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Technical Communications: TextTechnical Communications: Text

Overall Editing ConcernsOverall Editing Concerns

NOTE: Not Just ‘Prettying Up’ the DocumentNOTE: Not Just ‘Prettying Up’ the Document

• Text, Style, Format, Graphics, ToneText, Style, Format, Graphics, Tone• Labeling and TerminologyLabeling and Terminology• ReferencingReferencing• Information ArchitectureInformation Architecture



Overall Editing ConcernsOverall Editing Concerns

• NavigationNavigation• PacingPacing• Method of DevelopmentMethod of Development• Media Delivery Media Delivery • Human Factors Engineering (Audience Human Factors Engineering (Audience

Profiling, Profiling, Task/Environmental Analysis)Task/Environmental Analysis)



Editing TechniquesEditing Techniques

• Proper Editing Requires Team of ReviewersProper Editing Requires Team of Reviewers

(Editorial, Technical, Marketing, and Others)(Editorial, Technical, Marketing, and Others)

• Spell Checkers and Grammar Checkers: Aids Spell Checkers and Grammar Checkers: Aids to Editing—Not Solutionsto Editing—Not Solutions



Maintain CoherenceMaintain Coherence

• Smooth Thought FlowSmooth Thought Flow• Transitional Words and PhrasesTransitional Words and Phrases• Link Pronouns to Preceding SentencesLink Pronouns to Preceding Sentences• Repeat Key Words or PhrasesRepeat Key Words or Phrases



Weed Out Abstractions - Weed Out Abstractions - Excerpt from Actual Excerpt from Actual Data Sheet (used ‘XYZ’ to protect company name):Data Sheet (used ‘XYZ’ to protect company name):

““XYZ company is a change mindset. A frame of mind XYZ company is a change mindset. A frame of mind that generates progress, a structure that opens new that generates progress, a structure that opens new horizons, freed from assumptions and stereotyped horizons, freed from assumptions and stereotyped answers. A zero-based thinking framework that answers. A zero-based thinking framework that enables organizational reconfiguration through enables organizational reconfiguration through integration, beyond reorganization or integration, beyond reorganization or rationalizationrationalization….” ….”



Minimize Sentence ComplexityMinimize Sentence Complexity – – Sample Sample Sentence:Sentence:

““Systems for digitizing and storing analog data, Systems for digitizing and storing analog data, sorting and averaging multiple analog signals, and sorting and averaging multiple analog signals, and sequencing processing events are all examples of sequencing processing events are all examples of laboratory problems where ABC company has laboratory problems where ABC company has knowledge independent of scientific disciplines.”knowledge independent of scientific disciplines.”



Minimize Sentence ComplexityMinimize Sentence Complexity – Improved– Improved Sample Sentence:Sample Sentence:

““ABC company has systems which can digitize and ABC company has systems which can digitize and store analog data, sort and average multiple analog store analog data, sort and average multiple analog signals, and sequence processing events. All these signals, and sequence processing events. All these capabilities exemplify ABC’s knowledge, which is capabilities exemplify ABC’s knowledge, which is independent of scientific disciplines.”independent of scientific disciplines.”



Eliminate Nonessential PreliminariesEliminate Nonessential Preliminaries - - Samples of Nonessential PrelSamples of Nonessential Preliminaries with es with Improvements:Improvements:

Nonessential PreliminaryNonessential Preliminary ImprovedImproved

In an effort to improveIn an effort to improve To improveTo improveFor the purpose ofFor the purpose of ForForIn order toIn order to ToToIn the event thatIn the event that IfIfIn view of the fact thatIn view of the fact that ‘Because’, or ‘Since’‘Because’, or ‘Since’It is evident that It is evident that EvidentlyEvidentlyIn a manner similar to In a manner similar to LikeLike



Eliminate Nonessential PreliminariesEliminate Nonessential Preliminaries - - Sample Sentence with ‘Deadwood’ (37 words):Sample Sentence with ‘Deadwood’ (37 words):

“The programming office will perform an evaluation or system study, as discussed in previous paragraphs, on each requirement or recommendation to provide the headquarters’ staff directorate information to render managerial decisions on the validity of each requirement.”



Eliminate Nonessential PreliminariesEliminate Nonessential Preliminaries – – ImprovedImproved Sample Sentence (23 words):Sample Sentence (23 words):

“The programming office will evaluate each requirement, as previously mentioned, to allow the headquarters’ staff directorate to make decisions regarding the requirement’s validity.”



Break Up Dense WritingBreak Up Dense Writing – – Sample Sentence:Sample Sentence:

“The IRWO is the smallest of the five systems. The typical configuration of this system has a KR10 central processor, 32 to 64K high-speed MT core memories, the TY026 disk system with up to two disk packs, the TD106 magnetic tape system with up to two drives, and low-speed peripheral equipment including a BR10F card reader, a PG12A line printer, and local DQ10 lines.”



