Technical Communication Overview PDF

Technical Communications An Overview Maurice Fletcher PhD, PE, PERB, ASME. Technical Communications ◼ What is technical communication? ◼ Why should I care? ◼ How does technical communication relate to my job? ◼ How is technical communication different from...

Technical Communications An Overview Maurice Fletcher PhD, PE, PERB, ASME. Technical Communications ◼ What is technical communication? ◼ Why should I care? ◼ How does technical communication relate to my job? ◼ How is technical communication different from other communication? ◼ What are characteristics of technical communication? ◼ What jobs are available to those with technical communications skill? ◼ What industries hire individuals with technical communications skill? Defining Technical Communication ◼ Technical communication is a broad field and includes any form of communication that exhibits one or more of the following characteristics: ◼ Communicating about technical or specialized topics, such as computer applications, medical procedures, or environmental regulations. ◼ Communicating by using technology, such as web pages, help files, or social media sites. ◼ Providing instructions about how to do something, regardless of how technical the task is or even if technology is used to create or distribute that communication Defining Technical Communication ◼ The values that technical communicators deliver is twofold: 1) They make information more useable and accessible to those who need that information, and in doing so, 2) they advance the goals of the companies or organizations that employ them. Defining Technical Communication ◼ The following 7 examples illustrate the value of the products that technical communicators produce or the services they provide. 1) Software instructions help users be more successful on their own, improving how easily those products gain acceptance into the marketplace and reducing costs to support them. 2) Medical instructions help patients and care-providers manage a patient’s treatment, improving the health of the patient while reducing costs and risks associated with incorrect care. Defining Technical Communication ◼ The following 7 examples illustrate the value of the products that technical communicators produce or the services they provide. 3) Functional specifications and proposals help one group of technical experts communicate effectively with other technical experts, speeding up development cycles, reducing rework caused by misunderstandings, and eliminating risks associated with miscommunication. 4) Training programs provide people with new or improved skills, making them more employable and their organizations and products more efficient and safe. Defining Technical Communication ◼ The following 7 examples illustrate the value of the products that technical communicators produce or the services they provide. 5) Well-designed websites make it easier for users to find information, increasing user traffic to and satisfaction with those websites. 6) Technical illustrations clarify steps or identify the parts of a product, letting users focus on getting their task done quickly or more accurately. 7) Usability studies uncover problems with how products present themselves to users, helping those products become more user friendly. What is Technical Communication? ◼ Applied communication designed to accomplish specific tasks or to help solve problems, such as: ◼ Informing users about an update in computer software ◼ Instructing assembly line workers to produce a new product ◼ Warning customers about unsafe ways to operate a machine ◼ Instructing buyers how to assemble a bicycle What is Technical Communication? ◼ Communication that conveys complex information in an easy-to-understand manner, often to inexperienced users, on topics such as: ◼ Repairing a copy machine ◼ Selecting a home computer ◼ Operating a digital camera ◼ Creating handmade ceramics ◼ Assembling a kite What is Technical Communication? What is Technical Communication? ◼ Technical communication exists in many forms: ◼ User manuals ◼ Engineering designs ◼ Training materials ◼ Design analysis ◼ Videotapes ◼ Design presentations ◼ Satellite broadcasts ◼ Spare parts catalogs ◼ Workshops (seminars) ◼ Online catalogs (QUOTES) outlines and handouts ◼ Global language (China) ◼ Reports ◼ Patents ◼ Interviews ◼ Archival data ◼ Persuasive speeches ◼ Software enhancements Technical Communication Animation ◼ Animation is the process of creating motion and shape change illusion by means of the rapid display of a sequence of static images that minimally differ from each other. ◼ Animators are artists who specialize in the creation of animation. This bouncing ball animation consists of these six frames. This animation moves at 10 frames per second. Animation – The Power of Teamwork CGI - Computer-Generated Imagery Software - Pro Engineer ◼ 2D to 3D ◼ Rendering ◼ Thermal & Stress Analysis ◼ What if? Software - Solidworks Software - Solidworks Software - Inventor Autodesk - AutoCAD AutoCAD Revit AutoCAD Electrical Electronic Design Automation (EDA) Software Importance of Technical Comm. ◼ Improved productivity ◼ Improved use of product ◼ Increased safety ◼ Legal protection ◼ Reduces cost of training ◼ Reduces support ◼ Reduced maintenance repairs ◼ Lesser chance of rejection ◼ Increased, faster acceptance Textual Features - Usage ◼ Overview, summary sections ◼ Step-by-step instructions ◼ Narrative explanations ◼ Conceptual models, analogies, and/or examples ◼ Figures, charts, and/or tables ◼ Cross-references and/or navigation aids ◼ Technical terminology, language conventions, and/or symbolic conventions ◼ Patents, Data archive, Online shop, Spare parts. Media Characteristics - Usage ◼ Articles – narrative ◼ Booklets – conversational ◼ Brochures – catchy ◼ Newsletters – journalistic ◼ Correspondence – formal, informal ◼ Manuals – action oriented ◼ Reports – formal and objective ◼ Help systems – action oriented ◼ Wizards – concise and action oriented ◼ Websites – catch and easy to use ◼ Social Media – Reaches your audience, dynamic Document Delivery ◼ Print ◼ Facsimile ◼ Network, Ethernet, WWW ◼ Floppy disk, CDs, Flash Drives ◼ FTP (file transfer protocol) ◼ Email attachment ◼ Website downloads ◼ Blogs – Weblog, posts ◼ Social Media Why Should I Care? ◼ Even if you don’t plan to become a professional communicator, you will be, or already are, a technical professional who communicates! ◼ Must communicate ◼ Modern tools ◼ Improved communication ◼ Get with it Why Should I Care? ◼ Studies show that 44% of your professional time will be spent in some kind of writing activity, including: ◼ Brainstorming ◼ Notetaking ◼ Organizational planning ◼ Drafting, revising and editing ◼ Report writing ◼ Reading Drawing – Symbols & Conventions Construction Drawings Electrical Drawings Why Should I Care? ◼ Technical communication skills can be used in a variety of fields ◼ Journalism ◼ Marketing ◼ Business Management ◼ Administration ◼ Software Engineering ◼ Education ◼ Biotech/Pharmaceuticals ◼ Everywhere Analyzing Your Readers ◼ Types of Readers ◼ Managers ◼ Experts ◼ Operators ◼ General readers Analyzing Your Readers ◼ Types of Readers ◼ Managers ◼ These readers expect ◼ background information ◼ definitions of technical terms ◼ lists and other format devices that highlight points ◼ clear statements about what should happen next ◼ Executive Summary Analyzing Your Readers ◼ Types of Readers ◼ Experts ◼ These readers expect ◼ thorough explanations of technical details ◼ Formulae and calculations ◼ data placed in tables and figures ◼ references to outside sources used in writing the report ◼ clearly labeled appendices for supporting information Analyzing Your Readers ◼ Types of Readers ◼ Operators ◼ These readers expect ◼ clear table of contents (Novel VS Dictionary) ◼ easy-to-read listings for procedures or instructions ◼ definitions of technical terms ◼ clear statement of how document affects their jobs Analyzing Your Readers ◼ Types of Readers ◼ General readers (laypersons) ◼ These readers expect ◼ definitions of technical terms ◼ frequent use of graphics, such as charts and photos ◼ clear distinction between facts and opinions ABC Format for Documents ◼ Document Abstract: ◼ The “Big Picture” for Decision Makers ◼ A short, exact precis of the document. Summary ◼ Used for logging work in databases ◼ Document Body: ◼ Details for All Readers ◼ Engineers re-check in detail ◼ Must be able to duplicate work ◼ Document Conclusion: ◼ Wrap-Up Leading to Next Step ABC Format for Documents ◼ Document Abstract: The “Big Picture” for Decision Makers ◼ Includes brief overview of document’s main points ◼ Clear purpose statement ◼ Most important points for decision makers ◼ List or description of main sections that follow abstract ABC Format for Documents ◼ Document Abstract: The “Big Picture” for Decision Makers ◼ Common headings include ◼ Summary ◼ Executive Summary ◼ Introductory Summary ◼ Overview ◼ Introduction ◼ Not the same ABC Format for Documents ◼ Document Body: Details for All Readers ◼ Includes supporting information ◼ Background of the project ◼ Field, lab, office, or other work upon which the document is based ◼ Details of any conclusions, recommendations, or proposals ABC Format for Documents ◼ Document Body: Details for All Readers ◼ Separate fact from opinion ◼ Adopt a format that reveals much structure ◼ Use graphics whenever possible ABC Format for Documents ◼ Document Conclusion: Wrap-Up Leading to the Next Step ◼ Brings readers back to one or more central points mentioned in body ◼ Provides closure to the document ◼ Leads to the next step in writer’s relationship ABC Format for Documents ◼ Document Conclusion: Wrap-Up Leading to the Next Step ◼ Common headings ◼ Conclusion ◼ Closing ◼ ClosingRemarks ◼ Conclusions and Recommendations ABC Format for Documents ◼ Document Conclusion: Wrap-Up Leading to the Next Step ◼ Drive home your message using one of these two formats: ◼ Listings ◼ Summary paragraphs