Technical Communication A Practical Approach

Process in Technical Communication 

Technical Communication A Practical Approach Chapter 1: Process in Technical Communication

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William Sanborn Pfeiffer Kaye Adkins

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Defining Technical Communication Determining the Purpose Analyzing Your Readers Collecting Information Completing the Outline Writing Initial Drafts Revising Drafts

(presentation revised to fit ENGR 139 by Xiannong Meng) Technical Communication: A Practical Approach, 7th Edition W.S. Pfeiffer and K. Adkins

Defining Technical Communication  

Features of Academic Writing Features of Technical Communication

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Features of Academic Writing 

Purpose 

Your Knowledge of Topic

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Audience 

© 2010 Pearson Higher Education, Upper Saddle River, NJ 07458. • All Rights Reserved.

Defining Technical Communication 


Criteria for Evaluation 

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Statistical and Graphic Support 

Sometimes used to explain and persuade

Technical Communication: A Practical Approach, 7th Edition W.S. Pfeiffer and K. Adkins

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Less than the teacher in general The teacher


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Depth, logic, clarity, unity, and grammar

Demonstrate your knowledge of the topic Practice communication ((writing) g) skills

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Defining Technical Communication

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Examples   

Essays Exams Research Papers


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Features of Technical Communication 

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Purpose 

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Accomplish a task

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Your Knowledge of Topic

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Audience

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Features of Technical Communication Examples     


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Technical Communication

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ENGR 139: Technical Written and Oral Communication


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Used to explain conditions and present alternative courses of action


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In-house correspondence Short reports p Long reports Proposals Websites

Clearly organized ideas that meet the needs of busy readers

Statistical and Graphic Support 

Variety of people with differing technical backgrounds


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Criteria for Evaluation 

Greater than the reader


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Features of Technical Communication

Academic Writing

Plays a practical role on the job Completed by an informed writer to an uninformed reader Read by many readers


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Displays your knowledge Completed by a student for a teacher or fellow students Practice writing skills Aims to satisfy one person, the teacher(?)



Academic writing to prepare for professional work You may still know the subject less than the professor (or not) Practice writing in business environment Satisfy audience (pretend they are your boss or professional peers)


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Determining the Purpose 

Question 1: Why am I writing this document?  

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Analyzing Your Readers

Answer in one or two sentences Move to the beginning of your outline

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Obstacles for Readers Ways to Understand Readers Types of Readers

Question 2: What response do I want from readers? 

Pinpoint what you want your audience to know, think, or feel


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Readers Are Always Interrupted Readers Are Impatient Readers Lack Your Technical Knowledge Most Documents Have More Than One Reader

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Analyzing Your Readers 

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Write Down What You Know About Your Reader Talk With Colleagues Who Have Written to the Same Readers Find Out Who Makes Decisions Remember That All Readers Prefer Simplicity


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Managers Experts Operators General Readers

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Managers 

These readers expect…   

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Types of Readers

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Types of Readers 


Ways to Understand Readers

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Obstacles for Readers 



background information definitions of technical terms lists and other format devices that highlight points clear statements about what should happen next


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Analyzing Your Readers 



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Experts 

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These readers expect…    

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Translate information into action Give advice to those who make decisions

Third-Level Audience: Receivers 


Decision-Making Levels 

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Decision-Makers Advisers Receivers


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Second-Level Second Level Audience: Advisers 

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Collecting Information

First-Level Audience: Decision-Makers 

clear table of contents easy-to-read listings for procedures or instructions definitions of technical terms clear statement of how document affects their jobs


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Decision-Making Levels

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definitions of technical terms frequent use of graphics like charts and photos clear distinction between facts and opinions


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These readers expect… 

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General Readers - “Laypersons” 

These readers expect…



Operators 

thorough explanations of technical details data placed in tables and figures references to outside sources used in writing the report clearly labeled appendices for supporting information


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Types of Readers

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Decide What Kind of Information You Need Devise a Research Strategy Record Notes Carefully Acknowledge Your Sources Keep a Bibliography for Future Use

Receive information contained in document


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Collecting Information

Completing an Outline    


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Completing an Outline


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Writing Initial Drafts 


Record Your Random Ideas Quickly Show Relationships Draft a Final Outline Consider Where to Use Graphics


Schedule at Least a One-Hour Block of Drafting Time Do Not Stop to Edit B i with Begin ith the th Easiest E i t Section S ti Write Summaries Last


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Revising Drafts     

Adjust Content Edit for Style Edit for Grammar Edit for Mechanics Review Layout and Graphics


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