Break Up Dense WritingBreak Up Dense Writing – – ImprovedImproved Sample Sample Sentence:Sentence:

The 1122 is the smallest of the five systems. Its typical The 1122 is the smallest of the five systems. Its typical configuration includes the following:configuration includes the following:

One KR10 central processorOne KR10 central processor One 32 to 64 high-speed MT10 core memoryOne 32 to 64 high-speed MT10 core memory One TY026 disk system with up to two disk packsOne TY026 disk system with up to two disk packs One TD106 magnetic tape system with up to two drivesOne TD106 magnetic tape system with up to two drives

It also includes the following low-speed peripheral equipment:It also includes the following low-speed peripheral equipment:

One BR10F card readerOne BR10F card reader One PG12A line printerOne PG12A line printer Local DQ10 linesLocal DQ10 lines



Watch Out for Jargon and AbbreviationsWatch Out for Jargon and Abbreviations –– Abbreviations and Acronyms:Abbreviations and Acronyms:

• Spell Out Term the First Time It’s UsedSpell Out Term the First Time It’s Used

• Provide Index and GlossaryProvide Index and Glossary



Grammar, Usage, and PunctuationGrammar, Usage, and Punctuation

• Knowledge Not Easy to AcquireKnowledge Not Easy to Acquire• Many Rules and ExceptionsMany Rules and Exceptions• Fine-Tune Edit Late in Draft CycleFine-Tune Edit Late in Draft Cycle• No Foolproof Grammar CheckersNo Foolproof Grammar Checkers• Grammar/Usage/Punctuation: Context Grammar/Usage/Punctuation: Context

SensitiveSensitive



Literacy Versus CompetencyLiteracy Versus Competency

• Literacy: Mechanics of MessageLiteracy: Mechanics of Message• Competency: Conveyance of MessageCompetency: Conveyance of Message• Use Concrete, Short, and Simple Words Use Concrete, Short, and Simple Words • Use Short, Variable SentencesUse Short, Variable Sentences



Right AttitudeRight Attitude

• ‘‘Technical’ Doesn’t Mean Stiff and FormalTechnical’ Doesn’t Mean Stiff and Formal• Get Your Point Across—in ContextGet Your Point Across—in Context• Put ‘Voice’ in Your Writing Put ‘Voice’ in Your Writing • Have a Clear Purpose and DirectionHave a Clear Purpose and Direction



Factors that Increase ComprehensionFactors that Increase Comprehension

• Logical, Systematic PresentationLogical, Systematic Presentation• Provide Overview/AbstractProvide Overview/Abstract• Break Up Paragraphs (Short Paragraphs)Break Up Paragraphs (Short Paragraphs)



Factors that Increase ComprehensionFactors that Increase Comprehension

• Provide Plenty of Realistic ExamplesProvide Plenty of Realistic Examples• ‘ ‘Linking’ Words to Support LogicLinking’ Words to Support Logic• Use Lists, Tables, Screen Shots, Flowcharts, Use Lists, Tables, Screen Shots, Flowcharts,

IllustrationsIllustrations



Overusing the Passive VoiceOverusing the Passive Voice

• More Difficult to Understand and RetainMore Difficult to Understand and Retain• Emphasis More on Object than SubjectEmphasis More on Object than Subject• Lacks Emphasis, Vitality, and Motion Lacks Emphasis, Vitality, and Motion • Conceals the ‘Doer’Conceals the ‘Doer’



Verb Nominalizations and the Passive VoiceVerb Nominalizations and the Passive Voice

NominalizationNominalization Active VerbActive Verb

OperationOperation OperateOperate

ConstructionConstruction ConstructConstruct

CreationCreation CreateCreate

Nominalization (Passive Voice): Nominalization (Passive Voice): “The construction of “The construction of the new tree house will be completed by Jim.”the new tree house will be completed by Jim.”

Active Verb (Active Voice): Active Verb (Active Voice): “Jim will construct a new tree “Jim will construct a new tree house.”house.”



Fast PacingFast Pacing

• Terse, Compressed, Compact WritingTerse, Compressed, Compact Writing• Excludes Information Excludes Information • Assumes Reader Knowledge LevelAssumes Reader Knowledge Level

Example:Example: “Feed the blank tape into the punch machine.” “Feed the blank tape into the punch machine.”

Assumption:Assumption: Reader knows how to start feeding the Reader knows how to start feeding the tape, and how to verify that it has been fed correctly.tape, and how to verify that it has been fed correctly.



IndexingIndexing

• Topic ReferencesTopic References• Main Entries and SubentriesMain Entries and Subentries• Search Words Relevant to Reader Profile Search Words Relevant to Reader Profile • Useful and Meaningful Words/PhrasesUseful and Meaningful Words/Phrases• Select Informative/Contextual InstancesSelect Informative/Contextual Instances• Cross References (See/See Also)Cross References (See/See Also)• Create Index at the End of ProjectCreate Index at the End of Project



Style GuideStyle Guide

• Reference Tool for Style and UsageReference Tool for Style and Usage• Reference Books for Types of WritingReference Books for Types of Writing• English Language is Continually Evolving English Language is Continually Evolving • Don’t Be a PuristDon’t Be a Purist• Be Aware of Changes in Style and UsageBe Aware of Changes in Style and Usage• Always Think of Your Reader, Your Always Think of Your Reader, Your

Viewer, and Your Viewer, and Your ListenerListener



SummarySummary

• Words Are the Basic Building BlocksWords Are the Basic Building Blocks• Choose Words that Are UnderstoodChoose Words that Are Understood• Use Informative WordsUse Informative Words

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