Technical Communication

The Nature of Technical Communication

• Reading Signs: Observing road or instructional signs during your

commute.
• Checking Nutritional Information: Looking at calorie counts on a
cereal box.
• Professional Correspondence: Emailing a professor for a
recommendation.
• Following Instructions: Using an ATM to withdraw money.
Importance of Writing Skills

• Essential Skill: Writing is no longer an optional skill but a crucial one

for everyone.
• Essential for both professional and personal success.
• Integral to effective communication in the workplace
• Public and Economic Relevance: Effective written and oral
communication is vital for success in American public and economic
spheres.
• Employer Concerns: According to the Workforce Solutions Group at
St. Louis Community College, many employers find that college
graduates often lack the necessary communication skills (White, 2013).
• Role in the Workplace:
• Modern organizations rely heavily on written documentation.
• Nearly every action within a company is documented in writing.
• Types of Writing Required:
• Emails and correspondence.
• Visual presentations using tools like PowerPoint.
• Technical and formal reports.
• Quality of Writing:
• Must be accurate, clear, and grammatically correct.
• Poor grammar can negatively impact professional credibility.
• Kyle Wiens’ Perspective:
• Emphasizes zero-tolerance for grammar mistakes.
• Believes grammar errors can make individuals appear unprofessional.
• Further Learning:
• Video recommendation for more information on necessary writing skills, particularly for STEAM fields.
•
Technical communication encompasses the creation and dissemination
of ideas and information within a professional setting. It includes a
variety of formats such as letters, emails, instructions, reports,
proposals, websites, and blogs, which are all part of the documents
one might write in this field. The Society for Technical
Communication (STC) characterizes technical communication as a
diverse field involving any communication about technical or
specialized subjects, the use of technology like web pages or help
files, or providing instructions on performing tasks.
• Technical writing, in particular, focuses on conveying intricate
information to a specific audience, enabling them to achieve certain
goals or complete tasks with accuracy, usefulness, and clarity. Whether
drafting an email to a professor or supervisor, preparing a presentation
or report, designing a sales flyer, or creating a webpage, one is
engaging in technical communication.
• The origins of technical communication can be traced back to various
historical periods, including Ancient Greece with the advent of rhetoric,
and the Renaissance. However, writing about technology dates back to
the earliest civilizations, which documented weather patterns, tool
creation and usage, and livestock numbers. The modern profession of
technical writing began during World War I, driven by the necessity for
technology-based documentation in the military and manufacturing
sectors. As technology advanced and organizations globalized, the
importance of technical communication grew. In 2009, the U.S. Bureau
of Labor Statistics officially recognized Technical Writer as a
profession, highlighting its significance in today's world (STC).
What does technical communication or
workplace writing entail?
• For an example, look at this page from the U.S. Environmental
Protection Agency about climate change. While reviewing this
document, think about these questions:
• Who is the intended audience?
• What information is provided in this document?
• What tasks or goals will it help achieve?
• What features make this document useful?
• Does it address a problem?
• How is the writing style in this government document?
• Is the writing concise and accurate? Notice the annotations in the
document's margins. Based on these notes and your answers to the
questions above, would you consider this an effective document? This
is just one type of technical document you will encounter in this
course. Continue reading for more discussion on the traits of technical
writing.
Characteristics of Technical Writing

• Mike Markell (2015), Sidney Dobrin (2010), Sam Dragga (2012), and others
emphasize that technical writing must meet high standards. Here are its key
characteristics:
• Audience-Focused:
• Tailored to a specific audience, which may include both primary and secondary
readers.
• Understanding the reader's needs is crucial for effective communication.
• Rhetorical and Purposeful:
• Aims to solve problems or persuade readers to take action.
• Clearly identifies the purpose and audience from the start.
• Example: A course syllabus sets student expectations, while a university website
informs potential and current students.
• Professional:
• Reflects the organization's values, goals, and culture.
• Maintains and projects the organization's public image.
• Example: The Plain Writing Act of 2010 promotes clear government communication
to enhance public understanding.
• Design-Centered:
• Utilizes document design elements like visuals, typography, and spacing to enhance
readability and engagement.
• Incorporates images, charts, and illustrations to clarify complex information.
• Research and Technology Oriented:
• Often involves collaboration with experts and designers.
• Relies on thorough research to ensure accuracy and completeness of information.
• Ethical:
• Adheres to ethical standards, including legal obligations such as liability, copyright, contract, and
trademark laws.
• Ethical considerations are integral to the writing process.
• Socially Just:
• Considers the social impact and strives for inclusivity.
• Aims to make information accessible and understandable to diverse audiences.
• Recognizes the importance of not assuming readers' backgrounds or knowledge.
• Accessible:
• Focuses on creating accessible information for all users.
• Utilizes design and technology to enhance understanding and usability.
• Historically targeted dominant populations but now increasingly considers diverse access needs
across various identity spectrums.
• Technical communicators use their skills to foster inclusive environments.
Five Components of Writing:
• Grammar
• Grammar is crucial in all forms of writing but takes on heightened
importance in technical writing. While longer essays can sometimes
conceal grammatical errors, those same mistakes are glaringly obvious
in concise memos or letters. A survey conducted by Gerson, involving
over 700 technical writers nationwide, revealed that 98% consider
correct grammar to be a fundamental aspect of effective
correspondence. This emphasis on grammar is not just limited to
English teachers; it is equally valued by professional writers and
business professionals.
• Organization
• Essays typically incorporate topic sentences, transitions between and
within paragraphs, and a thesis statement. Technical writing, however,
deviates from this structure. In technical documents such as memos,
letters, or reports, the thesis is replaced by a subject line. Unlike
essays, where paragraphs are longer and more detailed, technical
writing features shorter paragraphs, often just one to three sentences,
making topic sentences less critical. Transitions in essays might be
replaced by enumerated lists, bullet points, and various headings and
subheadings in technical documents.
• Style
• The style of writing differs significantly between essays and technical
writing. Essays often use longer, more nuanced words, complex sentence
structures, and detailed paragraphs. In contrast, technical writing favors
short, clear words, simple sentences, and concise paragraphs, frequently
supplemented with graphics like pie charts and line graphs for clarity.
This difference in style is driven by the audience and the purpose of the
writing. Technical writing is intended for readers who may not be
interested in the subject and who seek quick and efficient solutions, such
as when assembling a toy or installing software. Therefore, technical
writing aims to be as concise and straightforward as possible.
• Document Design
• Document design pertains to the visual layout of the writing. Essays
are primarily composed of text, with paragraph breaks creating
structure. Technical writing, on the other hand, employs highlighting
techniques and graphics to enhance visual appeal and facilitate data
comprehension. The audience and purpose of technical writing
necessitate this approach, as readers often lack the time or interest to
engage deeply with the content.
• Conclusion
• To effectively teach students how to write technical documents, it is
essential to define what technical writing entails and provide a context
for its practice. This first chapter aims to achieve those educational
goals.
Types of Technical Communication:

