Leadership and Creativity - Dr. Abdallah Alnuaimi - Chapter 5 - Writing Skills

Communication Skills
(603281)
Writing Skills
Improving (‫ )تحسين‬your technical writing
(‫)الكتابة الفنية‬
Abdallah Al-Tahan Al-Nu'aimi 1

Objective
◼ To learn how to improve your writing

skills

Summary
1. What is technical writing
2. Good and bad writing
3. Characteristics of Effective Technical
Writing
4. Before you start writing
5. Using plain (‫ )بسيط‬English : Document
style (‫)أسلوب‬

Summary
6. Using plain English : Document
mechanics (‫ ( )تقنيات‬vocabulary ( ‫مفردات‬
‫ & )اللغة‬spelling (‫ )تهجئة‬errors,
abbreviations (‫)االختصارات‬, and
punctuation (‫))ترقيم‬
7. Basic structure (‫هيكل‬,‫) بنية‬of a
document
8. Abstracts (‫)الخالصات‬
9. Summary (‫ )مختصر‬and conclusion
1.What is technical writing
◼ Technical writing delivering specific

information about a technical subject to
a specific audience for a specific
purpose, in writing
◼ Technical writing is meant (‫ )مقصود‬to be

practical

1.What is technical writing (cont)
◼ Examples of technical writing:

– business letters (‫)رسائل تجارية‬
– Presentation materials (‫)مواد العروض التقديمية‬
– Web applications (‫)تطبيقات الويب‬
– Articles (‫)مقاالت‬
– Resumes and cover letters (‫)السير الذاتية ورسائل التغطية‬
– Feasibility reports (‫)تقارير الجدوى‬
– Contracts (‫)عقود‬
– Web pages (‫)صفحات الويب‬

2.Good and bad writing
◼ Good technical writing presents useful

information that is clear and easy to
understand for the intended (‫ )مقصود‬audience
◼ Poor technical writing, on the other hand,
often creates unnecessary technical jargon
(‫رطانة‬,‫) لغة مضطربة‬, and spread seeds ( ‫بذور‬
‫ )منتشرة‬of confusion (‫التباس‬,‫ ) خلط‬and
misunderstanding (‫ )سوء الفهم‬in the readers'
minds.
3. Characteristics (‫ )خصائص‬of effective
technical writing
◼ Clear → is easily understood by the intended audience

without difficulties.
◼ Accurate (‫ → )دقيق‬is factual, correct, free from favors (‫)محاباة‬.
◼ Correct → follows both grammatical (‫ )نحوي‬and technical
conventions (‫)االعراف الفنية‬.
◼ Comprehensive (‫ → )شامل‬contains all necessary
information.
◼ Brief (‫ → )موجز‬is clear and complete without excess or
redundant language.
◼ Accessible (‫ → )سهل التعامل معه وفهمه‬includes headings and
subheads, indexes, Appendices, and table of contents.

4.Before you start writing
◼ Decide (‫ )قرر‬what is the objective of the
document.
◼ Write down the objective.
◼ Always have in mind a specific reader.
◼ Decide what information you need to include
and organize (‫ )نظم‬your thoughts (‫)األفكار‬.
◼ Have access (‫ )صالحية الوصول‬to a good
dictionary.
◼ Identify (‫ )حدد‬someone who can provide
feedback (‫)التغذية الراجعة‬.

4.1.Decide what is the objective of the
report
◼ This is critical (‫)حساس‬. If you fail to do
this you will produce something that is
unsatisfactory (‫)غير مرض‬
◼ Every document should have a single
clear objective
◼ Make the objective as specific (‫ )محدد‬as
possible

4.2.Write down the objective
◼ Objective should be in one sentence
◼ For example, the objective of this document is
“to help students write well structured, easy-
to-understand technical documents”
◼ The objective should then be stated (‫ )معلن‬at
the beginning of the document
◼ If you cannot write down the objective in one
sentence, then you are not yet ready to start
any writing

4.3. Always have in mind a specific
reader
◼ You should assume that the reader is
intelligent (‫ )ذكي‬but uninformed (‫)غير مطلع‬
◼ It is useful to state up front (‫)تبدا بمعرفة‬

what the reader profile is ( ‫لمحة عن حياة‬
‫)شخص‬.

