Unit 2: Types of Technical Documents

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What do you think of the following words? Can you guess the meanings? Try it out with your friends. Microprocessors Laser Surfing Stress Fiber optics Computer Diabetes Column Frame

Normally, texts which contain technical terminology will incorporate definitions and explanations. This is particularly the case if the text is aimed at non-experts or students of technical subjects. A term should be defined if the word or phrase used 1: is unfamiliar to the reader 2: has multiple meanings 3: has a specific meaning in that discipline. The same word in one discipline can mean a different thing altogether in another discipline A definition is: a statement which gives clear, exact, concise description or explanation of a statement of the meaning of a word or phrase or the nature of an object When writing definition, some common words and expressions could be used, such as: is/are is taken to be in other words bywe mean denotes that is (to say) means byis meant is/can be defined as

Examples: 1. A computer is an electronic device. 2. Exercises are physical and mental activities. 3. The term laboratory refers to a room or building used for scientific research. 4. Arachnophobia means that a very strong fear or hatred of spiders.

Elements of Definitions

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Plain English the purpose of definition is to clarify meaning, so use language readers could understand Examples: compare: i) A tumor is a neoplasm ii) Neoplasm this word is still unclear and needs more explanation

A tumor is a growth of cells that occurs independently of surrounding tissue, and serves no useful function. This is better because it gives accurate description of the term

Basic properties definition should convey the properties that differentiate it from all others. Examples: i) A thermometer measures temperature This is essential information and gives real meaning of the term.

ii)

A book can be used to write in, to display pictures, and to record financial transactions. For this term, it cannot be defined according to functional properties because books have multiple functions.

iii)

A book is a bound volume of pages.

Therefore, the basic property of the word that we could use is physical.

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Objectivity we need to omit our opinions from a definition, unless readers ask for them. Examples: i) Bomb is defined as an explosive weapon detonated by impact and a timing mechanism. This definition gives fact. Bomb is an explosive weapon devised by some idiots to blow up the world. some idiots to blow up the world is opinion and the definition ignores a bombs basic property.

ii)

2 types of definitions 1: the short formal definition of one sentence 2: the extended definition of several paragraphs or of the whole process The short formal definition Usually of one sentence that contains 3 parts 1. the term or word or phrase to be defined 2. the class of object or concept to which the term belongs 3. the different characteristics which distinguish this term from all others of that class

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1 WORD/TERM Water V is

2 CLASS a liquid

3 DIFFERENTIATING CHARACTERISTICS made up of molecules of 2 parts of hydrogen to 1 part of oxygen. which is transparent or translucent aluminium silicate, usually yellow in colour and used as a gem. for writing or drawing, made of thin rod of graphite, enclosed in a wooden cylinder.

Topaz

is

a mineral

A pencil

is

an instrument

In writing short formal definition, there are 2 rules: 1. Specific class differentiation Assign the term to a class and then detail precisely how this term differs from other term within that class

Example:

An elephant is a huge mammal order of Proboscides, of the suborder Elepantoidea.

Class

Specific class differentiation to define item

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Rule 2: No repetition of word. Never repeat same word used in definition as it is a weak definition. It does not tell the reader any new information. Use another word to give more information.

Example: Repetition

A postman is a man who carries and delivers letters. A postman is a mail carrier who delivers letters.

Gives new information to the work of a postman

Now, lets try giving a short, formal definition to the following terms: Word / term Verb Class Differentiating characteristics mown and dried for cattle food. in the head.

Hay is grass A headache is a continuous pain 1. A heart 2. A supermarket 3. A clock 4. A volcano 5. An engineer 6. An orchid 7. A dolphin 8. A computer 9. A mobile phone 10. A bicycle Table 1: Short formal definition The Extended Definition What is Extended Definition?

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Some definitions and explanations give further distinguishing characteristics by means of a defining relative clause. Expanded definition that involves more than one sentence. It could be written in a paragraph or more, or even a whole essay to clarify the definition. This depends on the topic for each discipline and the need for details to achieve the purpose of writing it. Relative clause includes relative pronouns which are: Who or that for people When for a period of time Where for a place or a location That or which for things

Ways to extend a definition: 1. Etymology or Derivation Refers to the origin of the word, its multiple meanings, and the way the word is used up to the present time.

