Introduction To Technical Writing

Introduction to
Selected Topics in
Technical Writing
(Week 9)
DR MOHD HAZIM MOHAMAD AMINI
Faculty of Earth Science, Universiti Malaysia Kelantan (Jeli Campus),
17600 Jeli, Kelantan.
Objectives
You need to be able to:
Know differences between academic and technical

writing.
Identify the characteristics of effective technical

writing.
Identify the steps in the writing process.

Identify the components of good design.
Identify the steps in organizing and writing instructions.
Identify some tips to help your documents.
2
Academic vs. Technical

Writing
Academic
Technical
Purpose:
Demonstrate what
you know about a
topic
Getting something
done
Knowledge of Topic:
Less than teacher
More than the

reader
Audience:
Who is evaluating
them (Teacher)
Several People
Criteria for
Evaluation:
Depth, logic, clarity,

unity and grammar
Clear and simple

organization of
ideas
3
What is Technical Writing?

Principles of Information Systems, Eighth Edition 6
It is the type of everyday writing that surrounds us
from the time we wake until we climb in bed at night;
Directions on the toothpaste tube

Nutrition benefits on the cereal box
Business letters and catalogs that come in the mail
Written instructions for assembling a new product
Tax receipts and notices
Product safety information
4
What is Technical Writing?

Technical writing conveys specific information
about a technical subject to a specific audience

for a specific purposeThe words and graphics
of technical writing are meant to be practical:
that is, to communicate a body of factual
information that will help an audience
understand a subject or carry out a task. Michael H. Markel Director of Technical
Communication, Boise State University
5
How is Technical Writing

Different?
The information is organized, presented and

communicated in a specific format.
The writing is concise, clear and accurate. The writing
takes into account the audiences needs, biases and prior
understanding.
The writing presents information to help readers solve a
problem or gain a better understanding of a situation.
The writing conveys technical, complex, or specialized
information in a way that is easy for a non-technical
reader to understand.
6
How is Technical Writing

Different?(cont)
ALL teachers must help students become
better technical writers so that they will be

prepared for the writing they will have to do as
successful adults in the workplace.
Types of Technical
Reports/Communication
Individual assignment
List out types of technical reports with short

description
Dateline 4th May 2015
Characteristics of Effective
Technical Writing
Characteristics of Effective Technical Writing
The four Cs:
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
9
Properties of Technical
Writing ABCs of Report
Writing
Accuracy:
Accuracy Checking the whole statement and how they are
put together.
Brevity:
Brevity Making the report short, readable and easy to
comprehend for the busy people.
Coherence:
Coherence Arranging of materials together. All sentences
and groups of paragraph must hold together through the use

of transitional devices.
10
Writing (cont)
Confidence:
he write must be sure on what he is writing through using exact
words. Perhaps and Maybes must be avoided
Dignity:
Formality in respect to the used of words. Grammar must check
and use straightforward expressions
Emphasis:
This is making an idea stand out among the rest in the texts.
This can be achieved through the use of illustrations and

transitional devices to lead the readers to the important details
11
Writing (cont)
Facility:
Making the report easy to read. Used short familiar
words and sentences.
Grammatical Correctness:
Use correct grammar by following basic grammar rules .
Checking sentences for its logical and clearness.
Statements must have a Sense
Honesty:
It acknowledging the use of other writer works/ideas.
12
Writing (cont)
Illustration:
The use of Graphs, visual, charts, diagrams and photos. These
are use to clarify or to support the text.
Judgment:
Judicious weighing of evidences used in the report. Most
ample 2. most pertinent 3. most simple in explaining the facts

4. Most in harmony with the rest of the evidences
Knowledge:
Collecting and interpretation data which also involved
formulation of conclusion
13
Writing (cont)
Logic:
It is thinking straight. A process of putting things in their proper places;
1.
2.
3.
4.
5.
6.
7.
8.
Statements must not contradict each other.

Consistency of using words
Statements must move in one direction
Statements must make sense
Judgments must not be based on a few data
Cause and effect must clearly use
Conclusion must not be inferred
Authority must not be used if it is biased.
Mechanical Neatness:
Putting the report in perfect shape. Neatly type and well margined. Proper use of
headings and sub-headings must be observed
14
Writing (cont)
Objectivity:
A writers assuming a detached, impartial point of view. This is
writing for uninterested readers. Avoid using I Me and My
Qualification:
This refers to the background of the writer. Readers have to
consider the background of the writer for them to decide whether

the report is valid or not.
Straight Sentences:
This refers to the use of sentences in the report. Sentences must
contain the right idea what the writer wants to say. Transitional
devices are helpful for the readers to follow the thought.
15
Writing (cont)
Thoroughness :
Making the report complete as what you want it from the
beginning until you finish the report. Making checklist Marking

off each requirements as the report progresses Checking the
checklist for revision
Unity:
This refers to the oneness of the details and facts in the report.
They must have a clear relevance to the point under discussion
Veracity:
This refers to reporting the facts only. No shifting the issues.
16
Writing (cont)
Viewpoint:
This refers to certain voice talking in the report. The viewpoint
must be consistent through out the report
Word Choice:
This refers to the proper use of words and expressions that the
readers understand. Avoid Vague jargons/ words and expressions
You-Point:
Writing through understanding the readers comprehension level,
experience and needs. Technical to nontechnical Familiar to the
unfamiliar Avoid overwriting(decorative writing)
17
Writing (cont)
Zest:
The writer must enjoy what he is writing.
Good design is:
Theory of Design:
Visually simple and uncluttered.