4.4.Decide what information you need to
include
◼ You should use the objective as your reference and list
the areas you need to cover
◼ Once you have collected the information make a note
of each main point and then sort them into logical
groups
◼ Ultimately (‫ )في النهاية‬you have to make sure that every
sentence makes a contribution (‫ )إسهام‬to the objective
◼ If material you write does not make a contribution to
the objective remove it

4.5.Have access to a good dictionary
◼ Before using a word that ‘sounds good

(‫’)يبدو جيدا‬, but whose meaning you are
not sure of, check it in the dictionary.
◼ Do the same for any word you are not

sure how to spell.

4.6.Identify someone who can provide
feedback
◼ Make sure you identify a friend, relative or
colleague who can read at least one draft of
your document before you submit it formally
(‫)رسميا‬
◼ Do not worry if the person does not
understand the technical area – they can at
least check the structure and style and it may
even force you to write in the plain (‫)المبسطة‬
English style advocated later ( ‫تستدعى في وقت‬
‫)الحق‬.
5. Using plain English: the style
(‫)أسلوب‬
◼ 5.1.Sentence and paragraph length
◼ 5.2. Bullet points and enumerated (‫ )معدود‬lists
◼ 5.3. Using the simplest words and
expressions as possible
◼ 5.4. Avoiding unnecessary words and
repetition (‫)تكرار‬
◼ 5.5. Using verbs instead of nouns

5. Using plain English: style
◼ 5.6. Using active (‫ )مبني للمعلوم‬rather than

passive (‫ )مبني للمجهول‬style
◼ 5.7. Using personal (‫ )محدد‬rather than
impersonal (‫ )غير محدد‬style
◼ 5.8. Explain new ideas clearly
◼ 5.9. Use consistent (‫ )متناغم‬naming of the
same ‘things’

5.1.Sentence and paragraph length
◼ A sentence should be short
◼ A sentence should contain a single unit of information
◼ Check your sentences for faulty construction (‫)بنية‬
◼ Just as it is bad to write long sentences it is also bad to
write long paragraphs.
◼ You should always keep paragraphs to less than half a
page.
◼ A paragraph should contain a single coherent (‫)متماسك‬
idea
◼ If you need to write a sequence of sentences that each
express a different idea then it is usually best to use
bullet points or enumerated (‫ )معدود‬lists to do so

5.2 Bullet points and enumerated lists
◼ If the sentences in a paragraph need to be written in
sequence then use a list
Example:
Getting to university on time for a 9.00am lecture involves following
a number of steps. First of all you have to set your alarm – you will
need to do this before you go to bed the previous night. When the
alarm goes off you will need to get out of bed. You should next take
a shower and then get yourself dressed. After getting dressed you
should have some breakfast. After breakfast you have to walk to the
train station, and then buy a ticket when you get there. Once you
have your ticket you can catch the next train to Cairo. When the
train arrives at Cairo you should get off and then finally walk to the
University.

5.2 Bullet points and enumerated lists
◼ The following is much simpler and clearer:
To get to university on time for a 9.00am Lecture:

1. Set alarm before going to bed the previous night
2. Get out of bed when the alarm goes off
3. Take a shower
4. Get dressed
5. Have some breakfast
6.Walk to the tube station
7. Buy ticket
8. Catch next train to Cairo
9. Get out at Cairo
10. Walk to the University

5.3 Using the simplest words and
expressions possible
Example:
◼ Instead of saying: “Do not hesitate to

contact us in the event that you are in
need of assistance at this time”.
◼ You should say: “Please contact us if

you need help now”
5.3 Using the simplest words and
expressions possible
◼ Words and expressions to avoid are:
– Replace difficult words and phrases with simpler alternatives

(i.e.: utilize →use)
– Avoid stock (‫ )أصل‬and legal (‫ )قانوني‬phrases

(i.e.: At this precise moment in time→ Now)
“The said software compiler…” → “The software compiler
– Avoid jargon (‫رطانة‬,‫)لغة مضطربة‬, that is expressions like RAM,

Poisson distribution, FA Cup, and distributor cap are examples
of jargon. In general, jargon refers to descriptions (‫ )أوصاف‬of
specific things within a specialized field.

