UNIT 2 THE TECHNICAL WRITING PROCESS Technical Writing

UNIT 2: THE TECHNICAL WRITING PROCESS Technical Writing EE 3013 – Lecture 3 1

The Technical Writing Process • Principles of Technical Writing • Process of Effective Writing • Technical Style • Qualities of Technical Style • Tips for Improving your Technical Writing Style Technical Writing EE 3013 – Lecture 3 2

1. Principles of Technical Writing • Know the audience you are addressing • Decide your purpose before writing • Start by telling your reader what you are going to tell them • Write simply and concisely • Avoid jargon as much as possible • Never use a word without being sure of its meaning Technical Writing EE 3013 – Lecture 3 3

1. Principles of Technical Writing • Make your material attractive to look at and to read • Use graphics whenever they help you to convey your meaning • Review, check, and edit your own work carefully by asking yourself the following questions: 1) Would I want to read what I have written? 2) What reactions can I expect from my readers? 3) Is my main message clear? 4) Have I answered the who, what, why, where and how that my readers might ask? Technical Writing EE 3013 – Lecture 3 4

2. Process of Effective Writing 2. 1: Define the Purpose: • Decide why you are writing this communication • Prepare a ‘Thesis Statement’ which in one sentence states your main message • Post it in your workspace • Decide to whom you are addressing the message and assess their needs by asking yourself: 1) What do they already know? 2) What do they need to know from me? Technical Writing EE 3013 – Lecture 3 5

2. Process of Effective Writing 2. 2: Investigate: • Determine all the possible sources of information • Obtain all of the facts relevant to your purpose • Analyse your information • Sift through your analysis and discard any information that does not address your purpose • Prepare rough tables, graphs, and other analyses that aid in the development of your purpose Technical Writing EE 3013 – Lecture 3 6

2. Process of Effective Writing 2. 3: Plan: • Re-gather all of the relevant facts and organize them in a logical manner for presentation es gg Su n io st ge g Su - Chronological Approach - Logical Order - Scientific Method. . . tio n • Establish an appropriate subject-development to portray your main message: • Use the Big Paper Planning approach if you have trouble with this stage Technical Writing EE 3013 – Lecture 3 7

2. Process of Effective Writing 1: Generate 2: 3: 4: 5: Group Sequence Develop Fill in Missing Ideas Links Ideas Groups Sub-groups Links Big Paper Planning: Step 6: Idea 1 Idea 2 Idea 3 Idea 9 Idea 10 Idea 6 Idea 4 Idea 5 Idea 7 Idea 8 Idea 3 Idea 9 Idea 6 Idea 1 Idea 7 Idea 10 Idea 8 Idea 4 Idea 5 Idea 2 Idea 3 Idea 9 Idea 5 Idea 2 Idea 10 Idea 8 Idea 4 Idea 6 Idea 1 Idea 7 Link Idea 3 Idea 9 Idea 2 Idea 5 Missing Idea 4 Link Idea 8 Idea 10 New Idea 1 Idea 6 Idea 7 • On 1 very large piece of paper (16” x 14”) Technical Writing EE 3013 – Lecture 3 8

2. Process of Effective Writing Big Paper Planning: • idea brainstorm On 1 very large piece of paper (16” x 14”) • Chunk your ideas into groups • Sequence the groups • Sub-divide the groups and sequence the sub-groups • Check for adequate links • Fill in missing connections with additional information Technical Writing EE 3013 – Lecture 3 9

2. Process of Effective Writing 2. 4: Write: • Write the first draft using simple words and short sentences • Remember your intended audience • Use appropriate sectioning based upon the document type • Integrate tables, graphs, and other illustrations into the text Technical Writing EE 3013 – Lecture 3 10

2. Process of Effective Writing 2. 4: Write: • Write as continuously as possible in comfortable surroundings Technical Writing EE 3013 – Lecture 3 11

2. Process of Effective Writing 2. 5: Delay: • Allow the draft to sit as long as possible without revision Technical Writing EE 3013 – Lecture 3 12

2. Process of Effective Writing 2. 5: Revise: • Read the text aloud - Does it make sense? • Ensure that the text is clear, concise, complete correct, and reliable • Ensure that the main message has been communicated • Ensure that all credits have been given to sources • Obtain and use feedback from external sources Technical Writing EE 3013 – Lecture 3 13

3. Technical Style • Style is defined as the way a communicator: - puts words together in sentences - arranges those sentences into paragraphs - groups paragraphs into sections to ensure that the communication is conveyed in the intended manner Technical Writing EE 3013 – Lecture 3 14

3. Technical Style • Technical Writing Style is characterized by: - a calm, restrained tone, regardless of formality - use of active voice where possible - integrated use of illustrations, graphs, charts, and tables - use of well-defined abbreviations and symbols Technical Writing EE 3013 – Lecture 3 15

3. Technical Style • Technical Writing Style is characterized by: - a definite functional purpose to communicate information Technical Writing EE 3013 – Lecture 3 16

3. Technical Style • Technical Writing Style is characterized by: • Style reflects both intrinsic and extrinsic qualities of the communication: Intrinsic Qualities Extrinsic Qualities - Objective - Clear - Impersonal - Concise - Restrained - Focused - Honest - Consequential - Genderneutral Technical Writing EE 3013 – Lecture 3 17

4. Qualities of Technical Style 4. 1. Being Clear: • Coherent - Establish logical connections between your ideas • Coordinated - Arrange your ideas in a logical order • Consistent - Present your ideas in the same general format • Correct - Check your spelling, punctuation and grammar Technical Writing EE 3013 – Lecture 3 18

4. Qualities of Technical Style 4. 2. Being Concise: • Choose your words carefully so that you can get the most out of them. Make sure that they are: - Short - Specific - Necessary Technical Writing EE 3013 – Lecture 3 19

4. Qualities of Technical Style 4. 3. Being Focused: • State your problem definition and stick to describing and solving that problem Post it! Suggestion Can time-frequency transforms be used to track trends with fatigue in dynamic muscle contractions? Technical Writing EE 3013 – Lecture 3 20

4. Qualities of Technical Style 4. 4. Being Consequential: • Make sure that the content in your document is complete, reliable, and aimed at an appropriate level Technical Writing EE 3013 – Lecture 3 21