Examples: i. Alcohol has its original roots from the Arabic word al-kuhul, which meant a colourless, inflammable, and pungent liquid with the chemical properties of C2H6O. Alcohol today can be burned as fuel, used in industry and medicine, and can be intoxicating element found in whiskey, wine, beer or in fermented and distilled liquors known as ethyl alcohol. ii. Nicotine has its roots in the French word nicotiane, which means the tobacco plant. This Nicots plant was named after Jean Nicot, French ambassador at Lisbon. He introduced the tobacco seeds to France in 1560. This tobacco plant is poisonous water-soluble alkaloid, C10H14N2, found in the tobacco leaves which are used ordinarily in an aqueous solution of its sulphate as an insecticide. When the smokers of tobacco leaves became addicted to smoking,

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the scientists had to coin new word nicotine for the addictive ingredient in tobacco. iii. Laser is an acronym for light amplification by stimulated emission of radiation. The idea of lasers dates back as far as 212 B.C. when Archimedes used a magnifying glass to set fire to Roman ships during the siege of Syracuse. 2. Explication Explains and clarifies any word in the definition that may confuse the readers

Example: i. The word autobiography is made up of two words: auto, which means self or by oneself/itself, and biography, which means an account of a persons life. Therefore, autobiography means the story of ones own life written or dictated by oneself.

3.

Negative comparisons or Negation Readers can grasp some meanings by understanding clearly what the term does not mean.

Examples: i. ii. iii. A cucumber is not a vegetable but a long fruit. Love is not hate although there is a love-hate relationship. Lasers are not merely weapons from science fiction.

4.

Classification Defines a word into different categories and explains each categories in detail.

Example: A. Term Elephant B. Classification Mammal C. Basis for Division i) Asiatic (ii) African 22

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D. Detailed characteristics of each division i) physical characteristics, (ii) location (iii) uses 5. Compare and Contrast Use of analogies can compare the unfamiliar with the familiar based on a pattern of similarities. In doing this, we need to ask the following questions when giving definition: Does it resemble anything familiar? How does it differ from comparable things? How is it both similar and different? Examples: i. ii. iii. The way the animal heart pumps blood throughout the body is like the way water pump works to pump water into the water pipes. A seam gauge resembles a short ruler, except it has a length wise slot in the middle of its entire length. Fiber optics technology results from the superior capacity of light waves to carry a communications signal. Sound waves, radio waves, and light waves can all carry signals; their capacity increases with their frequency. Voice frequencies carried by telephone operate at 1000 cycles per second, or hertz. Television signals transmit at about 50 million hertz. Light waves, however, operate at frequencies in the hundreds of trillion of hertz.

In addition to the 5 ways of expanding a definition above, we can also use descriptive details where we elaborate details like class, size, shape, colour, properties, uses and other information which we think are helpful in clarifying the term. Other than that, we can use examples and incidents, and we can also combine several ways in order to help with the understanding of the term.

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Exercises 1. The following are 2 samples of extended definitions written by a group of students. Read the samples and identify: a) the term, the class, and the differentiating characteristics b) which way they used to define the term c) whether the definition is successful in explaining to readers what the term means

Scientific calculator is an electronic device that people use to calculate mathematics equation. This device is made up from electronic components. The case is made up from hard plastic. The structure consists of buttons and screen. The buttons are used to type in numbers and mathematics symbols. The function of the screen is to display what is being punched from the buttons.

Mechanical pencil consists of two terms that are mechanical and pencil. It is called mechanical because the pencil is produced by machines and it consists of a set of moving parts that does a certain task. While pencil is a type of stationery used to write. So mechanical pencil is not like conventional pencil because mechanical pencil uses spring to eject the thin carbon lead from the body in order to write. Whereas, the normal pencil needs to be sharpened in order to write. Student B 24

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2. The technical words in column A are similar in meaning to the more general English in column B. Match them. A 1 2 3 4 5 6 7 8 Sheets Escalator Motion Converts Has a linear motion Reciprocates Rotates Oscillates A B C D E F G H B Goes up and down Swings backwards and forwards Goes in a line Movement Goes round and round Moving stairs Large, thin, flat pieces Changes

3. Choose 1 term from Table 1: Short formal definition that you have done earlier. From the short formal definition, expand the description of the term using ways that you have learned in this unit. Write it in the following space. ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________

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Read the following paragraphs: 1.

Sterling Silver Elven Leaf Brooch This is a gorgeous reproduction of the leaf brooch worn by Frodo, Legolas, Aragorn, Boromir, and the other members of the Fellowship in Peter Jacksons film version of The Lord of the Rings. This inspiring and beautiful piece symbolises the spirit and bond of those entrusted to save Middle-Earth. Made of finely handcrafted solid sterling silver and rich green enamelling, the brooch measures 2 inches tall by 1 7/8 inches wide, and has a pin along the back so you can fasten it to your shirt or jacket. The brooch is presented in cotton filled box, and comes with a certificate of authenticity, which makes it a wonderful gift for men and women who are fans of The Lord of the Rings.

