Step-by-Step Guides: How to Create with 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. For you, we will also give a free template.

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.

What are the Use Cases for Step-By-Step Guides

Here are the use cases of the step-by-step guide:

1. Employee Onboarding

When new employees join your company or start using your product, it can be a lot to take in all at once. Here you will understand the power of a step-by-step guide.

A step-by-step guide makes the process smoother by breaking things down into clear, easy steps. From setting up their email to using software and understanding the company culture, guides help new hires feel confident and organized, ensuring they don’t miss any important details.

2. Customer Onboarding

You give demos to your customers for the product, right? However, customers purchasing your software often require assistance with minor tasks, such as setting up the software, adding users, and understanding how specific features work. If you created the step-by-step guides for all this, then you save your sales team time.

Getting started with a new product or service can be confusing for customers. A step-by-step guide can walk them through the setup process, making it easier for them to get the concept.

For instance, if they’re using a software platform, a guide might show them how to create an account, import data, and get started with key features, ensuring they feel comfortable using the product.

3. Troubleshooting Common Issues

I am sure you are also facing some troubleshooting issues, such as a weak Wi-Fi connection, laptop overheating, and blurry TV images, among others. Technical issues are frustrating, but with a good step-by-step troubleshooting guide, users can often fix the problem on their own.

Isn’t it Interesting?

Whether it’s checking the Wi-Fi connection or troubleshooting a software bug, guides break down the steps in a simple way, making it easier for you to follow and resolve the issue yourself, without needing to contact support. More importantly, save time!

4. Creating Standard Operating Procedures (SOPs)

To run your business smoothly, you need to follow a consistent process. Step-by-step SOP guides ensure that tasks are completed consistently and correctly. Whether it’s onboarding a new employee or completing a routine process, SOPs make sure that every team member knows exactly what to do and how to do it every time.

5. Knowledge Sharing

When you want to share information with others, whether it’s a best practice or a new process, a step-by-step instruction guide is an effective way to do it.

It helps people follow the information and apply it without confusion. Whether it’s sharing tips on how to improve customer service or how to use a new tool, these guides make it easier for everyone to understand and use the knowledge shared.

6. Learning New Skills

Step-by-step guides are also great for new learners. Instead of feeling overwhelmed, you can take it one step at a time. Whether you’re learning to cook a new recipe or using new software, a guide helps break it down into manageable tasks, making it easier to learn and practice new skills.

How to Create Step-by-Step Guides?

Here are the 9 steps to create step-by-step instruction guides:

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.

Step-By-Step Guides Template (Free)

Benefits of Using Step-by-Step Guides

Here are the benefits of step-by-step guides:

• Improves Onboarding

Step-by-step guides make onboarding smoother for both employees and customers. New hires or users can easily follow the steps without feeling lost, resulting in faster ramp-up times and improved experiences.

• Boosts Collaboration

With clear instructions, teams can work together more effectively. Everyone knows what’s expected, and guides help keep everyone on the same page, reducing confusion and miscommunication.

• Enhances Customer Self-Service

Self-service guides let customers find solutions on their own, saving them time and frustration. They can solve common issues without waiting for support, making them feel more empowered and satisfied.

• Increases Efficiency

By breaking down tasks into simple steps, guides help everyone complete tasks more efficiently. No more guessing or wasting time — follow the steps and move on to the next.

• Improves Accuracy

With clear instructions, there’s less chance of mistakes. Step-by-step guides ensure that tasks are done right the first time, reducing errors and the need for corrections.

• Supports Continuous Learning

Step-by-step guides make learning new processes or skills easier. They allow users to take it one step at a time, making learning feel less overwhelming and more manageable.

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