TECHNICAL COMMUNICATION

Technical communication is the exchange of information that helps people to interact with technology
and to solve complex problems. When installing a new device, such as a printer, a computer desktop, or a
refrigerator, you look frst the manual. Before entering establishments, you fll out monitoring forms to be
given by the guards. And when instructing your sibling or your friend to do something for you that may
involve your mobile phone, laptop, or bicycle, you transmit the needed information to him or her. All these
activities have a common denominator – the sharing of technical information.
Technical communication is the exchange of information that helps people to interact with
technology and to solve complex problems. When installing a new device, such as a printer, a computer
desktop, or a refrigerator, you look frst the manual. Before entering establishments, you fll out monitoring
forms to be given by the guards. And when instructing your sibling or your friend to do something for you
that may involve your mobile phone, laptop, or bicycle, you transmit the needed information to him or her.
All these activities have a common denominator – the sharing of technical information.
Almost everyday, we decide or take actions that depend on technical information. Whether oral or
written, a particular technical information follows the process of communication and essentially remain the
same in purpose, with the intended audience. We either give or receive information with others during this
process. Ask yourself of the following example communication scenarios:
 Have I ever given someone written directions or drawn map to my home?
 Have I ever asked for brief instructions on how to play a particular sport or game?
If you answered yes to either of these questions, or have had similar experiences, then you have
already engaged in technical communication.

GENERAL COMMUNICATION VERSUS TECHNICAL COMMUNICATION

Communication is important in one’s daily life. It is an integral part of daily activity. When an alarm clock
goes of, it is communication through sound, urging one to get out of bed. When one feels loyal towards a
particular brand of toothpaste, it is possible that the television (TV) or social media commercials for that
brand have been successful in communicating the message or in persuading the buyers. Watching news on
TV, saying goodbye to one’s family, calling a cab, and giving directions are all diferent types of
communication. At the workplace, all activities revolve around oral or written communication. Interacting
with one’s manager, reading the newspaper at home, or even dreaming in one’s sleep are all examples of
communication.

GENERAL COMMUNICATION TECHNICAL COMMUNICATION

 contains a general message  contains a technical message
 informal in style and approach  mostly formal
 no set pattern of communication  follows a set pattern
 not always for a specifc audience  always for a specifc audience
 does not involve the use of technical vocabulary or  frequently involves jargons, designs, graphics,
graphics, etc. etc.

However, you have to draw a clear understanding how technical communication difers from general
communication. Messages that are non-technical or informal in nature are categorized as general-purpose
communication, whereas messages pertaining to technical, industrial, scientifc, or business matters belong
to the category of technical communication. The table above shows the diferences between these two
categories.

TECHNICAL WRITING
in order to maintain its accuracy and quality, technical communication is produced by way of writing to
ensure a viable and a successful outcome. In short, technical communication is writing-intensive, as you
have to communicate and to interpret the technical information for your audience’s use. These audience or
your readers may need that technical information to perform a task, to answer a question, to solve a
problem, or to make a decision, etc. In order for you to fulfll these purposes, you have to convey the
technical information in a paper (document).
 Technical writing is a written communication performed or done in a specifc feld or job that conveys
a technical information to specifc audience/readers. The word ‘technical’ comes from the Greek
word technikos and Indo-European word teks, which mean art, craft, or skill. Therefore:
 Technical writing relates to your skill in practical, industrial, and scientifc subjects.
 Technical writing involves a specifc and a specialized topic, area, or profession.

WHERE DO WE USE OR ENCOUNTER TECHNICAL WRITING?

Technical writing is used in scientifc felds, business sectors, jobs, professions, agencies, organizations,
and academic institutions which produce documents either on a paper or electronic form. We can also see
them in bulletin boards and signages on the roads or in public places – in short, we can fnd technical
documents everywhere.

