TECHNICAL WRITING [UWB20302 / UMB1042] What is Technical Writing? Mdm Siti Aisyah binti Akiah Faculty of Science, Technology & Human Development

OUTLINE What is Technical Writing? Important Aspects in Technical Writing Application of Technical Writing Audience Report Writing

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Definition of ‘technical’ Adj. 1 of or relating to a particular subject, art, or craft, or its techniques. - requiring special knowledge to be understood 2 of, involving, or concerned with applied and industrial sciences. - relating to the operation of machines 3 according to a strict application or interpretation of the law or rules.

Technical Communication The process of conveying technical information to a specific audience through writing, speech, and other mediums. Information is usable if the intended audience can perform an action or make a decision based on its contents.

Technical Writing The most important aspects of communication in the world of science, engineering, technology and business. Serves the purpose of giving instructions, narrating an event and making descriptions of things. Technical writers put technical terms into easily understandable language to specific audience.

Important Aspects in Technical Communication Topic - narrow the subject that you are going to write about as much as possible. Audience - deliver the information based on the audience’s needs, level of understanding, and background.

Important Aspects in Technical Communication (Con’t) Purpose - mention the ultimate goal clearly. Type - type of communication consists of various technical background reports such as progress report, analytical report, instructions, narration, descriptions of equipment and many others.

Application of Technical Writing instructions user guides & manuals proposals progress reports analytical reports business plans installation guides business correspondence & resumes feasibility reports organizational policies & procedures product release notes troubleshooting guides

4 IMPORTANT QUESTIONS to Consider when Preparing a Technical Writing 1. Who will read what I write? (Identify your audience) 2. Why should they read what I write? (Establish your purpose) 3. What do I have to say to them? (Formulate your message) 4. How can I best communicate? (Select your style and tone)

Audience The person who needs to know about the technical information Members of each audience differ in backgrounds, experiences, needs, and opinions The recognition of the audience will affect many aspects of technical communication, from word selection and graphics usage to style and organization

Identifying Your Audience Below are 4 types of possible audience for your technical communication : (i) high-tech audience (ii) low-tech audience (iii) lay audience (iv) multiple audiences Viewing something from the audience’s perspective will help you select the most relevant details for that audience

How to Communicate to Different Audience Levels

Some Questions to Ask About Your Audience Who is my audience? How many people will make up my audience? How well does my audience understand English? How much does my audience know about the writing topic? What is my audience’s reason for reading my work? What are my audience’s expectations about my written work? What is my audience’s attitude toward me and my work? What do I want my audience to do after reading my work?

Establishing Your Purpose Get straight to the point!! At the start of your message, state your goal clearly. e.g. I want to teach new employees the security code for logging on to the company computer. State your purpose clearly at the beginning of every e-mail, memo, letter, or report. e.g. This e-mail will explain new employees with the security measures they must take when logging on to the company computer. In the following opening purpose statement, note how to inform the reader what the report will and will not cover. e.g. As you requested in the last meeting, I have conducted a study of our use of the Internet to advertise our services. This report describes, but does not evaluate, our current practices.

Formulating Your Message A message includes what facts, recommendations, scope and details of your communication. For technical audience - supply a complete report with every detail noted or contained in an appendix For other readers - give a short discussion or summary yet complete and helpful The key points you think readers need to know to perform their job. How much information you give readers about the key details.

Selecting Your Style & Tone how something is written rather than what is written helps to determine how well you communicate with audience, how well your readers understand and receive your message It involves the choices you make about: - the construction of your paragraphs, - the length and patterns of your sentences, - your choice of words.

Selection Your Style & Tone (Con’t) Like tone of voice Can be formal and impersonal (a scientific report) to informal and personal (e-mail to a friend or a how-to-article for consumers) Important in occupational writing since it reflects the image of your project to readers This will determine how they will respond to you, your work and your company

TUTORIAL TASK Find out the differences between Technical Writing and Creative Writing in terms of: Content Purpose Style Tone Vocabulary Organization Possible Audience