Characteristics of Technical Communication

Introduction to Technical Communication

Aim of ENG 1203
This course is designed to help students develop the communication skills
that are essential for individuals to competently function in a professional,
scientific or technical environment.  It is intended to develop students'
proficiency in writing reports that reflect extensive knowledge and clear
understanding of the procedures/methods employed in acquiring and
analyzing data. 
This course will help you to
develop an understanding of the fundamental characteristics and
functions of technical communication.
 apply current conventions and techniques to compose letters,
memoranda, e-mail messages and other business correspondence.
 engage in various stages of the planning and writing process to
produce well-structured, well-written proposals and reports.
 appropriately use information from the internet, library databases and
other information sources.
increase communicative competence in the use of English.
Let us begin by discussing the question - what is technical
communication? Let us work through the exercise below; during this
process, and we can answer this question together. 
I would like you to read the two executive summaries below.  The executive
summary falls into the category of technical communication.  From this
exercise, we will be able to identify the characteristics of technical
communication.  
Example 1

This report was commissioned to examine why the Terms of reference

sales volume of Choice Chocolate has dropped over the Statement of problem/ topic
past two years since its peak in 1998 and to
recommend ways of increasing the volume. 
The research draws attention to the fact that in 1998, Formal language appropriate to
the market share of Choice Chocolate was 37%. The report writing
shares of their key competitors such as Venus and
Bradbury were 22% and 18% respectively. The size of Key findings summarised
the chocolate market then was $36 million. Over the
next two years, although Choice Chocolate retained its
market share the volume of sales in the whole market
decreased to $29 million. Further investigations
reveal that this market shrinkage coincided with an
increase in health awareness amongst consumers who
regard the milk and sugar ingredients in chocolate as
negative; moreover, since the second half of 1999, an
increasing number of rival 'health candies' had
appeared on the market. These claimed to offer the
consumers a healthy alternative. These factors appear
to be the major causes of the decreased sales volume
of Choice Chocolate. 

Slim Choice is the latest chocolate range put forward Solution is summarised
by the R & D Department of Choice Chocolate. The
report evaluates this range and concludesthat it
would be an ideal candidate to meet the challenge
presented by the market and could satisfy the new
consumer demand since it uses significantly reduced
milk and sugar ingredients and is endorsed by
renowned health experts. According to 97% of the
2000 subjects tested recently, it also retains the same
flavour as the original range.

It is recommended:
that Choice Chocolate take immediate measures to Recommendations summarised
launch and promote Slim Choice alongside its existing
product range;
 that Slim Choice adopt a fresh and healthy image;
 that part of the launch campaign contains product
endorsement statements by renowned health experts;
 that Slim Choice be available in health food shops as
well as in traditional chocolate retail outlets

Executive Summary
Every time a business or consumer
purchases products or services they
display forms of buyer behaviour that are
influenced by many factors. The following
report looks at the fast food industry and
will analyse four McDonalds' key
products and services. It highlights what
type of consumer buying or business
buying behaviours are displayed in the
purchase of a product or service and
explains why each behaviour may occur.
This enables a conclusion to be drawn
Background to problem
Report's aims
Outlines what information the report deals
with but FAILS to provide a summary of the
results gained, conclusions drawn and
recommendations made. These are the
functions of an executive summary and are
absent in this example.
The information in this executive summary is
from applying theory to reality. Although vague rather than summarising what the
a full comprehension of buying behaviour report found.
is impossible, since everyone is an
individual, it is useful to reflect on
common behaviours and attempt to
divide behaviours in types and stages.
Even McDonalds, a leader in marketing
cannot always predict consumer
behaviour.
Example 2
This is a POOR example of an executive summary from a
marketing assignment
Good and Poor Examples of Executive Summaries (2014,12/02) Retrieved
from http://unilearning.uow.edu.au/report/4bi1.html#Footnote1

From the exercise above, what are the characteristics of technical communication?

Characteristics of Description of Characteristics

Technical Communication 
Clearly To inform: to provide reliable information pertaining
communicatepurpose to the    problem
To instruct: to give information in the form of
directions, instructions, and procedures.
To recommend an action or series of actions based on
alternative possibilities that have been evaluated.
To persuade: to convince readers to take action, to
change their attitudes or behaviors based on valid opinions
and evidence.
Example 1
What is the purpose of this report?
The purpose of this report is to
communicate clear and comprehensive information on why
Choice Chocolate is losing market share.
Propose recommendations to reverse this are clearly stated.
The readers are persuaded to adopt these recommendations
since these recommendations result from careful analysis
which is supported by research.
Example 2
What is the purpose of this report?
Analyse four of McDonald's key products and services.
 However, this report is so vague that the reader cannot
discern recommendations; nor can the reader be persuaded
to act since there is a paucity of reliable information. 
Present accurateInformatio Being truthful and accurate are the cornerstones of
n technical writing. Technical writing is rarely about
 opinion. Technical and scientific writing is grounded in
fact. It always wrong and unethical to falsify information
and data, and that is
particularly true in technical writing. Providing inaccurate
or wrong information causes readers to question your
credibility and reliability. It is important to always report
the facts even if those facts are not what were expected or
desired.
Example 1
The data from the market research is factual information
which gives credibility to this report.   The reader is more
likely to accept the recommendations since these were
derived from an analytical process.
Logical organization of In general, technical writing is organized in a direct, linear
information format. ALL technical documents have a clear
Introduction: this is where you provide motivation and
context/background for the topic/material/information
being presented in the document; always provide the "big
picture” before jumping into the technical details
Body: this is where the information is expounded upon
and where technical details are given
Conclusion: this is where the main points are
reemphasized and where the "big picture” is once again
discussed
Example 1
Clear statement of problem is an excellent introduction to
this document.
Body includes summary of the market research; this research
validates the problem.  This is followed by the proposed
solution and the recommendations.  This is logical
organization of information.  
Formal writing Technical writing is formal.  The purpose of technical
writing is to inform rather than to entertain. Engineers and
scientists are called upon to record and document
information in an objective manner, and in doing so, the
style of writing reflects this objective approach.
Avoid Personal Pronouns: for most documents, it is
unnecessary to use "I,” "we,” "us,” and especially "you.”
Instead of saying, "I (or we) took measurements,” it is
acceptable to say, "Measurements were taken.”
Passive Voice is OK: while active voice is preferred in
most cases, it is completely acceptable to use passive
voice in technical writing.
Passive Control of the flow is provided by a DJ-12 valve.
Active A DJ-12 valve controls the flow.
Passive An ASM chart is shown in Figure 3.
 Active Figure 3 shows an ASM chart.
Avoid Conversational Tone: technical documents
(including most emails) should employ a formal writing
style. Conversational language and phrasing should be
avoided.
Conversational:  This lab gave us a good feel for state
machines.
Formal:  This exercise provided a good background on
state
machine design.
Conversational: The D-flip flop was hooked up to the
board.
Formal: The D-flip flop was connected to the board for
testing.
What is technical communication? (2014/11/03) Retrieved from www.ce.rit.edu