ENG 131: Technical Writing Introduction PowerPoint

Editor's Notes

• #3 Written Script: Medicine, Business, Engineering, Science, Drafting Firefighting, Government, Technology, Trades.
• #4 Written Script: Law Enforcement, Education, Social Services. This is the Introduction to Technical Writing I: ENG 131. In this introduction we will discuss the extended definition of technical writing and the differences between technical wiring and academic writing. Written Script: This is the Introduction to Technical Writing I: ENG 131. In this introduction we will discuss the extended definition of technical writing and the differences between technical wiring and academic writing.
• #5 Written Script: Definition of Technical Writing Technical Writing conveys easy access to information. Remember a reader of any technical report is looking for specific information. The reader does not have time to sift through paragraphs of verbiage. The reader must find the information in a timely manner. Time in any workplace equates to productivity. For example, if the supervisor of division # 5 is looking for the yearly allotted budget for division #5, the supervisor does not care about the budgets for division #2, #3, or #4. He or she only cares about the budget for division #5. Therefore, he/she needs to see a heading that clearly identifies Division #5’s budget. In addition, if the supervisor is only looking for a line that tells how much of the budget is allocated for office supplies, he or she needs to see a sub marker, perhaps an indented sub heading or bullet, that identifies the office supplies. The reader also needs access to clear information. A reader of any technical report does not have time to interpret meaning. The reader needs to be able immediately to grasp the meaning of words.
• #6 Written Script: The words, phrases, and sentence structure need to be straightforward and uncomplicated. For example, since the following statement, “We need to ascertain the amount of funding for next year’s budget,” could mean we need to determine the amount of funding needed or to find out how much funding was allotted, the report should simply state, “We need to determine how much money we will need next year.” or “We need to find out how much money we have in next year’s budget.”
• #7 Written Script: Of course, using language specific to a particular trade or profession is necessary as long as the message is intended for the members of that particular group. However, if the message is intended for individuals outside of the group, again, use plain language, for unquestionable understanding.
• #8 Written Script: A customer using an industrial solution, XYZ, to keep the drains in his home clean, wrote to the company who sold the solution to let them know how great their product was. The company wrote back: Thank you for writing. The product XYZ has a high vitriolic base. This sulfuric property is excellent for industrial plumbing. We have several solutions for cleaning residential drains. You may want to consider using some of our other excellent products. The customer promptly replied: I agree, product XYZ is excellent for keeping the drains in my home clean. I think it is clear that XYZ is the only solution I need t o keep using. With this, the company sent the customer a short, clear two sentence reply: Do not use product XYZ. It will destroy residential plumbing.
• #9 Written Script: Differences Between Technical Writing and Academic Writing In this section we will discuss the major components of written communication: Purpose, Format, Language
• #10 Written Script: Before we discuss the components of written communication: purpose, format and language, we need to be aware of Communication Structure: The Shape of Composition. Academic Writing is a Communication Triangle, with a Topic, a Sender, and a Receiver, and of course the Text. Technical Writing is a Communication Rectangle with a Topic, a Sender, a Receiver, a Reader, and the Text.
• #11 Written Script: The difference is that in addition to a receiver Technical Writing has a reader. What is the difference between a receiver and a reader? Although Academic Writing has have a receiver, the receiver may or may not be the reader. An academic document may be read or may not be read by anyone. However, Technical Writing will always have a reader. While all of the intended receivers of a technical report may not read the report, the report will be read by its primary reader, the person who ordered the report.
• #12 Written Script: While Academic Writing entertains, persuades, or informs, the academic writer may not have a definite purpose to write. A person may decide to write a poem or story, but he or she may have no other intentions than just writing. On the other hand, a person may have a definite purpose for writing. He or she may write a poem or story, article or book for publication. Or maybe complete a written assignment for an instructor.   In contrast, a Technical Writer will have a definite purpose for writing, he or she may write to inform or to persuade, using some type of research. It may or may not be complex research, but the information will be based on some type of expert knowledge. Perhaps a supervisor will order a report or an employee may see a reason to inform others of a specific situation. Regardless, there will be a specific need for the report and the report will be read for its content, information.  
• #13 Written Script: Format. Format is probably the most significant difference between Academic Writing and Technical Writing. While Academic Writing is written in paragraphs of plain text, Technical Writing is written in clearly defined major headings, sub heading, and markers. Markers can include bullets, underlining, bold type. Also, technical writing uses plenty of white space. These features provide the easy access to information that many workers need. As we said in the first part of this presentation, a reader of a technical document does not have time to sift through paragraphs of solid text. He/she needs to immediately locate information, and if needed, be able to repeatedly find that same information. Have you ever, after reading an article, tried go back over the article to one particular statement, maybe a fact that you would like to use, and had to scan and reread sections over and over until you found the statement that you just minutes before read. This having to continuously scan and deliberately read is exactly the waste of time that a person who purposefully looking for information needs to avoid, and headings, sub headings, white space and markers let him/her find statements, costs, measurements, immediately. At times Academic Writing may have pictures. However, usually the pictures are used for emphasis, perhaps a picture will wrapped in text to emphasize the text. However, Technical Writing’s illustrations are used to complement text. A chart, table, drawing is put either above or below the text and separated from the text with white space, so it can be easily seen and interpreted.
• #14 Written Script: Language: Words and sentence structure are noticeably different between Academic Writing and Technical Writing. While words and sentence structure used in Technical Writing: plain, easily understood vocabulary; straight forward sentence structure, without transition or excessive words, would not express the meaning that the academic writer intends to convey to his reader, neither would words and sentence structure used in Academic Writing be used in Technical Writing. A technical writer would not use the elaborate vocabulary or the complex sentence structure, with excessive words and transitions, of Academic Writing. In a technical document, the use of transitions, multiple meaning words and complex sentence structure, with transitions and embellishment, would not send the straightforward message a technical reader needs in order to quickly understand what he/she needs to do. The language used in Technical Writing must be direct and to the point, intentionally conveying to the reader the information he/she needs to clearly understand what needs to be done. Therefore a technical writer uses active vocabulary, which are plan, easily understood words; uses objective words, words that do not need to be interpreted; and avoids using pronouns. To many times, pronouns do not correctly identify their intended reference. For example, in the sentence: “The staff worked hard all year with the administrators, give them a bonus,” who is them ? In this sentence, them refers to the administrators. Therefore, the administrators will get the bonus. The sentence should have been written, “The staff worked hard all year with the administrators, give the staff a bonus.” Is this redundancy? No this is repetition, and in Technical Writing, repetition is necessary for clear understanding.
• #15 Written Script: This presentation included an extended definition of Technical Writing, expressing the need for easy access to information, and briefly defined the differences between Academic Writing and Technical Writing, according to purpose, format and language. Think about the significance of a technical writer communicating in clear straightforward vocabulary and sentence structure to convey information. Remember; if the intended reader is not able to quickly understand the message or misinterprets the information, the writer failed; the purpose of the message was lost. Click on screen to end the presentation.