WHAT TECHNICAL WRITING IS?

 an instructional manual for cooking a particular dish
 an instructional manual for setting up a new gadget/appliance
 a memo listing meeting agenda
 a letter of intent from teachers to parents
 a recommendation report proposing a new computer system, a new grading system, a new strategic
plan, etc.
 a report of health department about new cases of COVID-19
 a traffic sign that guides motorists
 a research paper initiated by workers such as scientists
 a tardiness report from Prefect of Discipline (POD)
 an academic progress report given by the teacher to the parents
 an action research done by a student or a scholar

WHAT TECHNICAL WRITING IS NOT?

 not a literature
 not an essay
 not journalism
 not a script for a play
 not an editorial or a feature article on a newspaper
 does not describe personal experiences
 does not narrate a story
 does not focus on poetic images or memes
 does not focus on theoretical knowledge that you learn in school

WHY DO YOU UNDERTAKE TECHNICAL WRITING?

 to help you to fulfll a task
 to prepare you in the research process and engagement in the succeeding years
 to let you improve your writing skills necessary in your future job

ENERALIZATION
 Through technical communication, we can be able to relay essential topics or information that may help the
audience in the doing their tasks or in making decisions to get things done. With the help of written
communication, the technical information can be recorded for the purpose of informing the intended audience.
Technical writing plays an important role everywhere. Without it, a certain company or work would not
operate, a specifc feld ceases to function, and a particular object/mechanism/technology could not be installed
properly. In short, it enables various purposes in our society.

REFLECTION:

 How signifcant is acquiring technical writing skills?

 How can technical writing afect your life as a student?
 How does technical writing help you in improving communication and relationship with people?

Reading makes a full man;

Conference a ready man;
and Writing an exact man.
-Of Studies, Francis Bacon
Importance and Components of Technical Writing
 GENERALIZATION

It is important to realize that good writing is not something anyone is born with. Learning to write clearly,
correctly, and efectively usually requires years of efort. See your dream career or profession – no matter what it
is – as a lifelong exploration of writing. Continue to practice to keep improving.
Language style is the way you present your information. In technical writing, it is essential to adjust your
language for your readers to grasp your document. Remember, you must always appeal to their understanding!

REFLECTION:

How can technical writing make or unmake your career?

Your role in delivering the text to your readers is as crucial as the role of a driver in maneuvering a
steering wheel.
Purposes of Technical Writing
PURPOSES OF TECHNICAL WRITING
Technical writing begins with identifying a problem and thinking about how to solve it. Because of the variety
of problems and solutions we have everywhere, people communicate technical information for a number of
purposes, many of which fall into these categories:

1. Technical Writing that informs

 Informational technical writing is designed to provide information that answers the audience’s questions clearly and
efectively. It is designed for a wide audience of readers who may have questions but know little about the technical
details or information.
2. Technical Writing that Persuades

 When persuading, you encourage others to take a desired action. Technical writing can be too obvious or implicit in
persuading. In the fgure 1.0, you can see how the advertisement encourages readers to use the e-wallet by pointing
out the discount that they can avail when paying their internet bill.
3. Technical Writing that Instructs

 Instructional technical writing helps people to do something or to perform a task: assemble a new computer, perform
a CPR, guide motorists, etc. With the help of visual presentations and direct instructions, instructional technical
writing becomes efective.
4. Technical Writing that Enacts or Prohibits
 Technical writing can also be used to enact information or situation. For example, through a memorandum, our
president or our governor can impose quarantine protocols in diferent places. Technical writing that prohibits is
intended to regulate something – example of this is a contract prohibiting people to enter a private property.

5. Technical Writing that Records Actions

 Scientists, engineers, teachers, managers, and secretaries often use writing to create temporary or permanent
records. This is done because oral communication vanishes as soon as it is produced, and as I noted in the previous
module, technical communication is more efective when written down. Also, keeping precise records, observations,
and plans is crucial to the overall quality and accuracy of a task or project. Examples of these documents are
employee’s evaluation sheets, minutes of meeting, researches, reports, receipts, and class records.

GENERALIZATION

Technical documents should be created for goals for the writer to determine the need(s) of
the audience. You, as the technical writer, should make sure that your purpose is clear and direct
and that can be read or seen at the beginning of your document.

Technical writing can be used to inform, to persuade, to instruct, to enact, to prohibit, and to
record technical information. Each purpose is unique as it addresses your goal in communicating,
but it does not mean that they are used independently from each other. As the technical writer,
you may use a combination of these purposes when necessary.

Determining your purpose requires you to identify other components of writing, especially
your message and your audience. It is important to consider this step frst so you can plan
carefully.

REFLECTION:

Where do we usually fnd a deep purpose? How does it change our view of the things?

There is no hope of success for the person who does not have a central purpose,
or defnite goal at which to aim.
- Napoleon Hill
 GENERALIZATION

Technical writing is diferent from other types of writing, particularly on the purpose and the language
style. Unlike the diferent nontechnical types of writing, the language style used in technical writing should be
simple, which should not be confused with being easy for writer to write. It only means that you have to craft
each sentence correctly and to choose the most appropriate words for an objective, direct, concise, and clear
technical writing.

