Nature and Features of Technical Writing

This lesson serves a unique purpose and therefore has very different qualities than other types of writing, such as creative writing, academic writing, or business writing.

1. What is Technical Writing ? Technical writing introduces you to some of the most important aspects of writing in the world of science, technology, and business – the kind of writing that scientists, nurses, doctors, computer specialists, government officials, engineers, and other people do as a part of their regular work.

2. What is Technical Writing? Technical communication can be written, oral, or visual. Technical writing is composed in and for the workplace. Technical writing is a significant factor in work experience for a variety of reasons. Technical writing serves valuable purposes in the workplace and often involves teamwork.

3. THE NATURE OF TECHNICAL WRITING Technical Writing Technical Info about Technical subject Specific audience Specific purpose Technical Writing Job-related writing

4. What TW Gives us… Technical writing delivers technical information to readers in a manner that is adapted to their needs, level of understanding, and background. Technical writing is intended to communicate to a specific audience, for a specific purpose.

5. Love is the bond that holds humanity together and the weapon that rips it apart. It is when I look into your eyes, I have this unexplainable passion that awakens my entire system.

6. In terms of human social structures, love is an emotional quality that can exhibit adhesive or divisive properties or functions in response to outside stimuli.

7. TECHNICAL/Academic WRITING VS. NONTECHNICAL/Literary WRITING TW Discipline-based writing Scientific point of view Simple, direct, and precise Impartial / objective Free from emotion NTW Literary and informal writing Artistic point of view Figures of speech and colorful language Personal opinion Arouse emotion

8. Common End Products Business Letters Resumé Memos Different types of Reports Product/ User’s Manual Minutes of meetings Project Proposals Brochures, Flyers, Handbooks Contracts Specifications Graphics and Designs Articles for Professional Technical Journals

9. Skills needed in Technical writ ing 1. Special Techniques 2. Technical writing Style 3. Intro-Body-Conclusions and transitions 4. Outlining and Organizing 5.Format (lay-out and mechanics)

10. BASIC PRINCIPLES OF GOOD TW Specific Reader Purpose of the document Simple, concrete, and familiar language 4. Principle: “Tell your readers what you want to tell them; next tell them; then retell what you have told them.” 5. Format ( Presentability )

11. The Audience They are the people who will use and react to the information. Specific audience shares specific concerns and information needs. You are challenged to write about highly technical subjects but in a way that a beginner—a non-specialist—could understand.

12. The Expert – has expertise or specialization of the subject being read. He or she knows the theory and application behind the subject matter. > statisticians, psychologists, oncologists The Semi-expert – has some knowledge of the subject but needs added information and details. >computer technician, machine operator The Non-expert/General - any person who reads out of curiosity or self-interest. He or she has no specialized training or experience in a subject. >an oncologist who wants to read about how to install anti virus in the computer THE BASIC CATEGORIES OF READERS

13. POSSIBLE PURPOSES To Instruct To Record To Inform for decision To Inform To Recommend To Persuade To Interest

14. TW STYLE STYLE: the product of the words you choose, the way you put sentences together, the length of your sentences, the tone of your writing ( Lannon , 1987).

15. BASIC PRINCIPLES OF GOOD TW STYLE Good TW is CLEAR . Good TW is CONCISE . Good TW uses APPROPRIATE VOICE . Good TW AVOIDS SEXIST LANGUAGE . Good TW is ACCURATE .

16. Good TW is CLEAR . • The management has become cognizant of the necessity to eliminate the undesirable vegetation around the periphery of the building. * Please kill the weeds around the building.

17. Good TW is CLEAR . CLEAR WRITING is achieved when the output expresses exactly what you intend to convey.

18. How to Write with CLARITY Use a variety of sentences. 2. Keep most sentences short and simple. 3. Use a complex sentence. 4. Focus on the real subject. 5. Focus on the real verb. 6. Avoid unclear pronoun references. 7. Avoid obscure and pompous words.

19. How to Write with CLARITY USE A VARIETY OF SENTENCES Use a simple sentence The HR manager hired additional employees. 2. Use a compound sentence The Guidance Counselor talked to the erring students, and he asked them to write an incident report. 3. Use a complex sentence The HR Director announced the promotion of Dr. Rivas ; however, the staff seemed not in favor.

