CCN ENG 3 Handouts TECHNICAL WRITING

1.14.20 JOY P. CERUJALES, Instructor

Chapter 1. TECHNICAL COMMUNICATION

Introduction

Technical Communication uses a number of media platforms to provide information

to a target audience. Sometimes, to really understand what something is, it's best to
define what something is not. Technical communication is not journalistic writing,
expressive writing, or creative literature. It does not use symbolism or vague literary
references. Its purpose is not to entertain. Instead, technical writing is designed to
inform or instruct an audience with a specific goal in mind.

Technical communication is clear, concise, and objective. journalistic writing, expressive

writing, or creative literature. It does not use symbolism or vague literary references.
Its purpose is not to entertain. Instead, technical writing is designed to inform or
instruct an audience with a specific goal in mind.Technical communication encompasses
an expansive group of documents. It is not limited to information about computer
systems or programming. Even companies that create products that are not necessarily
'technical' still employ technical communication to develop, manufacture, market, and
explain consumer goods and services.

Take, for example, a child's playset. In order to manufacture the playset, developers
must create design specifications explaining the length and width of each beam, the
materials to use for each part, and the colors to paint each piece. The company must
then create TV commercials and store displays to advertise the playset. Finally, the
playset must include clear instructions so that the consumer can safely and accurately
assemble the structure. Without the technical communication of the design
specifications, the advertisements, and the end-user documents, the playset would not
exist.

Technical writing, therefore, is a type of writing where the author is writing about a
particular subject that requires direction, instruction, or explanation. This style of
writing has a very different purpose and different characteristics than other writing
styles such as creative writing, academic writing or business writing.

Uses for Technical Writing

Technical writing is straightforward, easy to understand explanations and/or
instructions dealing with a particular subject. It is an efficient and clear way of
explaining something and how it works.

The subject of technical writing can either be:

 Tangible - Something that can be seen or touched, such as a computer or

software program, or information on how to assemble a piece of furniture.
 Abstract - Something that involved a series of steps that aren't related to a
tangible object. One example of this might be steps required to complete an office
process.

Some examples of technical writing include:

 Instruction manuals
 Policy manuals
 Process manuals
CCN ENG 3 Handouts TECHNICAL WRITING
1.14.20 JOY P. CERUJALES, Instructor

 User manuals
 Reports of analysis
 Instructions for assembling a product
 A summarization of a long report that highlights and shortens the most important
elements

Tips for Good Technical Writing

Regardless of the type of document which is written, technical writing requires the
writer to follow the properties of knowing their audience, writing in a clear, non-
personal style and doing extensive research on the topic. By including these properties,
the writer can create clear instructions and explanations for the reader.

 Know your audience. An expert in the field will understand certain abbreviations,
acronyms, and lingo that directly applies to such a field. The novice will not
understand in the same manner and, therefore, every detail must be explained and
spelled out for them.

 Use an impersonal style. Write from a third person perspective, like a teacher
instructing a student. Any opinions should be omitted.

 The writing should be straightforward, to the point, and as simple as

possible to make sure the reader understands the process or instruction. This at
times may appear as simply a list of steps to take to achieve the desired goal or
may be a short or lengthy explanation of a concept or abstract idea.

 Know how to research. Gather information from a number of sources,

understand the information gathered so that it can be analyzed thoroughly, and
then put the information into an easy to understand format to instruct those who
read it. The more inexperienced your audience, the more information you will need
to gather and explain.

 Be thorough in description and provide enough detail to make your points; but,
you also have to consider that you need to use an economy of words so that you do
not bore your reader with gratuitous details.

A good technical writer can make a difficult task easy and can quickly explain a complex
piece of information.

1Traditional Definition of Technical Writing vis-à-vis New Definition

The traditional definition of technical writing

Technical writing is the practice of documenting processes, such as software manuals or

instructional materials. Traditionally, it was limited to user manuals of some sort.
Frankly, this definition has become outdated. Technology moves quickly, and
lexicographers are often left playing catch up.

1
DuPuis, Tom. “What is Technical Writing? [New Definition for 2018]”, 3.19.18. downloaded 1.14.20 @
https://www.instructionalsolutions.com/blog/what-is-technical-writing
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1.14.20 JOY P. CERUJALES, Instructor

New Definition of Technical Writing

Today technical writing encompasses all documentation of complex technical processes.

It includes reports, executive summary statements, briefs. Any time technical
information is conveyed in writing at work, it is, by definition, technical writing.

This can include high-tech manufacturing, engineering, biotech, energy, aerospace,

finance, IT, and global supply chain.

The format is no longer bound to lengthy user manuals. Technical information must be
distilled and presented unambiguously. This can come in the form of technical reports,
emails, policy, briefs, and press releases.

The bottom line is if you work in a technical field you are most likely performing
technical writing.

How is Technical Writing Different than Business Writing?

The new definition starts to sound a lot like the definition of business writing. Be
warned, technical writing is not exactly the same as business writing because technical
and business writing are defined by their subject matter.

