Technical Communication Fundamentals Chapter 1 PDF

Technical Communication Fundamentals Chapter 1 Introduction to Scientific Writing Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education, W.S. Pfeiffer and K. Adkins...

Technical Communication Fundamentals Chapter 1 Introduction to Scientific Writing Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education, W.S. Pfeiffer and K. Adkins Upper Saddle River, NJ 07458. All Rights Reserved. 1  Process in Scientific Writing ◼ Defining Technical Communication ◼ Determining the Purpose of Your Documents ◼ Planning Your Documents ◼ Ethics in the Workplace Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education, W.S. Pfeiffer and K. Adkins Upper Saddle River, NJ 07458. All Rights Reserved. 2  Defining Technical Communication Technical communication is a method of researching and creating information about technical processes or products directed to an audience through media. The information must be relevant to the intended audience Features of Academic Features of Scientific Writing Writing ◼ Purpose ◼ Purpose ◼ Knowledge of your topic ◼ Knowledge of your topic ◼ Audience ◼ Audience ◼ Criteria for Evaluation ◼ Criteria for Evaluation ◼ Graphic elements ◼ Graphic elements Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education, W.S. Pfeiffer and K. Adkins Upper Saddle River, NJ 07458. All Rights Reserved. 3  Academic Writing ◼ Purpose ◼ Demonstrate your knowledge of the topic ◼ Your Knowledge of Topic ◼ Less than the teacher ◼ Audience ◼ The teacher Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education, W.S. Pfeiffer and K. Adkins Upper Saddle River, NJ 07458. All Rights Reserved. 4  Academic Writing ◼ Criteria for Evaluation ◼ Depth, logic, clarity, unity, and grammar ◼ Statistical and Graphic Support ◼ Sometimes used to explain and persuade ◼ Examples ◼ Essays ◼ Exams ◼ Papers Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education, W.S. Pfeiffer and K. Adkins Upper Saddle River, NJ 07458. All Rights Reserved. 5  Scientific Writing ◼ Purpose ◼ Accomplish a task ◼ Your Knowledge of Topic ◼ Greater than the reader ◼ Audience ◼ Variety of people with differing technical backgrounds Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education, W.S. Pfeiffer and K. Adkins Upper Saddle River, NJ 07458. All Rights Reserved. 6  Scientific Writing ◼ Criteria for Evaluation ◼ Clearly organized ideas that meet the needs of busy readers ◼ Statistical and Graphic Support ◼ Used to explain conditions and present alternative courses of action Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education, W.S. Pfeiffer and K. Adkins Upper Saddle River, NJ 07458. All Rights Reserved. 7  Defining Technical Communication ◼ Features of Scientific Writing ◼ Examples ◼ In-house correspondence ◼ Short reports ◼ Long reports ◼ Proposals ◼ Websites Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education, W.S. Pfeiffer and K. Adkins Upper Saddle River, NJ 07458. All Rights Reserved. 8  Defining Technical Communication Academic Writing Scientific Writing ◼ Displays your knowledge ◼ Plays a practical role on the ◼ Completed by a student for job a teacher ◼ Completed by an informed ◼ Aims to satisfy one person, writer to an uninformed the teacher reader ◼ Read by many readers Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education, W.S. Pfeiffer and K. Adkins Upper Saddle River, NJ 07458. All Rights Reserved. 9  Defining Technical Communication “Scientific Writing” Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education, W.S. Pfeiffer and K. Adkins Upper Saddle River, NJ 07458. All Rights Reserved. 10  Determining the Purpose ◼ Question 1: Why am I writing this document? ◼ Answer in one or two sentences ◼ Move to the beginning of your outline ◼ Question 2: What response do I want from readers? ◼ Pinpoint what you want your audience to know, think, or feel Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education, W.S. Pfeiffer and K. Adkins Upper Saddle River, NJ 07458. All Rights Reserved. 11  Analyzing Your Readers ◼ Obstacles for Readers ◼ Ways to Understand Readers ◼ Types of Readers Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education, W.S. Pfeiffer and K. Adkins Upper Saddle River, NJ 07458. All Rights Reserved. 12  Analyzing Your Readers ◼ Obstacles for Readers ◼ Readers Are Always Interrupted ◼ Readers Are Impatient ◼ Readers Lack Your Technical Knowledge ◼ Most Documents Have More Than One Reader Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education, W.S. Pfeiffer and K. Adkins Upper Saddle River, NJ 07458. All Rights Reserved. 13  Analyzing Your Readers ◼ Ways to Understand Readers ◼ Write Down What You Know About Your Reader ◼ Talk With Colleagues Who Have Written to the Same Readers ◼ Find Out Who Makes Decisions ◼ Remember That All Readers Prefer Simplicity Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education, W.S. Pfeiffer and K. Adkins Upper Saddle River, NJ 07458. All Rights Reserved. 