How Does it Relate to My Job? ◼ Engineers are often responsible for writing feasibility studies and reports for such technological changes as: ◼ New buildings ◼ Bridges and roadways ◼ Electrical systems All projects ◼ Communication systems Is project feasible? ◼ Computer networks Technically, Financially ◼ Design concepts Important Document ◼ Working drawings and illustrations How Does it Relate to My Job? ◼ If your goal is to manage the technical products division of an industrial corporation, you will use: ◼ Written specifications ◼ Lectures ◼ Videos ◼ These items will then teach: ◼ Technicians to install products ◼ Sales people to sell products ◼ Customers to use and adapt those products How Is Technical Communication different from other Communication? ◼ Technical communication emphasizes conveying information so it can be understood quickly/easily ◼ It differs from other types of communication in its emphasis on: ◼ Clarity ◼ Accuracy ◼ Conciseness ◼ Consistency ◼ Readability ◼ Usability How Is Technical Communication different from other Communication? ◼ Technical communication is usually put to some use rather than enjoyed for its own sake ◼ Individual voice, poetic expression, and metaphorical language are generally de-emphasized, discouraged, or entirely eliminated ◼ The purpose of communication is to instruct, not showcase the beauty of language or impress with extensive vocabulary ◼ Technical communication explains how to accomplish a variety of tasks, some extremely dangerous with grave consequences for mistakes How Is Technical Communication different from other Communication? ◼ Technical communication is a collaborative effort, unlike most other types of writing ◼ Various individuals work together to create one technical document: ◼ writers ◼ editors ◼ technical experts ◼ graphic artists ◼ You can rarely claim full authorship of any document ◼ The company’s name, rather than yours, usually appears on the final product How Is Technical Communication different from other Communication? ◼ Technical communication represents a company’s image, brand, practices, and goals ◼ The manner of communication accomplishes several purposes: ◼ Conveys how a company is perceived ◼ Conveys a generally accepted image of what a company "stands for" ◼ Suggests a mental picture to the public ◼ Reinforces the company’s brand image or equity in the marketplace What are the Characteristics of Technical Communication? ◼ Reader-Based Orientation ◼ Focus on Subject ◼ Corporate Representation ◼ Collaboration ◼ Style ◼ Organization ◼ Visual Display ◼ Accurate ◼ Approvals Characteristics include… ◼ Reader-Based Orientation ◼ Write and design NOT from the point of view of what you know, but from what inexperienced users NEED to know ◼ Focus on Subject ◼ The main subject or topic determines the kind of information you write and the form it takes ◼ Focus on subject because your purpose is to instruct or describe rather than to evoke images or emotions Characteristics include… ◼ Corporate Representation ◼ When you create documents at work, you create them as a representative of the company that hired you ◼ Communication within some companies must reflect corporate images and philosophy in regards to safety, outreach to the public, environmental awareness, etc. ◼ You must follow the company style guide consistently and precisely Characteristics include… ◼ Collaboration ◼ Different people possess different skills, education, experience, or special knowledge ◼ The most effective documents are often produced by collaborative groups or teams ◼ For example, a computer manual might require input from: ◼ Software developer ◼ Systems analyst ◼ Technical communicator ◼ Document manager ◼ Graphics specialist ◼ One person cannot know it all! Characteristics include… ◼ Style ◼ Use terminology, language, and organization the reader can understand and readily identify with. ◼ Communicate directly, personally and in a complete, no- nonsense manner ◼ Avoid being overly formal and distant from your reader ◼ Use “you” to talk to the reader rather than writing in passive voice ◼ Your document should be “task-oriented” to help the reader do something, rather than be merely descriptive ◼ Follow the company style guide in every detail to ensure consistency of voice, style, and conventions Characteristics include… ◼ Organization ◼ Use deductive organization – reveal your conclusions up front and then demonstrate how you reached them ◼ Give readers a preview of what’s to come so they can scan a document quickly to get the information they need ◼ Present information in a way that will be logical to a beginner. ◼ Break the whole into parts ◼ Separate out tasks the user must do chronologically Characteristics include… ◼ Visual Display ◼ Readers rely on visual cues to process information ◼ Use visual displays to group information into different units ◼ Groups are often separated by white space, bullets or numbers ◼ Use visual displays to order groups hierarchically to convey order