clear technical writing

7/27/2019 Clear Technical Writing

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Clear Technical Writing

People in technical fields need to communicate their ideasclearly and effectively.

Major sources of unclarity in technical texts are related to:

redundancies, weak verbs, abstract nouns, wrong

punctuation, lots of its and theres, etc. which causeunnecessary and misleading information to be given.

These semantic noises overload the sentences and often

misguide the reader.

This presentation will help you first become aware

of these semantic noises, then get rid of them.

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PART I REMOVING REDUNDANCIES

What does the term redundancy mean?

superfluity(containing an excess of what is necessary or normal),abundance.

Use all the words you need to get your message across, but NO MORE. Especially,

be wary of needless repetitions of meaning, as:

It was red in color where incolor unnecessarily repeats the meaning

carried by red and suggests that red is also used elsewhere with a

different meaning.

The timer measures intervals of up to ten hours in duration where in

duration is unnecessarily included.

Shortening sentences saves readers time and strengthens the messages impact.

However, clarity should be a priority: avoid ambiguity!

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Chapter 1 - Technical Terms:

Time words: redundancies related to time, such as time of; a periodof; a time interval of; a duration of; and then; in the future; in

advance

Activity words, which describe specific activities, such as function,

operation, the process of

After a time interval of one-half to two

minutes, the speaker tone usually stops.

After a time interval of one-half to two minutes,

the speaker tone usually stops.

During periods of unusually hot weather the

reserve air conditioner aids the main one.

During periods of unusually hot weather the

reserve air conditioner aids the main one.

The search function can be performed

rapidly.

The search function can be performed rapidly.

In operation, our computer is faster. In operation, our computer is faster

The new device simplifies the extraction

process.

The new device simplifies the extraction process.

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- ObjectWords, which are superfluous when used with words thatadequately identify the item, such as unit, equipment, assemblies,

device...

- Therefore, transmitting equipmentbecomes transmitters; heating

equipmentbecomes heaters, and so on.

Turn on the transmitter-receiver unit. Turn on the transmitter-receiver unit.

The coils are invaluable in frequency-limitting

devices.

The coils are invaluable in frequency-limiters.

The latching mechanism has broken. The latching mechanism has broken.

The central processor unit manipulates data in

the core memory.

The central processor unit manipulates data in

the core memory.

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- Dimensionwords: redundancies related to size and direction.

- Quantity Words: redundancies related to quantity, such as a total of, the amount

of, the quantity of, a minimum of

The front panel contains a total of six switches. The front panel contains a total of six switches.

The film grew at a rate of 10 angstroms per

seconds.

The film grew at a rate of 10 angstroms per

seconds.

Adjust the value of the bias current for optimum

detector sensitivity.

Adjust the value of the bias current for

optimum detector sensitivity.

The temperature of this cup will be kept between

1300 and 1400C.

The temperature of this cup will be kept

between 1300 and 1400C.

The 10-foot antennas can be turned in thedirection to communicate with transportable

stations.

The 10-foot antennas can be turned in thedirection to communicate with transportable

stations.

The display is 6 by 6 feet in size. The display is 6 by 6 feet in size.

The generator is not physically in the building. The generator is not physically in the building.

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Chapter 2 - Nontechnical Terms:

Words like type*, nature, condition, etc. are usually needless:

Other needless words include: feature, factor, area, capacity...

Expressions such as the following can be simplified:

in a xx form e.g. in a schematic form becomes schematically,

into xx order e.g. into alphabetical order becomes alphabetically,

In a xxx manner e.g. in similar manner becomes similarly,

In a xxx sequence e.g. in a rapid sequence becomes rapidly.

We replaced it with a simple, reliable type of

calibrator.

We replaced it with a simple, reliable type of

calibrator.

He has been working in the area of reliability

analysis.

He has been working in the area of reliability

analysis.

(*) except when typemeans something like it Ex: We can provide a DC-10 type aircraft or a plane like it.

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Mind that:

1. Deadwood detract from important words, and usually carry little meaning.

2. Long sentences are harder to understand that shorter ones. Removing deadwood increases readability.

Attention getters: these expressions merely inform readers that something

is going to be said, but carry little information and may be erased.

the fact that; the possibility of, the reason for, the presence of, the results of,

etc To prevent the possibility ofgalvanic action between dissimilar metals, all metal parts are of

copper To prevent galvanic action between dissimilar metals,

Redundancy is also obtained from calling something proper or appropriate

when this can be taken for granted!

Necessary, properly, suitably, correct

Correctidentification cannot be made Identification cannot be made.

