technical writing lecture

Technical / Business Technical / Business WritingWriting

‘‘Technical’ or ‘Business’ Technical’ or ‘Business’ writing is very different writing is very different from ‘Academic’ from ‘Academic’ writing. Each has its writing. Each has its unique purpose and unique purpose and format to follow. format to follow.

Technical writing Technical writing is done in the is done in the workplace and workplace and centers around centers around

technical topics. technical topics. Technical writing Technical writing

has unique has unique characteristics characteristics

and has specific and has specific audience.audience.

Why the DifferencesWhy the Differences?? Time Time managementmanagement

Variety of Variety of ReadersReaders

Reading for Reading for different different reasonsreasons

DifferencesDifferences

Business leaders don’t have time in their day to sift through many pages and searching for the information they need to know.

DifferencesDifferences• Technical writing will have many Technical writing will have many

different readers, reading different readers, reading different parts of the work.different parts of the work.

- a project manager, financial officer, - a project manager, financial officer, CEO, and supervisor might all read parts CEO, and supervisor might all read parts that pertain to their jobs, then discuss as a that pertain to their jobs, then discuss as a team the merits of the proposal.team the merits of the proposal.

This lecture will:This lecture will:

• Explore the differences Explore the differences between academic and between academic and technical writingtechnical writing

• Explain the components Explain the components and style of technical and style of technical writingwriting

TechnicalTechnicalWritingWriting

vs. vs. Academic Academic

WritingWriting

Technical Technical WritingWriting

KnowledgeKnowledge

• You are You are the the expertexpert

Academic Academic WritingWriting

KnowledgeKnowledge

• You are You are still a still a learnerlearner

AudienceAudience

• Technical Technical back-back-ground, ground, professionprofession-als in the -als in the fieldfield

AudienceAudience

• Wide Wide range of range of academics academics and and general general audienceaudience

Criteria for Criteria for EvaluationEvaluation

•Clear and Clear and simple simple organizationorganization

•Visually Visually appealing appealing and easy to and easy to followfollow

Criteria for Criteria for EvaluationEvaluation•Depth, Depth, logic, logic, clarity, clarity, unity unity and and grammargrammar

Graphics, Graphics, charts, and charts, and numbers are numbers are used very used very frequently to frequently to support support conclusionsconclusions

Graphics, Graphics, charts, and charts, and numbers are numbers are sometimes sometimes used to help used to help explain and explain and demonstrate demonstrate knowledgeknowledge

Characteristics of Technical Characteristics of Technical WritingWriting

Clear, Concise and simply Clear, Concise and simply organizedorganized

Repetitive in nature.Repetitive in nature. Highly defined Highly defined

structure/formatstructure/format•Examples: Lab reports, Examples: Lab reports, memos, business letters, memos, business letters, technical reports, and technical reports, and proposalsproposals

Compare these statements:Compare these statements: Looking into Looking into the azure blue skythe azure blue skyone could see theone could see thegolden orb of sungolden orb of sunslip gentlyslip gentlybeneathbeneaththe western sky.the western sky.

The sun The sun sets in sets in the the west.west.

The left-side description of The left-side description of the sun setting is an example the sun setting is an example of academic writing and the of academic writing and the right-side description is an right-side description is an example of technical writing.example of technical writing.

Notice that the technical Notice that the technical description is description is clearclear, ,

conciseconcise,, and and coherent.coherent. These three C’s are These three C’s are

trademarks of technical trademarks of technical writing.writing.

Style in Technical WritingStyle in Technical Writing

Style is personal choice, there is Style is personal choice, there is no right or wrong hereno right or wrong here

Writers have unique Writers have unique characteristics.characteristics.• Sentence structure, word length, Sentence structure, word length,

word choice, and word order; these word choice, and word order; these are choices we make without being are choices we make without being conscious of it. These decisions conscious of it. These decisions shape the way we express ourselvesshape the way we express ourselves

Tone- Expression of an Tone- Expression of an underlying attitude that can be:underlying attitude that can be:• Casual Casual • ObjectiveObjective• PersuasivePersuasive• EnthusiasticEnthusiastic• SeriousSerious• AuthoritativeAuthoritative• FriendlyFriendly

**Always present your material in a positive light. Never let the negative be presented.

TipsTipsfor writingfor writingtechnicallytechnically

Sentence TipsSentence Tips Place the main point at the Place the main point at the

beginning of the sentencebeginning of the sentence**Don’t make **Don’t make the reader workthe reader work to find it.to find it.

Sentence TipsSentence Tips Use one main clause in Use one main clause in each sentenceeach sentence

**more becomes **more becomes ConfusingConfusing

Sentence TipsSentence TipsExamine your copy to Examine your copy to make sure you vary the make sure you vary the sentence length –but aim sentence length –but aim for 15-20 words per for 15-20 words per sentence. If you use the sentence. If you use the same length sentences, same length sentences, the text becomes tedious the text becomes tedious to read.to read.

Language Use TipsLanguage Use Tips Distinguish facts from pinionsDistinguish facts from pinions Include supportive Include supportive

statements when necessarystatements when necessary Choose your words carefullyChoose your words carefully Avoid using words like Avoid using words like

“always” and “never”—these “always” and “never”—these box the writer in and create box the writer in and create finalityfinality

Language Use TipsLanguage Use Tips

Almost all technical writingAlmost all technical writingshouldshould be done in the activebe done in the activevoice, except lab report.voice, except lab report.Create less wordy sentencesCreate less wordy sentencesand Place emphasis on theand Place emphasis on thesubject—e.g company orsubject—e.g company orperson’s name.person’s name.

To premise it can be said that To premise it can be said that technical writing:technical writing:

Provides clear communication in Provides clear communication in the workplacethe workplace

Has unique formats and a Has unique formats and a specific style of writingspecific style of writing

Creates clarity, conciseness and Creates clarity, conciseness and coherency in writingcoherency in writing

AssignmentAssignment Find an article out of a Find an article out of a Popular Mechanics Popular Mechanics

magazine. Compare the first two or three magazine. Compare the first two or three paragraphs of that article with a passage paragraphs of that article with a passage from one of your favorite novels using the from one of your favorite novels using the following categories:following categories:• Content, Organization, Layout, Intended Content, Organization, Layout, Intended

Audience, Purpose, ToneAudience, Purpose, Tone• You should notice a distinct difference inYou should notice a distinct difference ineach of the categories, leading to how eacheach of the categories, leading to how eachis distinct in its clarity, coherence, and is distinct in its clarity, coherence, and

conciseness.conciseness.