TECHNICAL COMMUNICATION

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TECHNICAL COMMUNICATION

• WRITING as a PROCESS

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SIMILARITIES

• Technical Communication Academic Writing
• GRAMMAR
• active voice
• descriptive writing
• concise sentences
• spelling!
• proofread!

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SIMILARITIES

• Technical Communication Academic Writing
• DOCUMENTATION
• cite!
• give credit to sources
• no plagiarism
• resources
• references
• bibliographies
• appendices

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SIMILARITIES

• Technical Communication Academic Writing
• BASIC ORGANIZATION
• 1) INTRODUCE
• with a thesis
• Introduction or Abstract
• 2) SUPPORT
• Reasons, Examples, Instances
• Details, Descriptions, Figures
• 3) CONCLUDE
• Conclusions, Recommendations
• Analyses, Interpretations, Predictions

IBC ABC -Intro.
-Abstract -Body -Conclusion
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SIMILARITIES

• Technical Communication Academic Writing
• WRITING as a PROCESS
• 1) Planning
• 2) Drafting
• 3) Revising

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I. PLANNING
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I. PLANNING Steps

• 4 Steps in the Planning Phase
• 1) determine your purpose
• 2) analyze your readers
• 3) collect information
• 4) complete an outline

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I. PLANNING 1) Purpose
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I. PLANNING Purpose

• Determining your Purpose
• Answer
• Why am I writing this?
• This memo will
• To inform
• To persuade
• What response do I want?
• Persuasion
• Awareness
• Action

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I. PLANNING Purpose

• Purpose Statement
• (1-2 sentences)
• somewhere between
• NEUTRAL
• objective facts for an informed decision by
  someone else
• PERSUASIVE
• subjective facts to sway the readers to agree
  with your decision

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I. PLANNING Purpose

• Purpose Statement
• To give information from which the company might
  benefit.
• To highlights features of some object or event.
• For your consideration
• To win the job bid
• To address a problem

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I. PLANNING Purpose

• Response Statement
• (1-2 sentences)
• exactly what you want to happen as a result of
  your document
• To provide information
• To help others do their jobs
• To help others make proper decisions
• To catalyst change

consult PLANNING FORM
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I. PLANNING 2) Reader Analysis
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I. PLANNING Reader Analysis

• Generally Speaking
• write for readers, audience
• do not write for yourself
• writer expert, teacher
• knows as much as the readers
• knows more about the subject than readers
• do not assume readers knowledge
• anticipate address readers obstacles

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I. PLANNING Reader Analysis

• OBSTACLES
• Problems for the readers
• constant interruptions
• phone calls
• emails
• conferences
• meetings
• impatience with finding information
• difficult to locate
• no lists, headings, graphics

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I. PLANNING Reader Analysis

• OBSTACLES
• Problems for the readers
• different technological background from the
  writer
• lost in technical sophistication
• missing definitions for technical terms
• decision-making shared with others
• more than 1 reader
• superiors
• committee

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I. PLANNING Reader Analysis

• 1) Write what you know about the reader
• What is the persons technical, educational
  background?
• What main question does the person need answered?
• What main actions do you want the reader to take?

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I. PLANNING Reader Analysis

• 1) Write what you know about the reader
• What is her/his personality and how might it
  affect the reading?
• What are the persons preferences in terms of
• format
• style
• organization?

consult PLANNING FORM
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I. PLANNING Reader Analysis

• 2) Talk to colleagues who have written to this
  reader
• fellow office personnel
• search company files
• take notes

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I. PLANNING Reader Analysis

• 3) Find out who makes the decisions
• decision-makers most important readers
• design your document with them in mind

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I. PLANNING Reader Analysis

• Reader Analysis
• 4) KISS
• Keep It Short and Simple.
• concise, simple writing
• write to cross ALL technical backgrounds
• translate technical ideas into language that
  non-technical people will understand
• YOU EDUCATOR
• write with technical sophistication
• BUT in plain language

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I. PLANNING Reader Analysis

• PLAIN LANGUAGE
• TRAITS
• simplistic
• straightforward, clear, precise
• not necessarily baby-talk
• not necessarily dumbing-down
• common, everyday words,
• except for necessary technical terms
• you and other pronouns
• active voice
• short sentences

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I. PLANNING Reader Analysis

• PLAIN LANGUAGE
• TRAITS
• simplistic
• user-friendly documents
• readability
• laymens terms

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I. PLANNING Reader Analysis

• PLAIN LANGUAGE
• TRAITS
• antithesis of
• gobbledygook
• doublespeak
• lawyer-ese
• tax-code

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I. PLANNING Reader Analysis

• PLAIN LANGUAGE
• BENEFITS
• Readers understand documents better.
• Readers locate information faster.
• Documents are easier to update.
• Documents are more cost-effective .
• It is easier to train people.

