EGETW213: Technical Writing PDF

EGETW213: Technical Writing Prof. Dorine Dayono | Chapter 1: The Nature of Technical Writing Technical Writing Defined (educational, socio-economic, Technical writing may be defined and political, etc) described in the following manner (Mill...

EGETW213: Technical Writing Prof. Dorine Dayono | Chapter 1: The Nature of Technical Writing Technical Writing Defined (educational, socio-economic, Technical writing may be defined and political, etc) described in the following manner (Mills and § It persuades and influences decision- Walter, 1981): making § the exposition about scientific subjects and about various technical Characteristics of Technical Writing subjects (Gordon H. Mills and John A. Walter, § characterized by certain formal 1981) elements such as its scientific and 1. Technical Writing is characterized by technical vocabulary, its use of certain formal elements such as: graphic aids, and use of conventional a. its scientific and technical report forms vocabulary; § maintenance of an attitude of b. its use of graphic aids; and impartiality and objectivity, by the c. its use of conventional report form. extreme care to convey information accurately and concisely, by the 2. Technical Writing is ideally absence of any attempt to arouse characterized by: emotion a. the maintenance of attitude of § a relatively high concentration of impartiality and objectivity; certain complex and important b. extreme care to convey information writing techniques--- in particular, accurately and concretely; and definition, description of mechanism, c. absence of any attempt to arouse description of process, classification, emotion. and interpretation § It simply means a skill in writing 3. Technical Writing has a relatively high since the word technical was derived concentration of certain complex and from the Greek word techne which important writing techniques such as: means “skill” a. definitions; § Technical writing is a specialized and b. description of a mechanism; structured way of writing, c. description of a process; where information is presented in a d. classification and interpretation; and format and manner that best suits the e. comparison and contrast. cognitive and psychological needs of the readers so they can respond to a Principles of Technical Writing document as its author intended and achieve the purpose related to that document. Functions of Technical Writing Technical writing has three important purposes: § It gives information in decision- making and task accomplishments. § It analyzes events and their implications, the failure of systems 1. Good Technical Writing Style Tuazon, Aron James Ching (C.) | 1 EGETW213: Technical Writing Prof. Dorine Dayono | Chapter 1: The Nature of Technical Writing ▶ Give someone’s race or age ▶ Varies by audience; it considers only if it is relevant to your the reader and builds goodwill communication. ▶ Maintains consistent and “good” ▶ Refer to a group by the term style it prefers. ▶ Is, above almost all, clear ▶ Avoid terms that suggest competent members of a certain Good technical writing style also group are unusual. ▶ Attends to visual impact ▶ Persuades 3. Half-Truths about Style Write as you talk 2. Build Goodwill: Use “You-Attitude” Never use “I” Never begin sentence with and ▶ “You-Attitude” is a style of writing or but that Never end sentence with ▶Adopts the audience’s point of preposition view Big words impress people ▶Emphasizes what the audience wants to know Write as You Talk: Yes... But ▶ Protects the audience’s ego ▶ Yes (e.g. does not use “you” to make ▶ Do it for first draft accusations) ▶ Read draft aloud to test ▶ But Build Goodwill: Avoid Bias ▶ Expect awkward, repetitive, badly organized ▶ Use nonsexist language that treats prose both sexes neutrally. ▶ Plan to revise and edit ▶ Job titles: Chairman vs. Chairperson Never Use I: Yes... But ▶ Courtesy titles: Mrs. vs. Ms. ▶ Yes ▶ Pronouns: The nurse and her ▶ I can make writing seem self-centered patients vs. the nurse and his ▶ I can make ideas seem tentative patients ▶ I should never appear in a resume, but ▶ Don’t make assumptions it’s fine to use it in a cover letter. about your audiences’ sexual ▶ But orientation, gender, marital ▶ Use I to tell what you did, said, saw— status, etc. it’s smoother ▶ Use nonracist and nonagist Never Begin Sentence with And or But language ▶ And may make idea seem like afterthought ▶ And gives effect of natural speech Tuazon, Aron James Ching (C.) | 2 EGETW213: Technical Writing Prof. Dorine Dayono | Chapter 1: The Nature of Technical Writing ▶ But serves as a signpost, signals