Objectives in Objectives in Technical WritingTechnical Writing

Objectives in Technical Objectives in Technical WritingWriting

►ClarityClarity►ConcisenessConciseness►AccuracyAccuracy►OrganizationOrganization►EthicsEthics

ClarityClarity

How to achieve clarityHow to achieve clarity

►Provide specific detailsProvide specific details►Answer the reporter’s questionsAnswer the reporter’s questions►Use easily understandable wordsUse easily understandable words►Prefer Active Voice over Passive VoicePrefer Active Voice over Passive Voice

Provide specific detailsProvide specific details

► Our latest attempts at molding pre-Our latest attempts at molding pre-form protectors led to improvement.form protectors led to improvement.

► During the week of 10/4/05, attempts During the week of 10/4/05, attempts at molding pre-form protectors led to at molding pre-form protectors led to improvement. improvement.

► We spent several hours in Dept. 15 We spent several hours in Dept. 15 trying different machine settings.trying different machine settings.

► We spent 12 hours in Dept. 15 trying We spent 12 hours in Dept. 15 trying different machine settings.different machine settings.

Answer the reporter’s Answer the reporter’s questionsquestions

DATE:DATE: November 11, 2008November 11, 2008TO:TO: Mary JaneMary JaneFROM:FROM: Don GoldenbaumDon GoldenbaumSUBJECT:SUBJECT: TECHNICIAN MEETINGTECHNICIAN MEETING

Please be prepared to plan a presentationPlease be prepared to plan a presentationon month end reports. Please be sure that on month end reports. Please be sure that

your explanations are very detailed. Thanksyour explanations are very detailed. Thanks

Use easily understandable Use easily understandable wordswords

► Avoid obscure Avoid obscure wordswords Write to express, Write to express,

not impress; write not impress; write to communicate, to communicate, not to confuse.not to confuse.

ObscureObscure AlternativeAlternative

AforementioneAforementionedd

Already discussedAlready discussed

In lieu ofIn lieu of Instead ofInstead of

AccedeAccede AgreeAgree

As per your As per your requestrequest

As you requestedAs you requested

IssuanceIssuance SendSend

CognizantCognizant KnowKnow

DiscloseDisclose ShowShow

AscertainAscertain Find outFind out

Prefer Active Voice over Passive Prefer Active Voice over Passive VoiceVoice

►Passive Constructions are unclear and Passive Constructions are unclear and wordy.wordy.

►For example:For example:►Overtime is favored by hourly workersOvertime is favored by hourly workers

Hourly workers favor overtime.Hourly workers favor overtime.

ConcisenessConciseness

Why is conciseness Why is conciseness importantimportant

►Saves TimeSaves Time►Aids ClarityAids Clarity►Demand of TechnologyDemand of Technology

How to achieve concisenessHow to achieve conciseness

►Limit paragraph lengthLimit paragraph length►Limit word and sentence lengthLimit word and sentence length

Cut long sentences in halfCut long sentences in half Avoid shun wordsAvoid shun words Avoid camouflaged wordsAvoid camouflaged words Avoid Expletive PatternAvoid Expletive Pattern Omit RedundanciesOmit Redundancies Avoid WordinessAvoid Wordiness

Avoid Shun WordsAvoid Shun Words

Shun WordsShun Words Concise VersionsConcise Versions

Came to the Came to the conclusionconclusion

ConcludedConcluded

Make revisionsMake revisions ReviseRevise

Investigation of theInvestigation of the InvestigateInvestigate

Utilization ofUtilization of useuse

Avoid camouflaged wordsAvoid camouflaged words

Camouflaged wordsCamouflaged words Concise VersionsConcise Versions

Make an adjustment Make an adjustment ofof

AdjustAdjust

Have a meetingHave a meeting MeetMeet

At a later momentAt a later moment laterlater

►There are three people who will work There are three people who will work for Acmefor Acme

►Three people will work for Acme.Three people will work for Acme.

► It has been decided that ten engineers It has been decided that ten engineers will be hired.will be hired.

►Ten engineers will be hired.Ten engineers will be hired.

Avoid expletive pattern (There Avoid expletive pattern (There is, Are, Was, Were, Will be, It is)is, Are, Was, Were, Will be, It is)

Omit RedundanciesOmit Redundancies

►During the year of 2005During the year of 2005

► In the month of DecemberIn the month of December

►We collaborated together ……We collaborated together ……

► The other alternative is to …….The other alternative is to …….

► This is a new innovation.This is a new innovation.

Avoid WordinessAvoid Wordiness

Wordy PhrasesWordy Phrases Concise RevisionsConcise Revisions

In order to purchaseIn order to purchase To buyTo buy

At a rapid rateAt a rapid rate fastfast

Is of the opinion that Is of the opinion that ThinksThinks

Due to the fact thatDue to the fact that becausebecause

AccuracyAccuracy

How to achieve accuracyHow to achieve accuracy

►Proof readingProof reading Read one line at a timeRead one line at a time Use spelling and grammar checkersUse spelling and grammar checkers Check figures, equations and Check figures, equations and

abbreviationsabbreviations Read it aloud onceRead it aloud once Try scatter shot proof readingTry scatter shot proof reading Use a dictionaryUse a dictionary

OrganizationOrganization

Methods of Organizing your Methods of Organizing your WritingWriting

► SpatialSpatial Description of Machine parts, ground plots etcDescription of Machine parts, ground plots etc

► ChronologicalChronological Documenting time and steps in an instructionDocumenting time and steps in an instruction

► ImportanceImportance Arrange text according to its importanceArrange text according to its importance

► Comparison/ContrastComparison/Contrast To surpass competition e.g in sale brochuresTo surpass competition e.g in sale brochures

► Problem/ SolutionProblem/ Solution Emphasize on problem first, then give a solution in a Emphasize on problem first, then give a solution in a

proposalproposal

EthicsEthics

Check your writing in the Check your writing in the view of view of

►LegalitiesLegalities

►PracticalitiesPracticalities

►EthicalitiesEthicalities

Let’s Practice!!Let’s Practice!!