Comm. 1009Week 2

Definitions, Information Design, and D2L

Definitions

2

Introduction to Definitions

What is a definition?

A statement that describes the essence of a thing and its distinguishing features.

The words used in a definition should be derived from terminology common to the field.

3

Why we use definitions in technical writing

Most fields have their own technical language: Terms that are new to reader Terms that have a different meaning from

common usage.

Readers need definitions for both types of terms.

4

Why we use definitions in technical writing

To explain: Multiple meanings identify the meaning we intend Complexity of meaning explain a complex concept Specialized technical terms introduce new

terminology Symbols. ?

5

Types of Definitions

Parenthetical Categorical (Formal) Operational Expanded

Parenthetical Definitions a definition providing clarification within the

text

The leaching field (sieve-like drainage area) requires crushed stone.

Copyright 2009 Pearson Education Canada

(Formal) Categorical Definitions

Sentence definition categorical defines an object or concept by what it is

Object or concept + Class or family + Distinguishing characteristics

A laser is an electronic device that converts electrical energy to light energy, producing a bright, intensely hot, narrow beam of light.

Operational Definitions

Define things in terms of what they do, rather than what they are.

Object or concept + action verb + distinguishing characteristics

Our company troubleshooter goes to sawmills that use our equipment; there, he diagnoses and repairs equipment problems and trains sawmill staff to detect and repair future problems.

Expanded Definitions

Begin with a sentence definition and add a combination of clarification strategies (listed in Chapter 5) to meet the readers needs Metaphor, analogy, illustration, etymology, etc.

In some cases, place the entire expanded definition in a box.

In other cases, format the expanded definition like a standard technical description.

Copyright 2009 Pearson Education Canada

Expanded Definition ExampleOrlimars Trimetal fairway woods incorporate the multi-metal technology found in all the Trimetal clubs: a steel shell, an alpha Maraging face, and copper-tungsten weights. Figure 1 shows these components. The heads shell features stainless steels high strength-to-weight ratio; then, to finish the hitting surface, Carpenter Metals has developed a way to merge ultra-hard alpha Maraging metal with 17-4 stainless steel to form the clubs face. And, completing the technology, copper-tungsten weights are built as rails into the sole of the head. These rails promote a low centre of gravity, which helps the struck golf ball fly high and long.

Figure 1, Components of the head of an Orlimarfairway wood

Copper tungsten rail

Alpha maragingface

Steel shell

2. Writing Definitions

Effective definitions answer questions readers may have before they verbalize them.

Use definitions only as required

Use plain English

Stick to the basic properties

Be objective.

12

Writing Definitions

Guidelines for writing Formal Definitions

Make the Class or Family as narrow as possible Make the Distinguishing Characteristics as exclusive as

possible A robin is a bird with a red breast and yellow beak. A robin is a thrush with a red breast, yellow beak, a

grey back, and, in males, a black head and tail.

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Writing Definitions

Guidelines for writing Formal Definitions

Use the verb is, not another verb.

Do not use is what, is where or is when. A contract is when two or more people agree to

something.

A contract is a binding agreement between two or more people.

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Writing Definitions

Do not use jargon. Do not define a word with the word itself:

Port: A cable from a peripheral device hooksinto the appropriate port on the back ofyour computer.

Port: A connector on the back of your computerthat the cable from a peripheral device can hook into.

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Writing Definitions

Guidelines for writing formal definitions

Avoid defining a word by classifying as a device, machine, mechanism or tool.

Avoid circular definitions. Spontaneous combustion is fire that begins

spontaneously. Spontaneous combustion is the self-ignition of

flammable material through a chemical reaction such as oxidation and temperature build-up.

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Writing Categorical Definitions

Use a three-column chart labeled:

Item or Concept

Category

Distinguishing Features.

In the beginning, list as many definition ideas as possible; edit later.

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Writing Definitions

Item or Concept

Category Distinguishing features

Hypertext

Modem

Pencil

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Writing Definitions

Item or Concept

Category Distinguishing features

Hypertext Electronically linkedpieces of information

With connections that allow users easy access between them.

Modem Communications device connected to a phone line and a computer

Allows the computer to talk to other computers via the phone system.

Pencil Writing implement Used to make marks on any suitable surface, especially paper.

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Writing Operational Definitions

Create a table, similar to the one for formal definitions:

Item or Concept Descriptive Verb Distinguishing Features.

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Writing Definitions

Item or concept

Descriptive verb

Distinguishing features

Carburetor

Toaster

Monitor

Transmitter

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Writing DefinitionsItem or concept

Descriptive verb

Distinguishing features

Carburetor StirsBlendsMixes

A gaseous mixtureAir and gasoline.

