TECHNICAL WRITINGTECHNICAL WRITING[UWB20302 / UMB1042][UWB20302 / UMB1042]

What is Technical Writing?

Mdm Siti Aisyah binti AkiahFaculty of Science, Technology & Human Development

OUTLINEOUTLINE

1. What is Technical Writing?2. Important Aspects in Technical Writing3. Application of Technical Writing4. Audience5. Report Writing

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Definition of ‘technical’Definition of ‘technical’

Adj.1 of or relating to a particular subject, art, or

craft, or its techniques.- requiring special knowledge to be understood

2 of, involving, or concerned with applied and industrial sciences.- relating to the operation of machines

3 according to a strict application or interpretation of the law or rules.

Technical CommunicationTechnical Communication

The process of conveying technical information to a specific audience through writing, speech, and other mediums.

Information is usable if the intended audience can perform an action or make a decision based on its contents.

Technical WritingTechnical Writing The most important aspects of

communication in the world of science, engineering, technology and business.

Serves the purpose of giving instructions, narrating an event and making descriptions of things.

Technical writers put technical terms into easily understandable language to specific audience.

Important AspectsImportant Aspectsin Technical Communicationin Technical Communication

1.Topic - narrow the subject that you are going to write about as much as possible.

2.Audience - deliver the information based on the audience’s needs, level of understanding, and background.

3.Purpose - mention the ultimate goal clearly.

4.Type - type of communication consists of various technical background reports such as progress report, analytical report, instructions, narration, descriptions of equipment and many others.

Important AspectsImportant Aspectsin Technical Communication (Con’t)in Technical Communication (Con’t)

Application of Technical WritingApplication of Technical Writing

business correspondence & resumes

product release notes

analytical reports business plans

proposals

progress reports

instructions user guides & manuals

organizational policies & proceduresfeasibility reports

installation guides

troubleshooting guides

1. Who will read what I write?(Identify your audience)

2. Why should they read what I write?(Establish your purpose)

3. What do I have to say to them?(Formulate your message)

4. How can I best communicate?(Select your style and tone)

4 IMPORTANT QUESTIONS to Consider when Preparing a

Technical Writing

The person who needs to know about the technical information

Members of each audience differ in backgrounds, experiences, needs, and opinions

The recognition of the audience will affect many aspects of technical communication, from word selection and graphics usage to style and organization

AudienceAudience

Below are 4 types of possible audience for your technical communication :(i) high-tech audience(ii) low-tech audience(iii) lay audience(iv) multiple audiences

Viewing something from the audience’s perspective will help you select the most relevant details for that audience

Identifying Your AudienceIdentifying Your Audience

How to Communicate to Different How to Communicate to Different Audience LevelsAudience Levels

1. Who is my audience?2. How many people will make up my audience?3. How well does my audience understand

English?4. How much does my audience know about the

writing topic?5. What is my audience’s reason for reading my

work?6. What are my audience’s expectations about

my written work?7. What is my audience’s attitude toward me

and my work?8. What do I want my audience to do after

reading my work?

Some Questions to Ask About Some Questions to Ask About Your AudienceYour Audience

Get straight to the point!!

At the start of your message, state your goal clearly.e.g. I want to teach new employees the security code for logging on to the company computer.

State your purpose clearly at the beginning of every e-mail, memo, letter, or report.e.g. This e-mail will explain new employees with the security measures they must take when logging on to the company computer.

In the following opening purpose statement, note how to inform the reader what the report will and will not cover.e.g. As you requested in the last meeting, I have conducted a study of our use of the Internet to advertise our services. This report describes, but does not evaluate, our current practices.

Establishing Your PurposeEstablishing Your Purpose

A message includes what facts, recommendations, scope and details of your communication.

For technical audience- supply a complete report with every detail noted or

contained in an appendix

For other readers- give a short discussion or summary yet complete and

helpful

The key points you think readers need to know to

perform their job.

How much information you give readers about

the key details.

Formulating Your MessageFormulating Your Message

Style how something is written rather than what is written helps to determine how well you communicate with

audience, how well your readers understand and receive your message

It involves the choices you make about:- the construction of your paragraphs,- the length and patterns of your sentences,- your choice of words.

Selecting Your Style & ToneSelecting Your Style & Tone

Tone

Like tone of voice

Can be formal and impersonal (a scientific report) to informal and personal (e-mail to a friend or a how-to-article for consumers)

Important in occupational writing since it reflects the image of your project to readers

This will determine how they will respond to you, your work and your company

Selection Your Style & Tone (Con’t)Selection Your Style & Tone (Con’t)

TUTORIAL TASK

Find out the differences between Technical Writing and Creative Writing in terms of:

(i) Content(ii) Purpose(iii) Style(iv) Tone(v) Vocabulary(vi) Organization(vii)Possible Audience