2Technical writing deals with science, engineering and technology. Typical documents
include specifications, manuals, data sheets, research papers, field reports and release
notes.

Business writing is just about any other kind of writing people do at work, except
journalism and creative writing. It includes reports, emails, proposals, white papers,
minutes, business cases, letters, copywriting, bids and tenders.

However, there is some crossover. Many reports, bids and proposals contain technical
data and specifications. So business writers may find themselves editing technical
content, and technical writers may be called upon to write persuasive documents for a
non-technical audience.

2
BENDELL, Jakki. “Business Writing vs Technical Writing”’ 7.26.17. @ https://www.icetraining.org.uk/Focus/Features/Business-Writing-vs-Technical-
Writing. Downloaded 1.14.20.
CCN ENG 3 Handouts TECHNICAL WRITING
1.14.20 JOY P. CERUJALES, Instructor

LANGUAGE AND JARGON

The main objective for both business and technical writing is to be useful – to inform,
help make a purchase decision, build something or operate equipment.

Mistakes can be costly, even dangerous, so the languages for both needs to be clear,
concise, unambiguous and accurate. We sacrifice elegant prose for clarity. Wordiness,
repetition and unfamiliar words that the audience may not understand do not belong in
either business or technical writing.

Of course, you can use technical jargon in documents where the audience all has the
same technical background. You probably don’t need to explain what a capacitor is to
an audience of electrical engineers, any more than you need to explain return on
investment to finance professionals.

However, in both technical and business documents, too much jargon tends to be a
much bigger problem than too little. If in doubt, avoid jargon or explain it.

WRITING STYLE AND STRUCTURE

Some business documents need to be persuasive, whereas technical documents tend

to be neutral and objective.

This doesn’t mean that bids and proposals aren’t clear, factual or accurate. They lead
with business benefits, such as cost savings or increased revenue. These arguments are
supported by facts and technical features.

It goes without saying that correct grammar, spelling and punctuation are just as
important in technical as in business writing. Errors damage the writer's credibility, as
well as causing confusion for readers.

On balance, there are differences in the content, language and style of technical and
business writing. But they also require similar skills - both need to be clear, concise,
objective, correct and tailored to the audience.

What Is the Job of a Technical Writer?

The job of a technical writer will differ depending on the industry and company that
they are employed with.
CCN ENG 3 Handouts TECHNICAL WRITING
1.14.20 JOY P. CERUJALES, Instructor

They often work on multidisciplinary teams functioning as the mediator between the
more technical staff and less technical reader. They will work closely with these teams
to develop a communications strategy.

Their responsibilities often extend beyond just writing. They must understand the entire
project from high-level goals to the intricacies of implementation.

How Do You Become a Technical Writer?

Technical writing can be a lucrative full-time profession. The United States Bureau of
Labor Statistics estimates the average salary of a technical writer in the United States is
$69,850 a year. Glassdoor estimates salaries start around $41,000 and increase to
$91,000 for senior technical writers.

3How much does a Technical Writer make in the Philippines?

According to indeed.com.ph, the average salary for a Technical Writer is

Php 24,862 per month and a Senior Technical Writer gets Php 60,661 salary per
month.

(Salary estimates are based on 39 salaries submitted anonymously to Indeed by

Technical Writer employees, users, and collected from past and present job
advertisements on Indeed in the past 36 months.)

Documents Written by a Technical Writer

Your job and industry will dictate exactly what type of materials you will write.

Here is a list of the documents you could be expected to write in a technical

manner:

 Technical Reports ● Emails conveying technical information

 Memos ● User Interface Text
 Guides and User Manuals ● Press Releases
 White Papers & Case Studies ● Executive Summaries
 Balanced Scorecards ● Product Descriptions
 Proposals ● Reports
 Websites

At first, it may be overwhelming to see so many different types of documents. But

each document uses a similar writing process and draws on an established set of
skills. If you develop a process, you can apply it to any technical document you are
creating.

3
Source: https://www.indeed.com.ph/salaries/technical-writer-Salaries downloaded 1.15.20
CCN ENG 3 Handouts TECHNICAL WRITING
1.14.20 JOY P. CERUJALES, Instructor

Skills Needed for Technical Writing

To be a successful technical writer, there is a core set of skills that you will want to
master. Here are some of the most common skills needed to be successful:

Research

Research is one of the first steps in technical writing. After you have an assignment,
you will be responsible for collecting the data (numerical and non-numerical) and
turning it into valuable information.

Research can come from a variety of places including:

 On-Site Data
 Online and Intranet Publications
 Interviews
 Libraries and Research Databases

After you have researched, you will need to synthesize and begin planning your
document organization.

Audience Perception

The technical information you research and gather has to be shaped for reader interest,
understanding, and perception.

Technical writers often have to communicate highly technical information to a non-

technical audience. Therefore, an early step in the most effective technical writing
process is analyzing your audience carefully so you can match information to their
needs.

Communication Skills

Communication skills are imperative to be a successful technical writer. You will likely
be working with multiple teams and individuals from differing roles. Your ability to
listen, record, and communicate will be crucial.

