Technical Communication

Chapter 2: Writing Essentials

What is Technical Communication?

• Technical communication is a field that

focuses on providing information to users
who need assistance to accomplish a
defined goal or task.
 Technical Communication

• It is a broad field and includes any form of

communication that exhibits one or more
of the following characteristics:
 Characteristics 1

• Communicating about technical or

specialized topics, such as computer
applications, medical procedures, or
environmental regulations.
 Characteristics 2

• Communicating by using technology,

such as web pages, help files, or social
media sites.
 Characteristics 3

• Providing instructions about how to do

something, regardless of how technical
the task is or even if technology is used to
create or distribute that communication.
 MIKE MARKEL ~

• When you make technical documents, you

are creating, designing, and transmitting
information so that people can
understand it easily and use it safely,
effectively, and efficiently.
 EXPLANATION

• In other words, technical communication

is not supposed to be used for pleasure,
but mainly it is used to get a point across,
or to get some kind of job done. This is far
different from narrative prose, which is
used to convey some form of emotion.
 Cont’d…

• Also, with narrative prose, the information

contained in the document is not
necessarily true, which is far different from
technical writing.
 Purpose

• The purpose of technical communication

is “not to entertain people”. The focus of
technical communication is to assist users
who need specific information on using
products, completing tasks, operating
equipment, and completing other types of
activities.
What’s the difference between technical
communication and technical writing?

• Technical communication is a newer term

that describes a field that is growing to
include additional skills such as user
experience design and instructional
design. Both fields share the same goal of
creating clear and organized content that
helps users to achieve specific goals.
 WHO PRODUCES TECHNICAL
COMMUNICATION?
• To run the core, support, parallel and
management processes in which
information products are created, experts
with quite several different skills and
competencies are needed. These experts
are usually called "technical
communicators".
1. TECHNICAL PROFESSIONALS

• Technically trained individuals who do a

lot of writing.
2. TECHNICAL COMMUNICATORS

• Create documents such as manuals,

proposals, reports, sales literatures, etc.
 ROLE OF TECHNICAL
COMMUNICATION

• The working world depends on written

communication. Within most modern
organizations, virtually every action is
documented in writing, whether on paper
or online.
 FEW EXAMPLES
1. A memo or an e-mail to request
information or identify a problem.
2. A set of instructions to introduce and
explain a new process or procedure.
3. A proposal to persuade management to
authorize a project.
 FEW EXAMPLES

4. A report to document a completed

project.
5. An oral presentation to explain a new
policy to employees.
Every organization also communicates with
other organizations and often the public
using materials such as:

1. Inquiry letters, sales letters, goodwill

letters, and claim and adjustment letters
to customers, clients, and suppliers;
2. Web sites to describe and solicit job
applications;
 Cont’d…

3. Research reports for external

organizations; and
4. Articles for trade and professional
journals.
TECHNICAL COMMUNICATION
AND YOUR CAREER

• If you cannot communicate well you are

less valuable; if you can, you are more
valuable.
 THE NATURE OF TECHNICAL
COMMUNICATION: CHARACTERISTICS OF
TECHNICAL COMMUNICATION

• When you think of reading technical

communication, do you think of sitting in
the corner of a nice cozy room, curled up
on a chair, enjoying a good technical
document? If you are like most people,
then you do not.
 7 MAJOR CHARACTERISTICS OF
TECHNICAL COMMUNICATION

• In Mike Markel’s Technical

Communication, he outlines several
important characteristics that separate a
technical document from other pieces of
communication.
 Cont’d…

• He also states that technical

communication is the “process of making
and sharing information and ideas in the
workplace, and as a set of applications—
the documents you write”.
 Addresses Particular Readers 1
• A document should be clearly written for
a certain group of people if the document
only concerns them. Otherwise, some
readers may pass right by this document
or accidently read it, learning that it will
not benefit them.
Helps Readers Solve Problems 2
• For instance, the writer describes a
common problem among many families,
communication. The statement defines
the problem and gives possible
implications and consequences, but gives
solutions to such.
 Reflects the Organization’s
Goals and Cultures 3
• Good technical documents have a
purpose, not only for the audience, but for
the organization as well. Usually, the
writer benefits in some way by writing this
document.
 Is Produced Collaboratively 4
• Many hands perused this document before
reaching the shelves. Collaboration serves to
make the information more trustworthy to the
reader. If only one name was listed, the
audience would need to see his or her
qualifications. It is more common than not to
trust a group of people over an individual.
 Uses Design to Increase
Readability 5

