technical style

8/2/2019 Technical Style

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Technical StyleTechnical Style


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What is a style?What is a style?

Style refers to the way something is said ratherStyle refers to the way something is said ratherthan what is said. Style is the distinctive mode orthan what is said. Style is the distinctive mode or

manner of expressing ideas in languagemanner of expressing ideas in language

What is the distinctive mode or manner ofWhat is the distinctive mode or manner of

expression?expression?

This distinctive mode may refer to the processThis distinctive mode may refer to the processof choosing appropriate :of choosing appropriate :

Words and phrasesWords and phrases Sentence structureSentence structure

Sentence typeSentence type


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Rhetorical devices (description, narration,Rhetorical devices (description, narration,

explanation. Comparison and contrast)explanation. Comparison and contrast)

Effective logical structure and organization.Effective logical structure and organization.

Style in communication depends on various factors:Style in communication depends on various factors:

The audienceThe audience :the same message when addressed:the same message when addressed

to a superior is expressed more diplomatically andto a superior is expressed more diplomatically andtactfully, but when addressed to subordinates it istactfully, but when addressed to subordinates it is

more direct and forceful.more direct and forceful.


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The communicative contextThe communicative context: conveying: conveyingroutine information and making requests,routine information and making requests,

communicating good or bad news.communicating good or bad news.

The purposeThe purpose : the way one conveys good news: the way one conveys good newsis not the same as conveying bad news.is not the same as conveying bad news.

The style in technical communication may referThe style in technical communication may referto the way a person puts words together intoto the way a person puts words together into

sentences, arranges sentences into paragraphs,sentences, arranges sentences into paragraphs,

and organizes paragraphs to frame a piece ofand organizes paragraphs to frame a piece ofwriting or an appropriate oral discourse towriting or an appropriate oral discourse toconvey technical information clearly andconvey technical information clearly and

accurately.accurately.


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For a sound to be produced and heard, a sourceFor a sound to be produced and heard, a source

of vibratory energy, a material medium, and aof vibratory energy, a material medium, and a

receiver are required. Some of the energy from areceiver are required. Some of the energy from avibrating source is transmitted as a longitudinalvibrating source is transmitted as a longitudinalwave through the medium to the ear. Soundwave through the medium to the ear. Sound

waves will not travel through a vacuum. The earwaves will not travel through a vacuum. The earis sensitive to the small pressure variationsis sensitive to the small pressure variationscaused by the sound wave and is able to convertcaused by the sound wave and is able to convert

these small pressure changes into electricalthese small pressure changes into electrical

impulses. These are transmitted by auditoryimpulses. These are transmitted by auditorynerves to the brain, where they produce thenerves to the brain, where they produce the

sensation of sound.sensation of sound.


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No personal pronounsNo personal pronouns

Scientific words are usedScientific words are used

Language is simple, direct. Factual and preciseLanguage is simple, direct. Factual and precise Rhetorical technique of description with linearRhetorical technique of description with linear

logical organization is used.logical organization is used.


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ABC OF TECHNICAL COMMUNICATIONABC OF TECHNICAL COMMUNICATION

A Stands forA Stands for AccuracyAccuracy: it means accuracy of: it means accuracy of

informationinformation as well as accuracy ofas well as accuracy ofexpressionexpression. If a. If aperson has to write a technical report or give anperson has to write a technical report or give anoral presentation he/she should repeatedly checkoral presentation he/she should repeatedly checkall the facts that need to be included in the report/all the facts that need to be included in the report/

presentation. Any factual error will put a questionpresentation. Any factual error will put a questionmark on the reliability of the report and therebymark on the reliability of the report and therebyreduces its effectiveness.reduces its effectiveness.

Accuracy of expression demands that there shouldAccuracy of expression demands that there shouldbe no errors of grammar, spelling, punctuation.be no errors of grammar, spelling, punctuation.

Accuracy is essential for a professional andAccuracy is essential for a professional andtechnical communicator.technical communicator.


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Accuracy of expression also demands precision inAccuracy of expression also demands precision inthe use of words, phrases, sentences and paragraphs.the use of words, phrases, sentences and paragraphs.

