Your New Intranet Starts Here
Streamline communication, boost collaboration, and empower your team with MyHub's intuitive intranet solution.
Book a live demo now and experience the difference.
Take a Quick TourMillions of people search for “how-to guides” on Google or other search engines every day. These searches highlight a universal need: learning new skills and discovering how to do something. Whether it’s developing the ultimate onboarding plan or cooking a delicious chicken curry for dinner, a how-to guide delivers exactly what it promises, clear, concise, step-by-step instructions for completing a specific task or mastering a new process.
Creating a guide is one thing; writing an effective how-to guide is another. In today’s post, we’ll explore why how-tos are so valuable, break down the steps for creating them, and share our top tips along with some best-practice examples.
What Is A How-To Guide?
You name it, there’s a how-to guide for just about any task, from home improvement and gardening to technology and workplace communication. How-to guides make it easier for people to understand processes, learn new skills, and take action.
The best guides are concise, targeted to the right audience, and easy to follow. They can cover everything from straightforward internal workflows to complex technical tasks. Effective how-tos break information into actionable steps that guide readers through what they need to know.
For businesses, how-to guides deliver 24/7 self-help resources, improving customer satisfaction and reducing support requests. They also speed up onboarding for new hires, minimize costly mistakes, and support internal knowledge sharing.
Bottom line: a well-crafted how-to guide makes life easier for both customers and employees.
Why Are How-To Guides Important?
A strong how-to guide delivers value across industries and use cases. Here are the key benefits:
Provide Quick Solutions To Common Queries
Many customers and employees turn to search engines for step-by-step help. How-to guides are a convenient way to explain processes, answer questions, and solve pain points.
Train And Onboard New Employees
Incorporating guides into your onboarding process helps new hires quickly learn tools and procedures, without overloading training schedules. A knowledge base of easy-to-follow guides boosts engagement, productivity, and confidence.
These guides can be combined into full manuals or used as training aids accessible to all employees.
Improve Customer Satisfaction
Today’s customers expect self-service options. Analyzing feedback and support tickets reveals common problems you can solve with targeted how-tos. Providing a searchable, always-available knowledge base keeps customers happy and reduces pressure on your support team.
Grow Your Brand
Whether reaching new audiences or building loyalty, a how-to guide helps demonstrate expertise, deliver relevant content, grow your mailing list, and generate more leads.
What Is The Format Of A How-To Guide?
While each guide will vary, the most effective how-tos typically share these core elements:
Logical Sequence
Present tasks in a clear, numbered step-by-step order. Ensure readers complete one step before moving to the next.
Easy-To-Follow Instructions
Use simple, jargon-free language. Break instructions into manageable chunks so readers always know exactly what to do.
Visual Aids And Real Examples
Images, diagrams, or screenshots make instructions clearer. Include real-world examples to make the process relatable and easy to understand.
6 Key Steps For Creating Effective How-To Guides
Follow these proven steps to create practical, user-friendly guides for any topic.
1. Understand Your Target Audience
Before writing, define your audience clearly:
- Who are they?
- What do they already know?
- What do they want to learn?
- What is their skill level, beginner or advanced?
Use forums like Quora, customer surveys, and team feedback to understand challenges and expectations. This ensures your guide directly addresses audience needs.
2. Research The Topic
Even experts need to verify and update their knowledge. Review other guides, watch explainer videos, seek expert input, and test the process yourself before writing.
3. Identify Actionable Steps
List every step in the process and give each a clear title. Write specific, easy-to-follow instructions for each stage. Have a colleague review them for clarity and actionability.
4. Create An Outline
Organize your guide with these key sections:
Introduction
Explain the “how,” “what,” and “why” behind the process. Add relevant company context if applicable.
Goal
State exactly what the guide will achieve and how it benefits the reader.
Step-by-Step Instructions
Provide each step in order, with images or diagrams to make them clear.
Resources
Offer further reading, links, or downloadable templates for readers who want to explore more.
FAQs
Address the most common frequently asked questions related to your guide in concise, helpful answers.
5. Add Visuals, Videos, And Relevant Links
Text-heavy documents can be hard work for readers. To boost engagement, mix things up with carefully chosen visuals that illustrate your key messages. This approach makes the steps more digestible, relatable, and brings your how-to guide to life. Consider including:
- Screenshots – essential if your how-to guide covers software adoption
- Tables
- Infographics
- Walk-through videos
- Diagrams
- Charts
- Images
Finally, enrich your content with additional resources or links to relevant materials. Readers who want to explore the topic further will value your recommendations. Always mention the source, as citing reputable references helps build trust and authority with your audience.
6. Review And Publish
Before hitting publish, thoroughly review your guide. Is it easy to read, clear, and simple to follow? Ask a colleague, friend, or subject matter expert to test it and ensure it meets its purpose.
Once you’re confident with the final version, it’s time to publish and promote. Share your how-to guide on your blog, social media channels, and website. Add it to your company’s knowledge base, and send it directly to customers or users to maximize reach.
Top Tips For Creating The Best How-To Guide
Keep It Short And Sweet
The golden rule for writing a how-to guide is to keep it clear and concise. Focus on the specific process or task, and avoid unnecessary details. Use an everyday conversational tone instead of overly technical language for better reader engagement.
Use An Active Voice
An active voice makes your writing more concise, direct, and easier to understand.
Passive example:
- A new product line will be launched by the company next month.
Active example:
- The company will launch a new product line next month.
The difference is immediate and impactful.
Think About Formatting
Strong formatting improves comprehension. Use headings, bullet points, and numbered lists to break up large blocks of text and guide the reader. Keep your formatting consistent throughout.
Proofread
Even a small typo can distract readers, or worse, undermine credibility. Carefully proofread your how-to guide for grammar, spelling, and factual accuracy. Better yet, have a knowledgeable colleague review it.
Enable Collaboration
Information changes over time, so even the best guides require updates. Encourage feedback from readers and collaborate with team members who know the topic to keep your guide current.
Best Practice How-To Guide Examples
Need inspiration? Check out these best practice how-to guides:
- HubSpot’s How To Create An Editorial Calendar – covers everything you need, with visuals, examples, and downloadable templates.
- Yoast’s Backlink Audit Guide – simplifies a technical SEO topic into actionable, easy-to-follow steps with screenshots.
- Simply Recipe’s How To Make An Omelet – a tasty, user-friendly guide with tips, equipment advice, and creative filling ideas.
How-To-Write A How-To Guide: Quick Summary
- A how-to guide sets out step-by-step instructions to complete a task or process.
- They help solve problems for customers and strengthen your brand authority.
- They are valuable tools for knowledge sharing within organizations.
- To create an effective guide:
- Understand your target audience
- Research your topic thoroughly
- Identify actionable steps
- Develop a clear outline
- Add visuals and supporting resources
Now, all that’s left is to get started on your own how-to guide.
About MyHub
We are a leading provider of cloud-hosted intranet platforms. Our beautifully designed, easy-to-use software is consistently rated highly on independent review sites. Discover how MyHub can streamline communication, boost collaboration, and improve productivity with a free demo or 14-day trial.
FAQ Section
What exactly is a how-to guide?
It’s a simple, step-by-step walkthrough that teaches someone how to complete a specific task, typically using plain language and clear structure.
Why are how-to guides valuable in business?
They provide 24/7 access to knowledge, improve satisfaction, support onboarding, reduce repetitive questions, and preserve vital organizational know-how.
What makes a how-to guide effective?
An effective guide is structured logically, written clearly, broken down into manageable steps, and enhanced with helpful visuals, examples, and links to further resources.
