Podcast
Questions and Answers
Technical Communication is only transferring non-technical information.
Technical Communication is only transferring non-technical information.
False (B)
Thoth was the Egyptian God associated with writing and wisdom.
Thoth was the Egyptian God associated with writing and wisdom.
True (A)
Characteristics of Technical Communication include being abstract and vague.
Characteristics of Technical Communication include being abstract and vague.
False (B)
The context of communication can include history and geography.
The context of communication can include history and geography.
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Technical communication relies solely on written forms without visuals.
Technical communication relies solely on written forms without visuals.
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One way to learn about your audience is by searching for DOCUMENTS they wrote.
One way to learn about your audience is by searching for DOCUMENTS they wrote.
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To persuade an audience, you should use convincing verbs such as 'authorize' and 'define'.
To persuade an audience, you should use convincing verbs such as 'authorize' and 'define'.
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The genre is defined as a personal style of communication unique to an individual.
The genre is defined as a personal style of communication unique to an individual.
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Editing focuses solely on the visual design of a document.
Editing focuses solely on the visual design of a document.
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The structure of a document refers to the logical order of topics presented.
The structure of a document refers to the logical order of topics presented.
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The tone of a document does not affect its effectiveness in communication.
The tone of a document does not affect its effectiveness in communication.
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The preparation phase is considered less important than the writing phase in technical communication.
The preparation phase is considered less important than the writing phase in technical communication.
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Proofreading is an essential step to ensure the quality of any technical communication genre before release.
Proofreading is an essential step to ensure the quality of any technical communication genre before release.
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Line charts are typically used to show correlation between two independent variables.
Line charts are typically used to show correlation between two independent variables.
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Gantt charts are specialized bar charts used to track tasks and events over time.
Gantt charts are specialized bar charts used to track tasks and events over time.
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Pictographs provide precise representations of data and are used for detailed analyses.
Pictographs provide precise representations of data and are used for detailed analyses.
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Scatter charts are typically used with two dependent variables that have an intrinsic relationship.
Scatter charts are typically used with two dependent variables that have an intrinsic relationship.
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Tables are considered charts due to their orderly arrangement of data.
Tables are considered charts due to their orderly arrangement of data.
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Abbreviations and numerals are usually italicized in technical writing.
Abbreviations and numerals are usually italicized in technical writing.
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The additional loss caused by standing waves is calculated using the equation LA = 10 log [(a^2 - p^2) / a(1 – p^2)] − dB.
The additional loss caused by standing waves is calculated using the equation LA = 10 log [(a^2 - p^2) / a(1 – p^2)] − dB.
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The equation for chemical reactions can be presented with the reactants on one side and products on the other, separated by an equals sign.
The equation for chemical reactions can be presented with the reactants on one side and products on the other, separated by an equals sign.
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Diagrams in technical documents should be as complex as possible to thoroughly explain a process.
Diagrams in technical documents should be as complex as possible to thoroughly explain a process.
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Graphs, also referred to as charts, are designed to visually represent data relationships.
Graphs, also referred to as charts, are designed to visually represent data relationships.
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When describing chemical substances, numerals and symbols are typically italicized.
When describing chemical substances, numerals and symbols are typically italicized.
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The equation for standing wave ratio includes parameters LA, a, p, dB, and SWR.
The equation for standing wave ratio includes parameters LA, a, p, dB, and SWR.
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External diagrams show the internal parts of a device.
External diagrams show the internal parts of a device.
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Visuals should be used in a document only when they serve a specific purpose.
Visuals should be used in a document only when they serve a specific purpose.
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The best way to emphasize text is always to underline it.
The best way to emphasize text is always to underline it.
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The point size of fonts is abbreviated as 'pt'.
The point size of fonts is abbreviated as 'pt'.
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Visuals should match the colors in the document, regardless of grayscale printing.
Visuals should match the colors in the document, regardless of grayscale printing.
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It is better to copy figures from other documents rather than create your own visuals.
It is better to copy figures from other documents rather than create your own visuals.
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Captions for tables should be placed above the visual.
Captions for tables should be placed above the visual.
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Culturals and gender related issues can make individuals reluctant to admit confusion or ask for clarification.
Culturals and gender related issues can make individuals reluctant to admit confusion or ask for clarification.
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One out of twelve women has some degree of color blindness.
One out of twelve women has some degree of color blindness.
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Team writing is often more efficient than individual writing.
Team writing is often more efficient than individual writing.
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Axis truncation can lead to a significant misrepresentation of data.
Axis truncation can lead to a significant misrepresentation of data.
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Manuscript speaking situations are ideal for most business settings.
Manuscript speaking situations are ideal for most business settings.
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Extemporaneous speaking situations are planned but can be conversational.
Extemporaneous speaking situations are planned but can be conversational.
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Impromptu speaking situations often allow for significant preparation time.
Impromptu speaking situations often allow for significant preparation time.
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Effective presentations require a performance phase as one of the main elements.