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I. PLANNING Reader Analysis

• TYPES of READERS
• 1) Managers
• 2) Experts
• 3) Operators
• 4) General Readers

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I. PLANNING Reader Analysis

• TYPES of READERS
• 1) Managers traits
• removed from hands-on technological details
• manage people, set budgets, make decisions
• NOT familiar with fine technological points
• forgot details of your project

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I. PLANNING Reader Analysis

• TYPES of READERS
• 1) Managers needs
• background information
• definitions of technical terms
• highlights lists and other format devices that
  emphasize the main points
• clear statements about what happens next

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I. PLANNING Reader Analysis

• TYPES of READERS
• 2) Experts traits
• good understanding of your topic
• well-informed
• perhaps well-educated
• formally (engineer, scientist)
• informally (on-the-job training, supervisor)

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I. PLANNING Reader Analysis

• TYPES of READERS
• 2) Experts needs
• thorough explanation of technical details
• data placed in figures, charts, graphs
• references to outside sources
• clearly labeled appendices for supporting
  information

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I. PLANNING Reader Analysis

• TYPES of READERS
• 3) Operators traits
• put your ideas into practice
• field crew, assembly line workers, sales force,
  drivers,

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I. PLANNING Reader Analysis

• TYPES of READERS
• 3) Operators needs
• clear table of contents to find sections relevant
  to them
• easy-to-read listings for procedures and
  instructions
• definitions of technical terms
• clear statement of how exactly this document
  affects their job

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I. PLANNING Reader Analysis

• TYPES of READERS
• 4) General Readers traits
• possess the least amount of knowledge regarding
  your topic, field
• lay persons
• little technical understanding

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I. PLANNING Reader Analysis

• TYPES of READERS
• 4) General Readers needs
• definitions of technical terms
• (3 of 4 reader-types)
• frequent use of graphs, charts, photos
• clear distinction between fact and opinion
• assurance that nothing has been omitted
• (card stacking)

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I. PLANNING Reader Analysis

• LEVELS of DECISION-MAKERS
• 1) Decision-Makers
• MUST act, accept, reject
• translate information into action
• Examples
• usually managers
• also technical experts
• committees

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I. PLANNING Reader Analysis

• LEVELS of DECISION-MAKERS
• 2) Advisors
• influencers
• expert advice
• Examples
• engineers
• accountants

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I. PLANNING Reader Analysis

• LEVELS of DECISION-MAKERS
• 3) Receivers
• only receive information
• no decision-making
• put changes/plans into effect
• Examples
• operators (3)
• store managers

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I. PLANNING Planning Form
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I. PLANNING 3) Research
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I. PLANNING Research

• Research
• Information Collection
• Data Retrieval

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I. PLANNING Research

• 1) Determine what kind of research you need
• Which will be the most helpful to support your
  project goals?
• PRIMARY research
• SECONDARY research

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I. PLANNING Research

• PRIMARY
• you collect on your own
• first-hand
• interviews
• surveys work
• personal observation

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I. PLANNING Research

• SECONDARY
• generated by others
• found in
• books
• periodicals
• newspapers
• references books (encyclopedia, dictionary)
• government reports
• company reports
• bibliographies

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I. PLANNING Research

• 2) Devise a Research Strategy
• a list of questions the research should answer
• Recommendations from experts in the field
• Efficiency reports
• Health studies

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I. PLANNING 4) Outline
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I. PLANNING Outline

• OUTLINES
• deal with material for the BODY of the document
• not the Introduction or Abstract
• not the Conclusion
• 3 Parts of the Document ABC
• A abstract
• B body
• C conclusion

Outline Information
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I. PLANNING Outline

