Lecture #2 Technical Communications

What is Technical Communication?

Technical communication is the process of transmitting facts and information to a defined audience for a specific purpose. In other words it is ”writing for understanding”.

Explanation: Technical writers present information in science,electronics or other technical areas on a professional level, backed up by data facts, so that information is complete and accurate. Employee who can produce focused, clear documents often have a competitive edge over others who are less skilled with written communication.

Ancient civilizations drew pictographs on cave walls to describe how they hunted and where they journeyed. Today we use wide variety of equipment and computer software to make our writing, research efficient. e.g. graphics, multimedia presentation software and others to process information into usable forms. The History of Technical Communication

Factors involved in Technical communication

Technical writers must consider before beginning any type of technical communication. These are 1.audience, 2. purpose, 3.format, 4.and style.

Audience

The Audience could consist of managers, co-workers, customers and clients, the general public, or any combination. They will have different levels of understanding and different information needs that require specific formats and styles of communication.

Purpose

The purpose of a technical document could be to inform, explain, describe or record your action.

Format

Technical communication can be written in the following formats Reports or documents, such as personals, lab reports, product specification, or quality-test results. Records-keeping forms, such as service reports, travel and expense forms or troubleshooting logs. Instructions, such as user guides, online help, and training manuals.

Correspondence, such as letters, memos, and s. Presentations, such as interviews, marketing calls, or training seminars

Style

Writers base the style (language, organization, and layout) of document on audience, purpose, and format The document might need visible structure of headings and subheadings or even chapters to identify the flow of information The document might not need visible clues for structure, such as casual s or memo focused on only one topic

The layout can consist of condensed paragraphs that fill the pages of the document, or it can provide lots of white space, with examples, charts, or graphics to illustrate points and bulleted or numbered lists to highlight main points.

Preferences of Technical Readers (These types of visual aids allows for quick or scanned readings)

Generally people who read technical information prefer sentences that get straight to the point. They prefer words that are functional, exact, and clear. They prefer paragraphs that are short, with each paragraph focused on only one (Function, usage instruction, etc.)

Style guide A style guide is a reference book for writers. It offers guidelines on the finer points of word usage, punctuation, and mechanics for standard communication. If your company makes such recommendations,familiarize your-self with approved style and adjust your writing accordingly

Writing Technical Communication

What does the audience already know about the subject?

The first step in writing technical communication is to focus on the audience. Because of different mental level, knowledge, background audience can be categories in the following  Technical  Semi technical  Non technical

Technical Audience

A technical Audience understands fundamental concepts and jargon without definitions or background information The Reader expects the writer to use technical language efficiently and appropriately. here is a flavor for such a report for a technical audience: the medical staff at an emergency room.

REPORT FOR A TECHNICAL AUDIENCE.

Subjective: Patient C/O SOB secondary to MVA. Objective: 40 y.o. W/m found conscious, sitting behind bent steering wheel of passenger car with extensive front-end damage. HEAD: ARWY patent; EYES: attntv ; PERL;SKIN:W&D; c some cyanosis presents

Semi-technical Audience

The semi-technical audience needs some explanation of concepts, abbreviations, and jargons. Writers user technical terms only if they are common in the company or industry.

Report for Semi- Technical Subjective: patient complains of shortness of breath, secondary to motor vehicle accident. Objective: 40-years-old,white male found conscious, sitting behind bent steering wheel passenger car with extensive front-end damage. Head: airway patent (breathing freely); EYES: attentive, pupils equally reactive to light. Skin: warm and dry with some cyanosis present

Non-technical Audience

The last type of audience is the general public, and unknown audience, or any combination of technical, semi-technical and non-technical readers, including customers, clients, and patients.

Report for Non technical Audience Your husband was involved in car accident. He's alert, cooperate, and oriented. we are treating him for five broken ribs on his right side, which are each broken in several places, called flail chest. This can cause breathing difficulties and even lung damage

What does the audience want to know?

The audience, whether technical or general, might want only the highlights of the information. For example, a manager might want bottom-line information, such as total cost, time frame, or budget impact. Or the audience might want detailed information, including all the background, procedures used, visual aids, data tables and your conclusions.

What does the audience intend to do with the information?

This is the critical question ! People read technical information for a purpose. –Sometimes that purpose is simply for general interest. –Other times audience want to follow the a procedure, solve a problem, or make a decision. Writers must anticipate questions and provide the organization and details this audience needs

False assumptions about the audience

Unfortunately, writers sometimes have false assumption about their audiences. Assumption: my audience speaks and reads English. Fact: Only some % know about English. Assumption: My audience will read the complete report or manual

Fact: people normally don’t read long documents. Assumption: My audience will remember what i tell them. Fact: Studies shows that people forget up to 50 % of what they hear within 10 min and memory declines even more after that