Technical Communication Basics

Technical Communication Overview

• Technical communication is the transfer of information, specifically technical information.
• Key modes of communication include listening, speaking, reading, and writing.
• These modes encompass verbal and non-verbal communication.

Characteristics of Technical Communication

• Non-abstract, precise, accurate, and well-documented.
• Uses numerical data.
• Relies heavily on visuals (equations, photographs, tables, graphs, or drawings).
• Is always technically correct (stylistically and mechanically correct).
• Considers three factors: audience, purpose, and context.

Audience Analysis

• Previous knowledge of the audience.
• Needed background information for the audience.
• Motivation of the audience.
• Needed level of detail about the topic.

Purpose

• Defining specific purposes, such as providing information or persuasion.
• Types of communication and relevant verbs for each purpose. (Informative- Authorize, Define, Describe, Explain, Illustrate, Inform, Outline, Present, Review, Summarize. Persuasive - Analyze, Argue, Assess, Conclude, Determine, Evaluate, Forecast, Propose, Recommend, Request)

Context

• History, language, geography, politics, culture, and economics are examples of context.
• Situational context is often outside the writer's control.
• Providing context increases the chance of success.

Types of Technical Verbal Communication

• One-on-one discussion.
• Team meetings.
• Public communication.
• Presentations (verbal with visual aids).

Types of Technical Writing

• Reports.
• Proposals.
• Instructions Manuals.
• Style sheets.
• Technical specifications.
• Technical standards.
• Software Documentation.
• Troubleshooting Guides.
• Emails.
• Memos.
• Technical Fliers.
• Press Releases.
• Standard Operating Procedures.
• White papers and case studies.
• Procurement documents.
• Academic Writing (Original Research Articles, Review Articles, Case Reports, Grant Proposals, Scientific Reports, Dissertations and Theses).

Types of Software Documentation

• System Architecture Diagrams.
• Design Documents.
• Source Code Comments.
• API (Application Programming Interface) Documentation.
• Installation Guides.
• Release Notes.
• Testing Plans and Reports.

Start and End the Process

• The process for technical communication starts with preparation, followed by writing a draft, getting feedback from peers, and subsequently editing/modifying the draft until it is deemed satisfactory.

Preparation Phase

• Study your audience.
• Define your purpose.
• Identify your context.
• Choose the communication genre.

Audience Categories

• Primary Target.
• Secondary Target
• Tertiary Target

Audience Analysis Attributes

• Job responsibility.
• Professional experience.
• Education.
• Reading skill.
• Cultural characteristics
• Personal characteristics.
• Personal preferences.
• Attitude toward you as a presenter.
• Attitude toward the subject.
• Expectations about the document.

Audience Profile Analysis

• A form that prompts consideration of various audience characteristics when planning communication.

Know your Audiences

• Determine what you already know about them.
• Interview people.
• Read about them online and search social media.
• Search for documents they have written.

Purpose- To Inform/Persuade

• Informative communication aims to provide facts and explain how things work (use verbs like authorize, define, describe, explain, illustrate, inform, outline, present, review, summarize).
• Persuasive communication aims to convince the audience of a certain viewpoint (use verbs like analyze, argue, assess, conclude, determine, evaluate, forecast, propose, recommend, request).

Content, Detail, Structure, Format, Tone, Style, and Length of Elements

• Decide on the amount of content, level of detail, structure, format, tone, style, and length of each element when writing a technical document.

Genre

• "Genre" is a socially agreed-upon form of communication developed over time.
• Format + Structure = Genre.
• The spatial design of a document + the set of topics and their logical order. (e.g., Table of contents)

Editing and Proofreading

• Any technical communication genre must be checked before being released.
• Do editing and proofreading, including reviews for content, messaging elements, sentence structure, and clarity, and for technical errors like misspellings, typos, grammar mistakes, and incorrect punctuation.

Editing (7Cs)

• Complete, Clear, Concise, Concrete, Coherent, Correct, Courteous.

Proofreading Strategies

• Take a break, proofread one error at a time, read text aloud, use tools but not solely rely on them (spell check, Grammarly, Hemingway, ProWritingAid, Copyscape), change format, reduce window width, change font, print and paste, read paragraphs in reverse order, circle punctuation.

Technical Writing Mechanics

• Spelling.
• Punctuation.
• Capitalization.
• Grammar.

Spelling Errors

• Substitution.
• Omission.
• Insertion.
• Transposition.
• Same meaning(synonyms), same pronunciation(homophones), same spelling(homographs).

Punctuation

• Introducers (colon, dash).
• Separators & connectors (comma).
• Semicolons.
• Slashes.
• Hyphens.
• Container marks (quotation marks, parentheses, brackets).
• Terminators (period, question mark, exclamation point).
• Indicators (apostrophe, ellipsis).