Toaster HeatsBurns

Browns

BreadBaked goods

Monitor DisplaysShows

Screencasts

Data entered via a keyboardImages and textA graphic user interface

Transmitter SendsBroadcastsTransmits

Electronic signalsEM waves

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Writing Definitions

Item or concept

Descriptive verb

Distinguishing features

CarburetorBlends

Air and gasoline.

ToasterBrowns Sliced breads and other baked

goods.

Monitor Displays Images and text

Transmitter Sends Electronic signals.

23

Organizing Information

24

Organizing Information

Designing for users and purpose Breaking into bite-size chunks:

Classifying discrete pieces or elements Sub-dividing complexity Segmenting processes

25

What two key questions must guide any content development?

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What two key questions must guide any content development?

Who is it for?

What is the purpose?

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Designing for Purpose

Analyze goals, primary and secondary Confirm process for proponent

consultation: Identify all valid content stakeholders Identify SMEs (Subject Matter Experts) Confirm availability at specific stages ,

e.g, at inception, 1st, 2nd, final draft stages.

Develop content specifications document (outline) and GET SIGN-OFF

28

Designing for users

Analyse your audience by whatever means are available

Support reader priorities and predilections Organize tasks /information by order of

use Facilitate both routine and complex tasks Support required conceptual

understanding

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Information Architecture

Organize information consistently Break into bite-size chunks Remember the rule of 7, plus or minus two.

Kangaroos Play Cellos, Orangutans Fiddle, Gorillas Sing.

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Information Architecture

Kangaroos Play Cellos, Orangutans Fiddle, Gorillas Sing.

Kingdom, Phylum, Class, Order, Family, Genus, Species

Organize information consistently

Break into bite-size chunks

Remember the rule of 7, plus or minus two.

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Breaking into bite-size pieces

Classify multiples, partition collectives, segment processes

Choose a method for classifying/partitioning/ segmenting consistent with your purpose and audience

Choose the clearest format

Keep categories of equal rank parallel

Avoid overlapping categories.

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Audience and Use Analysis

Audience analysis who are the users? What is their use context? What is the lowest common denominator?

Use analysis how is information used? Familiarize yourself with the subject matter Determine what your reader does/does not need to

know.

33

Audience Analysis

Define your usability goal Analyze your readers reading tasks

Define your persuasive goal Analyze your readers attitudes

Identify your readers important characteristics

34

Audience Analysis

4. Locate sources of information about your audience: Talk to those who talk to users Find ways to learn what users think Become a user yourself. Describe backgrounds and contexts List levels and types of expertise

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CHARACTER ISTICS BEGINNER INTERMEDIATE ADVANCED

# of programs used

Few Use a variety of programs

Many

Degree of technical knowledge

Low Some High

Attitude Apprehensive Open Very confident

Learning behaviour

Lack a preferred learning mode

Patterned, flexible

Highly differentiated

Documentation preferences

Tutorials, visuals

User guides, online help

References, online help

User Characteristics Matrix

36

Create user profiles for different user types

User background (education, cultural factors)

User context (job role, expertise level). Types of conceptual and/or

instructional information to include/exclude:

what does this user need to know?

What does this user need to do?

37

Use writing strategies to meet audience needs

Appropriate ordering strategy: chronological? alphabetic? simple to more complex?

Language level used Level of detail to employ Use graphic highlighting strategies to

enhance reader access (more on this in Week 3)

38

Exercise 1 Definitions See p. 107

Definitions - Activity 1

Desire to Learn (D2L)

Go to: http://www.bcit.ca/learn/ Enter your My.BCIT username and password combination Select the link to Comm1009 Follow the instructions from there to access materials,

presentations, and discussion forums, but the course will be driven from the Content tab

Go there and work your way down the list

Comm. 1009Week 2DefinitionsIntroduction to DefinitionsWhy we use definitions in technical writingWhy we use definitions in technical writingTypes of DefinitionsParenthetical Definitions(Formal) Categorical DefinitionsOperational DefinitionsExpanded DefinitionsExpanded Definition ExampleWriting DefinitionsWriting DefinitionsWriting DefinitionsWriting Definitions Writing Definitions Writing Categorical DefinitionsWriting DefinitionsWriting DefinitionsWriting Operational Definitions Writing DefinitionsWriting DefinitionsWriting DefinitionsOrganizing InformationOrganizing InformationWhat two key questions must guide any content development?What two key questions must guide any content development?Designing for PurposeDesigning for usersInformation ArchitectureInformation ArchitectureBreaking into bite-size piecesAudience and Use AnalysisAudience AnalysisAudience AnalysisSlide Number 36Create user profiles for different user typesUse writing strategies to meet audience needsSlide Number 39Desire to Learn (D2L)