Module 2 TechWriProf.pdf

MODULE TWO ryan elbert gan city college of angeles  INTRODUCTION Style is a writer’s way of writing, a manner by which s/he expresses his/her thoughts and feelings in language. Effective writing always involves the choice of words and expressions, the a...

MODULE TWO ryan elbert gan city college of angeles  INTRODUCTION Style is a writer’s way of writing, a manner by which s/he expresses his/her thoughts and feelings in language. Effective writing always involves the choice of words and expressions, the arrangement of words within sentences, and variety in the patterns of sentence. In this lesson, we will learn about the specific style used in writing technical documents.  LEARNING OBJECTIVES A. Familiarize the different styles and techniques used in technical writing. B. Explain how the different styles are used in technical writing. C. Discuss the practical problems in regard to technical writing. LOOK AT THE FOLLOWING SENTENCES. A. Time flies. B. Time is an infinite movement without one moment of rest. - Tolstoy, War and Peace C. Time, you old gipsy man will you not stay, put up your caravan Just for another day? - Ralph Hudgson, Poems Sentences which basically express the same idea may seem very different, and much of the difference is usually due to style. Although writers are free to use their own style, in the context of technical writing, it is different. The goal of effective technical writing is to make information flow easily and clearly. Technical style emphasizes objective reporting with no room for different interpretations. Particular Reader/ Readers Technical writing is done primarily to help somebody do or accomplish something and arrive at a decision on something. A technical writer should seldom write with the assumption that the reader is informed about his/her particular subject. Particular Elements of Style To be given primary attention in technical writing are vocabulary, sentence length, and structure and organization. Use of unfamiliar words should be avoided; if not, they should be defined. Communication Situation Since each communication situation is unique, there is a need for adapting the style of a report to: first, the state of the reader’s knowledge of the subject and second, to the total situation in which the reader examines and uses the report. Elements of the Communication Situation Users of the Report: 1) Who they are 2) How much they know about the subject 3) What their responsibility is concerning any action taken of the basis of the report 4) What their probable attitude is toward the conclusions and recommendations of the report Elements of the Communication Situation Uses of the Report: 1) As a guide for action 2) As a repository of information 3) As a long-term aid 4) As an aid under specific conditions Personal Pronouns and the Scientific Point of View What really matters is not whether a personal pronoun should or should not be used but considerations as honesty about the facts and care in obtaining and evaluating facts. Personal Pronouns and the Scientific Point of View First person pronouns (I, me, my, mine, we, us, our) and second person pronouns (you, your, yours) create an informal tone. They should be avoided in formal reports.  REVIEW: How do the following aspects affect the style to be used in technical writing? Communication Situation Particular Readers  Clarity Clarity is the single most important aspect of good technical writing. It enables the readers to understand what the information means to convey.  Clarity Use specific and concrete words. Any statement which can have many different meanings need to be made specific. Appropriate attire is requested. Attendees are requested to attend in their best anime attires. Bring your credentials during the interview. Bring your college diploma, transcript of records, and resume.  Conciseness Conciseness, which means that every word counts, is very important in technical writing. It saves time and increases the forcefulness of writing.  Conciseness As a rule, short and simple words should be selected, wordy phrases reduced, and needless words and ideas omitted. Please repeat the sentence again. Please repeat the sentence. Accidents due to excessive speed often end fatally for those involved. Accidents due to excessive speed often end fatally.  Coherence Coherence is the smooth flow of ideas and data. Transitional words prepare the readers for the next point or a change in direction. More Practical Tips  Avoid wordy expressions. Wordiness is defined as using too many words without necessarily combining two or more words with the same meaning.  