20. How to Write with CLARITY KEEP SENTENCES SHORT AND SIMPLE Avoid long sentences because they may cause reader’s difficulty understanding your message. Write with an average of 15 to 20 words per sentences.

21. Effective Technical Writing: Clarity The goal of effective technical writing is to say the same thing to every reader. Let’s say I write instructional manuals for company manufacturing space heaters. If I write, “Place the space heater near an open window,” What will this mean to thousands of customers who purchase the machine?

22. One person may place the heater 6 feet from the window. Another reader will place the heater 6 inches from the window. As the writer, I have failed to communicate clearly. Effective Technical Writing: Clarity

23. Effective Technical Writing: Clarity Avoid obscure words Use easily understood words Write to express, not to impress Write to communicate, not to confuse Write the way you speak aforementioned already discussed in lieu of instead of

24. Effective Technical Writing: Clarity Limit and/or define your use of abbreviations , acronyms, and jargon. Define your terms parenthetically CIA (Cash in Advance) or Supply a separate glossary Alphabetized list of terms, followed by their definitions

25. How to Write with CLARITY FOCUS ON THE REAL SUBJECT WEAK: The employment of the process approach to writing method would enhance your writing skills. BETTER : This process approach would enhance your writing skills. WEAK : There are students who are noisy along the corridor. BETTER: Students along the corridor are noisy.

26. How to Write with CLARITY FOCUS ON THE REAL VERB WEAK : All possible options will be taken into consideration to ensure peace on campus. BETTER: Consider all possible options to ensure peace on campus. WEAK : We have come up with a decision to terminate your services with us. BETTER : We have decided to end your services with us.

27. How to Write with CLARITY FOLLOW PARALLELISM PRINCIPLE NONPARALLEL : The employees are responsible , diligent , and report for work on time . BETTER: The employees are responsible, diligent, and punctual . WEAK : The psychologist facilitated the therapy session, and the attendees were commended . BETTER: The psychologist facilitated the therapy session, and commended the attendees.

28. > Misplaced Modifier > Dangling Modifier How to Write with CLARITY A modifier describes, clarifies, or gives more detail about a concept . AVOID:

29. How to Write with CLARITY AVOID MISPLACED MODIFIERS MISPLACED: The psychiatrist only goes to the clinic on Saturdays. CORRECT: The psychiatrist attends clinic on Saturdays only . MISPLACED: Jumping nervously in their cages , the researchers theorized some health problem of the mice. CORRECT: The researchers theorized some health problem of the mice jumping nervously in their cages.

30. How to Write with CLARITY AVOID MISPLACED MODIFIERS What are misplaced modifiers? MPs modify the wrong referent.

31. How to Write with CLARITY AVOID DANGLING MODIFIERS DANGLING: Searching for the correct answer to the problem , the instruction seemed unclear. BETTER: Searching for the correct answer to the problem, I realized the instruction seemed unclear.

32. How to Write with CLARITY AVOID DANGLING MODIFIERS DANGLING: I saw the trailer peeking through the window. BETTER: When I peek through the window, I saw the trailer. OR I saw the trailer by peeking through the window. DANGLING: Walking down Main Street (no subject), the trees were beautiful. BETTER: While I was walking down Main Street, I saw beautiful trees.

33. How to Write with CLARITY AVOID DANGLING MODIFIERS What are dangling modifiers? A dangling modifier is a word or phrase that modifies a word not clearly stated in the sentence.

34. How to Write with CLARITY AVOID UNCLEAR PRONOUN REFERENCES UNCLEAR: The loan officer at the bank said they would lend me the money for the car if I filled out a full report of my credit history. CLEAR: The loan officer at the bank said the bank would lend me the money for the car if I filled out a full report of my credit history.

35. How to Write with CLARITY AVOID POMPOUS EXPRESSIONS POMPOUS: It is the belief of the Accounting Department that the predicament was precipitted by a computational inaccuracy. PLAIN: The Accounting Department incorrect computation caused the problem.

36. Effective Technical Writing: Clarity Avoid the expletive pattern There is, are, was, were, will be It is, was There are three people who will work for Acme. ♥ Three people will work for Acme.

37. GOOD TW IS CONCISE Avoid needless phrases 2. Avoid redundant expressions. 3. Avoid shun words. 4. Avoid camouflaged words.

