The individual chapters and sections should have a logical parent-child-sibling relationship to one another. For example, if you are explaining how to start an engine in Chapter 1, you should also explain how to shut it off within the same chapter since they are conceptually related procedures ("siblings"). The information on how to delete a user from the database ("child") should be placed within a more general chapter or section ("parent") devoted to User Configuration, or Database Management, just to give an example. Some Common Characteristics of Technical WritingFocused on audience: Technical and workplace documents address a specific audience. The audience may be an individual or a group, and it may or may not be known to the writer. While there is always a primary audience addressed, there may be a secondary audience. Thus, an understanding of the reader or user of a technical document is important. Rhetorical, persuasive, purposeful, and problem-oriented: Technical communication is all about helping the reader or user of a document solve a problem or compel others to act or do. For example, the syllabus of your calculus class informs the students what is expected of them; the university’s web site provides information to potential students about how to apply or to current students about where to seek assistance. Identification of a specific purpose and a particular audience are the first two steps of technical writing. Professional: Technical communication reflects the values, goals, and culture of the organization and as such, creates and maintains the public image of the organization. Look back at your university’s web site to see what image it conveys, or consider the United States Government. In 2010, the Plain Writing Act was enacted to promote clear government communication that the public can understand and use. The Act calls for writing that is clear, concise, and well-organized. For additional information, check out this resource on Plain Language. Design Centered: Technical communication uses elements of document design such as visuals, graphics, typography, color, and spacing to make a document interesting, attractive, usable, and comprehensible. While some documents may be totally in print, many more use images such as charts, photographs, and illustrations to enhance readability and understanding and simplify complex information. Research and Technology Oriented: Because of workplace demands, technical and workplace writing is often created in collaboration with others through a network of experts and designers and depends on sound research practices to ensure that information provided is correct, accurate, and complete. Ethical: Lastly, technical communication is ethical. All workplace writers have ethical obligations, many of which are closely linked to legal obligations that include liability laws, copyright laws, contract laws, and trademark laws. You’ll learn more about these in a later chapter on ethics. What Standards Should I Observe to Make my Writing Successful?Good question! As a member of an organization or team, even as a student, you want to produce the absolute best writing you can. Here are the standards you must follow and some tips to help you. If you keep these in mind as you work through your learning in this text, hooray for you! You get the great writer award! You will also have a tremendous advantage in the workplace if your communication and design skills meet these standards.
The following is a video by Dawn Davenport, a technical writing manager of a Fortune 500 company, who discusses what technical writing is and some of the characteristics she looks for in hiring technical writers: “Some of the most accomplished engineers of all time have paid as much attention to their words as to their numbers, to their sentences as to their equations, and to their reports as to their designs.” Henry Petroski, “Engineers as Writers” When you hear the term “technical communication,” what comes to mind? Perhaps you think of scientific reports, specifications, instructions, software documentation, or technical manuals. And you are correct. However, technical communication is so much more than that. Technical Writing is a genre of non-fiction writing that encompasses not only technical materials such as manuals, instructions, specifications, and software documentation, but it also includes writing produced in day-to-day business operations such as correspondence, proposals, internal communications, media releases, and many kinds of reports. It includes the communication of specialized technical information, whether relating to computers and scientific instruments, or the intricacies of meditation. And because oral and visual presentations are such an important part of professional life, technical communication also encompasses these as well. We might define technical communication, then, as using various modes (oral, written, visual) of communication to manage technical information to analyze a problem, find and evaluate evidence, and draw conclusions in a way that allows people to take action. Here are some examples of things that you might not have thought of as “technical writing” — but they have analyzed and addressed a problem and suggested possible solutions: Climate Change 2022: Impacts, Adaptations and Vulnerability. Working Groups II Contribution to the IPCC Sixth Assessment Report of the Intergovernmental Panel on Climate Change, Cambridge UP (in press). Available: https://www.ipcc.ch/report/ar6/wg2/ (downloadable versions available) Note that the website contains downloadable “Summary for Policymakers” and “Technical Summary.” What do you suppose are the key differences between these two summaries? The National Centre for Truth and Reconciliation website (housed at the University of Manitoba) contains several reports that address various audiences and purposes related to the extensive work of the Truth and Reconciliation Commission of Canada. For example, “Honouring the Truth, Reconciling for the Future: Summary of the Final Report of the Truth and Reconciliation Commission of Canada” (2015). Available: