The most common errors and risks in technical documentation
29.04.2021 - Max Hoehle
Every technical product has a whole to perform a specific task. It can only do that if it is served correctly. Improper use, incorrect handling or careless use can do damage quickly. The technical documentation is intended to avert this. sneak up If you include errors in a manual, the document sometimes misses its purpose. That's why it happens an accident, liability claims may arise against the manufacturer. This post helps To avoid risks due to incorrect instructions.
Error 1:
Risk assessment incomplete or inaccurate
The basis for the information that enables the user to handle the product safely is the risk assessment. All regulations for products stipulate that the manufacturer determines the dangers and eliminates them as far as possible. He must explicitly inform the user about the remaining risks. The error-free technical documentation always contains information on the intended use and on the boundary conditions that must be observed during use. This includes, for example, the correct power supply, maintaining safe distances to bystanders, the maximum speed for tools or the personal protective equipment required at work.</p >
Error 2: lack of structure, unclear structure
The user has to find his way around the manual, otherwise he puts it aside unread. A clear structure helps him to carry out work processes correctly. The following components belong in every operating manual:
- Table of Contents
- Description of the article
- general security requirements
- Description of the individual activities in normal operation
- necessary care and maintenance measures
- Behaviour when faults occur
- Notes on repairs
- Disposal instructions
In many cases, assembly instructions are part of the technical documentation. Then it helps to start by listing all the tools you need. Whenever information can be compiled in a table, this form of representation should be used.
Error 3: too much text, not enough images
Graphic representations are understood by the user much faster than text, which he first has to read. Two or three images showing the progress of a work step can be kept in mind with a side glance while he acts. This saves time and helps to avoid errors. Line drawings in which the essentials are immediately apparent are particularly suitable. The images are supplemented by hazard symbols and mandatory signs for protective measures.
Error 4: incomprehensible jargon
Each subject area has its own terms that are rarely used in everyday life, sometimes even with a different meaning. Within the department, these words contribute to rapid, loss-free communication. Outsiders are often overwhelmed. Therefore, the technical documentation should avoid these terms if possible. This is especially true when it is aimed at private individuals. If no suitable word can be found, the technical term should be explained immediately. A glossary at the end of the instructions can provide an additional overview of the technical terms used.
Error 5: incomplete information
Much of the work is routine. What you might do over and over again for many years becomes a habit. Anyone who assumes that the user of a manual is also experienced can be wrong. The technical documentation must also explain the "normal" work steps.
Notes on the information that the technical documentation must take into account are provided by the legal regulations and standards for the specific products. Examples of legal regulations are:
- the Machinery Directive
- the Product Safety Policy
- the Pressure Equipment Directive
- the Low Voltage Directive
- the ATEX directive for potentially explosive atmospheres
- the VGB guideline VGB-S-831-00 for power plants
Error 6: extensive, misleading text layout
No one expects a fun guide. The technical documentation should convey the required information briefly, clearly and unambiguously. The same tools or components must always be given the same designation. A cable is always a cable. It irritates the user when it is referred to as a cable in one place and a line in another. Word repetitions are more valuable than a perfectly formed literary text. To avoid confusion, different tools or components need their own name or an additional character (number, letter) to identify what is involved.
Error 7: Contradictions between instructions and product
Products are constantly being changed and improved. The technical documentation must keep up with developments. A new layout of controls, better tools, or other changes will require revised instructions. It is important that the assignment of the respective manual version to the corresponding product is ensured.
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