Technical Writing: Instructions and the Rule of Seven

When writing a set of instructions, you should try to use no more than seven steps. The reason for this is simple: cognitive fluency. In other words, when people look at a set of instructions and see any more than seven steps, their first impression is: this is going to be difficult.

This may be a reaction that only registers subconsciously, but the result is that the user's attitude towards both the instructions and the product takes a negative turn

You must be saying to yourself, "but what if there really is 10, 14, or even 30 steps?!"

Break Instructions into Different Tasks

Adhering to this rule does not mean that you eliminate steps from your instructions. It simply means that you break down the instructions into separate tasks so that they are easier for the user to digest. The result is that the instructions you write become much more effective.

Here is an example of a set of instructions with 14 steps, followed by revised instructions with two tasks, both of which do not exceed the magic number seven. The topic is not relevant—in fact, I have chosen something that most people are already familiar with.

To make spaghetti:

1. Fill a pot with water.

2. Put the pot on on element on a stove.

3. Turn the element to the highest setting.

4. When the water is boiling, place one serving of dry spaghetti into the pot.

5. Cook the spaghetti for 7–8 minutes.

6. Place a colander in the kitchen sink.

7. Turn off the element.

8. Lift the pot off the element and pour the spaghetti into the colander.

9. Pour spaghetti sauce into the pot.

10. Pour the spaghetti from the colander into the pot containing the sauce.

11. Put the pot back on the stove.

12. Turn the element on to medium.

13. Stir the spaghetti and the sauce for 3 minutes.

14. Use a spoon to place the spaghetti onto a plate.

Revised Instructions

Here are the instructions revised so that they adhere to the rule of seven.

To cook the spaghetti:

1. Fill a pot with water.

2. Put the pot on on element on a stove.

3. Turn the element to the highest setting.

4. When the water is boiling, place one serving of dry spaghetti into the pot.

5. Cook the spaghetti for 7–8 minutes.

6. Place a colander in the kitchen sink.

7. Turn off the element.


To plate the spaghetti:

1. Lift the pot off the element and pour the spaghetti into the colander.

2. Pour spaghetti sauce into the pot.

3. Pour the spaghetti from the colander into the pot containing the sauce.

4. Put the pot back on the stove.

5. Turn the element on to medium.

6. Stir the spaghetti and the sauce for 3 minutes.

7. Use a spoon to place the spaghetti onto a plate.

Does this mean that you absolutely never go beyond seven steps? No, of course not. This is only a guideline (and "the rule of seven" sounds good). Often I will include as many as 10 steps when there is no logical way to break down the instructions into two tasks. When breaking a set of instructions into multiple tasks, one challenge that arises is coming up with a good infinitive clause to introduce the instructions ("To plate the spaghetti" is quite weak).

Do not compromise the quality of your written instructions simply to follow this rule. Remember, writing is not science. But this is definitely a helpful standard to keep in mind.