Objectives in Technical Writing

CHAPTER #2

Objectives in Technical WritingOutlineClarityConcisenessAccuracyOrganizationEthicsAudience MulticulturalismSexiest language1) CLARITYProvide specific detailsupply specific, quantified informationavoid vague adjectives / adverb: some, recent, about2) Answer the reporters questionsWhy, where, who, when, what, how3) Use easily understandable wordsAvoid obscure wordsDefine acronyms, abbreviation and jargonsUse active voiceProvide specific detailsOur latest attempts at molding pre-form protectors led to improvement. During the week of 10/4/05, attempts at molding pre-form protectors led to improvement. We spent several hours in Dept. 15 trying different machine settings.We spent 12 hours in Dept. 15 trying different machine settings.

Answer the reporters questionsDATE: November 11, 2008TO:Mary JaneFROM:Don GoldenbaumSUBJECT:TECHNICIAN MEETING

Please be prepared to plan a presentation on month end reports. Please be sure that your explanations are very detailed. ThanksUse easily understandable wordsObscureAlternativeAforementionedAlready discussedIn lieu ofInstead ofAccedeAgreeAs per your requestAs you requestedIssuanceSendCognizantKnowDiscloseShowAscertainFind outAvoid obscure wordsWrite to express, not impress; write to communicate, not to confuse.Active Voice over Passive VoicePassive Constructions are unclear and wordy.For example:Overtime is favored by hourly workersHourly workers favor overtime.

2) CONCISENESSLimit paragraph lengthLimit words and sentence lengthUse Fog IndexUse meat cleaver methodAvoid shun wordsOmit redundanciesAvoid camouflaged wordsAvoid expletive patternAvoid wordy phrasesTechnology demands concisenessAvoid Shun WordsShun WordsConcise VersionsCame to the conclusionConcludedMake revisionsReviseInvestigation of theInvestigateUtilization ofuseAvoid camouflaged wordsCamouflaged wordsConcise VersionsMake an adjustment ofAdjustHave a meetingMeetAt a later momentlaterAvoid expletive patternThere are three people who will work for AcmeThree people will work for Acme.

It has been decided that ten engineers will be hired.Ten engineers will be hired.Omit RedundanciesDuring the year of 2005

In the month of December

We collaborated together

The other alternative is to .

This is a new innovation.

Avoid WordinessWordy PhrasesConcise RevisionsIn order to purchaseTo buyAt a rapid ratefastIs of the opinion that ThinksDue to the fact thatbecause3) ACCURACYOne way...proofread!Read one line at a timeUse spelling and grammar checkersCheck figures, equations and abbreviationsRead it aloud onceTry scatter shot proof readingUse a dictionary

4) ORGANIZATIONSpatialChronologicalImportanceProblem / SolutionComparison / ContrastMethods of OrganizingSpatialDescription of Machine parts, ground plots etc

ChronologicalDocumenting time and steps in an instruction

ImportanceArrange text according to its importance

Comparison/ContrastTo surpass competition e.g in sale brochures

Problem/ SolutionEmphasize on problem first, then give a solution in a proposal5) ETHICSLegalitiesPracticalitiesEthicalities

6) AUDIENCEKnowledge on subject matterHigh-tec, low-tech, lay, multipleWriting for future audienceDefine terms for audienceAudience diversityAge, gender, family issues, race, religion, physical and mental, class/statusAudience personality traits7) MULTICULTURALISMEffective communicationDistinguish Between Nouns and VerbsBe Careful when using Slash MarksWatch for Cultural Biases/ExpectationsAvoid Humour and PunsAvoid Figurative LanguageTranslations May Take More or Less Space Be Careful with Numbers, Measurement, Dates , and TimesUse Stylized Graphics to Represent People2) Avoid Biased language8) SEXIST LANGUAGEIgnoring Women or Treating Them as SecondaryStereotypingPronounsGender-Tagged Name