Engineering Project Technical Writing 1 Outline and introduction

Engineering Project Technical Writing 1. Outline and introduction

Why study technical writing �If you plan to graduate and work, you will use technical writing: �Write reports as a student �Write graduation project �Write your CV and cover letter to apply for a job �Write memos and emails to interact with your colleagues �Write progress report, proposals, feasibility studies, … �Write different letters to your boss, colleagues, clients, …

Course outline 1. 2. 3. 4. 5. 6. 7. 8. 9. Introduction The process of writing Ethical Considerations Graduation Project Guidelines Writing a scientific paper Proposals Progress Reports Resume Presentations

Report �You will be provided with a manuscript. �Group 1 : Put it into a paper template (IEEE). �Group 2: Put it into graduation project template. �Assessment is based on how the report is written (sequence and logic, citing references, reference style, division of sections, use of visual aids…. ) and not on how interesting the topic is. �Must use at least 4 references (including 1 book, 1 journal article and 1 website) + at least 1 figure + at least one table

Presentation �A 5 minute presentation, based on the report. �Can use any style, but must follow general presentation rules. �A softcopy must be emailed before 10/8/2018.

Important Dates 13 th November 1 st lecture 25 th December Printed copy of report , paper 8 th January Mid term 22 th January Presentations 5 th February Finalizing

Assessment �Final : 50 �Report Corrections : 10 �Presentation : 10 �Midterm: 20 �Attendance: 10 �Total : 100

Course material �Class Presentations �Handbook for Technical Writing, James H. Shelton, NTC Business Books, 1994, USA �How to Write and Illustrate a Scientific Paper, Bjorn Bustavii, 2 nd ed, Cambridge University Press, 2010, India.

What is technical writing ? �Technical writing communicates specific and factual information to a defined audience for a defined purpose. �It deals primarily with the hard science and industrial community.

What is the purpose of technical writing ? �The purpose of technical writing is to inform, instruct, describe, explain, or otherwise document scientific or industrial processes and mechanisms.

What makes technical writing special ? �Technical writing is precise, objective, direct, and clearly defined.

Difference between technical and creative writing Technical Creative Content Factual, straight forward Imaginative, metaphoric or symbolic Audience Specific General Purpose Inform, instruct, persuade Entertain, provoke, captivate Style Standard Artistic Vocabulary Specialized General Organization Systematic Arbitrary, artistic

Who reads technical documents? 1. Technical readers 1. 2. They have deep knowledge about the content of your communication. They can be theorists or technicians 2. Managerial readers 1. They need to be informed but do not need technical detail and depth 3. General readers 1. Have the least technical knowledge and understanding.

Theorists �Theorists are involved in pure research. �They do not want to read difficult writing. �The theory maybe complex and difficult but the writing can be clear and concise.

Technicians �Technicians are concerned with the practical aspects of technology (repair, maintenance, operation, …) �They may read technical manuals, mechanical descriptions, . . �They must understand what they read as quickly and easily as possible

Managerial readers �They do not need all the details but have to make decisions. �A common tool in technical report writing is the “executive summary” �It reduces an entire technical document to the plain facts a manger needs to make decisions. �The executive summary must accurately describe the key points of information in nontechnical language �Concise writing is key with a managerial audience because they do not have a lot of time.

General readers �You must write clearly and concisely for this group while addressing their level of technical understanding.

Characteristics of technical writing �Deals with technical information �Relies heavily on visuals �Uses numerical data to precisely describe quantity and direction �Is accurate and well documented �Is grammatically and stylistically correct

Deals with technical information �Example √ A computer is a machine which can take instructions and perform computations based on those instructions. �Example X Oh, how could this be? ! Never thought it would happen to me! My life has been smashed. . . This dang computer crashed!

Relies heavily on visuals �A visual is any pictorial representation that is used by the writer to clarify, explain, and support an idea. �They include: �Pictures �Graphs �Charts �Diagrams �Illustrations �Tables

Uses numerical data to precisely describe quantity and direction �Example √ The pressure of steam in a thermal power plant can reach 160 bar. The temperature is about 320 C �Example X The pressure and temperature in a thermal power plant are very high, much higher than that of air.

Is accurate and well documented �Conclusions and judgments must be based on evidence or established expertise. �References, facts, laws and theories are used and mentioned to support the document.

Effective Technical Writing The four C’s: • Clarity -- it is easily understood by your intended audience • Comprehensiveness -- all of the necessary information is present • Conciseness -- it is clear without excess verbiage • Correctness -- it is grammatical and follows conventions

Clarity: shorter words, sentences and paragraphs �Try to use short words if possible �Try to make sentences as short as possible �You can use a long sentence at intervals but not all the time. �As a sentence approach 20 – 30 words it becomes difficult to keep straight all the information in it. �Beyond 50 words, it becomes almost impossible to read it without going back and studying it for meaning. �Try to limit paragraph length to 4 – 6 typed lines.

example �It certainly appears that once the tests have been finalized on the new polymer for the motor housing, we can gain a firm and clear consensus on what actions concerning the replacement or the continuance of present housing materials should be, because the next run on housing is due on the 15 th of next month (55 words) �After testing the new polymer for motor housing, we must make a final decision on whether to use it or not. We must decide on which polymer to use before the next production run, scheduled for the 15 th of next month (20 + 21 words)

Clarity: Verbs and Words �Remove needless verbs Caloric oxidation is dependent on regular exercise for burning X Regular exercise burns calories �Avoid obscure words (e. g. , later instead of subsequently)

Clarity: abbreviations �Do not use unknown abbreviations �Usually abbreviations need to be defined at least once. �This depends on the readers �A nuclear scientist may not need to know what IAEA stands for, but a chemical scientist may.

Action verbs: � Use active and passive voices logically. The new trend is to use active voices whenever possible. All engineering changes must be approved by the engineering manager X The engineering manager must approve all engineering changes

Conciseness: brevity and specifics 1. Be as brief as possible A decision on this matter must be made in a prompt manner before the deadline comes and goes. X We must decide on this before the deadline. 2. Provide specific details Use Instead of A 5 gm sample was used a small sample was used We want three computers we want computers Last Thursday recently, before

Conciseness: Redundancy and clichés 3. Use one-time statements that are clear and need no repetitions At this point in time, the motor housing will remain square in shape. X At this time, the motor housing will remain square. Use Instead of until such time as Due to due to the fact that In 2007 in the year of 2007 needless to say

Conciseness: obscure and vague words 4. Avoid obscure and vague words �A technical vocabulary is absolutely necessary in technical communication. �However, the rest of the words must be kept simple. Use Instead of later subsequently use utilize touching contiguous find out ascertain

Comprehensiveness �All the information should be provided, �Make sure you answer all the relevant questions: who, what, where, why, when. �Background must be described �Clear description of any process, or method of carrying out a specific work. �Include results, conclusions and recommendations.

Correctness �No spelling mistakes. �No grammatical errors. �No punctuation mistakes. �Appropriate format standard. �If a report contains grammatical errors, the reader will doubt the accuracy of the information in the report.

ACKNOWLEDGEMENT To : Prof. Alya Badawi Department of Nuclear and Radiation Engineering Alexandria University

Question ?