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A Practical Guide‑to‑Guide Checklist


Below is a "cookbook" version of a guide that helps you create, maintain, and improve any kind of instruction manual – whether it’s a quick user help sheet, a training handout, or a full‑blown process book.

Each section follows the order in which you would normally build such a document.



> Tip – Treat this as a living document: open it with your favorite Markdown editor (or a simple text file), keep version numbers, and push changes to a shared repo or cloud folder so that everyone can see what changed.



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1. Define the Purpose



What? Why?


Goal – What problem does this solve? Clarifies intent for writer & reader.


Audience – Who will read it? (e.g., junior staff, managers) Tailors tone, detail level, and examples.


Scope – What is included / excluded? Keeps the document focused.


Tip: Write a 2‑sentence mission statement: "This guide explains how to… for… ensuring that…"



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2. Gather Content




Collect existing docs: SOPs, manuals, emails, recorded videos.


Interview experts: Ask for key steps, pitfalls, and anecdotes.


Observe real work (shadowing): Spot hidden steps or shortcuts.


Compile a "starter" outline: List major sections.



Tool: Use a simple spreadsheet to track source → relevance → notes.





3. Draft the Structure


Typical sections:





Purpose / Scope


Prerequisites / Resources Needed


Step‑by‑Step Procedure (numbered or bulleted)


Common Issues & Troubleshooting


FAQs / Quick Tips


Glossary / Acronyms


References / Further Reading



Tip: Keep the procedure section concise; use "as‑you‑go" language.





4. Write the First Draft




Focus on clarity, not perfection.


Use short sentences and active voice.


Include screenshots or diagrams where helpful.


Highlight warnings in bold or a different color.


Let your target audience guide tone (formal vs casual).



After drafting, do a quick self‑check for:



Logical flow – each step follows the previous one.


Completeness – no missing information needed to complete the task.


Accuracy – verify details against live system or documentation.







5. Peer Review / QA




Share with a colleague who is familiar with the topic but not the author.


Ask them to follow the instructions and see if they can finish the task.


Gather feedback on clarity, missing steps, confusing wording.


Make sure all terminology matches what your audience uses.







6. Final Polish




Consistent Formatting – bold titles, numbered lists, bullet points where needed.


Grammar & Spelling Check – use tools like Grammarly or built‑in spell checkers.


Add Visuals (if applicable) – screenshots, icons, diagrams can clarify complex steps.


Reference Cross‑Links – if this is part of a knowledge base, link to related articles.







7. Publish & Monitor




Once published, keep an eye on user feedback or analytics (e.g., click‑throughs, time spent).


Update the article as processes change or new questions arise.







Quick Checklist Before Final Approval


✅ Item


✔️ Title clearly reflects content


✔️ Audience is correctly identified


✔️ Steps are in logical order and easy to follow


✔️ Terminology matches user language


✔️ All links, images, and videos are functional


✔️ Article is proofread for grammar & clarity


✔️ Accessibility standards (alt text, captions) met


Follow this guide each time you produce a knowledge article, and you'll consistently deliver high‑quality, customer‑centric content. Good luck!

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