interact with the instructions.
- Observe Users: Watch users try to follow your instructions without intervention. Where do they pause? Where do they make mistakes? These are often points where the instructions are too wordy or unclear.
- Gather Direct Feedback: Ask users: “Were there any parts that felt too wordy?” “Did you ever feel like skipping sections?”
- Analyze Error Rates: High error rates often point to poorly understood, verbose, or ambiguous instructions.
Example Scenario:
You’ve written: “In order to proceed with the advancement of the screen, you are required to locate the button that says ‘Next’ positioned at the lower right-hand side of the display and then make a click with the mouse input device upon this object.”
Self-Edit Pass:
* “In order to proceed with the advancement of the screen,” -> “To go to the next screen,” or simply remove for a step-by-step.
* “you are required to locate the button that says ‘Next’ positioned at the lower right-hand side of the display” -> “Locate the ‘Next’ button at the lower-right of the screen.”
* “and then make a click with the mouse input device upon this object.” -> “and click it.”
Revised after Self-Edit: “To go to the next screen, locate the ‘Next’ button at the lower-right of the screen and click it.” (Much better, but still opportunities.)
Target for Perfect Conciseness (Imperative): “Click ‘Next’.” (Assuming it’s always at the lower-right, or if not, a screenshot handles the location.)
This iterative process of drafting, self-editing, peer review, and user testing creates a feedback loop that continually refines and sharpens the conciseness of your technical instructions.
Conclusion: The Quiet Strength of Saying Less
Mastering conciseness in technical instructions is an art form built on discipline and strategic purpose. It’s not about being brief, but about being precise. It’s about respecting the user’s intelligence and time. By ruthlessly eliminating every unnecessary word, embracing direct language, structuring information for maximum readability, and using visual communication, you elevate technical documentation from a chore to an empowering tool. The ultimate goal is for the user to complete their task effortlessly, almost without noticing the instructions themselves – a testament to writing that truly fades into the background, leaving only clarity in its wake. The most concise instructions are often the most impactful, facilitating not just understanding, but immediate and effective action. They are, in essence, invisible architects of success.