Precision is the quality being exact, accurate andPrecision is the quality being exact, accurate and

definitedefinite

Techniques of precision:Techniques of precision:

Simple and familiar words.Simple and familiar words.

Exact words and phrases.Exact words and phrases.

Avoiding excessive use of jargons.Avoiding excessive use of jargons.


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Although all metals react oxygen, their reactivity isAlthough all metals react oxygen, their reactivity isdifferent. Some metals, such as sodium anddifferent. Some metals, such as sodium and

potassium, react with oxygenpotassium, react with oxygen trenchantlytrenchantly. They. Theyigniteignite even ifeven ifretained unenclosedretained unenclosed in the air.in the air.

Although all metals react with oxygen, theirAlthough all metals react with oxygen, theirreactivity is different. Some metals, such as sodiumreactivity is different. Some metals, such as sodium

and potassium, react with oxygenand potassium, react with oxygenvigorouslyvigorously. They. They

catch firecatch fire even ifeven ifkept openkept open in the air.in the air.


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Using exact words and phrasesUsing exact words and phrases

Technical communicator must have an exactTechnical communicator must have an exact

knowledge of the meaning of the words andknowledge of the meaning of the words andphrases.phrases.

Affect/ effectinfluence/ resultAffect/ effectinfluence/ result

All ready/ already..completelyAll ready/ already..completelyprepared/beforehandprepared/beforehand

Appraise/ apprise..evaluate/ informAppraise/ apprise..evaluate/ inform


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Brevity: is the quality of being brief but: is the quality of being brief but

comprehensive in expression.comprehensive in expression.

Brevity can be achieved by avoidingBrevity can be achieved by avoidingwordinesswordinessandand repetitionrepetition

Blasting is a very important and significant process, whichBlasting is a very important and significant process, which

can be defined as a process where rock is broken intocan be defined as a process where rock is broken intofragments for a remarkable purpose, that is, recovery offragments for a remarkable purpose, that is, recovery of

valuable ore.valuable ore.

B

lasting is a process where rock is broken into fragments forB

lasting is a process where rock is broken into fragments forrecovery of valuable ore.recovery of valuable ore.


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Wordy StyleWordy Style: A computer performs several: A computer performs several

important functions, which include performing fastimportant functions, which include performing fast

and accurate calculations.and accurate calculations.

Concise StyleConcise Style: A computer performs fast and: A computer performs fast and

accurate calculations.accurate calculations.


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ClarityClarity: clarity in communication is the quality of: clarity in communication is the quality ofbeing unambiguous and easily understood.being unambiguous and easily understood.

Clarity can be achieved by using direct language,Clarity can be achieved by using direct language,

specific and concrete words, and clear expressions.specific and concrete words, and clear expressions.

Examine the sentence:Examine the sentence: I will contact you later.I will contact you later.

Contact.. will he call, send an email, write a letter orContact.. will he call, send an email, write a letter ormake a personal visit.make a personal visit.

Later.. Next week, next month, next yearLater.. Next week, next month, next year

I will visit you office on Monday.I will visit you office on Monday.

I will send you an email next week.I will send you an email next week.


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Objectivity in Technical Communication:Objectivity in Technical Communication:

As technical communication is a systematicAs technical communication is a systematicdiscussion, analysis, and interpretation of factsdiscussion, analysis, and interpretation of facts

rather than expression of sentiments andrather than expression of sentiments and

emotions, the speaker or writer is notemotions, the speaker or writer is not

concerned with subjective comments andconcerned with subjective comments andpersonal feelings.personal feelings.

Objectivity in communication can be achievedObjectivity in communication can be achievedby usingby using factual and impersonal language.factual and impersonal language.


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Impersonal language: Technical communicationImpersonal language: Technical communicationis more concerned with what was done, whatis more concerned with what was done, what

happened.that ishappened.that is actionaction rather than who didrather than who didwhat that iswhat that is actoractor

The impersonal passive is the mostThe impersonal passive is the mostimportant linguistic device used to makeimportant linguistic device used to make

technical communication impersonal,technical communication impersonal,

objective, and formal.objective, and formal.


