Efficiently Connecting Textual and Visual Information in Operating Instructions

Research problem: Most technical documents rely on a combination of text and visuals to communicate their messages. To achieve the desired effect of improved processing and comprehension of operating instructions, the text must guide readers in a clear way to the relevant visual information in order to avoid ambiguity and misinterpretation, and to ensure that the reader optimally benefits from the available information.Research questions: (1) How are textual and visual information combined in operating instructions in order to guide the user's attention precisely toward the relevant parts of a household appliance? (2) In what ways can ambiguity arise, and what kinds of strategies can be used to avoid miscommunication and conceptual problems? Literature review: Operating manuals are usually procedural instructions that tell the user how to set up an appliance, how to operate and maintain it, and how to solve any problems. The vast majority of operating instructions are multimodal in that they include visuals of some kind. But previous research has shown that visual representations of instructions can be just as difficult to interpret as textual instructions-especially if the visuals come without textual elaboration. A combination of text and visuals provides opportunities for taking advantage of both by balancing the other mode's limitations. Methodology: Our exploratory qualitative study of a small set of operating instructions identifies and classifies types of references to visuals in the documents, enriched by interviews with the technical writers of these manuals. Besides showing patterns of reference types, we examine the potential ambiguity of some types of references along with strategies to avoid communication failure. Results and conclusions: We identified 10 distinct ways in which links from text to visuals can be established. Line drawings were referred to more than visuals showing display content. The clarity of the link between text and visuals may be affected by the use of spatial expressions (such as left/right) that presuppose an underlying perspective, as well as by the use of semantic and functional information that is not readily accessible to laypersons. Ambiguity can be avoided by using clearly defined labels, specific perceptual information, and by repetition of visual elements in the text. Also, overspecification can be useful for enhancing communication. We conclude that technical writers need to attend to the links between text and visuals in order to support users effectively, avoiding ambiguity by purposeful strategies. Because our study is qualitative and analytic, implications are limited by the scope of our study, and by the lack of empirical user comprehension studies.