14  Analyzing Your Readers ◼ Technical Levels ◼ Managers ◼ Experts ◼ Operators ◼ General Readers Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education, W.S. Pfeiffer and K. Adkins Upper Saddle River, NJ 07458. All Rights Reserved. 15  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 Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education, W.S. Pfeiffer and K. Adkins Upper Saddle River, NJ 07458. All Rights Reserved. 16  Analyzing Your Readers ◼ Types of Readers ◼ Experts ◼ These readers expect… ◼ thorough explanations of technical details ◼ data placed in tables and figures ◼ references to outside sources used in writing the report ◼ clearly labeled appendices for supporting information Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education, W.S. Pfeiffer and K. Adkins Upper Saddle River, NJ 07458. All Rights Reserved. 17  Analyzing Your Readers ◼ Types of Readers ◼ Operators ◼ These readers expect… ◼ clear table of contents ◼ easy-to-read listings for procedures or instructions ◼ definitions of technical terms ◼ clear statement of how document affects their jobs Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education, W.S. Pfeiffer and K. Adkins Upper Saddle River, NJ 07458. All Rights Reserved. 18  Analyzing Your Readers ◼ Types of Readers ◼ General Readers - “Laypersons” ◼ These readers expect… ◼ definitions of technical terms ◼ frequent use of graphics like charts and photos ◼ clear distinction between facts and opinions Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education, W.S. Pfeiffer and K. Adkins Upper Saddle River, NJ 07458. All Rights Reserved. 19  Analyzing Your Readers ◼ Decision-Making Levels ◼ Decision-Makers ◼ Advisers ◼ Receivers Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education, W.S. Pfeiffer and K. Adkins Upper Saddle River, NJ 07458. All Rights Reserved. 20  Analyzing Your Readers ◼ Decision-Making Levels ◼ First-Level Audience: Decision-Makers ◼ Translate information into action ◼ Second-Level Audience: Advisers ◼ Give advice to those who make decisions ◼ Third-Level Audience: Receivers ◼ Receive information contained in document Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education, W.S. Pfeiffer and K. Adkins Upper Saddle River, NJ 07458. All Rights Reserved. 21  Analyzing Your Readers Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education, W.S. Pfeiffer and K. Adkins Upper Saddle River, NJ 07458. All Rights Reserved. 22  Planning Your Documents Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education, W.S. Pfeiffer and K. Adkins Upper Saddle River, NJ 07458. All Rights Reserved. 23  Three Principles of Organization ◼ Write Different Parts for Different Readers ◼ Emphasize Beginnings and Endings ◼ Repeat Key Points Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education, W.S. Pfeiffer and K. Adkins Upper Saddle River, NJ 07458. All Rights Reserved. 24  Three Principles of Organization ◼ Write Different Parts for Different Readers ◼ Readers use the “speed-read” approach for lengthy documents ◼ Write in a way that responds to the “speed- reader” ◼ Direct each section to those most likely to read that particular section ◼ Shift the level of technicality from section to section Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education, W.S. Pfeiffer and K. Adkins Upper Saddle River, NJ 07458. All Rights Reserved. 25  Three Principles of Organization Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education, W.S. Pfeiffer and K. Adkins Upper Saddle River, NJ 07458. All Rights Reserved. 26  Three Principles of Organization ◼ Emphasize Beginnings and Endings ◼ Busy readers expect to find information in predictable places such as… ◼ The beginning of the entire document ◼ The beginnings of report sections ◼ The beginnings of paragraphs Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education, W.S. Pfeiffer and K. Adkins Upper Saddle River, NJ 07458. All Rights Reserved. 27  Three Principles of Organization ◼ Repeat Key Points ◼ Use the redundant approach to organization ◼ Repeat important information in different sections for different readers ◼ Help readers find the answer to “So what?” Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education, W.S. Pfeiffer and K. Adkins Upper Saddle River, NJ 07458. All Rights Reserved. 28  ABC Format for Documents ◼ Abstract: The “Big Picture” for Decision- Makers ◼ Body: Details for All Readers ◼ Conclusion: Wrap-Up Leading to Next Step Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education, W.S. Pfeiffer and K. Adkins Upper Saddle River, NJ 07458. All Rights Reserved. 29  ABC Format for Documents ◼ 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 Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education, W.S. Pfeiffer and K. Adkins Upper Saddle River, NJ 07458. All Rights Reserved. 