Objectives in Technical Writing

► Clarity ► Conciseness ► Accuracy ► Organization ► Ethics

Clarity

How to achieve clarity ► Provide specific details ► Answer the reporter’s questions ► Use easily understandable words ► Prefer Active Voice over Passive Voice

Provide specific details ► Our latest attempts at molding pre-form protectors led to improvement. ► During the week of 10/4/05, attempts at molding pre-form protectors led to improvement. ► We spent several hours in Dept. 15 trying different machine settings. ► We spent 12 hours in Dept. 15 trying different machine settings.

Answer the reporter’s questions DATE:November 11, 2008 TO:Mary Jane FROM:Don Goldenbaum SUBJECT:TECHNICIAN MEETING Please be prepared to plan a presentation on month end reports. Please be sure that your explanations are very detailed. Thanks

Use easily understandable words ► Avoid obscure words  Write to express, not impress; write to communicate, not to confuse. ObscureAlternative Aforementioned Already discussed In lieu of Instead of AccedeAgree As per your request As you requested IssuanceSend CognizantKnow DiscloseShow Ascertain Find out

Prefer Active Voice over Passive Voice ► Passive Constructions are unclear and wordy. ► For example: ► Overtime is favored by hourly workers  Hourly workers favor overtime.

Conciseness

Why is conciseness important ► Saves Time ► Aids Clarity ► Demand of Technology

How to achieve conciseness ► Limit paragraph length ► Limit word and sentence length  Cut long sentences in half  Avoid shun words  Avoid camouflaged words  Avoid Expletive Pattern  Omit Redundancies  Avoid Wordiness

Avoid Shun Words Shun Words Concise Versions Came to the conclusion Concluded Make revisions Revise Investigation of the Investigate Utilization of use

Avoid camouflaged words Camouflaged words Concise Versions Make an adjustment of Adjust Have a meeting Meet At a later moment later

► There are three people who will work for Acme ► Three people will work for Acme. ► It has been decided that ten engineers will be hired. ► Ten engineers will be hired. Avoid expletive pattern (There is, Are, Was, Were, Will be, It is)

Omit Redundancies ► During the year of 2005 ► In the month of December ► We collaborated together …… ► The other alternative is to ……. ► This is a new innovation.

Avoid Wordiness Wordy Phrases Concise Revisions In order to purchase To buy At a rapid rate fast Is of the opinion that Thinks Due to the fact that because

Accuracy

How to achieve accuracy ► Proof reading  Read one line at a time  Use spelling and grammar checkers  Check figures, equations and abbreviations  Read it aloud once  Try scatter shot proof reading  Use a dictionary

Organization

Methods of Organizing your Writing ► Spatial  Description of Machine parts, ground plots etc ► Chronological  Documenting time and steps in an instruction ► Importance  Arrange text according to its importance ► Comparison/Contrast  To surpass competition e.g in sale brochures ► Problem/ Solution  Emphasize on problem first, then give a solution in a proposal

Ethics

Check your writing in the view of ► Legalities ► Practicalities ► Ethicalities

Let’s Practice!!