Effective presentations require a performance phase as one of the main elements.
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Individuals who value competition are more likely to engage in nurturing and cooperative behaviors.
Individuals who value competition are more likely to engage in nurturing and cooperative behaviors.
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Critical feedback is generally avoided in collaborative team settings due to cultural norms.
Critical feedback is generally avoided in collaborative team settings due to cultural norms.
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Study Notes
What is Technical Communication?
- Technical communication is the transfer of information, specifically technical information.
- Key components of technical communication include:
- Communication is the transfer of information.
- Technical communication specifically transfers technical information.
- The four basic modes of technical communication are listening, speaking, reading, and writing.
- Technical communication considers also the audience, purpose, and context.
- The audience is the recipient of the communication and is crucial to tailor the message to ensure the appropriate level of understanding and knowledge. Factors to consider include prior knowledge, background, motivation, and the needed level of detail.
- Purpose is the intent behind the communication. Understanding the purpose is key to ensure the message achieves that objective. Consider whether the purpose is to learn more facts, how something works, project status, funding, assembling an item, accepting recommendations, changing position on issues, or making a decision.
- Context relates to the surrounding circumstances, including language, geography, politics, economics etc. Having awareness of the context helps to appropriately adjust the communication to the situation.
Characteristics of Technical Communication
- Non-abstract, precise, accurate, and well-documented.
- Uses numerical data.
- Relies heavily on visuals (such as equations, photographs, tables, graphs, or drawings).
- Technically and mechanically correct (stylistically and mechanically).
Types of Technical Verbal Communication
- One-on-one discussions
- 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 Release
- Standard operating procedures
- White papers and case studies
- Procurement documents
- Academic Writing
Types of Academic (Scientific) 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
Process of Technical Writing
- Preparation Phase:
- Study your Audience.
- Define your Purpose.
- Identify your Context.
- Choose the Communication Genre.
- Writing Phase:
- Write Draft of Report.
- Get Feedback from Peers.
- Edit/Modify Draft (loop - until 'good').
- Editing and Proofreading Phase:
- Edit
- Profreading
Audience Analysis
- Writing is reader-centered.
- Conduct formal or informal audience analysis before writing
- Categorize audiences into Primary, Secondary, and Tertiary.
- Consider demographics (job responsibility, reading skill, cultural traits, personal characteristics, education, preferences), attitudes, and expectations.
- Use an Audience Profile Sheet.
- Learn about your audiences by determining their knowledge, interviewing, looking at their social media presence, looking at documents they write.
Purpose of Writing
- To inform: Outlining, instructions, explaining, defining.
- Authorize, define, describe, explain, illustrate, inform, outline, present, review, summarize.
- To persuade: Convincing, analyzing, arguing, assessing, concluding, determining, evaluating, forecasting, proposing, recommending.
Visual Aids
- Why use visuals?
- Visuals are easier to understand and people remember more when pictures are involved.
- Types of Visuals:
- Equations
- Chemical formulas
- Diagrams
- Graphs (line charts)
- Schematics
- Tables
- Images (photos)
- Typographies
Considerations for Technical Visual Aids
- Document copyright information when using visuals.
- Avoid 3D visuals if not needed.
- Make sure visuals have clear and adequate labels
- Translate colors (if used) to grayscale for distribution or printing
- Keep text length in visuals short
Technical Writing Mechanics
- Spelling
- Punctuation
- Capitalization
- Grammar
General Guidelines & Considerations
- Include visuals only when needed and it serves a purpose.
- Ensure readability of visuals both on-screen and print.
- Provide clear and concise visuals with relevant information.
- Use appropriate fonts with significant sizes, avoiding script and fancy fonts.
- Use organizational signposts, when necessary.
Team Writing
- What is team writing?
- Collaborative or team writing is the process of producing a written work as a group.
- Process of team writing
- Preparation Phase (Form Team, Define Requirements, Determine Collaboration Platform, Determine what must be done)
- Documentation Phase (Define responsibilities and schedules, task members, edit and revise, conduct final review)
- Challenges in team writing
- Takes more time than individual writing.
- Result in a disjointed document.
- Lead to inequitable workloads.
- Reduce the motivation to work hard.
- Lead to interpersonal conflict.
Presentation Writing
- Understand the difference between presentation speaking situations (Manuscript, Extemporaneous, Impromptu).
- The importance of understanding the audience and budgeting time
- Planning for the presentation, ensuring slides are properly formatted
- Effective ways to use visuals as part of a presentation and the importance of the visuals
- Use of organizational signposts for each slide and how to use presentation formatting.
CV / Resume tips
- Choose a clear font.
- Use consistent formatting, bullet points, and headings.
- Write clearly about your achievements.
- Tailor your CV to match the job and company you are applying to.
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Description
Test your knowledge on the fundamentals of technical communication. This quiz covers aspects like audience analysis, document structure, and the importance of proofreading. Perfect for students or professionals looking to refine their communication skills.