• Technical communicators use design

features – typography, spacing, color,
special paper, and so forth to accomplish
three basic purposes.
 Purposes in using Design to
Increase Readability 5
1. To make the document look attractive
and professional.
2. To help reader navigate the document.
3. To help the reader understand the
document.
Consists of Words or Images or
Both 6

• Most technical documents include words

and graphics. In technical communication,
graphics help the writer perform five main
functions.
 Functions of
Words or Images or Both 6
1. Make the document more interesting
and appealing to readers;
2. Communicate and reinforce difficult
concepts;
 Cont’d… 6
3. Communicate instructions and
descriptions of objects and processes;
4. Communicate large amounts of
quantifiable (find or calculate) data; and
5. Communicate with non-native speakers.
Is Produced Using High-Tech Tools 7
• Technical communicators rely on word
processing, graphics, and desktop
publishing software. As information
technology becomes more powerful,
easier to use, and less expensive, technical
communicators and professionals alike
continuously upgrade their skills.
 Forms of Technical
Communication

• There are many different forms of

technical communication. Some of these
forms are as follows:
 Forms of Technical
Communication
• Television • Manuals
• Radio • E-mail
• Computer Programs
• Speeches
• Online Documents
 Cont’d…

• Some of these forms are thought of more

often, like manuals and email, when
thinking of technical communication.
Other forms, such as television and radio,
can also be used to communicate
technical communication.
8 MEASURES OF EXCELLENCE IN
TECHNICAL COMMUNICATION

• Mike Markel, the author of Technical

Communication, summarizes how to
communicate effectively with his
"Measures of Excellence." The measures
address common issues in technical
communication.
 Honesty 1
• Foremost, your writing must be honest. It
is your ethical responsibility not to mislead
the reader. If you are dishonest to the
reader, they maybe defrauded, injured, or
even killed.
a. It is the right thing to do
• About helping people understand
how to make wise choices as they use
information available in high-tech
culture.
b. If you are dishonest, readers can get
hurt.
• Misinforming your readers or
deliberately omitting important
information.
c. If you are dishonest, you and your
organization could face serious legal
charges.
• Failed to provide honest, appropriate
information and that this failure led to a
substantial injury or loss. (pay million
charges)
 Take Note

• The former reasons or measures also

apply to plagiarism. Writing has no
chance of being honest if it is not yours
from the start!
 Clarity 2

• Your goal is to produce a document that

conveys a single meaning the reader can
understand easily.
 Cont’d…

• Unclear technical communication can be

dangerous.
• A carelessly drafted building code; for
example, could attempt contractors to save
money by using inferior materials or
techniques.
 Cont’d…

• Unclear technical communication is

expensive.
• Clear technical communication is the
product’s documentation – its instructions –
can be greatly reduce the number and length
of such calls.
 Accuracy 3

• Your facts must be correct. One error can

be confusing, annoying, or downright
dangerous. Inaccuracies can confuse and
annoy your audience.
 Comprehensiveness 4
• A good technical document provides all
the information readers need. It contains
ample detail so that readers can follow the
discussion and carry out any required
tasks
 Cont’d…

• The readers need this self-contained

discussion about the subject before they
can use the information effectively,
efficiently, and safely.
 Accessibility 5

• Few people will read an entire document

from beginning to end. Small, easy
navigable sections make the document
easier to read.
 Cont’d…

• Readers must be able to easily find what

they are looking for in the document.
Whether the document is online or paper,
the reader does not want to waste time
flipping or clicking through information
they do not need.
 Conciseness 6
• A document must be concise enough to
be useful to a busy read. You can shorten
most writing by 10 to 20 percent simply
by eliminating unnecessary phrases.
• KISS vs. KILL
 Cont’d…

• Your job is to figure out how to convey a

lot of information economically. The
document needs to be short, and direct to
the point.
 Professional Appearance 7
• Sloppy, haphazard documents will simply
not be taken seriously. That is a fact.
Documents should adhere to the style of
the organization. In this case, the class
and the teacher should be well-designed,
proofread, and neatly printed.
 Cont’d…

• If the document looks professional, then

the reader will take it more seriously.
 Correctness 8
• A correct document is one that adheres to
the conventions of grammar, punctuation,
spelling, and usage. Incorrect writing can
confuse and misinform the reader, but it
also can make you look unprofessional.
 Cont’d…

• An error-filled document may make you

appear as if you were haphazard in
gathering and analyzing your sources.
 The End ~

Thank you for listening.

Cheers to you all!
