Before we start, let’s go over a few concepts first.

What is a procedure?

A procedure is a set of steps that readers follow to achieve a specific end result. For example, you follow the steps in a recipe to bake chocolate chip cookies. Procedures are composed of steps or tasks.

What’s a task?

A task is a term technical writers use to refer to the smallest level of a procedure. For example, “Click the Save button” or “Open the File menu.”

The Breakdown

Now that you know what a procedure and a task are, let’s get back to the breakdown. Breaking down a topic into small enough chunks that you can create a procedure can sometimes be difficult, but if you use these steps, it’ll make things a little easier for you. In this example we’re going to talk about sending an email.

1. Think big.

This one’s usually the easiest step, since you’re probably already looking at a high-level topic like communication or whatever page of your software application you’re looking at. But in case you’re already at the low-level topic, you’ll have to take a few steps back and see where your it fits in to the larger picture. This could be as simple as thinking of your software’s target market, or a more general term for your topic. Our example: Communication

2. Ask questions.

Next, start asking yourself questions about the high-level topic. 3 to 5 questions work best, as this will help narrow your focus. Our example: How can I communicate using my computer?

3. Answer them yourself.

Look at your questions and try to answer them. Your answer is usually going to give you a clue as to what your procedure will be about. Our example: Using my email client, Send an email using my email client.

And there you have it, you’ve just broken down your topic into smaller chunks. Now you’re ready to write up the procedure itself, in this case “Sending email using my email client.”

Admit it, you thought it was going to take a lot longer, didn’t you? Of course the actual writing of the procedure might take you longer than coming up with the topic itself, and procedure writing has its own best practices and standards, but now you’ve focused in on what you’re going to write about. Good work.