parrt three: processes and guidelines in technical writing
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PARRT THREE:
Processes and Guidelines in Technical Writing
Writing Process: from Audience to Rough Draft
1. F I N D I N G A T O P I C
2. A N A LY Z I N G A U D I E N C E A N D P U R P O S E
3. N A R R O W I N G D O W N Y O U R T O P I C
4. O U T L I N I N G Y O U R R E P O RT
5. A R R A N G I N G T H E PA RT S O F T H E O U T L I N E
6. W R I T I N G A R O U G H D R A F T A N D C O M PA R I N G I T T O T H E O U T L I N E
7. R E V I S I N G T H E R O U G H D R A F T.
Task Analysis
The job of the technical writer is to create information for products that help users use products. The goal is not simply to describe how the product works.
When you write instructions, procedures, and "guide" or user-guide information, you normally must use a task approach. That means providing steps and explanations for all the major tasks that users may need to perform. There are two approaches for task analysis: functional orientation and task orientation.
1. Writing with a functional orientation:
It explains each function, feature, or interface element of a product.If this approach shows up in user guides. It is meant for nontechnical readers — perhaps because the writers are inexperienced, untrained, or technical.
2. Writing with a task orientation:
1. Identify the tasks users will need to perform with the product.
2. structure your document accordingly. 3. Make your headings and subheadings task
oriented in their phrasing. like "How to adjust the volume, "Adjusting the volume," or "Adjust the volume." It does not mean phrasing like "Volume" or "Volume Adjustment."
This section shows you a step-by-step method for: "translating" technical discussions, that is, specific techniques you can use to make difficult technical discussions easier for nonspecialist readers to understand.
Translating technical information
Definitions of unfamiliar termsComparisons to familiar thingsElaborating the processProviding descriptive detailProviding illustrationsProviding examples and applicationsShorter sentences
Methods for Translating Technical Information
Stronger transitions and overviewsa) Repetition of key wordsb) Transition words and phrases.c) Reviews of topics covered and topics to be
coveredThe "in-other-words" techniquePosing rhetorical questionsExplaining the importance
Providing historical backgroundReviewing theoretical backgroundProviding the human perspectiveCombining the translating techniques
Power Revision Techniques
How you organize your writing, and how you link it all up together. This means:
Looking for potential problems and then fixing those problems
There are: structure-level revisionsSentence-level revisions
structure-level revisions
Checking contentsChecking organizationStrengthening topic sentences Strengthening transitionsChecking paragraph length and contents
Sentence-level revisions
Revising weak be-verbsRevising noun stacksRevising redundant phrasingRevising weak expletivesRevising weak passive-voice sentencesRevising subject-verb mismatchesRevising sentence-length problems
Documentation
Documenting your resources makes your work legal and makes it easier for others to find resources of their interest.
To document your resources, USE: The number system (Scientific documentation)
Cross References
Point readers to other places in the same document or to other information sources where related information can be found.
A cross-reference consists of: Name of the source being referencedPage numberSubject matter of the cross-reference
Types of cross-reference
Internal cross-reference:Refers to some other part of the same
document.
External cross-reference:Refers to information outside of the current
document
Strategies for Peer-Reviewing and Team-Writing
Strategies for Peer-ReviewingInitial meetingPeer-reviewing strategiesPeer-review summary
Strategies for Team-WritingAssembling the teamPlanning the projectScheduling the projectBalancing workloadSetting up a style guide or style sheetReviewing drafts and finishing
Good Luck!
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