Highlights structure, hierarchy, and order.
Helps readers find information they need.
Writing:
Write positive language.
Dont use: Access to student information is not authorized for any parties except Enrollment
Services. Employees who have access to student information are not allowed to share that
information with non- affiliated third parties if you have not authorized it.
Do use: Access to student information is authorized only for Enrollment Services purposes.
Employees who have access to student information are required to protect and keep it
confidential.
Dont write in upper case for more than A WORD OR TWO.

18
Writing (cont)
Writing (cont.):
Use lists whenever possible.

Use the title to define the task.
Use headings and subheadings.
Label segments in away that reflects how readers
are likely to think about the operation or procedure.
Dont use: Components

Do use: How to Check the Components
19
Writing (cont)
Writing (cont.):
Provide only one way to do something within a step.

Be precise with your instructions.
Use warnings.
Write a conclusion.
Example: Congratulations! Youve just created your

first document!
Dont annoy the reader.
20
Writing (cont)
Writing:
Chunk your information.

Keep your paragraphs short.
Less is better.
Control the text width by using columns.
21
The Written Report: Why?:
You waste your time unless you can communicate

what you have been doing with it.
The medium for most technical communication is

the written report, so you had better be good at it!
22
Some characteristics of
reports:
Everybody hates to write them

Everybody hates to read them
Almost nobody does read them
They take a HUGE amount of time to write
They are absolutely CRUCIAL to YOUR success
in engineering!
They are also almost always: Too long, Badly
organized, Incomplete.
23
Where to find materials to write the

report?:
Where to find materials to write the report? Examples are:
Documents related to the project / work currently being done Google, Bing,
Yahoo Google hacks/scripts (filetype, intitle, inurl, site)
Journals (ex: Emeraldinsight.com, DOAJ.org, HighWire.stanford.edu)
Scitopia.org Scirus.com Wolframalpha.com
RSS readers (Pageflakes.com) Newsgroup (Google Groups, Yahoogroups)
Filesharing Bittorent.com, Furk.net, Mininova.org
Social site Facebook, Myspace, Friendster Youtube.com, Metacafe.com etc.
Reference, bibliography Bibme.com
Free Ebooks Hongkiat.com - 20-best-websites-to-download-free-e-books.
OPPapers.com
Research Papers and Essays
24
Basic Technical Overview:

Professionalism & ethics in reporting:
Different individuals have different personalities , and different

modes for communicating . If you apply a canned formula to
your technical communications, the result may be awkward.
Within the general structure of formal technical communication,
there is room for your personality to show through.
Knowing Your Audience:
At the very beginning think about your likely audience. The

word selection, level of motivation, and background required for
a report (or a presentation) depends greatly on the background
of the audience.
25
Basic Technical Overview

(cont.):
Outline Your Writing Purpose:
Why am I presenting this work?
Hint: formulate one or two simple "take-home

messages" that you will try to impart to your
audience.
What do I want the audience to get out of this paper

or this presentation?
26

(cont.):
Write the Report, but how long?:
The length of your presentation - either written
or oral - is often dictated by others. With
respect to oral presentations, you will often
find yourself up against a strict time limit: Be
sure that you can get your take-home
message across without hurrying Hint:
carefully rehearse your talk with a stop-watch
in hand
27

(cont.):
Common Report Formats:
There are a number of accepted formats for any type of

document that you write , but
The commonly accepted standard for engineering

reports is IMRaD - Introduction - Methods - Results - and
Discussion.
Note: Your reports do not necessarily need to follow this

format strictly, but should use this as a guideline, and
contain all of the information discussed in the following
paragraphs.
28

(cont.):
Format Example:
Please refer to uploaded documents at

http://www.zaipul.com/download/tdp 1. How to Write a
Technical Report from Alan Smithee - A format using
single column.pdf 2. Template from IEEE for writing a
Proceeding Manuscript - 2 columns.doc 3. Guide to a
Journal Writing Format from MUST - 2 columns.doc 4.
A sample of how to use MS Word to submit a Technical
Report to a lecturer.doc 5. A Detail Articles on how to
write a Technical Report.doc
29

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What is technical writing?

What is technical writing?

What are the differences between academic and technical writing?

What are the differences between academic and technical writing?

Introduction to

Know differences between academic and technical

Identify the characteristics of effective technical

Identify the steps in the writing process.

Academic vs. Technical

Less than teacher

More than the

Depth, logic, clarity,

Clear and simple

What is Technical Writing?

from the time we wake until we climb in bed at night;

Directions on the toothpaste tube

What is Technical Writing?

about a technical subject to a specific audience

How is Technical Writing

The information is organized, presented and

How is Technical Writing

ALL teachers must help students become

better technical writers so that they will be

List out types of technical reports with short

Clarity -- it is easily understood by your intended

and groups of paragraph must hold together through the use

This can be achieved through the use of illustrations and

ample 2. most pertinent 3. most simple in explaining the facts

It is thinking straight. A process of putting things in their proper places;

Statements must not contradict each other.

writing for uninterested readers. Avoid using I Me and My

consider the background of the writer for them to decide whether

beginning until you finish the report. Making checklist Marking

They must have a clear relevance to the point under discussion

readers understand. Avoid Vague jargons/ words and expressions

The writer must enjoy what he is writing.

Good design is:

Visually simple and uncluttered.

Write positive language.

Dont write in upper case for more than A WORD OR TWO.

Use lists whenever possible.

Dont use: Components

Provide only one way to do something within a step.

Example: Congratulations! Youve just created your

Dont annoy the reader.

Chunk your information.

The Written Report: Why?:

You waste your time unless you can communicate

The medium for most technical communication is

Everybody hates to write them

Where to find materials to write the

Where to find materials to write the report? Examples are:

Basic Technical Overview:

Different individuals have different personalities , and different

Knowing Your Audience:

At the very beginning think about your likely audience. The

Basic Technical Overview

Why am I presenting this work?