Technical writing is an audience-centered means of communication that provides a reader with clear and easy access to information. In the business world, time equates to profit, and profit is the force behind all business interaction. The technical writer and reader have a vis-à-vis relationship. The writer recognizes, respects, and addresses the importance of time in effective and efficient communication by providing documents written in specific formats, using unambiguous language to send clearly assessable information. The reader in turn thoroughly understands the information in order to give a thoughtful response. Show
Formatting and LanguageFormatting and appropriate language are the basic design elements of all technical documents. A format that shows a hierarchical structure and a coordinate structure of information leads the reader thorough text. Using appropriate language is significant in providing the reader with a thorough understanding of the purpose of the documents, how the document relates to the reader’s needs, and what action is expected of the reader. A document may have one reader (the primary reader) or several readers (the secondary readers). A primary reader is the person who ordered the report to be written or the person for whom a report is intended. These readers will usually read the entire report. Secondary readers are those readers who will read only the sections of the report that relate to them, their jobs, their departments, responsibilities, etc. For example, if a report was sent that detailed funding for different departments, a piping superintendent may only want to read the section that relates to piping. This is where format, the use of headings, is significant in allowing the reader easy access to information. That the piping superintendent can scan though the document and clearly find the heading that identifies his department saves time. Academic Writing versus Technical WritingThe definite purpose, strict format and use of appropriate language in technical writing define the differences between technical writing and academic writing. The academic writer purpose may be to write an assignment, a story, a letter, etc.. These works may or may not have a reader. However, technical writing always has a definite purpose and will always have a reader. Regardless of the number of the intended readers of a document who may or may not read the document, the document will be read by the primary reader. Cultural CommunicationTechnical writers need to be aware of the differences between the behavior and the norms, beliefs and values of specific cultural. According to Edward T. Hall and Mildred Reed Hall, In Understanding Cultural Differences, each culture operates according to its own rules (1990, pp. 3-4). Hall and Hall add that problems occur when members of one culture apply the rules to another culture (1990, pp. 3-4). To communicate effectively with other cultures, the technical writer needs to not only be aware of rules governing behaviors that can be observed but also of the not-so-obvious rules that govern the norms, beliefs, and values of the people of a culture. The invisible rules of a culture dramatically impact the acceptance of ideas, plans, and strategies. The Cultural Iceberg illustrates patterns of world communication, showing indicators of Institutional Culture (the obvious behavior of a culture), which can be clearly seen as the tip of the iceberg, and People Culture (the norms, beliefs and values of a culture), which cannot be seen and which are the barriers to successful communication. EthicsTechnical writers have a responsibility to their readers and to their employers to follow ethics when writing reports. Technical writers must use words that demonstrate valid appeals to reason, avoiding emotional words and phrases that appeal to basic emotion instead of justifiable reasoning. In addition, technical writers must use valid references to support ideas and strategies, avoiding referencing non experts to sway readers’ support. Also, technical writers must use accurate numbers to report data, avoiding charts and tables that skew data. Using any type of fallacies in technical writing is unethical and could result in dire consequences. Daniel G. Riordan (2005), in Technical Report Writing Today, cites Dombrowski to define three threads of ethics: One major thread is that the communicator must be a good person who cares for the audience. Communicators must tell the truth as convincingly as possible, because truth will lead to the good of the audience. Another thread is that the communicator must do what is right, regardless or possible outcomes. A third thread is that communicators must act for the greatest good for the greatest number of people. (p. 16) In addition, Riordan (2005) references the “code of ethics of the Society for Technical Writers, and cites five of the code’s tenants: My commitment to professional excellence and ethical behaviors means that I will
References Hall, E. T. & Hall, M. R. (1990). Understanding Cultural Differences. Yardmouth: Intercultural Press, Inc. Riordan, D. G. (2005). Technical Report Writing Today. Boston: Houghton Mifflin Company. What are the factors that you need to consider in engaging in the process of writing technical reports?Top 10 Tips for Great Technical Writing. Understand what your audience is already likely to know. ... . Think about how you present your information. ... . Embrace supporting imagery. ... . Simplify language at every opportunity. ... . Be clear what readers will get from your content. ... . Don't take yourself too seriously.. What are the main reasons why technical writing should strictly adhere to the principles of grammar and mechanics?Certain grammatical errors can actually cause your reader to misinterpret the information. However, because technical documents must be precise and accurate, readers expect documents to be professional, polished, and flawless. One grammatical rule to adhere to is subject-verb agreement.
What is the audience of technical report?For a technical report, the audience may be colleagues, customers, or decision makers. Knowing the audience and what they are expecting to get out of reading the report is of primary consideration when deciding on sections to include and their contents.
When writing a technical description give readers as much information as possible?Users of any technical description need as much information as possible. When in doubt about how much to include in a description, one should remember that too many details always are better than too few. Besides "What is it?" List three reader questions that are typically answered by a technical description.
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