Chapter 6: An Overview of the Technical Writing Process

Copyright © 2014, 2011, 2008 by Pearson Education, Inc. All rights reserved.

Technical Communication, 13th Edition

John M. LannonLaura J. Gurak

Chapter 6An Overview of the An Overview of the

Technical Writing ProcessTechnical Writing Process


Learning ObjectivesLearning Objectives

Identify unique aspects of the technical writing process

Appreciate the role of critical thinking during that process

Follow one working writer through an everyday writing situation

Observe the steps in planning, drafting, and revising a document


Learning Objectives (continued)Learning Objectives (continued)

Understand why proofreading is an important final step

Appreciate the advantages and drawbacks of digital writing tools


The Technical Writing ProcessThe Technical Writing ProcessAlthough the writing process (researching, planning, drafting, and revising) is similar across all disciplines, the process for technical writing differs from the process for essay writing in some ways. For example:Research often involves discussions with technical experts.Analysis of audience needs and expectations is critical.Complex organizational settings and “office politics” play an important role.


The Technical Writing Process The Technical Writing Process (continued)(continued)

Colleagues frequently collaborate in preparing a document.

Many workplace documents are carefully reviewed before being released.

Proper format (letter, memo, report, brochure, and so on) for a document is essential.

Proper distribution medium (hard copy or digital) is essential.

Deadlines often limit the amount of time that can be spent preparing a document.


The Technical Writing Process The Technical Writing Process (continued)(continued)

An illustration of the technical writing process:


Questions to Consider as Questions to Consider as You Work with the Ideas and You Work with the Ideas and

InformationInformation Have I defined the issue accurately? Is the information I’ve gathered complete, accurate,

reliable, and unbiased? Can it be verified? How much of it is useful? Is a balance of viewpoints represented? What do these facts mean? What conclusions seem to emerge? Are other interpretations possible?


Questions to Consider as Questions to Consider as You Work with the Ideas and You Work with the Ideas and

Information (continued)Information (continued) What, if anything, should be done? What are the risks and benefits? What other consequences might this have? Should I reconsider?


Questions to Consider as Questions to Consider as You Plan the DocumentYou Plan the Document

What do I want it to accomplish? Who is my audience, and why will they use this

document? What do they need to know? What are the “political realities” (feelings, egos,

cultural differences, and so on)? How will I organize? What format and visuals should I use? Whose help will I need? When is it due?


Questions to Consider as Questions to Consider as You Draft the DocumentYou Draft the Document

How do I begin, and what comes next? How much is enough? What can I leave out? Am I forgetting anything? How will I end? Who needs to review my drafts?


Questions to Consider Questions to Consider as You Evaluate and Revise as You Evaluate and Revise

the Documentthe Document Does this draft do what I want it to do? Is the content useful? Is the organization sensible? Is the style readable? Is everything easy to find? Is the format appealing? Is the medium appropriate? Is everything accurate, complete, appropriate, and

correct?


Questions to Consider Questions to Consider as You Evaluate and Revise as You Evaluate and Revise

the Document (continued)the Document (continued) Is the information honest and fair? Who needs to review and approve the final version? Does it advance my organization’s goals? Does it advance my audience’s goals?


Make Proofreading Make Proofreading Your Final StepYour Final Step

Basic errors distract the reader and make the writer look bad. Proofreading for the following:Sentence errorsPunctuation errorsUsage errorsMechanical errorsFormat errorsTypographical errors


Guidelines for ProofreadingGuidelines for Proofreading

Keep in mind the following guidelines when proofreading a document:Save it for the final draftTake a break before proofreading your final documentWork from hard copyKeep it slowBe especially alert for problem areas in your writingProofread more than onceNever rely only on the computer


Digital Technology and the Digital Technology and the Writing ProcessWriting Process

A variety of digital tools and programs exist that provide support for the technical writing process.

Consider using such options as brainstorming and storyboarding software, wikis, tracking systems, social media for research, flowcharting and mapping software, and more.


Review QuestionsReview Questions1. What are the four stages of the writing process?2. What are five questions to ask when working with ideas and information?3. What are five questions to ask when planning the document?4. What are five questions to ask when drafting the document? 5. What are five questions to ask when evaluating and revising the document?


Review Questions (continued)Review Questions (continued)

6. Why is proofreading important as a final step? 7. What are six types of errors to look for when

proofreading? 8. When should you proofread? 9. How many times should you proofread?10. What are three digital technologies that enhance the writing process?