• 1) BRAINSTORM
• list random ideas
• quickly timed
• 2-5 minutes
• without rhyme or reason
• no pattern
• without regard for spelling, punctuation

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I. PLANNING Outline

• 2) Show RELATIONSHIPS between Ideas
• connect related ideas from BS
• (with lines, arrows)
• create patterns
• number main sections
• Pt.1 point 1
• Pr.1 problem 1
• S.1 solution 1

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I. PLANNING Outline

• 2) Show RELATIONSHIPS between Ideas
• draw lines between main points and supporting
  details or ideas
• cross out irrelevant information
• irrelevant to your purpose

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I. PLANNING Outline

• 3) Select an ORDERING SCHEME
• chronological
• step-by-step procedural
• parts of an object
• part-by-part description
• simple to complex
• minor to major problems
• complex to simple
• major to minor problems

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I. PLANNING Outline

• 3) Select an ORDERING SCHEME
• inductive
• from specific to general
• from specific instances
• to general conclusion, recommendation
• deductive
• from general to specific
• from general conclusion, recommendation
• to specific instances

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I. PLANNING Outline

• 4) Draft a FINAL OUTLINE
• after brainstorming, ordering, numbering,
  clustering, and scheming
• reword main points
• clarify organization before Drafting Phase

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I. PLANNING Outline

• 4) Draft a FINAL OUTLINE (pts. to consider)
• Depth
• each point with sub-points
• for thorough development in Draft Phase
• Balance
• at least 2 sub-points
• for fair development in Draft Phase
• Parallel Form
• be consistent with main points
• topic form ()
• sentence form

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I. PLANNING Outline

• 4) Draft a FINAL OUTLINE (future reference)
• Points ?
• can become headings in Rough Draft
• Sub-Points ?
• can become subheadings in Rough Draft
• Outline ?
• can become the Table of Contents

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I. PLANNING Outline

• 5) Consider GRAPHICS
• Where would charts, graphs, tables, maps, and
  such be best used to reinforce textual
  information?
• Their future placement?
• Types of readers and their needs?

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II. DRAFTING
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II. DRAFTING

• FREEWRITE
• prescribed time limit
• 1 hour
• no interruptions
• no distractions

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II. DRAFTING

• FREEWRITE
• no editing
• no order
• start with whichever is the easiest section
• Abstract or Summary written last
• cannot summarize before its written

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III. REVISING
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III. REVISING

• Do not attempt to revise all at once.
• Do not revise only once.
• Follow these 4 steps
• 1) Adjust for CONTENT
• 2) Edit for STYLE
• 3) Edit for GRAMMAR
• 4) Edit for MECHANICS

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III. REVISING

• 1) Adjust for CONTENT
• expand sections for balance
• shorten sections that deserve less attention
• change locations of words, sentences, paragraphs,
  sections

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III. REVISING

• 2) Edit for STYLE
• matters of choice, not correctness
• main point comes first
• active voice
• add definitions
• shorten, simplify sentences
• add headings, graphics, lists

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III. REVISING

• 3) Edit for GRAMMAR
• matters of correctness
• commas and other punctuation
• Subject-Verb agreement
• pronoun reference
• point-of-view
• be consistent
• 1st person I, me, mine
• 2nd person you, yours
• 3rd person she, he, it, them, its

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III. REVISING

• 4) Edit for MECHANICS
• matters of correctness
• spelling
• homophones
• technical terms
• misplaced pages
• missing graphics
• erroneous figures, statistics, numbers

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IV. COLLABORATING
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IV. COLLABORATING

• Group Work
• Collaborative Writing
• Shared writing
• not done by a single person
• but all members of the group participate in the
  planning, drafting, revising phases
• Examples
• teams
• panels
• committees

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IV. COLLABORATING

• Guidelines for Successful Groups
• clearly defined roles responsibilities
• effective leadership
• clear goals ground rules
• non-judgmental brainstorming
• storyboarding with drafting
• revision standards
• project goals over personal agendas

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IV. COLLABORATING

• Guidelines for Successful Groups
• clear lines of communication
• contact information
• phones
• email
• course management system for project
• WebCT, Blackboard, Intranet
• asynchronous
• group members contribute at the SAME time
• Chat room
• synchronous
• group members contribute at VARIOUS times
• Discussion Groups