9 Steps to Create a Step-By-Step Guide (+ Free Template)

Every task looks impossible before it’s done.

Think about the time when you took on a huge task–like assembling furniture or making a complicated dish. There was a moment of procrastination, before you made up your mind to finally get started. Then you picked up the instruction manual or recipe book and followed the first step – And before you knew it, you were done!

The instruction manual and the recipe book are examples of step-by-step guides. In this post you’ll learn how to create step-by-step guides for your organization in just 9 easy steps.

What is a Step-By-Step Guide?

A step-by-step guide is an instruction manual that helps you complete a task by guiding you through one step at a time.

For example, a recipe book first tells you the ingredients you need. Then, it shows you which ingredients you need to use first. Within that step it specifies measurements and other cooking instructions. Like this it guides you through multiple steps in detail, until your dish is ready.

5 Popular Types of Step-By-Step Guides

1. Standard Operating Procedures

Standard Operating Procedures (SOPs) are step-by-step instructions that help the end users to complete tasks in a sequential order, based on the organization’s guidelines.

For example, a SOP for conducting KYC in a bank would guide an employee step-by-step on which documents to ask for, how to verify them and what to do after verifying them.

2. Customer Onboarding Guide

A customer onboarding guide helps customers understand how to use a product or service one step at a time.

For example, for a knowledge management platform, the customer onboarding guide would include steps like creating an account, importing data, organizing information, and searching for information.

3. Employee Onboarding Guide

An employee onboarding guide streamlines the onboarding process by helping new hires easily navigate the process step-by-step.

For example, an employee onboarding guide would include steps like setting up company email, attending orientation sessions, and completing training modules.

4. Customer Service Guide

A customer service guide helps CX agents efficiently handle customer inquiries and complaints by following a step-by-step approach.

For example, a customer service guide can include steps like searching customer history in the CRM, logging complaints, troubleshooting common issues, and escalating complex problems.

5. Troubleshooting Guides

Troubleshooting guides help customers and support agents to identify and resolve technical problems.

For example, a troubleshooting guide for fixing Wi-Fi issues will include step-by-step instructions for identifying the problem – checking the router and modem connections, ensuring proper network settings, and contacting technical support if necessary.

9 Steps to Create a Step-By-Step Guide

1. Define the Objective

Start by clearly defining the goal of your guide.

Ask yourself what you want your audience to accomplish after following it. Understanding the purpose is essential because it sets the direction for the entire guide. It helps you determine the scope of the content, focus on the most important aspects, and identify the outcomes you expect your users to achieve.

For example, if you’re creating a guide on how to set up a new smartphone, your guide’s objective could be: “To help users quickly and correctly set up their new smartphone, ensuring they can make calls, use apps, and configure basic settings.”

2. Identify the Audience

Next, identify the audience who will be using your guide.

Knowing your audience is important for creating an effective guide.

Consider the knowledge level, experience, and specific needs of your target users. Are they beginners who need detailed explanations, or experts who just need quick reminders? Understanding their preferences helps you choose the right language, tone, and level of detail.

For example, if your guide is for non-technical users using a new scheduling platform, you’ll want to use simple language, avoid technical jargon, and possibly include larger images for clarity.

3. Gather Information

Before you start writing, thoroughly research the subject of your step-by-step guide. This involves collecting all the necessary information about the task or process you’re explaining. You can consult with experts, review existing documentation, and explore different scenarios where the guide can be applied.

The goal is to ensure that you have a good understanding of the topic so you can provide accurate and complete instructions. This step also helps you predict potential challenges or questions that users might have, allowing you to address them proactively in your step-by-step guide.

4. Outline the Steps

Once you have all the information, the next step is to break down the process into clear, manageable steps.

Start by organizing the steps in a logical order that follows the natural flow of the task. This will help you ensure that nothing important is left out and that the content is structured in a way that’s easy to follow.

For example, if you’re creating a guide on how to set up a new Gmail account, you would start with steps like “Open Gmail’s website” and “Click on ‘Sign Up,'” then proceed to more detailed instructions like “Fill in your personal information” and “Choose a password.”

