Technical Communication Concepts

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.