5.4 Avoiding unnecessary words and
repetition
Bad Good
◼ The product is not of a ◼ The product is unsatisfactory
satisfactory nature
◼ The product is not of a ◼ The product is unsatisfactory
satisfactory character
◼ The printer is located adjacent ◼ The printer is adjacent to the
to the computer computer
◼ He wore a shirt that was blue in ◼ He wore a shirt that was blue
color ◼ Nonsense
◼ Absolute nonsense

5.5 Using verbs instead of nouns
Bad Good
◼ He used to help in the ◼ He used to help specify
specification of new new software
software
◼ When you take into ◼ When you consider …
consideration ….
◼ The analysis of the
◼ Fred analyzed the
software was performed software
by Fred
◼ Clicking the icon causes
◼ The program executes
the execution of the
program when the icon is clicked

5.6 Using active rather than passive style
◼ Unless you have a very good reason for the
change in emphasis, you should always write
in the active style
◼ Example:
– Bad:
• The report was written by Ahmad, and was
found to be excellent
– Good:
• Ahmad wrote the report, and it was excellent

5.7 Using personal rather than
impersonal style
◼ Whether to use personal or impersonal style is a subject
that still causes fierce debate (‫)جدال حاد‬.
◼ Some writers feel that a report is not truly scientific if it is
written in the personal style.
◼ The most important justification for using personal style is
that it is more natural and results in simpler sentences.
◼ Example:
– Impersonal: “The author’s results have shown…”
– Personal: “My results have shown…”

5.8 Explain new ideas clearly
◼ If you are trying to introduce or explain a

new idea or abstract concept then there
are three techniques you can use to
help your readers and improve your
message:
– Use examples (‫)أمثلة‬
– Use analogies (‫تشابهات‬,‫)القياس‬
– Use a diagram (‫)رسم بياني‬

5.9 Use consistent naming of the same
‘things’
◼ Many generations of writing schools
have been indoctrinated (‫ )تلقينهم‬with the
rule: “Never use the same word twice”.
◼ In technical and business writing exactly
the opposite rule applies: You should
always use the same word to refer to the
same thing
◼ Anything else causes confusion (‫)التباس‬
and annoyance (‫ )انزعاج‬to readers.
6.Using plain English: the
mechanics
◼ In this section we look at the mechanics
of using plain English. We focus on:
– Avoiding common vocabulary (‫)مفردات اللغة‬
and spelling (‫ )تهجئة‬errors (Section 6.1)
– Abbreviations (‫( )االختصارات‬Section 6.2)
– Punctuation (‫( )ترقيم‬Section 6.3)

6.1. Avoiding common vocabulary
(‫ )مفردات اللغة‬and spelling (‫ )تهجئة‬errors
◼ You should always have a good dictionary available
◼ The following table have examples of words that are
frequently misused in place of a similar sounding word with a
different meaning:
affect: verb meaning to influence effect: noun meaning result or verb
meaning to bring about
principle: noun meaning a standard principal: adjective (‫ )صفة‬or noun

or rule of conduct meaning most important
stationery: noun meaning writing stationary: adjective meaning not
materials moving
ensure: verb meaning to make insure: verb meaning to protect
certain against risk

6.2 Abbreviations (‫)االختصارات‬
◼ The rules you should follow on abbreviations are:
– Always avoid abbreviating words out of laziness (‫)الكسل‬. For
example: Never write ‘approx.’ for ‘approximately’
– A long title, such as Tottenham Hotspur Football Club,

should not be abbreviated if it is used only once in a
document. However, if it is used more than once then it can
be abbreviated to its initials THFC providing that the first
time it is used you write the full title with the initials in
brackets or vice versa
◼ Where initials such as THFC are used as above it is useful to

provide a glossary (‫) قائمة كلمات‬.

6.3 Punctuation
◼ This subsection covers the rules for

using:
– Capital letters
– Apostrophes (‫)الفواصل العيا‬
– Commas (‫)الفواصل‬
– Exclamation marks (‫)عالمة تعجب‬

6.3.1 Capital letters
◼ The only other times you need to use capitals
are for:
– Names ( Ahmad, Abdullah, Suha)
– Organizations and places (for example, Al Isra University);
– North, South, East and West when they form part of a country
name but not otherwise (hence South Africa, but south
London)
– Titles when used with the name but not otherwise (hence the
Duke of York, Mr., Miss)
– Certain periods of history (for example, the Iron Age)
– God
6.3.2 Apostrophes
◼ Apostrophes have two purposes only:
1. To show that a letter has been missed

out: For example, isn’t (is not), can’t
(cannot), it’s (it is).
2. To show possession (‫)ملكية‬: For example,

the snake’s eyes, the child’s shoes.