Source: brooch

http://www.kaboodle.com/reviews/the-elven-

2.

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A stapler comprises many components, most of which are metal stampings and spring type parts. Main components of a typical home or office stapler include the base; the anvil (the metal plate over which you put the document that you want to staple); the magazine (which holds the staples); the metal head (which covers the magazine); and the hanger (which is welded to the base and holds the pin that connects the magazine and base). Rivets are used to keep the parts together, and a pin is the hinge point for the top and bottom half. There are also rubber and plastic materials used both in enhancing the product and in making the stapler cosmetically appealing. The springs in a stapler typically perform two separate jobs: they keep the row of staples lined up in the track and ready to be used, and they return the plunger blade to its original up position. (The plunger blade acts as a guillotine, in that it separates one single staple from the row of staples each time it is forced down.)

Sources: http://www.answers.com/topic/stapler , http://www.allproducts.com.tw/manufacture98/shyouken/product2.html

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Exercises: 1. From the paragraphs in the previous pages, find: a) words that you think are factual b) words that represent the writers opinion Fill in the table below with your answers. Facts Paragraph 1 Opinion gorgeous

Paragraph 2

Facts metal stampings

Opinion

When you are done, compare your answers with a friend. Be prepared to rationalize your answers.

TUTORIAL TASK 2. In this part, you need to choose 1 card. Each card contains questions regarding

Technical Description. Prepare the answers to the questions, and present it to the whole class. You may do it using power point slide presentation. You are given about 5 minutes

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to talk about what you have discovered. While your friends are presenting, you may take notes for the rest of the question cards.

Card A 1. What is the definition of Technical Description? 2. List 3 important features in a technical description. 3. How do you describe an object?

________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________

Card B 1. Give examples of words/terms that you use to describe an object. 2. Do you need to include visuals in technical description? Why/Why not? Give examples. 3. What is physical description? 29

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________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________

Card C 1. What is the purpose of writing technical description? 2. What is functional description? 3. What should a technical description contain?

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________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________

Card D 1. What is a process description? 2. How do you organize the descriptive sequence of an object? 3. What style/tone/ of language that you should use in a technical description? Give examples.

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________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________

LANGUAGE ENRICHMENT 3. In the following box are verb participles that can be used when writing a description of a functional, physical, or manufacturing process. Choose an object and write the description using the passive voice in present tense. You can use the verbs given or other verbs that you know. When you are done, read aloud the descriptions without saying the name of the final product. Your classmates have to guess what is being described.

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Unit 2: Types of Technical Documents Assembled joined tested inserted separated extracted placed

UWB10402 Technical Communication 1 studied cleaned manufactured treated welded heated evaluated adjusted constructed processed connected measured polished

removed selected programmed transferred

________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________

ASSIGNMENT 1 TECHNICAL DESCRIPTION (10%)

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For this assignment, you are going to write a technical description of an object of your choice. The following is how you are going about the assignment: 1. Choose an object. You must get the approval from your lecturer about your choice. 2. Take not more than 5 pictures of the object from different views and print them. You are not allowed to lift images from other sources such as the Internet or books. 3. Label the parts of the object. 4. Write a description of the object which should include the following items: a. The extended definition of the object b. The physical aspects of the object c. The functional aspects of the object 5. Organise your description into Introduction, Content, and Conclusion. You must include the pictures that you have taken in the description. 6. You should write about 1000 words. Indicate the word count on the assignment cover page. _________________________________________________________________ Your assignment will be evaluated by the following criteria: Content the answer is relevant and adequate to the assigned situation, shows knowledge to the subject, and well-developed thesis/topic. Language use effective simple and complex constructions, few errors of agreement, tense, number, word order/function, articles, pronouns, prepositions Organisation fluent expression, overall pattern is clear, well-organised, logical sequencing, cohesive. Mechanics mastery of conventions few errors of spelling, punctuation, capitalisation, paragraphing.

References:
Boeckner, K. and Brown, P.C. (1993). Oxford English for Computing. Oxford: Oxford University Press. Glendinning, E.H. and Glendinning, N. (1995). Oxford English for Electrical and Mechanical Engineering. Oxford: Oxford University Press.

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Lannon, J.M. (1994). Technical Writing. 6th ed. New York: HarperCollins College Publishers.

Rose Tunku Ismail. (2001). A Students Guide to Writing. Kuala Lumpur: DBP. http://www.public.iastate.edu/~bccorey/105%20Folder/Tech%20Def%20Assign.doc

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