People should get informed, entertained, and educated through diferent types of writing. Creative
writing stirs up your emotions. Academic and journalistic writings aim to help you be knowledgeable and aware
of your environment, and technical writing gives services that you need to fnish your work or to solve a problem.

Furthermore, discussing the characteristics and other elements of technical writing will not only make
you understand about the role of technical writing in your future profession, but it will also help you write
properly and efectively, particularly in the diferent researches or theses that you will have to undertake in your
succeeding academic years.

REFLECTION:
What makes you unique as an individual?
How will you use your uniqueness to become a better person?

In order to be irreplaceable, one must always be diferentt

-Coco Chanel
 GENERALIZATION

Efective technical writing should be changeable, clear, complete, concise, correct, courteous,
formal, illustrative, objective, organized, procedural, and reader-centered. If you do not apply or
follow at least one, you have already challenged the successful communication of your technical
information. These characteristics might be sometimes difficult to achieve, but you will succeed
through applying them repeatedly.

However, we have to understand that these characteristics may not always be applied
together. It will depend on the situation, purpose, and audience. For example, we might write
lengthy sentences to courteously explain a technical information, or we might use jargons or
unfamiliar words for the expert audience, and this does not follow anymore the quality of clear
writing.

Aside from the characteristics mentioned in the previous pages, you should also remember
that you are writing to express, not to impress your target audience or readers. Expressing the
information means using only unpretentious words and sentences so you can avoid confusing
your readers. In efect, you will be able to convey the information directly and clearly – a very
important criterion in a successful technical writing.

REFLECTION:
Among all your characteristics as an individual, which one would you like to improve
for you to become better?
In the end, it is the person you become, not the things you achieve, that is most
important.
-Les Brown
GENERALIZATION
A technical writer’s paper should go along with the culture and etiquette
followed in a society. He or she should not end up in corrupting the minds of the
targeted readers. You, as future technical writers, should be sensitive enough to
discern right actions from bad ones. In that way, you can fawlessly work on the tasks
at hand without worry.

You should always remember that your role is to communicate and to provide
information in the form best suited to the needs of the audience. Technical writers
always translate technical information for the benefts of their audience or readers.

REFLECTION:
 How does code of conduct and ethics contribute
to the success of technical writers?

In law, a man is guilty when he violates the right of others.

In ethics, he is guilty if he only thinks of doing so.
-Immanuel Kant
 GENERALIZATION

The audience is the person or the people to whom you are writing. They are the readers of
your document who will beneft from your purpose and technical information. Please remember
that when writing documents for diferent audiences, the technical information is adjusted
based on what they need.
You may write for the laypersons who do not have a sufficient background in your
information; for the technicians who need clear instructions and organized procedures to carry
out actions; for the managers who need to get a summary and a clear context for the purpose
of decisions and business considerations; and for the experts who need a thorough
understanding of the technical details, calculations, and conclusions.
You are responsible as a writer to provide your readers with clear and easy access to
needed information. Attending the needs and wants of your audience is much like attending to
a special guest in your home. You are aware of this person’s presence, and you make every
efort to make this person feel welcomed. Similarly, you should consider your readers by
making every efort to accommodate them.
 REFLECTION:
Why is it important to value your own strengths?
In what ways can you transform weaknesses into opportunities?

Strength lies in diferences, not in similaritiest

-Stephen Covey

Writing the perfect paper is a lot like a military operationt It takes discipline, foresight, research,
strategy, and, if done right, ends in total victoryt
-Ryan Holiday

WEEK 8 Planning the Purpose, Scope, and Medium of Technical Writing

WEEK 8 Example Planning
WEEK 8 Generalization
GENERALIZATION
When planning to write technical documents, you will always consider and check the
purpose, scope, and the medium appropriate for the intended audience. Technical writers have
many avenues with which to convey information. Their choices provide them with creative and
innovative solutions to any communication challenges.
The purpose should be planned ahead so you know what will you write. After knowing the
purpose(s) of your document, flter the needed information that you will write in your document.
By doing this, you will be able to include only the coverage that concerns your
readers/audience. Finally, you should decide whether to use printed forms or electronic media.
You should be tactful in deciding to maximize your resources.

REFLECTION:
How does planning well afect the output of an activity?
Why is planning an important practice in everyday life?
 Good communication is the bridge between confusion and clarity.
- Nat Turner
Successful writers spend more time thinking and planning than writing.