It's easier for the reader to make sense of your instructions if you remove the fat and leave only the important information.

Don't distract your reader. One of the best ways to do this is to separate your instructions from paragraph form to numbered steps.

For example, in the following paragraph, some of the important instructions could be lost to the reader if they were trying to follow along while creating a new folder in Microsoft Windows.

In order to create a new folder you must first position your mouse pointer to click on the Start button and then when the menu opens click on the Programs option. After the Program menu opens you can move your mouse pointer and click on the Windows Explorer option. The Windows Explorer directory list opens and you can move the cursor to select the My Documents folder on the drive marked C. Then, click on the File menu at the top of the window and when it opens click the New option. When the New submenu opens you must select the option called Folder. After you select the Folder option an icon of a new folder appears with a default file name of "New Folder." This is your opportunity to change the name of the new folder from "New Folder" to your choice of folder names by typing in the new name and pressing Enter.

A good technical writer can help guide the reader by using numbered steps to instruct. For example, the above paragraph would look like this:

How to Create a New Folder in Microsoft Windows

1. Click Start and select Programs.
2. From Programs, select the Window's Explorer option.
3. Select the My Documents folder on drive C.
4. Click on the File menu and select New.
5. From New, select Folder.
6. Look for the icon of a new folder that appears with the default name, "New Folder."
7. Click on the default name and type a new name for the folder.

Most readers would prefer the second example when performing their task. They don't need the extra words. They only complicate the instructions and distract the reader from staying focused of the subject.

In Part Two of the Fat Free Writing Series, we'll examine examples of ambiguous phrases and learn more ways to remove the fat from our writing.

(Microsoft and Microsoft Windows are either a registered trademark or trademarks of Microsoft Corporation in the United States and/or other countries.)