Paragraphs

• Lists of unrelated information, instructions, or tasks.
• Connecting ideas, logic, and information, guiding readers to a conclusion.

Comparing American and British English

• Spelling variations (American: color, gray, labor; British: colour, grey, labour).
• Punctuation differences (American and British periods and commas).

Spelling Numbers

• Spell out numbers below ten, or use numerals for figures greater than ten or larger numbers.

Visual Aids

• Including visuals to support and improve communication quality
• Visuals purposes (demonstrating relationships, communicating spatial information or steps in a process, saving space).

Types of Visuals

• Equations.
• Chemical Formulas.
• Diagrams.
• Graphs (line charts, scatter charts, bar charts, Gantt charts, pie charts, pictographs).
• Schematics.
• Tables.
• Typographies (fonts considerations- type, size, bold, underline, italics).

Visual Aids in Text

• Equations and Chemical Formulas are often presented independently of the main text.

Diagrams

• Drawings demonstrating parts, steps of a process, among system components.

Graphs

• Presenting statistical information, like charts or plots.

Schematics

• Visually representing system structures and procedures involved.

Tables

• Organising data in columns and rows.

Images

• Adding visual interest/credibility to the document.
• Relevance to text, adequate pixel density.

Image Alterations

• Enhancing or emphasizing visually using acceptable alterations.

Typographies

• Legible, clear, and visually appealing text layout.
• Font choice: serif or sans-serif (serif suitable for text body or blocks, sans-serif for headings and visual cues), font size (sufficient for easy reading, not too large).
• Avoiding "artistic" fonts.
• Creating emphasis via boldface or other techniques.
• Special formatting for mathematical terms.

General Guidelines & Considerations

• Visuals should be included only when needed and appropriate.
• Visuals should offer clarity rather than confusion and present information understandably.
• Visuals should align with reader expectations, and contain appropriately cited references.

Presenting Technical Information

• Speaking situations (Manuscript Speaking Situations, Extemporaneous Speaking Situations, Impromptu Speaking Situations).

Presentation Phases

• Preparation phase, slides production phase, and performance phase.

Preparation Phase: Audiences

• Clients, colleagues, fellow professionals (at conferences), government agencies, and the public are common types of audiences.

Preparation Phase: Presentation Purposes

• Persuasive, informative, and demonstrative.

Preparation Phase: Presentation Settings

• Types of courses or settings, audience sizes. (e.g., graduate degree defense, weekly department meeting, plant-wide update meetings, current customer meetings).

Slides Production Phase: Organizational Patterns

• Chronological (timeline-based), Spatial, General-to-specific, More to less important, Comparison/contrast, Classification/partition, Problem-methods-solution, and Cause-and-effect ordering principles.

Slides Production Phase: General Guidelines.

• Don’t provide manuscripts on-screen, but rather short phrases and visuals.
• Use slides and print hard copies as a backup.
• Take advantage of presentation software (e.g., PowerPoint, Google Slides, Prezi).
• Use templates for consistency in design.
• Include organization-specific templates, logs, and branding.
• Font size readily visible/readable. Avoid script or fancy fonts. Keep slide text count under 30 words max.
• Use bullets or main ideas.
• Lower-contrast combinations can look different on various hardware/software.
• Light-colored fonts on dark backgrounds are unsuitable; strong contrasting colors can overpower.
• Avoid excessive or unnecessary animation, videos, sound, and self-timed systems, ensuring consistency.
• Make sure slides are readable in room and on screen
• Follow the general guidelines for clear communication.

Performance Phase

• Professional Presentation.
• Time considerations (honor time limits, provide dedicated question time, limit presentation duration to ~20 minutes)
• Presentation introduction (introduce yourself and the subject matter).
• Hooking the audience’s attention (using rhetorical questions, polls, or stories).
• Presentation conclusion (summarize key points and look to the future).

Performance Phase: Professionalism

• Maintaining a professional demeanor.
• Thoroughly reviewing the presentation settings, equipment, and technology prior to the presentation, avoiding unprofessional visuals/mechanical errors.

CVs and Resumes

• CVs are usually used for academic/professional, medical, legal, and scientific positions detailing education, research, publications, and professional activities.
• Resumes (preferred for broader job applications) are concise summaries of experience, skills, and educational background.

CV Recommendations

• A clear font (Arial, Calibri, or Times New Roman) size 11 or larger is preferred.
• Consistent styling (headings, bullet points).
• Concise and easy-to-read layout.
• Someone else's review for clarity, spelling, and grammar.
• Update information (achievements, experience, skills).

CV Sections

• Contact details.
• Introduction/objective.
• Education history.
• Work history.
• References.