Emphasis words add little or no information at all:

all, very, overall, highly

This device is highlyuseful in speech analysis This device is useful in speech analysis.

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PART II VERB POWERVerbs are action words. They need to give direct, immediate impact.

Chapter 1 Active & Passive VoicePassive voice is indispensible for flexibility, but active voice is more direct and forceful. The

emphasis is on someone or something acting; on the contrary, in passive voice deemphasizes

the actor or stresses the act and the subject receiving the action.

For the sake of impact, prepositional phrases may become the new subjects; therefore:

PASSIVE ACTIVE

The variable-speed motor is connected to The variable-speed motor connects to

The impedance to ground is increased. The impedance to ground increases.

The station is describedin Appendix 1. Appendix 1 describes the station.

Ineach picture, the responses are shown. Each picture shows the responses.

For the final test four cycles were analyzed. The final test analyzedfour cycles.

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Chapter 2 Playing with Verbs

Be:

This is little more than a linker between two expressions, but is usuallyfollowed by a highly descriptive word which is a potential verb.

(B) The original subject can become the dynamic verb.

Table 4 is a list of the acceptable errors Table 4 liststhe acceptable errors

These sections are an explanation of the

procedure

These sections explainthe procedure

Hewas supervisor of the drilling at site A Hesupervised the site A

The conclusion of this team wasthat . This team concludedthat .

Change of transmission is linear Transmissionchangeslinearly

Thisapproach is the result of our study This approach results from

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Mind that:

1. Not every potential verb should be turned into a verb. Sometimes, a different meaning might be obtained.

Ex: Rifle-drilled holes provide lubrication to (lubricate) the crankshaft. Oil lubricates; holes do not.

Make: this is another verb that often deadens sentence power, and can bereplaced by more dynamic ones.

Do:

The receiver makes connections with the

trunk line.

The receiver connects with the trunk line.

This characteristic of the extractor makes

access simple.

This characteristic of the extractor simplifies

access.

An evaluation of these displays will be made

during the design phase.

These displays will be evaluated during the

design phase.

The tape search makes the tape reels

oscillate.

The tape search oscillates the tape reels.

Our staff has done examinations on this alloy. Our staffhas examined this alloy.

Our company has done the design,

development and installation of the consoles.

Our company has designed, developed and

installed the consoles.

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Other verbs Verbs of service: use, serve, aid.

Verbs of performance: carry out, conduct, perform.

Verbs of result: result, obtain, produce.

Verbs of giving: give, furnish, provide.

Verbs of accomplishment: accomplish, cause, effect.

Verbs of occurrence: occur, take place, become.

Verbs of possession: have, possess, belong, contain, include.

A signal generator is used to develop test signals. A signal generator develops test signals.

Conduct inspections periodically. Inspect periodically.

This change results in simplification of the structure. This change simplifies the structure.

Two gas boilers supply heat to the building. Two boilers heat the building.

We haveachieved adequate inhibition of corrosion. We have adequately inhibited corrosion.

A high-vacuum pump failure occurred at the beginning of the tests. A high-vacuum pump failed

Figure 7 includes a list of all power outputs. Figure 7 lists all power outputs.

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Mind that: some verb forms are generally preferable to others, in the following order:1. Active voice, present tense The technician adjusts the heat.

2. Infinitive Do the following to adjust the heat.

3. Passive Voice The heat was adjusted by the technician.

4 Noun forms ending ining Adjusting the heat was easy.

5. Noun forms ending inion, -ent, -ence, etc. The adjustment of the heat was easy.

Infinitives from Nouns: sometimes, nouns can be changed into the to

infinitive form of verbs to get a more action-oriented sentence.

Gerunds from Nouns: The -ion endings change into -ing endings,

which are more dynamic because they emphasize the activity role.

This arcing causes the appearance of fractures. This arcing causes fractures to appear.

To achieve alignment of the L-C section use a plastic

screwdriver.

To align the L-C section, use

The elimination of long runs will reduce special

programming.

Eliminatinglongs will reduce

The problem was eliminated by the replacement of the

stop roller.

The problem was eliminated by replacing

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PART III Using Lean Words

Chapter 1 Lightweight WordsFunction words develop relationships between other words: and, if, of, so. Except when theiradditional meaning are relevant, overweight expressions such as in conjunction with, as

well as, should not be used to replace function words.

The same happens with quantity and time words: overblown expressions such as

numerous,bulkof,in excess of,sufficient,inaddition,prior to, can be replaced

with simple words such as most,many,first and the like.

The results obtained from these tests are satisfactory. The results ofthis test are satisfactory.