and importance ◼ Filter information by differences and similarities ◼ Readers will visually abstract the purpose of the elements in a document based on its relationship to the entire document Schedule Charts - Graphs Graphics Used to Simplify Ideas Characteristics include… ◼ Accurate ◼ Everything in the technical communication must be accurate as they represent the company and have legal implications ◼ Approvals ◼ Everything in the communication is subject to approval from higher up the corporate ladder. ◼ Someone must have the responsibility to ensure the communication is accurate. What jobs are available to those with technical communications skill? ◼ Summary of Technical Writing Opportunities ◼ Jobs are not industry specific ◼ One job fits many industries ◼ Many industries use the same skills ◼ Multi-Industry Positions ◼ Copy writer, marketer ◼ Web content writer ◼ Technical editor ◼ Grant writer What jobs are available to those with technical communications skill? ◼ Multi-Industry Writing Skills ◼ Business plans ◼ Proposals ◼ Progress reports ◼ Instructions ◼ User’s guides ◼ Organizational policies and procedures ◼ Abstracts ◼ Oral presentations What industries hire individuals with technical communications skill? ◼ High-tech ◼ Examples of high-tech writing jobs ◼ Technical director or supervisor ◼ Technical writer ◼ Technical editor ◼ Technical translator ◼ Marcomm – Marketing & Communications ◼ Duties could include ◼ Develop standard documentation methods ◼ Create and/or edit user guides or marketing materials ◼ Oversee internal processes and documentation ◼ Administer overall goals and policies for all department What industries hire individuals with technical communications skill? ◼ Previous experience that writers may need ◼ Software programming languages ◼ Publishing software applications ◼ Hardware expertise ◼ Graphic design ◼ Desktop publishing ◼ CAD Software ◼ Engineering Software ◼ Discipline specific skill-set ◼ Qualifications What industries hire individuals with technical communications skill? ◼ Aerospace and Defense ◼ Examples of aerospace and defense jobs ◼ Contract and RFP writer ◼ Reporter and analyst ◼ Grant writer ◼ Technical writer ◼ Duties could include ◼ Writing manuals and procedures ◼ Acquiring contracts ◼ Scheduling ◼ Documenting research and test findings What industries hire individuals with technical communications skill? ◼ Pharmaceutical and biotech ◼ Examples of pharmaceutical and biotech jobs ◼ Product development ◼ Clinical trial writer ◼ Duties could include ◼ Document quality control procedures ◼ Develop and document procedures for FDA regulatory compliance ◼ Develop and document facilities management and manufacturing processes What industries hire individuals with technical communications skill? ◼ Media Jobs ◼ Examples of media jobs ◼ Editors ◼ Journalists, news reporters, and correspondents ◼ Advertising, marketing, and public relations specialists ◼ Web designers ◼ Duties could include ◼ Generating stories and leads ◼ Editing articles, scripts, and other copy ◼ Maintaining strategic relationships through written communication ◼ Planning the aesthetics of a magazine spread or Webpage What industries hire individuals with technical communications skill? ◼ Agriculture ◼ Agriculture is the world’s largest industry ◼ Agriculture makes up 40% of world’s labor force ◼ Jamaican Agriculture ◼ No Engineers in Agriculture (Agricultural Engineers) ◼ Reverse Engineering ◼ Few Agriculturists ◼ Few Scientists at SRC, None at Coconut Board ◼ Sorrel year round, Christmas Cake Mix ◼ Ackee, Bammy. Cherry, Mango, Jackfruit, Otaheite Apple ◼ Coconut Water and by-products What industries hire individuals with technical communications skill? ◼ Agriculture ◼ Agriculture is the world’s largest industry ◼ Agriculture makes up 40% of world’s labor force ◼ Examples of agriculture jobs ◼ Technical background reports writer ◼ RFP writer ◼ Statistics analysis writer ◼ Duties could include ◼ Documenting procedures and practices ◼ Writing technical manuals for equipment ◼ Developing quality standards to government specifications What industries hire individuals with technical communications skill? ◼ Non-profit, Not-for-Profit ◼ Examples of non-profit jobs ▪ Grant writers ▪ Administrative assistant ▪ Contract/budget analyst ▪ Online content writer ▪ Project coordinator ▪ Event planner ◼ Duties could include ▪ Writing internal management guides ▪ Writing newsletters and press releases ▪ Designing brochures and flyers ▪ Writing case statements ▪ Writing funder and board reports What industries hire individuals with technical communications skill? ◼ Technical Communicators are all things to all people ◼ All industries use ◼ They make or break the deal ◼ Visually superior work has a better chance of success ◼ Modern tools push the envelope ◼ All companies have access to the modern tools ◼ Competition is at a higher level ◼ Competition is on a different platform Thanks for listening I’d be happy to answer any further questions.