a shift mean different things; causes mix-ups ▶ But can make writing smoother ▶ Connotation ▶ emotional association; attitude Never End a Sentence with a Preposition: - / + Yes... But ▶ nosy / curious ▶ Yes ▶ fearful / cautious ▶ A preposition may not be worth ▶ obstinate / firm emphasizing this way ▶ Readers expect something to follow a 2. Use Familiar Words preposition ▶ Avoid in job application letters, reports, ▶ Words most people know formal presentations ▶ Words that best convey your meaning Big Words Impress People: Yes... But ▶ Shorter, more common words § Yes ▶ Specific, concrete words § You may want to show formality or technical expertise § But § Big words distance you from readers § Big words may be misunderstood § Misused words make you look foolish ▶ Read widely; write a lot ▶ Study revised sentences When you use jargon, consider your Ways to Build Better Style audience ▶ Use the following tips as you: ▶ Jargon—special terms of technical field ▶ Draft ▶ Use in job application letters ▶ Write and revise ▶ Use when essential and known to reader ▶ Draft, revise, and form paragraphs 3. Use Active Verbs (Usually) 1. Use Accurate, Appropriate Words ▶ Active—subject of sentence does action ▶ Denotation the verb describes ▶literal meanings; dictionary definitions ▶ Passive—subject is acted upon ▶Bypassing—two people using same word ▶ Usually includes form of “to be” to ▶ Change to active if you can Tuazon, Aron James Ching (C.) | 3 EGETW213: Technical Writing Prof. Dorine Dayono | Chapter 1: The Nature of Technical Writing ▶ Direct object becomes subject ▶ Put the meaning in subject and verb Omit Words that Say Nothing Passive vs. Active Verbs ▶ Cut words if idea is clear without them ▶ P: The program will be ▶... period of three months implemented by the agencies. ▶... at the present time ▶ A: The agencies will implement ▶ Replace wordy phrase with one word the program. ▶ Ideally, it would be best to put the.... ▶ P: These benefits are received ▶ If possible, put the… by you. ▶ There are three reasons for our ▶ A: You receive these benefits. success… ▶ P: A video was ordered. ▶ Three reasons explain the… ▶ A: The customer ordered a video. Put Meaning of Sentence in Subject & Verb: ▶ Active verbs are better because— Example ▶ Shorter ▶ Clearer ▶ More interesting ▶ Passive verbs are better to— ▶ Emphasize object receiving action ▶ Adhere to the standards used in more conservative technical publications ▶ Avoid placing blame 6. Vary Sentence Length and Structure 4. Use Verbs to Carry Weight ▶ Varying sentence length and structure Replace this phrase with a verb helps keep audience interest ▶ Use short sentences when subject matter is complicated ▶ Use longer sentences to ▶ Show how ideas link to each other ▶ Avoid choppy copy ▶ Reduce repetition 5. Eliminate wordiness Mix sentence structures ▶ Simple – 1 main clause ▶ Wordy—idea can be said in fewer words ▶ Compound – 2 main clauses ▶ Conciseness; a mark of good writing that ▶ Complex – 1 main, 1 subordinate clause contributes to clarity ▶ Omit words that say nothing 7. Use Parallel Structure Tuazon, Aron James Ching (C.) | 4 EGETW213: Technical Writing Prof. Dorine Dayono | Chapter 1: The Nature of Technical Writing ▶ Don’t get stuck in the “however” rut; there are plenty of lists of transitions online 11. Cite, cite, cite § Always cite your sources, and use the citation style your audience prefers § Citations lend credibility and can keep you out of academic and legal trouble 8. Begin most paragraphs with Topic Sentence ▶ Unity—paragraph discusses one idea; a mark of good writing ▶ Topic sentence—states main idea ▶ Tells what paragraph is about ▶ Forecasts paragraph’s structure ▶ Helps readers remember points 9. Use Thesis Statements ▶ A thesis is, essentially, a one or two- sentence version of the analysis or argument SME – Subject Matter Experts presented in a communication ▶ Most reports should contain clear and concise thesis statements ▶ Readers almost instinctively look to them for guidance 10. Use Transitions to Link Ideas ▶ Transition—signals the connections between ideas to the reader ▶ Tells if next sentence continues or starts new idea ▶ Tells if next sentence is more or less important than previous Tuazon, Aron James Ching (C.) | 5 EGETW213: Technical Writing Prof. Dorine Dayono | Chapter 1: The Nature of Technical Writing Examples of Technical Writing Instruction manuals Articles found in technical books/journals Abstracts Proposals Contracts Brochures Pamphlets Memoranda Letter Research outputs Reports (Progress Report, Annual Report, Periodic, etc Tuazon, Aron James Ching (C.) | 6