6.3.3 Commas
◼ If you use short sentences you will find that

you need to use fewer commas.
◼ This is a bonus, because the fewer commas
you can use the better.
◼ There are just four reasons for using a
comma:
– Where you are writing a list. For example: ‘I like
apples, oranges, peaches and bananas.’
However, note that in technical reports it is usually
better to use enumerated lists or bullet points.

6.3.3 Commas (cont)
– Where you are using a qualifying word ( ‫كلمة‬
‫ )تسكين او وقوف‬or expression at the beginning
of a sentence, such as:
• However, it is best..
• For example, we can see …
• Unfortunately, you should know..
– Where the sentence would be unclear
without it.
– To show where you have inserted a phrase
(‫)شبه جملة‬.
For example: “Ali, who is normally the best
in the team, had a very poor match.”
6.3.4 Exclamation marks (‫)عالمة تعجب‬
There are only two reasons ever to use
an exclamation mark:
1. Where there is an exclamation as in “Do

it now!”, “Help!”
2. As the mathematical notation for the

factorial function, as in “the number 4! Is
equal to the number 24”

7. Basic structure for reports
The section covers the following:
◼ What every report should contain (Section 7.1)

◼ General layout (Section 7.2)
◼ Sections and section numbering (Section 7.3)
◼ The role of introductions (Section 7.4)
◼ Figures and tables (Section 7.5)
◼ A checklist for when you finish writing (Section
7.6)
7.1. What every report should contain
◼ Make sure every report contains the following

basic information:
– Title
– Author name(s), affiliation and contact details
– Date
– Version number
– Abstract (if more than 5 pages), which is
essentially an executive summary
– Page numbers
– Table of contents (if more than 10 pages)
– Conclusions (if more than 5 pages)

7.2. General layout
◼ One of the simplest ways to make your report
attractive (‫ )جذاب‬is by sticking to (‫ )التمسك‬the
following principles about fonts, spacing and
margins:
– Fonts: Apart from (‫ )بعيدا‬headings and caption
labels, you should generally use the same font
and font size throughout.
– Spacing: It is good to have plenty (‫ )وفرة‬of white
space on a page. However, double-spacing
throughout is too much, also you should always
leave spaces between paragraphs
– Margins: Leave wide margins (1.25in is good). For
formal reports it is also best to use the ‘right
justify’.
7.3 Sections and section numbering
◼ Any report longer than four pages should
be broken up into sections using the
following principles:
– Sections should be numbered

– Each section should have a proper heading
– Long sections should be broken up into
subsections, which should be numbered
– Long subsections should be broken up into
sub subsections which should be numbered

7.3 Sections and section numbering
◼ Example:
1. Part One
2. Part Two
2.1 Part Two Point One
2.2 Part Two Point Two
3. Part Three

7.4 The crucial (‫ )حاسم‬role of
‘introductions’ and summaries
◼ The first section of any report should be
an introduction and overview of the
entire report, and the last section should
be a summary
◼ Each section in the report also should

have an introduction and a summary

7.5 Figures and tables
◼ It is good to include figures and tables in

your document because they break up
the text and make it more readable.
◼ Every figure and table in your document

should be numbered and labeled (‫)تسمية‬

7.6. Checklist for when you finish writing
◼ The following checklist should be applied
before you give even an early draft of your
document out for review:
– Check that the structure conforms to all the rules
described above
– Read it through carefully, trying to put yourself in
the shoes of your potential readers
– Run the document through a spelling checker
– Make sure you generate an up to date table of
contents and references to figure and table
numbers

8. Abstracts
◼ There are two types of abstracts: descriptive
(‫ )وصفي‬and informative (‫)إخباري‬.
◼ A descriptive abstract says what you do in the
report without providing any of the information
or results
◼ An informative abstract says what the report
contains, including summarizing the main
results.
◼ An informative abstract is also called an
executive summary (‫)ملخص تنفيذي‬.
9.Summary and conclusions
◼ No matter how poor you think your
writing skills are, you really can learn
how to improve them.
◼ Good technical writing is about using
plain English.
◼ The simpler and shorter you make
things, the more likely you are to
produce technical reports that get
results.
◼ This Lecture has provided a number of easy-
to-use guidelines to help you improve your
technical writing:
– Have a clear objective in mind before you start
writing
– Keep things as simple as possible
– Keep sentences and paragraphs short.
– Avoid unnecessary words and repetition
– Use active rather than passive style.
– Use verbs instead of nouns
– Use personal rather than impersonal style.