30  ABC Format for Documents ◼ Abstract: The “Big Picture” for Decision- Makers ◼ Common headings include… ◼ Summary ◼ Executive Summary ◼ Introductory Summary ◼ Overview ◼ Introduction Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education, W.S. Pfeiffer and K. Adkins Upper Saddle River, NJ 07458. All Rights Reserved. 31  ABC Format for Documents ◼ 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 Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education, W.S. Pfeiffer and K. Adkins Upper Saddle River, NJ 07458. All Rights Reserved. 32  ABC Format for Documents ◼ Body: Details for All Readers ◼ Separate fact from opinion ◼ Adopt a format that reveals much structure ◼ Use graphics whenever possible ◼ Headings identify topics in each section Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education, W.S. Pfeiffer and K. Adkins Upper Saddle River, NJ 07458. All Rights Reserved. 33  ABC Format for Documents ◼ 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 Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education, W.S. Pfeiffer and K. Adkins Upper Saddle River, NJ 07458. All Rights Reserved. 34  ABC Format for Documents ◼ Conclusion: Wrap-Up Leading to the Next Step ◼ Common headings include… ◼ Conclusion ◼ Closing ◼ Closing Remarks ◼ Conclusions and Recommendations Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education, W.S. Pfeiffer and K. Adkins Upper Saddle River, NJ 07458. All Rights Reserved. 35  ABC Format for Documents ◼ Conclusion: Wrap-Up Leading to the Next Step ◼ Drive home your message using one of these two formats: ◼ Listings ◼ Summary paragraphs Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education, W.S. Pfeiffer and K. Adkins Upper Saddle River, NJ 07458. All Rights Reserved. 36  Ethics on the Job ◼ Ethical Guidelines for Work ◼ Ethics and Legal Issues in Writing Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education, W.S. Pfeiffer and K. Adkins Upper Saddle River, NJ 07458. All Rights Reserved. 37  Ethics on the Job ◼ Ethical Guidelines for Work ◼ Be Honest ◼ Do No Harm ◼ Be Fair ◼ Honor Intellectual Property Rights ◼ Respect Confidentiality ◼ Be Professional Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education, W.S. Pfeiffer and K. Adkins 38 3 Upper Saddle River, NJ 07458. All Rights Reserved.  Ethics on the Job ◼ Ethical Guidelines for Work ◼ Be Honest ◼ Relate information accurately and on time ◼ Convey the same information to others that you would want presented Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education, W.S. Pfeiffer and K. Adkins Upper Saddle River, NJ 07458. All Rights Reserved. 39  Ethics on the Job ◼ Ethical Guidelines for Work ◼ Do No Harm ◼ Use positive words and actions ◼ Consider the impact words and deeds have on others ◼ Make the working world a better place Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education, W.S. Pfeiffer and K. Adkins Upper Saddle River, NJ 07458. All Rights Reserved. 40  Ethics on the Job ◼ Ethical Guidelines for Work ◼ Be Fair ◼ Treat others fairly, regardless of differences in race, religion, disability, age, or gender ◼ Respect differences in culture Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education, W.S. Pfeiffer and K. Adkins Upper Saddle River, NJ 07458. All Rights Reserved. 41  Ethics on the Job ◼ Ethical Guidelines for Work ◼ Honor Intellectual Property Rights ◼ Respect copyright, patent, and trademark laws ◼ Credit the work of others ◼ Show appreciation to collaborators Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education, W.S. Pfeiffer and K. Adkins Upper Saddle River, NJ 07458. All Rights Reserved. 42  Ethics on the Job ◼ Respect Confidentiality ◼ Remember that you are acting on behalf of your employer and clients ◼ Obtain written permission before sharing employer or client materials Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education, W.S. Pfeiffer and K. Adkins Upper Saddle River, NJ 07458. All Rights Reserved. 43  Ethics on the Job ◼ Be Professional ◼ Represent your profession well ◼ Act honorably ◼ Meet deadlines ◼ Remain current on research and technology in your field ◼ Join a professional organization Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education, W.S. Pfeiffer and K. Adkins Upper Saddle River, NJ 07458. All Rights Reserved. 44  Ethics on the Job ◼ Ethics and Legal Issues in Writing ◼ Acknowledge Sources for Information Other Than Common Knowledge ◼ Seek Written Permission Before Borrowing Extensive Text ◼ Seek Written Permission Before Borrowing Graphics ◼ Seek Legal Advice When You Cannot Resolve Complex Questions Technical Communication Fundamentals, 1st Edition © 2011 Pearson Higher Education, W.S. Pfeiffer and K. Adkins Upper Saddle River, NJ 07458. All Rights Reserved. 45