Transcript Technical Writing - Siti Aisyah Akiah

TECHNICAL WRITING
[UWB20302 / UMB1042]
What is Technical Writing?
Mdm Siti Aisyah binti Akiah
Faculty of Science, Technology & Human Development
OUTLINE
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What is Technical Writing?
Important Aspects in Technical Writing
Application of Technical Writing
Audience
Report Writing
Laughter the Best Medicine!
Definition of ‘technical’
Adj.
1 of or relating to a particular subject, art, or
craft, or its techniques.
- requiring special knowledge to be
understood
2 of, involving, or concerned with applied and
industrial sciences.
- relating to the operation of machines
3 according to a strict application or
interpretation of the law or rules.
Technical Communication
 The process of conveying technical
information to a specific audience through
writing, speech, and other mediums.
 Information is usable if the intended
audience can perform an action or make a
decision based on its contents.
Technical Writing
 The most important aspects of
communication in the world of
science, engineering, technology and
business.
 Serves the purpose of giving
instructions, narrating an event and
making descriptions of things.
 Technical writers put technical terms
into easily understandable language
to specific audience.
Important Aspects
in Technical Communication
1.Topic
- narrow the subject that you are going to write
about as much as possible.
2.Audience
- deliver the information based on the audience’s
needs, level of understanding, and background.
Important Aspects
in Technical Communication (Con’t)
3.Purpose
- mention the ultimate goal clearly.
4.Type
- type of communication consists of
various technical background reports
such as progress report, analytical
report, instructions, narration,
descriptions of equipment and many
others.
Application of Technical Writing
instructions
user guides & manuals
progress reports
installation guides
analytical reports
proposals
business plans
business correspondence & resumes
feasibility reports organizational policies & procedures
product release notes
troubleshooting guides
4 IMPORTANT QUESTIONS to
Consider when Preparing a
Technical Writing
1. Who will read what I write?
(Identify your audience)
2. Why should they read what I write?
(Establish your purpose)
3. What do I have to say to them?
(Formulate your message)
4. How can I best communicate?
(Select your style and tone)
Audience
 The person who needs to know about the
technical information
 Members of each audience differ in backgrounds,
experiences, needs, and opinions
 The recognition of the audience will affect many
aspects of technical communication, from word
selection and graphics usage to style and
organization
Identifying Your Audience
 Below are 4 types of possible audience for
your technical communication :
(i) high-tech audience
(ii) low-tech audience
(iii) lay audience
(iv) multiple audiences
 Viewing something from the audience’s
perspective will help you select the most
relevant details for that audience
How to Communicate to Different
Audience Levels
Some Questions to Ask About
Your Audience
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Who is my audience?
How many people will make up my audience?
How well does my audience understand
English?
How much does my audience know about the
writing topic?
What is my audience’s reason for reading my
work?
What are my audience’s expectations about
my written work?
What is my audience’s attitude toward me
and my work?
What do I want my audience to do after
reading my work?
Establishing Your Purpose
Get straight to the point!!
 At the start of your message, state your goal clearly.
e.g. I want to teach new employees the security code for logging on to the
company computer.
 State your purpose clearly at the beginning of every e-mail, memo, letter, or
report.
e.g. This e-mail will explain new employees with the security measures they must
take when logging on to the company computer.
 In the following opening purpose statement, note how to inform the reader
what the report will and will not cover.
e.g. As you requested in the last meeting, I have conducted a study of our use of
the Internet to advertise our services. This report describes, but does not
evaluate, our current practices.
Formulating Your Message
A message includes what facts, recommendations, scope
and details of your communication.
The key points you think
readers need to know to
perform their job.
How much information
you give readers about
the key details.
 For technical audience
- supply a complete report with every detail noted or
contained in an appendix
 For other readers
- give a short discussion or summary yet complete and
helpful
Selecting Your Style & Tone
Style
 how something is written rather than what is written
 helps to determine how well you communicate with audience,
how well your readers understand and receive your message
 It involves the choices you make about:
- the construction of your paragraphs,
- the length and patterns of your sentences,
- your choice of words.
Selection Your Style & Tone (Con’t)
Tone
 Like tone of voice
 Can be formal and impersonal (a scientific
report) to informal and personal (e-mail to a
friend or a how-to-article for consumers)
 Important in occupational writing since it
reflects the image of your project to readers
 This will determine how they will respond to
you, your work and your company
TUTORIAL TASK
 Find out the differences between Technical
Writing and Creative Writing in terms of:
(i) Content
(ii) Purpose
(iii) Style
(iv) Tone
(v) Vocabulary
(vi) Organization
(vii) Possible Audience