– Always refer to the same ‘thing’ in exactly the same
way
– Make sure all reports conform to the basic structure
described
– Use examples and analogies (‫)قياس ومقارنة‬
– Use a dictionary
◼ Finally, once you have checked that your report
conforms to the principles described here, have
a friend whom you trust read through your report
before you submit it.
◼ Act on their recommendations, because they are
likely to find the same problems that your
intended audience would.

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Communication Skills

Abdallah Al-Tahan Al-Nu'aimi 1

◼ To learn how to improve your writing

Abdallah Al-Tahan Al-Nu'aimi 2

Abdallah Al-Tahan Al-Nu'aimi 3

◼ Technical writing delivering specific

◼ Technical writing is meant (‫ )مقصود‬to be

Abdallah Al-Tahan Al-Nu'aimi 5

◼ Examples of technical writing:

Abdallah Al-Tahan Al-Nu'aimi 6

◼ Good technical writing presents useful

◼ Clear → is easily understood by the intended audience

Abdallah Al-Tahan Al-Nu'aimi 8

Abdallah Al-Tahan Al-Nu'aimi 9

Abdallah Al-Tahan Al-Nu'aimi 10

Abdallah Al-Tahan Al-Nu'aimi 11

◼ It is useful to state up front (‫)تبدا بمعرفة‬

Abdallah Al-Tahan Al-Nu'aimi 12

Abdallah Al-Tahan Al-Nu'aimi 13

◼ Before using a word that ‘sounds good

◼ Do the same for any word you are not

Abdallah Al-Tahan Al-Nu'aimi 14

Abdallah Al-Tahan Al-Nu'aimi 16

◼ 5.6. Using active (‫ )مبني للمعلوم‬rather than

Abdallah Al-Tahan Al-Nu'aimi 17

Abdallah Al-Tahan Al-Nu'aimi 18

Abdallah Al-Tahan Al-Nu'aimi 19

To get to university on time for a 9.00am Lecture:

Abdallah Al-Tahan Al-Nu'aimi 20

◼ Instead of saying: “Do not hesitate to

◼ You should say: “Please contact us if

– Replace difficult words and phrases with simpler alternatives

– Avoid stock (‫ )أصل‬and legal (‫ )قانوني‬phrases

– Avoid jargon (‫رطانة‬,‫)لغة مضطربة‬, that is expressions like RAM,

Abdallah Al-Tahan Al-Nu'aimi 22

Abdallah Al-Tahan Al-Nu'aimi 23

Abdallah Al-Tahan Al-Nu'aimi 24

Abdallah Al-Tahan Al-Nu'aimi 25

Abdallah Al-Tahan Al-Nu'aimi 26

◼ If you are trying to introduce or explain a

Abdallah Al-Tahan Al-Nu'aimi 27

Abdallah Al-Tahan Al-Nu'aimi 29

principle: noun meaning a standard principal: adjective (‫ )صفة‬or noun

Abdallah Al-Tahan Al-Nu'aimi 30

– A long title, such as Tottenham Hotspur Football Club,

◼ Where initials such as THFC are used as above it is useful to

Abdallah Al-Tahan Al-Nu'aimi 31

◼ This subsection covers the rules for

Abdallah Al-Tahan Al-Nu'aimi 32

– Organizations and places (for example, Al Isra University);

– Certain periods of history (for example, the Iron Age)

1. To show that a letter has been missed

2. To show possession (‫)ملكية‬: For example,

Abdallah Al-Tahan Al-Nu'aimi 34

◼ If you use short sentences you will find that

Abdallah Al-Tahan Al-Nu'aimi 35

1. Where there is an exclamation as in “Do

2. As the mathematical notation for the

Abdallah Al-Tahan Al-Nu'aimi 37

◼ What every report should contain (Section 7.1)

◼ Make sure every report contains the following

Abdallah Al-Tahan Al-Nu'aimi 39

– Sections should be numbered