Technical Communication
Technical communication differs from other forms of communication in several ways, including audience, purpose and style. There are many concepts that make technical communication distinctive and effective for writers, readers, speakers and listeners, in the workplace. Most of the concepts apply primary to written communication, but you can then equally to spoken communication.
“Technical communication is the practical communication that people do as part of their jobs’, writes Pauley and Riordan. Technical communication is the process of transmitting facts and information to a defined audience for a specific purpose. More simply, a technical writer presents information in science, electronics or other technical areas on a professional level backed up by data and facts, so that the information is complete & accurate.
Most companies expect employees to communicate regularly on the business level through e-mail, letters and memos. Some portions, usually higher level, require reports, proposals, instructions and presentations. Employees who can produce focused clear documents often have a competitive edge over others who are less skilled with written communication.
Technical means practical use of machinery. Technical writing is the practical writing that people do as part of their jobs – reports proposals, technical articles, instructions manuals, brochures, letters, menus, e-mail messages etc. Use of familiar words and use of clear sentences is needed in it. Sentences of proper length, sentences in active voice, avoid idiomatic, accurate experiences; logical divisions of paragraphs are essential.
Definition of Technical Writing
Technical writing is a type of writing where the author is writing about a particular subject that requires direction, instruction, or explanation. This style of writing has a very different purpose and different characteristics than other writing styles such as creative writing, academic writing or business writing. Technical writing refers to the kind of writing that is commonly done in the workplace. Common technical documents include • resumes and cover letters, memos, instructions and direction, manuals, reports and proposals • research papers. Each of these documents follows very specific rules for format and composition.
The primary goal of all technical writing is to take whatever information you are conveying as clear and easily understood as possible. To do this, specific formats are followed.
Who is my audience?
Before you begin any technical document, you must always figure out who your audience is. • Is this an audience of experts who will easily understand highly technical terms that may be used?
Highly technical • Is this audience somewhat familiar with the subject but not expert level?
Semi-technical • Is this audience completely new to this subject?
Non-technical
Once you have determined who your audience is, you then know what kind of language to use! Highly technical audience -- such as scientists, doctors, lawyers, engineers etc. You can use technical terms and specific jargon without explaining what each term means. Semi-technical audiences – are a college-level readers with some familiarity with the subject, but not a professional in that field. You can use technical terms, but you will need to explain what they mean as you go along. Layperson - someone who is new to the subject. You should avoid using technical terms. Keep descriptions as simple as possible.
The next step is figuring out what kind of document you need for the situation.
Ask yourself: What is the purpose of this document? Answer Document wants people at the office to Memo do/know something wants a job Resume and cover letter I want to provide information that Menu, advertisement, poster, combines visual and text info basic text document I want to explain the steps for an Instructions, directions or procedure manual want to request permission for Proposal some sort of research or activity. Bear in mind, these are only some of the possible technical documents you might write.
Tips for Good Technical Writing
Regardless of the type of document which is written, technical writing requires the writer to follow the properties of knowing their audience, writing in a clear, non-personal style and doing extensive research on the topic. By including these properties, the writer can create clear instructions and explanations for the reader.
Know your audience. An expert in the field will understand certain abbreviations, acronyms, and lingo that directly apply to such a field. The novice will not understand in the same manner and, therefore, every detail must be explained and spelt out for them.
Use an impersonal style. Write from a third-person perspective, like a teacher instructing a student. Any opinions should be omitted.
The writing should be straightforward, to the point, and as simple as possible to make sure the reader understands the process of instruction. This at times may appear as simply a list of steps to take to achieve the desired goal or maybe a short or lengthy explanation of a concept or abstract idea.
Know how to research. Gather information from a number of sources, understand the information gathered so that it can be analyzed thoroughly, and then put the information into an easy-to-understand format to instruct those who read it.
Be thorough in the description and provide enough detail to make your points; but, you also have to consider that you need to use an economy of words so that you do not bore your reader with gratuitous details.
Features of Technical Writing
Technical writing introduces you to some of the most important aspects of writing in the world of science, technology, and business, in other words, the kind of writing that scientists, nurses, doctors, computer specialists, government officials, engineers, and other such people do as a part of their regular work. To learn how to write effectively for the world of work, you'll study common types of reports, special format items such as lists and headings, simple techniques for putting graphics into reports, and some techniques for producing the professional-looking final copy. However, the focus for technical writing is not necessarily a career as a technical writer but an introduction to the kinds of writing skills you need in practically any technically-oriented professional job. No matter what sort of professional work you do, you're likely to do a lot of writing²and much of it is technical in nature. The more you know about some basic technical-writing skills, which are covered in this guide and in technical-writing courses, the better job of writing you're likely to do. And that will be good for the projects you work on, for the organizations you work in, and most of all good for you and your career. The features are:
Coherence
Coherence means consistency and unity means oneness. The most important methods of introducing coherence are the repetition of certain words. Since coherence demands that all the sentences should stay together, such cohesive devices can also be used as liking the sentences in a logical order and ensuring a smooth transition from one idea to another. In order to save repetition from growing oppressive, we can use synonyms of the keywords. In order to provide links and avoid jerks, we can use such words as however still moreover for example.
Unity
Popular devices of unity are the chronological method spatial method, inductive method linear method deductive method and interrupted method. All our knowledge of sentence construction will be futile unless we know how to arrange sentences to form a well-designed paragraph. A paragraph is the most important of a report or article: and the first essential of design in a paragraph is its unity. One paragraph should explain one topic. A new topic should be introduced in a new paragraph.
Another important quality of a well-designed paragraph is its appropriate size. A paragraph must neither be very short nor very long unless the occasion makes it necessary to do so.
Clarity
The ideas on technical writing should be clear to understand. So, possible confusion should be avoided. Straightforward words and sentence structures should be used to make ideas clear to all.
Accuracy
It is one of the very important features of technical writing. The idea used in technical writing should be clear and it should be accurate. It shouldn’t be imaginative as it should have scientific facts. There shouldn’t be unnecessary descriptions except for accurate information.
Descriptiveness
Technical writing should cover each aspect of the object being described. To make ideas clear to the audience we should present the details of each aspect.
Functions of Technical Writing
Technical writing is straightforward, easy-to-understand explanations and/or instructions dealing with a particular subject. It is an efficient and clear way of explaining something and how it works.
1. To serve as a basis for management decision
2. To furnish needed information.
3. To give instructions
4. To explain techniques
5. To report achievements
6. To analyze problem areas
7. To determine design and system requirements
8. To serve as a basis for public relation
9. To provide reports to stockholders of companies
10. To develop a product
11. To provide service
12. To record business through proposals
13. To procure business through proposals