Technical Writing

Lecture 1
 ?Unit One: What is Technical Writing

• Definition & Importance of Technical Writing

• Characteristics and Constraints

• Good Technical Writing Style

• Skills Needed for Technical Writing

Unit One What is Technical Writing?

• Definition & Importance of Technical Writing

- Technical writing is a very specialized type of writing. Technical

writing is instructional in nature, seeking to convey information to the
reader in a manner that he or she can understand and apply. With this
type of writing, clarity and specificity are essential.

- Technical writing essentially has one purpose. It is not to entertain or

engage, but it is designed to teach and give the necessary information
for how to accomplish a task.
Unit One What is Technical Writing?
Characteristics and Constraints

In general, technical writing is organized in a direct, linear

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.
?Unit One What is Technical Writing

Characteristics and Constraints

• Expressing Information Clearly

Being clear and direct are the most important characteristics of
technical writing. Sentences must have a single meaning with no room
for ambiguity. Technical writing should be direct, not suspenseful.
Technical writing is not the place for poetic language and innuendo.

• Using Efficient Wording

Technical documents should be concise, never wordy and flowery.
Always choose words and phrases that are simple and straightforward.
?Unit One What is Technical Writing

Characteristics of Effective Technical Content

?Unit One What is Technical Writing

Characteristics of Effective Content

• Relevant. The information provided must be what the users are

looking for.
• Precise. The information must be unambiguous and accurate.
There is no place for guessing.
• Complete. The information should be complete within the defined
context. Ensure every process and procedure is complete. You
wouldn’t want the users to wonder what to do next.
• Concise. The information should be crisp and to the point, yet
complete. The users should be able to read the information and get
what they want quickly.
 Unit One
? What is Technical Writing

• Well-Structured. The information should have a logical

flow that helps users understand it quickly.
• Well-Illustrated. The adage of a picture being worth a
thousand words is very relevant to technical writing. Use
illustrations, screen shots, tables, icons and similar
graphic elements where possible.
 Unit One
? What is Technical Writing

• Accessible. Users should be able to locate the information

they are looking for quickly and easily. This is why
technical documents have Headings, Table of Contents,
Index, Cross-references, Links, etc.
• Predictable. Similar information should be structured and
presented in a consistent manner. For example, if you have
an overview at the start of a procedure, ensure all
procedures have such an overview.
 Unit One
? What is Technical Writing

Constraints
• Developing the Document: Working within Constraints
In planning a persuasive document, you need to work within
the constraints that shape your environment on the job. On
the job, you will face some constraints that fall into eight
categories: ethical, legal, political, informational, personnel,
financial, time, and format and tone.
 Unit One
? What is Technical Writing

• Ethical Constraints Your greatest responsibility is to

your own sense of what constitutes ethical behavior. Some
organizations and professional communities have a
published code of conduct.
• Legal Constraints You must abide by all applicable laws
on labor practices, environmental issues, fair trade,
consumer rights, and so forth.
• Political Constraints Don’t spend all your energy
and credibility on a losing cause. If you know that
your proposal would help the company but that
management disagrees with you or that the
company can’t afford to approve it, consider what
you might achieve through some other means, or
scale back the idea. Two big exceptions to this rule
are matters of ethics and matters of safety.
 Unit One
? What is Technical Writing

• Informational Constraints. The most common

informational constraint you might face is that you cannot
get the information you need. You might want your
organization to buy a piece of equipment, for example,
but you can’t find unbiased evidence that would convince
a skeptical reader. What do you do? You tell the truth.
Explain the situation, weighing the available evidence and
carefully noting what is missing. If you unintentionally
suggest that your evidence is better than it really is, you
will lose your most important credential: your credibility.
• Personnel Constraints The most typical personnel
constraint you might face is a lack of access to as
many collaborators as you need. In such cases,
present a persuasive proposal to hire the personnel
you need. However, don’t be surprised if you have
to make do with fewer people than you want.
 Unit One
? What is Technical Writing

• Financial Constraints Financial constraints are related to personnel

constraints:
• If you had unlimited funds, you could hire all the personnel you need. But
financial constraints can also affect other kinds of resources: you might not
be able to print as many copies of a document as you want, or you might
need to settle for black and white instead of full color.
• Time Constraints Start by determining the document’s deadline.
(Sometimes a document will have several intermediate deadlines.) Then
create a schedule. Keep in mind that tasks almost always take longer than
estimated. And when you collaborate, the number of potential problems
increases, because when one person is delayed, others may lack the
necessary information to proceed, causing a logjam.
 Unit One
? What is Technical Writing

• Format and Tone Constraints You will be expected to work within

one additional set of constraints:
• Format. Format constraints are limitations on the size, shape, or
style of a document. For example, your reader might like to see all
tables and figures presented at the end of the report. If you are writing
to someone in your own organization, follow the format constraints
described in the company style guide, if there is one, or check similar
documents to see what other writers have done.
• Tone. When addressing superiors, use a formal, polite tone. When
addressing peers or subordinates, use a less formal tone but be equally
polite.
Thank You