https://ehprnh2mwo3.exactdn.com/wp-content/uploads/2021/01/Executive_Summary_English_Web.pdf. This Executive Summary is over 300 pages long, indicating the depth and breadth of the commission’s findings overall. It allows readers to see the extensive information available and choose which parts would be most appropriate for their context. One of the sections of the larger TRC report, which is available separately, is the Truth and Reconciliation Commission of Canada: Calls to Action (2015). Available: https://www2.gov.bc.ca/assets/gov/british-columbians-our-governments/indigenous-people/aboriginal-peoples-documents/calls_to_action_english2.pdf. Note that this document is presented largely in easy-to-read bullet points in organized numbered sections, making the 94 calls to action (note that it does not use the word “recommendations”) very straightforward to understand and implement. Calls to action 62-65 directly address Education for Reconciliation. Institutions committed to decolonization make extensive use of this document to guide their decisions-making and policy changes. Thus, technical writing is highly “transactional” as it conveys information to enable and encourage specific actions. In a recent presentation on the topic of Co-op Work Term Reports, the Engineering co-op coordinator for the University of Victoria presented the following statistics regarding the importance of communication skills in the professional world of engineering: The Reality: Technical Writing and Communication
He added that engineers who are more advanced in their careers spend only 5-10% of their time engaged in problem solving of some kind and 90-95% of their time engaging in related communications tasks: researching, writing and reading reports, proposals, emails, letters, memos; giving or attending presentations; discussing and meeting with colleagues, team mates, managers, clients, and so forth. In a recent survey of over 1000 professionals from various professions, over 70% of engineers and almost 50% of programmers rated the quality of their writing as either “very important” or “extremely important” to the performance of their jobs. Clearly, as Barry Hyman asserts in Fundamentals of Engineering Design, “the stereotype that engineering is for inarticulate nerds is way off base.” Technical communication is “transactional” – it entails a purposeful transaction between sender and receiver that provides specific information for practical and specific purposes (informing, instructing, persuading) and is usually geared towards the needs of a specific audience. Technical communicators produce a wide variety of documents and other products, such as
Thus, it is a highly “designed” form of communication that requires practitioners to have a heightened awareness of the conventions (rules and expectations) and rhetorical situations (audience, purpose, context) in which they are communicating. This textbook aims to provide you with that heightened awareness – that is, to introduce you to the basic conventions of technical communications, and to train you to take a reader- and audience-centred approach to communications tasks, to find the tools and methods that will work best to communicate your ideas to your target audience, and to achieve the desired results. Technical communications can take many forms, depending on the purpose and intended audience. Consider the following example of technical writing, which is an excerpt adapted from a book called Scientific Sailboat Racing by Ted Wells. From the excerpt in the box below, what can you tell about the intended audience? The most common question asked by skippers wanting to get to the windward mark faster than they have been doing is “How can I make my boat point higher?” Getting to the windward mark first depends primarily on the skill and experience of the skipper; however, having a well-rigged boat will make a significant difference. Look for the following, in order of importance:
Once the boat is properly set up, a skilled and experienced skipper can point significantly higher than expected by understanding and using wind deflection from other boats. Immediately to leeward of any boat and extending for a distance of about three mast lengths, there is a wind shadow where the wind velocity is greatly decreased. To leeward of the bow of the boat there is a very small region where the direction of the wind is deflected opposite to the normal deflection and where the velocity is accelerated slightly (see Figure 34). Except in the direct wind shadow, the deflection of the wind is more important than the decrease in wind velocity, as the decrease in velocity is very slight except in the immediate shadow of the sails of the windward boat. Because of this wind deflection, a boat on the opposite tack cutting behind another boat will be able to point appreciably higher than it normally would. Many skippers on port tacks who thought they could clear starboard tackers have been fooled by not realizing this fact. The deflection of their wind in trying to cross in front of the starboard tacker will enable the starboard tacker to point higher without luffing than he normally would be able to do, and the port tacker who thought he could squeeze by suddenly finds that he cannot (See Figure 35). Reflect on the description and example of technical writing above in relation to your experience as an employee, as a student, or as a practitioner of a hobby. What kinds of documents have you written that could fall under the genre of Technical Writing? Write a paragraph or two on a topic about which you have specialized knowledge, and can use specialized terminology to explain the idea or instruct the reader. For example, you might write about effective techniques for executing certain skateboard maneuvers or how to execute a yoga position such as a “downward facing dog.” Consider your audience when choosing how to write this. Will the audience have to be familiar with the terminology used, as in the above sailing example? See if you can write a paragraph that can “baffle me with your techno-jargon,” and then re-write for a general audience, using plain language. |