Technical Skills

It is imperative that you understand the technical nature of the content you are writing
about.
CCN ENG 3 Handouts TECHNICAL WRITING
1.14.20 JOY P. CERUJALES, Instructor

It is difficult to clearly convey a concept that you have not mastered. Many technical
writers have academic or workplace experience in the topic they are writing about and
many technical writers have job titles of engineer, geologist, seismologist, financial
analyst, or business analyst. They are employed in technical positions and have to
summarize information cross-functionally to other areas of the company.

Technical writing is slightly easier if you come from the technical side and are learning
to write. It is sometimes more difficult if your background is in writing and you are
trying to learn the technical content.

Writing

Excellent writing skills ensure your documents are easy to read and are free of errors.
Writing encompasses many of the other skills on this list.

It is important that you have the correct tone, style, and format for your document.

Often these rules are outlined by the employing organization in a style guide.

Document Design

You may be responsible for adding graphics to complement your document.

It is important that the graphics aid the reader in comprehending the information.
Graphs, tables, and charts are commonplace in technical reports.

You will also need to be proficient in formatting documents. The formatting should be
professional and aid the reader in navigating the document. Headings should be easy to
skim, and the content should be organized logically.

A poorly designed document will make it more difficult for the reader to understand the
content. Document design is a key aspect of technical writing.

Fluency with Digital Tools

Today writers must use multiple tools during the technical writing process. This often
goes beyond basic text editors. Technical writers are expected to be able to create
CCN ENG 3 Handouts TECHNICAL WRITING
1.14.20 JOY P. CERUJALES, Instructor

graphics and annotate images and screen captures and extract data from Excel and
convey that data in charts and tables.

User Research and Testing

Some forms of technical writing may require user research and testing. An example
application where detailed research and testing would be appropriate is a written guide
instructing engineers how to fix a faulty mechanism on a deep ocean oil rig.

It is important that the documentation is easy to follow, especially if the application is

crucial to a major function. To accurately write the guide, the writer may first observe
how engineers solve the problem. They may use recording devices or just notes to
write down the research. This type of research is closely related to testing.

Testing is necessary to ensure your document functions as intended.

After the writer has completed a draft of the document, they may give it to a test group
to read. They can then observe the end users following the instructions in real time.

They may follow-up with a focus group or survey to get feedback on the usefulness of
the document. They will use these real-world insights as they revise the document.

Even in less complex or critical applications, it is always a good idea to have a third
party read over the text. This helps combat the curse of knowledge. The curse of
knowledge is a cognitive bias that an individual has when trying to explain something
they already understand. As an expert, it is hard to put yourself in the shoes of the
learner who is less experienced.

This is why having a second set of eyes look at the document can help alert you to
areas that need to be improved.

Industries That Use Technical Writing

Today technology has expanded into every facet of business. Companies continue to
develop ever more technical processes in search of higher efficiency and profit.

Below is a list of industries where strong technical writing is required.

CCN ENG 3 Handouts TECHNICAL WRITING
1.14.20 JOY P. CERUJALES, Instructor

 Biotech & Pharmacy

 Consulting
 Energy and Chemical
 Engineering
 Information Technology
 Financial Services
 Government & Nonprofit
 Insurance
 Manufacturing
 Supply Chain

How to Improve Your Technical Writing Skills

You don’t need to have the title of “technical writer” to utilize technical writing skills in
the workplace. If you work for a company that deals in highly skilled or technical or
analytical work, you likely already conduct technical writing.

Read

One of the best ways to become a better writer is to read. Reading helps you train your
brain to understand how to write. The more you read, the easier writing will become for
you.

It is critical that you are reading relevant and high-quality documents. Look for
documents produced by competitors or writers in related industries. Examine their
writing to determine how they organize information through written text.

Create a Process

Having a process keeps you from “getting stuck” while writing. Having a clear workflow
will help you systematically accomplish your work. We teach a specific process for
technical report writing in our technical writing course.

Seek Feedback

Getting subjective and objective feedback on your writing is one of the fastest ways to
improve your skills. To improve your writing, you need someone to review not only the
grammar and syntax but also your approach and methods as a writer. To truly master
technical writing you need to get feedback from a mentor.
CCN ENG 3 Handouts TECHNICAL WRITING
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Take a Course

Taking a class can be one of the most efficient ways to quickly boost your writing skills.
However, working with your instructor one-on-one to improve your writing techniques
may be quite challenging because of conflicting schedules, as well as the number of
fellow students that may be needing mentoring as well. So the bests thing to do is to
focus on the lectures and participate in performance tasks and other activities which
may help develop and improve your technical writing skills.

Practice

Repetition is the key to cementing your new skills. Look to incorporate new concepts
into your work. You can even review old work to critique what you would do differently
if you were to write the document today.

The Role of Technical Writing

We hope this guide has helped you to understand the role of a technical writer. The
goal of a technical writer is to enable your readers to understand a highly complex
process or concept clearly.