01 Definition of technical writing

1. Definition

   A form of written document providing technical information that helps readers to solve complex problems.

   • instructions - memos
   • reports

2. Main features

   • Reader-centeredness

   • Clear organization and page design

   • Readable style and effective visuals

3. Purposes

   • inform

     provide information that users ask

   • instruct

     help people do sth.

   • persuade

     encourage people to take a desired action or make a decision

4. Meet the needs of specific audiences

   • who will use your documents?

     • primary readers
       • decision-makers
     • secondary readers

     

   • why will they use it?

     • primary readers
       • instructing
     • secondary readers
       • legal & cultural considerations

   • how will they use it?

     • adapt to the knowledge, interests and needs pf target audiences
     • context

5. Weighing the ethical issues

   1. What is ethics?
      • Moral beliefs and values
        • Rules & principles
   2. How is ethics related to technical writing?
      • Reporting and analyzing data honestly
      • balancing between production and safety
      • avoiding burying bad news in paragraphs
      • Use types sizes responsibly

6. Process for writing technical documents

   1. Planning

      • Analyze your audience
        • Primary&secondary audiences
        • backgrounds and expectations of each audience
      • Analyze your purposes
        • Why and how to use the document?
        • What to know or to do?
      • Generate ideas about your subject
        • Who/What/When/Where/Why/How
      • Research additional information
        • primary sources/secondary sources
        • how to collect,evaluate and document the right materials
      • Organize and outline your document
      • Select a design or a delivery methods
        • page layout
        • typography
        • use of color
      • Devise a schedule and budget

   2. Drafting

   3. Revising

      • Audience analysis
      • Usability testing

   4. Editing

      • grammar
      • punctuation
      • style
      • usage
      • diction: word choice
      • mechanics: numbers, sequence

   5. Proofreading

7. Writing style and tone

   • Style

     • Readable
       • Correct grammar&Punctuation&Spelling
     • Clarity
       • Use active voice whenever possible
       • Avoid overstuffed sentences
     • Conciseness
       • Use fewer words whenever fewer will do
     • Fluency
       • combine related ideas

   • tone

     • first/second/third person