Technical Communication Basics
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What is the primary focus of Technical Communication?

  • Transferring artistic expressions
  • Transferring historical narratives
  • Transferring Technical Information (correct)
  • Transferring interpersonal skills

    • Which of the following characteristics defines Technical Communication?

  • Imprecise and vague information
  • Focus on persuasive language
  • Use of numerical data and visuals (correct)
  • Abstract and emotional communication

    • In the context of Technical Communication, what does 'audience' refer to?

  • The historical background of the topic
  • The goals of the writing process
  • The people receiving the information (correct)
  • The medium of communication used

    • Which factor is essential to consider in the context of Technical Communication?

    <p>The geographical location of the audience (A)</p> Signup and view all the answers

    What is NOT a purpose of Technical Communication?

    <p>To persuade the audience emotionally (B)</p> Signup and view all the answers

    What is a common issue that spell checkers fail to correct?

    <p>Homonym errors (A)</p> Signup and view all the answers

    Which of the following is the correct American English spelling of the color?

    <p>color (D)</p> Signup and view all the answers

    How should numbers like 32 be spelled out for clarity in technical writing?

    <p>Thirty-two degrees Fahrenheit (C)</p> Signup and view all the answers

    What does Lynne Truss compare punctuation marks to?

    <p>Traffic signals of language (A)</p> Signup and view all the answers

    Which punctuation rule differs between American and British English?

    <p>Placement of commas and periods within quotation marks (B)</p> Signup and view all the answers

    What is one primary function of bullets in technical writing?

    <p>To list unrelated information or sequential instructions (C)</p> Signup and view all the answers

    What is a common reason for capitalizing words in technical writing?

    <p>The first word of sentences (B)</p> Signup and view all the answers

    How can improper punctuation affect technical writing?

    <p>It can obscure and mislead the audience (C)</p> Signup and view all the answers

    What is a crucial step to take after determining the audience, purpose, and context of a document?

    <p>Decide the writing genre and check the output (A)</p> Signup and view all the answers

    Which of the following best defines 'genre' in the context of communication?

    <p>A recognized form of communication developed over time (B)</p> Signup and view all the answers

    Which pair of verbs would improve persuasive communication?

    <p>Analyze and propose (B)</p> Signup and view all the answers

    What is one element that needs to be determined when preparing a document for a specific audience?

    <p>The tone and style of the document (A)</p> Signup and view all the answers

    What is the main purpose of editing a document?

    <p>To review clarity and content elements (B)</p> Signup and view all the answers

    Which of the following tasks does NOT belong to the preparation stage of document creation?

    <p>Adding final touches to design (A)</p> Signup and view all the answers

    Which of these is NOT a communication verb used for informing?

    <p>Propose (C)</p> Signup and view all the answers

    To effectively communicate your message, which aspect must you decide after establishing the purpose?

    <p>The genre of communication (C)</p> Signup and view all the answers

    What is the correct way to phrase the following sentence for proper verb agreement? 'The implant, along with its associated circuits, ___ inserted into the patient’s chest cavity.'

    <p>was (C)</p> Signup and view all the answers

    In writing, when is passive voice often preferred?

    <p>In broad statements or when the doer is unknown (B)</p> Signup and view all the answers

    Which of the following is a proper way to format a pronoun agreement in a sentence?

    <p>Each person in the lab must replace his or her radiation badge (C)</p> Signup and view all the answers

    Which of the following titles comply with the rules of capitalization for proper nouns?

    <p>Adidas (A)</p> Signup and view all the answers

    Identify the incorrectly structured sentence fragment from the following options.

    <p>Testing the specimen carefully with high levels of precision. (D)</p> Signup and view all the answers

    What is the main issue with the sentence 'Ignorance of science is a phenomenon in society that must be destroyed.'?

    <p>It is a complete sentence but can be improved upon. (D)</p> Signup and view all the answers

    Which of the following is an example of a proper noun?

    <p>albert einstein (A)</p> Signup and view all the answers

    What structural aspect is illustrated by the phrase '+' in 'Because the transformer could not take the load, the system quickly failed'?

    <p>Causal relationship (A)</p> Signup and view all the answers

    What is the primary characteristic of team writing?

    <p>It is a collaborative process with all members contributing to decisions. (C)</p> Signup and view all the answers

    What is a key role of the lead writer in the team writing process?

    <p>To synthesize individual sections and ensure a cohesive flow. (A)</p> Signup and view all the answers

    Which phase includes defining audience, purpose, and context for the project?

    <p>Preparation Phase (D)</p> Signup and view all the answers

    What types of tools can enhance collaboration in team writing?

    <p>Messaging technologies and shared document workspaces. (C)</p> Signup and view all the answers

    What is one of the challenges present in student team writing compared to professional team writing?

    <p>Professional teams are often based on expertise and management assignment. (D)</p> Signup and view all the answers

    During the revision process, what should be addressed first according to best practices?

    <p>Overall organization and logic of the document. (D)</p> Signup and view all the answers

    What is a common misconception about the roles in a team writing project?

    <p>Only one person is responsible for the entire document. (B)</p> Signup and view all the answers

    When critiquing a colleague’s work, what should the reviewer begin with?

    <p>A positive comment about the document. (A)</p> Signup and view all the answers

    What is the primary focus of proofreading?

    <p>Correcting technical errors like misspellings and grammar mistakes (B)</p> Signup and view all the answers

    Which of the following is NOT one of the 7Cs of Effective Communication?

    <p>Consistency (C)</p> Signup and view all the answers

    Which proofreading strategy is recommended for effectively finding errors?

    <p>Take a break before reviewing the text (B)</p> Signup and view all the answers

    What does 'Courteous' refer to in the 7Cs of Effective Communication?

    <p>Presenting information in a respectful manner (B)</p> Signup and view all the answers

    Which aspect does 'Concrete' emphasize in effective communication?

    <p>Utilizing specific facts and evidence for credibility (A)</p> Signup and view all the answers

    What is the benefit of proofreading slowly and out loud?

    <p>It can reveal errors that might be missed while reading silently (A)</p> Signup and view all the answers

    What does it mean for communication to be 'Coherent'?

    <p>The text has a consistent flow and relevance throughout (B)</p> Signup and view all the answers

    What is one major risk of relying completely on automated proofreading tools?

    <p>They can overlook subtle errors that require human judgment (D)</p> Signup and view all the answers

    Signup and view all the answers

    Study Notes

    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.

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    Description

    This quiz assesses your understanding of key concepts in Technical Communication, including audience awareness, defining characteristics, and punctuation rules. Test your knowledge of the essential factors that shape effective technical writing.

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