38. Effective Technical Writing: Conciseness Use the meat cleaver theory of revision Cut the sentence in half or thirds Avoid shun words Avoid words ending in – tion or – sion Came to the conclusion concluded Avoid camouflaged words Make an amendment to amend Omit redundancies During the year of 1996 During 1996

39. ACTIVE VS PASSIVE Voice indicate whether the subject of the sentence performs the main action or receives it. Active: The bridge operators noticed severe rusting at the footbridge. Passive: Severe rusting at footbridge was noticed by the bridge operator

40. : Active Voice Vs Passive Voice Passive: Unclear Who decided? I t was decided all employees will take a ten percent cut in pay . Active Voice: The Board of Directors decided that all employees will get a ten percent cut in pay. Passive: Wordy Overtime is favored by hourly workers. Active: Hourly workers favor overtime.

41. Active??? Or Passive ??? Passive Voice is confusing in instructions because readers cannot tell who is to perform the action . Always write instructions and direct orders in Active Voice. Unclear : The telephone should be answered within three rings. Revised : Please answer the telephone within three rings.

42. When is Passive Voice necessary? You do not know who or what performed the action. The fire was reported at 6:05 A.M. Your readers are not interested who perform the action. Fernando Aguirre was elected regional director. You are describing a process perform by one person and naming that person in every sentence would be monotonous. Identify the performer in the opening, and then use the passive voice.

43. For some reasons, perhaps courtesy, you do not want to identify the person responsible for an action. The xerox machine jammed because a large sheaf of papers were inserted upside down. The carpenter began assembling the base by gluing each long apron to two legs. The alignment strips were then cut for the tray buttons to finish dimension. The tabletop was turned upside down and…. When is Passive Voice necessary?

44. GOOD TW AVOIDS SEXIST LANGUAGE Use a more descriptive or inclusive compound word. 2. Use either the first or second person. 3. Use plural nouns and pronouns.

45. Some techniques to eliminate sexist language 1. Use descriptive or inclusive compound word. Fireman – firefighter Stewardess- flight attendant 2. Avoid singular pronouns, use plural nouns and pronouns. • A good writer will succeed if he revises. * Good writer will succeed if they revise.

46. 4. Avoid pronoun completely. • The writer should know his reader well. * The writer should know the reader well. • Every employee is entitled to see his personal file . * Employees are entitled to see their personal file Use either first person or second person pronoun WE , YOU

47. GOOD TW IS ACCURATE Factual 2. Precise data 3. Acknowledge authorities

48. Effective Technical Writing: Accuracy The importance of correct grammar and mechanics Grammatical or mechanical errors make writers look unprofessional and incompetent.

49. Effective Technical Writing: Process The writing process is effective . . . and easy. All that you need to do is three things: Prewrite (about 25 percent of your time) Write (about 25 percent of your time) Rewrite (about 50 percent of your time)

50. Effective Technical Writing: Prewriting Techniques Reporter’s questions Mind mapping Brainstorming/listing Flowcharting Outlining Storyboarding

51. Technical Writing Is important to success in business Lets you conduct business Takes time Costs the company Reflects your interpersonal communication skills Often involves teamwork

52. READING ASSIGNMENT Read Lesson IV and Prepare for a mental gymnastics

53. SPECIAL TECHNIQUES OF TECHNICAL WRITING Technical Definition Mechanism Description Process Description Technical Instruction

54. TECHNICAL DEFINITION A technical definition is a definition in technical communication describing or explaining technical terminology . Technical definitions are used to introduce the vocabulary which makes communication in a particular field succinct and unambiguous.

55. Psychology is an academic and applied discipline involving the systematic, and often scientific , study of human mental functions and behavior . Biology is the science that studies living organisms . Psychopathology is that branch of psychiatry which deals with the study of manifestation of behaviours and experiences indicative of mental illness.

56. Ventricular fibrillation (a random and irregular heartbreak) is often the result of electric shock. Tests showed that the myocardial infarction ---heart attach---was severe enough to be fatal.

57. TECHNICAL DEFINITION Informal Formal Extended

58. TECHNICAL DEFINITION Formal Definition explains the meaning of an unfamiliar or technical term by following the any of these formula. FD = S + G + D FD = G + D + S Where S is the Species or term; G is the Genus or class; and D is the Differencia or specific difference.