5. Write Clear Instructions

Once you have finalized the outline of your step-by-step guide, you can start writing the instructions for each step. Use simple language and avoid unnecessary jargon, unless it’s appropriate for your audience. Make your instructions straightforward and easy to follow.

Consider adding diagrams, images, and videos to your guide to make complex steps easier to understand. This will make your guide more engaging and easier to understand.

6. Send the Guide for Review

Next, get feedback from subject matter experts on your guide. Their insights can help identify any gaps or errors in the instructions that you might have missed. This will help you make your guide more reliable and effective.

7. Test the Guide

Check if your guide is effective. Have few users test your guide. Pay attention to any difficulties they encounter, questions they have, or any parts of the guide that might be unclear. This will help you identify areas of improvement. Use this information to revise the guide, making it more user-friendly and effective.

8. Publish and Distribute

Once the guide is ready, it’s time to publish it and make it available to your audience. Choose the appropriate format and platform based on where your audience is most likely to access it, whether that’s a website, an internal company portal, or a printed manual. This will ensure that your guide reaches your target audience and helps them use your product effectively.

9. Gather Feedback and Update Regularly

After the guide is in use, continue to collect feedback from users. This will again help you identify areas of improvement in your guide. Additionally, your products and processes will evolve over time. So, regularly assess and update your guide to keep it reliable and easy-to-use.

Free Template to Create Step-By-Step Guides 

Title: [Insert guide title here]

TROUBLESHOOTING GUIDE FOR FIXING WI-FI ISSUES

Introduction: [Define the purpose, audience, and content of the guide]

• Purpose: This guide aims to help users resolve common Wi-Fi connectivity issues
• Audience: This guide is intended for home users and small office environments experiencing Wi-Fi problems
• Overview: This guide covers identifying the problem, checking connections, restarting devices, adjusting settings, and seeking further assistance if needed

Materials Needed: [List all the materials and tools needed to complete the steps]

• Router and Modem
• Ethernet Cable
• Computer or Mobile Device
• Internet Service Provider (ISP) Contact Information

Steps: [List all the steps in order and give a brief description for each step]

Step 1: Check Physical Connections

• Ensure all cables between the router, modem, and wall outlets are securely connected. Unplug and replug them to confirm a proper connection.

Step 2: Restart the Router and Modem

• Turn off the router and modem, wait for 30 seconds, and then turn them back on. Allow a few minutes for them to reboot and reconnect.

Step 3: Verify Network Settings

• On your computer or mobile device, check the Wi-Fi settings to ensure you are connected to the correct network. Enter the correct password if prompted.

Step 4: Update Firmware

• Access your router’s settings through a web browser. Look for firmware updates in the administration section and follow the instructions to update.

Step 5: Reduce Interference

• Move the router to a central location away from walls and other electronic devices. Ensure there are minimal physical obstructions between the router and connected devices.

Step 6: Contact ISP Support

• If issues persist, contact your Internet Service Provider for further assistance. They can help diagnose and resolve any service-related problems.

Conclusion: [Briefly summarize what has been accomplished and provide information on what to do next]

• By following these steps, you should be able to identify and resolve common Wi-Fi issues, ensuring a stable and reliable connection.
• If problems continue, consider upgrading your equipment or consulting a professional technician.

Additional Resources: [Include any helpful links or contact Information]

• Links:
  • Router Firmware Update Guide
  • ISP Support Contact Page

Tips for Success: [Provide general tips to ensure successful completion of the steps]

• Tip 1: Regularly restart your router to maintain optimal performance
• Tip 2: Keep your router’s firmware up to date to benefit from the latest features and security improvements
• Tip 3: Position your router in a central, elevated location to maximize coverage and signal strength

Contact Information

For further assistance, contact [Your ISP] at [ISP Contact Number] or visit [ISP Support Website].

Start Creating your Step-By-Step Guides with Knowmax

Knowmax is an AI-powered knowledge management platform that allows you to easily create step-by-step guides for your customers and service agents.

With Knowmax you can:

• Turn complex customer service SOPs into the next best actions
• Use AI author tools to create first drafts of your step-by-step guides
• Create guides that your users need by analyzing the topics they search for frequently
• Improve your content by assessing how your users are using your guides
• Use AI search to find step-by-step guides instantly