• Technical communication encompasses a wide range of formats and purposes, tailored to convey complex
information in a clear and accessible manner. Here are some of the primary types of technical
communication:
• 1. Technical Reports
• Technical reports document the process, progress, or results of technical or scientific research. These
reports can be internal (for company use) or external (for clients or the public). They typically include:
• Title Page: Title, authors, and date.
• Abstract: A brief summary of the report.
• Introduction: The purpose and scope of the report.
• Methodology: The methods and procedures used in the research.
• Results: Findings and data analysis.
• Discussion: Interpretation of results and implications.
• Conclusion: Summary of findings and recommendations.
• References: Cited sources.
• 2. User Manuals
• User manuals provide instructions for using a product, system, or service.
They are designed to help users understand and effectively operate the item.
Key elements include:
• Introduction: Overview of the product.
• Setup Instructions: Steps for initial setup.
• Operating Instructions: Detailed use cases and functions.
• Troubleshooting: Solutions for common problems.
• Safety Information: Warnings and precautions.
• FAQs: Frequently asked questions and answers.
• 3. Standard Operating Procedures (SOPs)
• SOPs are detailed, written instructions designed to achieve uniformity in the
performance of a specific function. They are crucial in fields like
manufacturing, healthcare, and laboratory work. Components often include:
• Purpose: The goal of the SOP.
• Scope: Applicability and limitations.
• Responsibilities: Individuals or roles responsible.
• Procedure: Step-by-step instructions.
• Documentation: Records and logs required.
• References: Related documents and standards.
• 4. Proposals
• Proposals are documents that offer a solution to a problem or a course of action in
response to a need. They are common in business and technical fields. Key parts include:
• Executive Summary: Summary of the proposal.
• Problem Statement: Description of the problem or need.
• Objectives: Goals of the proposed solution.
• Methodology: Approach and methods to be used.
• Budget: Cost estimates and financial requirements.
• Timeline: Project schedule.
• Qualifications: Expertise and credentials of the team.
• Appendices: Additional supporting information.
• 5. Technical Specifications
• Technical specifications outline the criteria and requirements for products,
systems, or processes. They are used to ensure that components meet
necessary standards and performance criteria. Typical contents include:
• Scope: The extent and limits of the specifications.
• Requirements: Detailed criteria that must be met.
• Performance Criteria: Standards for functionality and performance.
• Design Specifications: Dimensions, materials, and tolerances.
• Testing Procedures: Methods for verifying compliance.
• Compliance: Applicable standards and regulations.
• 6. Research Papers
• Research papers present original research findings and are common in academic and
professional fields. They follow a structured format:
• Abstract: Summary of the research.
• Introduction: Background and objectives.
• Literature Review: Review of existing research.
• Methodology: Research design and methods.
• Results: Data and findings.
• Discussion: Interpretation of results.
• Conclusion: Summary and implications.
• References: Bibliography of sources cited.
• 7. White Papers
• White papers are authoritative reports that inform readers about complex
issues and present solutions. They are often used in business and
government. Main sections include:
• Introduction: Context and purpose.
• Problem Statement: Issue or challenge addressed.
• Background: Relevant history and data.
• Solution: Proposed solution or approach.
• Benefits: Advantages and positive outcomes.
• Conclusion: Summary and call to action.
• 8. Case Studies
• Case studies analyze specific instances of a phenomenon to draw
broader conclusions. They are used in business, healthcare, education,
and social sciences. Elements include:
• Introduction: Case background and objectives.
• Description: Detailed account of the case.
• Analysis: Examination of data and outcomes.
• Discussion: Lessons learned and implications.
• Conclusion: Summary of findings.
• 9. Instructions and Procedures
• These are step-by-step guides on how to perform a specific task. They
are widely used in software documentation, manufacturing, and
service industries. Structure typically includes:
• Title: Task or procedure name.
• Purpose: What the task accomplishes.
• Materials Needed: Tools and materials required.
• Steps: Sequential instructions.
• Tips and Warnings: Additional advice and precautions.
• 10. Data Sheets
• Data sheets provide detailed information about a product's specifications, such as
technical parameters and performance data. Common in engineering, electronics, and
manufacturing, they typically contain:
• Product Overview: Basic description.
• Technical Specifications: Detailed parameters.
• Performance Data: Charts and graphs of performance metrics.
• Usage Guidelines: Recommendations for use.
• Compliance: Regulatory and standards information.
• Each type of technical communication serves a specific purpose and audience, requiring
tailored content and structure to effectively convey information and achieve its goals.