Wordy Concise As a result of Because Blue in color Blue At the present time Now Due to the fact Because I am writing to thank you Thank you for In the near future Soon  Write sentences using various lengths, but keep the average number of words in a sentence relatively short. Generally, simpler and shorter sentences are easier to understand. Work within the average length of the sentence which is 18 words (Strunk & White, 2000). Average Length Readability Rating Readers Reached Up to 8 words Very easy 90% 11 words Fairly easy 86% 17 words Standard 75% 21 words Fairly difficult 40% 25 words Difficult 24% 29 words Very difficult 4.5%  Lengthy Version General Douglas MacArthur, who is an American, returned to the Philippines. Simpler Version American general Douglas MacArthur returned to the Philippines.  Lengthy Version Chewing gum was originally brought to the U.S. by Antonio Lopez de Santa Ana. He was a Mexican general. Simpler Version Mexican general Antonio Lopez de Santa Ana introduced chewing gum in the U.S.  Avoid using clichés. Clichés are overused expressions that have lost their impact.  Original Sentence In this day and age, websites are one of the most significant public faces of any organization. Rewritten Sentence Today, websites are one of the most significant public faces of any organization.  Original Sentence In the closing scene, the film comes full circle. Rewritten Sentence In the closing scene, the film returns to the ideas with which it began.  Clichés Better Version As per your request As you requested Attached herewith I am attaching here For your perusal Please review In accordance with According to Inasmuch as Since It has come to my attention I was informed  Avoid redundant expressions. Redundancy is a state of combining two or more words with the same meaning.  Redundant Concise 2 p.m. in the afternoon 2 p.m. On a weekly basis Weekly Actual experience Experience Free gift Gift Combine together Combine Individual person Individual  Avoid highfalutin terms. Highfalutin refers to pretentious language which results in lesser comprehensibility of a statement. Highfalutin Simpler Version Affluent Rich Archetypal Typical Cognizant Know Disclose Show Elucidate Make clear Ascertain Determine Peruse Read Avoid gender-biased words or sexist language. Use words that are free from gender prejudice and unfair assumptions. Words must not influence the audience in any particular or unfair direction. Sexist Language Neutral Chairman Chair/chairperson Salesman Salesperson Congressman Legislator Stewardess Flight Attendant Waitress Server Policeman Police Officer Manpower Workforce Fireman Firefighter Businessman Business Executive WAYS TO AVOID GENDER-BIASED LANGUAGE Substitute gender-biased pronouns with an article or determiner. Sexist: Every employee is entitled to his 13 month pay. th Nonsexist: Every employee is entitled to the/a 13 month th pay. WAYS TO AVOID GENDER-BIASED LANGUAGE Use plural nouns instead of singular pronouns. Sexist: Each employee must submit his proposal next week. Nonsexist: All employees must submit their proposal next week.  REVIEW: A.How do you define style? B.Discuss the following briefly: Clarity Conciseness Coherence  REVIEW Rewrite the sentences following the suggested style to be used in Technical Writing. A. I found in my study a confirmation of English language learning anxiety among CCA students. B. Our report contains the comments we (BAELS) have on the implementation of online classes. C. Each member of the Senate is given a copy of the bill to enable him to understand the issue. D. Any new student is expected to report to her coordinator before the start of classes.  LESSON QUIZ Style in Technical Writing Rewrite the following sentences by following the style in technical writing. 1. A flight attendant must detail her role in each incident. 2. ATM machines are under repair due to the fact that it is old. 3. Attached herewith are the documents needed for the reservation. 4. During his first day on the job, a new employee must submit himself for physical check-up. 5. Evaporation of the alcohol will happen in a matter of seconds. 6. I am submitting the pertinent documents for your perusal at 12 pm noon. 7. We would like to device a new device for this purpose. 8. Mr. Angelo, product manager of Henz Company, made his advance prediction on the marketability of the machine. 9. Garden Magazine will transport 500 copies of its September issue as per your request. 10. It is important to look for other alternatives in order to solve the issue.  RESOURCES: Barrot, Jessie S. (2015). Technical writer’s survival kit: A guide to effective technical writing. Quezon City: C&E Publishing Inc. Smith-Worthington, Darlene. (2013). Technical writing for success. Pasig City: Cengage Learning Asia Pte Ltd Alcantara, Rebecca D. (1995). Technical writing for Filipinos. Quezon City: Katha Publishing Co., Inc. Technical Writing for Filipino Students : Retrieved from https://books.google.com.ph/books/about/Technical_Writing_for_Filipno_Students.html ?hl=tl&id=jD4h6QiYo40C&redir_esc=y