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We know that chemical reactions involve theWe know that chemical reactions involve thebreaking of bonds and the making of new ones. Webreaking of bonds and the making of new ones. We

often need to supply energy to get the reactionoften need to supply energy to get the reactiongoing. The energy that we supply may be in thegoing. The energy that we supply may be in theform of heat.form of heat.

Chemical reactions involve the breaking of bonds and theChemical reactions involve the breaking of bonds and themaking of new ones. Energy is supplied to get the reactionmaking of new ones. Energy is supplied to get the reaction

going. The energy that is supplied may be in the form of heat.going. The energy that is supplied may be in the form of heat.


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We know that microscope and telescopes are devices that weWe know that microscope and telescopes are devices that we

can use to magnify something. We can use a microscope tocan use to magnify something. We can use a microscope to

magnify the size of objects that are very small and we reallymagnify the size of objects that are very small and we reallycannot see them by the naked eye. (personal & subjective)cannot see them by the naked eye. (personal & subjective)

Microscopes and telescopes are magnifying devices.Microscopes and telescopes are magnifying devices.The microscope is used to magnify the size ofThe microscope is used to magnify the size of

objects that are too small to be seen by the nakedobjects that are too small to be seen by the naked

eye. (impersonal &objective)eye. (impersonal &objective)


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Achieve objectivityAchieve objectivity::

Use appropriate passive constructions.Use appropriate passive constructions.

Use active form sparingly.Use active form sparingly.

Avoid personal pronouns and expressions.Avoid personal pronouns and expressions.

Use factual words.Use factual words.


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Objectivity in professional speaking:Objectivity in professional speaking:

Avoid Hasty Generalization:Avoid Hasty Generalization:

generalizations are general statements thatgeneralizations are general statements thatcovers wide range of conditions, situations,covers wide range of conditions, situations,

events, and times. In order to be objective, oneevents, and times. In order to be objective, one

should avoid making hasty generalizationsshould avoid making hasty generalizations

because they reveal and reflect ones bias.because they reveal and reflect ones bias.

Moreover, hasty generalization may offendMoreover, hasty generalization may offendones listeners.ones listeners.


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Avoid sexist languageAvoid sexist language

Men , women, policeman, manmade, fireman,Men , women, policeman, manmade, fireman,gunman and so on may be avoided. Insteadgunman and so on may be avoided. Instead

,people, human beings, chairperson, police,people, human beings, chairperson, police

personnel, firefighter, security personnel and sopersonnel, firefighter, security personnel and soon may be used.on may be used.


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Do not refer to irrelevant differencesDo not refer to irrelevant differences

Irrelevant differences based on caste, or religionIrrelevant differences based on caste, or religion

may be avoided. Like: Muslim lawyer, a Bengali,may be avoided. Like: Muslim lawyer, a Bengali,teacher, female journalist.teacher, female journalist.


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Avoid racist languageAvoid racist language

I n order to be objective, racist language shouldI n order to be objective, racist language shouldbe avoided. One should be very particular whilebe avoided. One should be very particular while

referring to a group of people. A professionalreferring to a group of people. A professional

has to reflect an attitude that does not hurthas to reflect an attitude that does not hurthis/her feelings.his/her feelings.


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Formal languageFormal language

Formal language refers to the use of formalFormal language refers to the use of formalwords, scientific vocabulary, specializedwords, scientific vocabulary, specialized

terminology. The use of formal language is aterminology. The use of formal language is a

specific feature of technical communication.specific feature of technical communication.Every field of science and technology has itsEvery field of science and technology has itsown list of terms and phrases.own list of terms and phrases.

Use formal wordsUse formal words Avoid colloquial and informal woeds andAvoid colloquial and informal woeds and

expressionsexpressions


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Use appropriate scientific phrases.Use appropriate scientific phrases.

Use appropriate technical terms.Use appropriate technical terms.

Use standard and formal sentence structure.Use standard and formal sentence structure.

Avoid conversational tone.Avoid conversational tone.

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