Our engineers have developed the technology as well

as the techniques.

Our engineers have developed the

technology and the techniques.

To ensure a secure fit use the smaller hole. Use the smaller hole for fitting securely.

Mount the equipment in such a way that no material

member experiences excessive shock.

Mount the equipment so that no material

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Chapter 2 Lean Verbs

Overweight verbs often carry unnecessary meaning and drag other baggage. Keep

it simple! Use,instead ofutilizeand employ;

Make, instead offabricate and construct;

Check, instead ofascertain and verify;

Show, instead ofillustrate and demonstrate;

Need, instead ofcall for and require;

Begin and End, instead ofInitiate and Terminate;

Know, instead ofbe aware of;

Keep, instead ofmaintain;

Gain, instead ofacquire; And so on

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Chapter 3 Auxiliary Verbs

Can is discreetly vague and impersonal, and helps avoid cumbersome expressions.

Other overweight expressions that can be replaced with can are:

Must , Have To are preferred to overweight expressions such as is necessary, isessential, is mandatory, which are more pompous.

Auxiliary verbs are often unnecessary where the need can taken for granted:

The spectometer is repairable in the field. The spectometer can be repaired in the field.

be possible /impossible to Have the ability to

be amenable to be capable of

This synthetizer is

capable ofgenerating

words

This synthetizer can

generate words

This synthetizer

generateswords

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Removal of excess solder is mandatory. Excess solder must be removed.

It is necessary to find the correct ratio. The correct ratio must/has to be found.


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Chapter 4 Ponderous writingMany people use overloaded words which disturb reading; they also use

many words where one would do, or general words where specific ones

are available. Ponderous nous can be replaced by more simple words:

Avoid the use ofcircumlocutions (using more words than needed:

Vague words carry multiple meanings: be specific!

Referents for pronouns should be clear.

Explain the philosophy/principles of your company. Since we made these modifications/changes, our files have

been up to date.

These two logic networks work in conjunction with eachother/together.

It waterproofs the material so that leaks do notoccur/preventing leaks.

Vehicle: truck, automobile

Document: book, report

Facility: factory, laboratory

Make: design, engineer

The circuit boards will be put in the modules whenthey are dry. Does it refer to the boards or to

the modules??

The circuit boards will be put in the modules when theseare dry.

It clearly points to the modules

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PART IV Stressing whats important

Itandthereare anticipatory words that focus attention on thefollowing words. They also deemphasize the verb:

Sometimes, the following expressions are unnecessary,though they add an intended emphasis:

That are interrupts the flow of sentence:

There are two enormous boilers that heat the

entire station.

There are two enormous boilers that heat the

entire station

It is the envelope direction of these signals which

develops the demodulated video output.

It is the envelope direction of these signals which

develops the demodulated video output.

It is evident that the time needed to search for all

possible targets is still too long.

Evidently, the time needed to search

Indicator lamps that are defective remain dark. Defective lamps remain dark.

Transportable stations raise problems that are

varied and difficult.

Transportable stations raise varied and difficult

problems.

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Being Personal or Impersonal Personal pronouns and names are important because of their accuracy.

Specifying who acted gives important information and assigns responsibility.

Sentences which are intended as commands or instructions should be written in

imperatives be concrete!

Try to remove unnecessary expressions of purpose:

Itwas decided that He decided that

The valves were found to contain metal chips The valves contained metal chips.

A soft cloth should be used to clean. Use a soft cloth to clean.

Care must be exercised in performing these tests. Perform these tests carefully.

The purpose ofthis glossary is to explain This glossary explains

The receiver has been designed to operate The receiver operates

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Modifiers

Dont overuse prepositions:

Ineffectively placed expressions:

The maintenance table lists the points of test. The maintenance table lists the test points.

This program shows the points of lubrication. This program shows the lubrication points.

Modules, after checkout, will be encapsulated. After checkout, modules will be encapsulated.

The vent plug returns to the cell any spray. The vent plug returns any spray to the cell.

Other techniques will be considered for

encoding the signal digitally.

Other techniques will be considered for

digitally encoding the signal.

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Useful notes

Avoid lengthy sentences up to 5 lines is acceptable. Use linkers to break

long sentences up (however, furthermore, moreover...).In technical texts, figures can be written with numerical characters, but

be consistent!

Indentation is unnecessary if paragraphs are spaced from each other.

Dont overuse commas: use them only to prevent misreading.

If you are writing in English, stick to English word order and sentence

structure! Fur further info, you can check in

http://linguapress.com/grammar/word-order.htm

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