Definition

Technical Communication is the “art and

Technical science of making complex technical
information accessible, usable, and relevant
Communication to a variety of audiences in a variety of
settings.”

• “Technical” refers to knowledge that is not • Technical communication can be written,

widespread, that is more the territory of oral, or visual.
experts and specialists. • Technical writing is composed in and for
the workplace.
• Whatever your major is, you are • Technical writing is a significant factor in
developing an expertise, and whenever work experience for a variety of reasons.
you try to write anything about your field,
you are engaged in technical writing. • Technical writing serves valuable
purposes in the workplace and often
involves teamwork.

PURPOSE CHARACTERISTICS
1. Accuracy
• Technical writing is the delivery of
2. Clarity/Clearness
technical information to readers in a
3. Conciseness
manner that is adapted to their needs,
4. Coherence
level of understanding, and background.
5. Appropriateness
• Technical writing is intended to 6. Completeness / Comprehensiveness
communicate to a specific audience, for a 7. Concreteness
specific purpose. 8. Organization
9. Visual Effectiveness

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 Accuracy Clarity
a. Document • Readability and the ease of understanding
- proper coverage of your topic in appropriate of writing.
details. Includes clear problem statement and preliminary a. Stylistic
outline.
- uses simple, direct language. Avoid
b. Stylistic
the use of specialized languages, detailed
- careful use of language to express meaning.
Includes use of paragraphs, sentence structure and word
analysis and complex conceptual schemes.
choice. b. Conceptual
c. Technical - explain the context of writing with
- refers to stylistic accuracy plus conceptual mastery questions in the introduction and problem
of the subject. statement in the citations and references.

Conciseness Coherence
• Requires summarized data, reduced • Quality of consistency and organization of
wordiness, and revision of writing. writing.
• Make use of outline, graphics, appropriate • Use of abstracts, clear titles, introductions,
length, sections, appendixes and scope. paragraphs, and problem statements.
• Avoid the use of unnecessary material that
confuse readers.

Appropriateness Completeness /
Comprehensiveness
• Writing must be appropriate to the
audience and specific institutional context. • Do not leave the reader wanting - includes
all necessary information
• All of the necessary information is present

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 Concreteness Organization
• Use the most relevant, recognizable and • Follow a sequence that makes the most
specific examples and language sense for the given situation

Visual Effectiveness Forms

• Use the best lay out, best design, and best • Television
graphic elements to complement and carry • Radio
out the message to the reader • Computer Programs
• Speeches
• Online Documents
• Manuals
• Email

Specific Types Technical Communication

• Annual Report • User’s Manuals serves Practical Need
• Books • Installation Guide
• Computer Hardware • On-line Help • What users expect
Guides
• Magazines
• API Manuals • Focuses on the feeling
• Training Manuals
• Newsletters • Focuses on the subject, action taken, and
• Quick-reference Guides
• Organizational action required
Manuals • Release Notes
•
• Focuses on the recommendation
• Scholarly Catalogues
Articles/Journals • Brochures
• Software Guides
• Technical Reports

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 Technical Documents Causes of Inefficient
Strive for Efficiency Documents
• More (or less) information than people need
• Irrelevant or uninterpreted information
• Confusing organization
• Jargon or technical expressions used
• More words than people need
• Uninviting appearance or confusing layout
• No visual aids when people need or expect
them

Elements of Writing is Part

Efficient documents of Most Career
• Content • Proposing various projects to management
or to clients
• Organization
• Writing progress report
• Style
• Preparing company news releases for the
• Visuals
public
• Format
• Describing a new product to employees or
• Supplements costumers

• Justifying to management a request for

COMMUNICATION has:
funding or personnel
• Editing and reviewing documents written by
colleagues
• Designing material that will be read on a
computer screen or transformed into sound
and pictures

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 Documents that address
global audience
• Scientific reports and articles on AIDS and
COMMUNICATION other diseases
• Studies of global pollution and industry
REACHES A GLOBAL emissions
AUDIENCE • Specifications for hydroelectric dams and
other engineering projects
• Operating instructions for appliances and
electronic equipment

• Catalogs, promotional literature, and repair

manuals Problem Solving in
• Contracts and business agreement Workplace
Communication

Technical Communicators Problem Solving Requires…

Solve Interrelated Problems • Creative Thinking
– A way of looking at problems or situations from
• Information Problem a fresh perspective to conceive something new
or original
• Persuasion Problem
• Ethics Problem • Critical Thinking
• Collaboration Problem – Logical, sequential disciplined process of
rationalizing, analysing, evaluating, and
interpreting information to make informed
judgments and decisions.

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Problem Solving Strategy Organizational Communication
• Functions • Forms
Identify and clarify - Internal - Oral
- External - Written
Gather information

Evaluate evidence • Emphasis • Delivery

Consider options
- Interactive - Electronic
- Mobile - Hard Copy
Problem Test best option - Instant

Communication Channels
The finished
DOCUMENT

• Written • Electronic REWORK, REPLAN,

AND REDRAFT FOR
- Memos - E-mail FINAL REVIEW AND
APROVAL
- Letters - Instant Messaging WRITE DRAFTS AND HAVE THEM
- Annual Report - Voicemail REVIEWED

- Company Newsletter - Videoconferencing DECIDE ON YOUR PURPOSE, AND DEVISE AN

APPROACH THAT WILL CONECT WITH
USERS AND IS APPROVED BY YOUR
- Bulletin Board Postings - Intranet COMPANY

- Orientation Manual
EXAMINE, EVALUATE, AND INTERPRET YOUR MATERIAL

• Oral
- Telephone - Face-to-Face Conversation
- Team Meetings
- Company Meetings
-

Stages in Writing
Process
1. Work with different ideas and information. Solving The
2. Plan the document.
Information Problem
3. Draft the document.
4. Revise the document.
5. Publish the document

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 USER LEVEL NEED

EXPERTS HIGHLY TECHNICAL FACTS AND FIGURE

FACTS AND
INFORMED
SEMITECHNICAL FIGURE with
PER ON
EXPLANATION

DEVELOPING Human factors in

AUDIENCE USE & PROFILE
Communication Failure
• Audience characteristics
• Purpose of the documents 1. Neglecting to convey vital
• Audience’s technical background information
• Audience’s cultural background 2. Not being assertive about vital
• Audience’s knowledge of the subject information
• Appropriate details, format, and design
3. Understanding vital information
• Due date and timing
4. Overlooking vital errors

Persuasion
A means of trying to influence someone’s
Solving The actions, thinking or decision making.

Persuasion Problem
• A claim what about what the facts are
• A claim about what the facts mean
• A claim about what should be done

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 • Assess the POLITICAL REALITIES
Any document can evoke different
reaction depending on the a user’s
• Expect AUDIENCE RESISTANCE
temperament, interest, fears,
biases, ambitions, or assumption.

Levels of Response to Know How to Connect

Persuasion with the Audience

Internalization
(ideal response)
Power Connection
Identification “ Do it because I said so!”
(willing and productive
response)
Compliance
(grudging/unproductive
response)

It orders readers to show up

RELATIONSHIP CONNECTION
Rational Connection

“Do it because I’d appreciate it.”

It invites readers to participate

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 Communication
Constraints
• Organizational Constraints
• Legal Constraints Thank You!
• Ethical Constraints
• Time Constraints
• Social and Psychological Constraints