59. TECHNICAL DEFINITION Define Formally the following terms. Ballpoint pen A ballpoint pen is a writing instrument which features a tip that is automatically refreshed with ink. Mechanical watch A mechanical watch is a watch that uses a non-electric mechanism to measure the passage of time .

60. TECHNICAL DEFINITION Extended Definition is an amplification of a formal sentence definition of a technical term by employing some techniques of expounding on the term.

61. TECHNICAL DEFINITION Ways of Expanding Your Definition Cause and Effect Classification Comparison and contrast Etymology Examples Description Method of operation or process Negation

62. READING ASSIGNMENT Read Lesson V and Prepare for a mental gymnastics

63. TECHNICAL DESCRIPTION Mechanism Description Process Description

64. MECHANISM DESCRIPTION “A mechanism description is a short report designed to convey to the reader a technical understanding of the function , appearance [parts] , and operation of a particular object.”

65. MECHANISM DESCRIPTION Writing the Introduction Present a brief definition of the mechanism In two to three sentences, describe the function , appearance or parts , and operation of the mechanism.

66. MECHANISM DESCRIPTION Writing the Discussion Present a detailed description of the function , appearance , and operation of the mechanism. You may add figures, diagrams, and photographs if deemed necessary

67. MECHANISM DESCRIPTION Writing the Conclusion Summarize the key points by rephrasing the definition of the mechanism, and presenting very briefly its function, appearance or parts, and operation.

68. Process Description Vs. Instruction Process Description Goal: To have readers understand the process Format: Paragraph description, listed steps or combination of the two STYLE: Objective point of view The used dishes are rinsed in cold water as they are brought into the sink. Technical Instruction Goal: To have your reader understand and perform it Format: Numbered or bulleted Style: Command point of view Rinse the used dishes in cold water as they are brought into the sink

69. TECHNICAL INSTRUCTION >Pour three cups of water into the casserole. >Click the red button to turn on the mechanism. >Send these documents to all stakeholders. >Turn off the LCD projector. >Three cups of water should be poured into the casserole. >The red should be clicked to button turn on the mechanism. >These documents should be sent to all stakeholders. >The LCD projector should be turned off.

70. TITLES OF PROCESS DESCRIPTION DOCUMENTS How to Hold a Counseling Session How to Cope with Emotional Problems Holding a Counseling Session Coping with Emotional Problems

71. HOW TO CONSERVE WATER Water is an oderless and tasteless liquid that is a major constituent of all living matter. Because water is fast becoming scarce due to deforestation and pollution, people should start thinking how to use and this precious commodity wisely especially in their daily activities.

72. HOW TO CONSERVE WATER One household chore in which we can waste so much water is dishwashing. Here are some tips that will help you wash dishes without unnecessary wastage. Rinse the used dishes in cold water as they are brought into the sink. Fill a bowl with a mixture of liquid detergent and a very hot water.

73. HOW TO CONSERVE WATER 3. Dip a brush or scrubber into this mixture, and use it to scrub the dishes. 4. Do the glassware first, then the plates, pots, and pans last. 5. Set aside all these scrubbed and unrinsed dishes until they are all done. After that, rinse the whole lot at once in cold running water using a washbasin; then, allow them to dry on a dish rack.

74. HOW TO CONSERVE WATER Throughout the dishwashing process, the water should not be kept running, or the purpose of this method is defeated. If this process is followed well, it will greatly help in conserving water.

75. Language Used in Academic Texts from various Disciplines YSTSME - __________________________ A set of things working together as parts of a mechanism or an interconnecting network A set of rules, an arrangement of things, or a group of related things that work toward a common goal In astronomy, this refers to a group of celestial objects connected by their mutual attractive forces, especially moving in orbits about a center

76. 2. ARTTCSBA_______________________ - Existing in thought or as an idea but not having physical or concrete existence A brief summary of a research article, thesis, review, conference proceeding This is a self-contained, short, and powerful statement that describes a larger work.

77. 3.UDORPTC _______________________ In mathematics, this is result of multiplying, or an expression that identifies factors to be multiplied. -In marketing, this is an object or system made available for consumer use. -In chemistry, this is a substance that is formed as the result of a chemical reaction

78. 4. ECROF - ________________________ In Physics, this is any interaction that, when unopposed, will change the motion of an object. An organized body of military personnel or police. Strength or energy as an attribute of physical action or movement.