Transcript Types of Technical Writing

Technical Documents: Types
and Standards
Week 6
Technical Communication Fall 2003, DAHMEN
General Types of Tech Docs
Specifications
 Brief Instructions
 Procedures
 Long Instructions
 Documentation
 Manuals
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Specifications
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Used to create standards
Proves compliance
Assures safety and quality in
 Manufacturing
 Building
 Installation
 Materials
 Size, shape or weight
Typical Audiences for Specs
Customers
 Contractors
 Suppliers
 Programmers
 Inspectors
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Types of Specs
Industry standards
 Government standards
 Functional specs
 Internet specs
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Typical Parts of Specs
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Introduction
Description
Component parts and their descriptions
References to other specs
Usability Considerations for Specs
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Use (needs analysis)
Terminology
Navigation and organization
Standard format
Style sheets/templates to ensure consistency
Active voice for instructions
Brief Instructions and Their Format
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Part of layered documentation
Reminders for current users
Short procedures
Common formats
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Wordless instructions
Assembly instructions (one page)
Quick-reference cards (one time or reusable)
Typical Audiences for Brief Instructions
Consumers
 Users doing
specific tasks
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Typical Components of Brief Instructions
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Title
Overview of task
Step-by-step instructions
Diagrams
Follow-up info (where to go next)
Contact info for company
Issues for Usability
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Use (task analysis)
Assess appropriate length
Terminology/ consistency
Test instructions
Style sheets/templates to ensure consistency
Active voice for instructions
Maintain simplicity
Procedures & Their Use
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Provide information, steps and guidelines
Longer than brief instructions, not as long as
manuals
Often situation specific
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Emergency procedures
Set up procedures
Processing procedures
Training procedures
Usage procedures
Typical Components for Procedures
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Title
Overview
List of steps
Warnings/cautions
Procedure number
Revision date
Usability Issues for Procedures
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Use (task analysis), especially location
Audience analysis
Technical expectations
Test document
Active voice for instructions
Chronological order
Documentation and Manuals
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‘Layered’ information for different information
Information for a suite of products
More and more online in format
Designed for
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End users
Managers
Sales reps
Typical Components
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Overview
“Access points”
Chapters
References
TOC/Index
Usability Issues for Manuals
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Assessing the medium/format
Choosing appropriate information
Usage of info by user
Appropriate visuals
Appropriate writing style for audience
Technical Marketing
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Combining Promotion/Advertising with Tech
Com
Persuade others to purchase product or
services
Emphasis on technical specs to promote
product
Typical Formats of Tech Marketing
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Brochures
Web pages
Letters
Promotional Documents
Typical Components of Marketing
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Name of product/service
Type of product/service
Features of product/service
Visuals
FAQs
Usability Issues for Marketing
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Know audience
Use appropriate (persuasive) language
Effective graphics/layout
Often single page
Be aware of promotional aspects
Short Assignment
Find an example of bad documentation of any
type discussed in this chapter. Then,
brainstorm what makes this documentation
bad. Last, draft a formal memo to the
writer/company outlining the things he/she
should do to improve the next version of the
document.
Due: Next Wed/Thursday
Length: 1-2 pages