Introduction to Technical and Business Writing

2 What is Technical Writing? Taking complicated subject matter and transforming it into easy-to-understand information for the reader.

3 Why do we need technical communication? Technical communication serves as a link between the theoretical and the practical world There is a need for transforming complex information into something understandable Technical communicators serve as mediators between engineers and end-users

4 How Writing Makes a Difference ? Writing ability is often correlated with a superior manager ’ s characteristics. The quality of communication has a strong impact on an idea ’ s reception. Poor proposals and reports mean little or no future with clients. Young engineers who write with clarity and make logical presentations tend to become supervisors faster than other engineers.

5 Writing Cycles StudentInstructor EngineerSupervisor Manager Top Management Researcher Journal editor Publication Referee Student Workplace Academics

Why are you studying this Course?

7 EXPECTATIONS OF PROFESSIONAL SKILLS Expectations (in order of importance) #1Team work – member, leader  #2Communication skills   #3Subject knowledge  #4Time management   Communication  = Writing = Speaking (oral)  = Computer  = Documentation  = Web

8 COMMUNICATE – WHY?  “I want others to appreciate my work” (supervisor, SRC, prospective examiner, examiner, boss)  “I want to know what others want” (looking for job, post-doc, promotion)  “I want to convince others” (project funding, job seeking)  “I want to sell my idea/product”  “I want to publish a lot of good papers”

9 Desired Attributes of Job Seekers The two primary attributes young job applicants need are the ability to interact with other people basic writing skills.

What will we study in Technical Writing?

11 Memos and electronic mail ( )—to set meeting agendas and to ask and answers questions Letters—to sell, complain, hire, fire, ask and answer questions, and explain the contents of attachments Reports—to report on job-related travel or incidents, to study options and recommend action, to report on the progress of ongoing projects, and to document meeting minutes Proposals—to highlight problems, to suggest solutions, and to recommend action Brochures—to sell and inform, using six-to eight- panel (back and front) foldouts

12 Newsletters—to report on corporate activities to both employees and stakeholders Fliers—to sell and inform, using brief, single- sided documents Resumes—to help you find a job Web sites—to sell and inform, using multi screened, Internet-based, hypertext-linked communication User manuals—to explain the steps in a procedure Technical descriptions—to explain the parts of a mechanism, tool, piece of equipment, or product (3)

Technical Writing is done to

14 Define and order standard processes Ensure critical processes are standardized Simplify complexity Detail operational necessities Highlight and describe risk Structure available knowledge in support of research Identify useful content Assemble parts into whole Coordinate functionalities

When Should Technical Writing be Done ?

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17 If you want your customers to walk away from product failures If you want to reduce customer calls to your support desk If you want your customers to buy your product If you want each version of your product to flow smoothly into an established market

How can you know when technical writing is done well ?

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How does Technical Writing Effect a Corporation ?

21 Value to the Corporation Well-written and accurate documentation: –Enhances the customer product experience, contributing to overall satisfaction –Part of the customer support strategy, reducing support costs –Speeds up customer acceptance of products

22 Cost to the Corporation Poorly written or inaccurate documentation: –Contributes to customer frustration with the product and the company –Projects a negative image of the product

Importance of Teamwork in Technical Writing “No one person and no one area can solve work related problems”

24 Collaboration advantages In business and industry, many technical documents are team written Advantages Diversity of opinions Checks and Balances Broad based understanding Empowerment Team Building

25 Strategies for Successful Collaboration Develop your team Choose a team leader Determine your team goal Identify the problem Analyze the problem causes Determine Potential Improvements Verify the suggested solutions Complete the team project

Most of your work in this course will be collaborative !

Lets Revise

28 What we discussed today? Introduction to Technical and Business Writing Objectives of this course Course contents Purpose of Technical Writing Impact of Technical Writing on a Corporation Importance of team work in Technical Writing