How to Read an English Technical text-a four-step guide

Reading technical research papers is a matter of experience and skills in order to learn the
specific vocabulary of a field.

1. Skimming. Skim the paper quickly, carefully review for headings, figures and the purpose of
the reading. This takes just a few minutes. You're not trying to understand it yet, but just to get
an overview.

2. Vocabulary. Go through the paper word by word and line by line, underlining or highlighting
every word and phrase you don't understand. Don't worry if there are a lot of underlining; When
you start, you are not trying to make sense of the article. Now you have several things you
might do with these vocabulary and questions, depending on every question you can:

a. Look for simple words and phrases. Often the question is simply vocabulary—what is an allen
wrench, bult, or the semilunar valve. A tecnhical English dictionary is a good place to look for
definitions. Your ordinary shelf dictionary is not a good source, because the definitions may not
be precise enough or may not reflect the way in which engineers use a word (for example
"stress" has a common definition, but the technical definition is totally different .)

b. Get an understanding from the context in which it is used. Often words that are used to
describe the procedures used in Engineering can be understood from the context, and may be
very specific to the paper you are reading. For example, technical procedures to extract “light
Oil” or “extra heavy Oil” at well site are totally different. Of course, you should be careful when
deciding that you understand a word from its context, because it might not mean what you think.

3. Comprehension, section by section. Try to deal with all the words and phrases, probably
there will be a few technical terms that you won’t understand. Now go back and read the whole
paper, section by section, for comprehension.

4. Reflection and criticism. After you understand the article and can summarize it, then you can
return to questions and draw your own conclusions. It is very useful to keep track of your
questions as you go along, returning to see whether they have been answered. Often, the
simple questions may contain the seeds of very deep thoughts about the work.

Reading Instructions and Technical Manuals

Instructional reading matter comes in many shapes and forms- from-a few words in miniscule
print in a medicine bottle label to, or on asmall card 0n the back of a plug outlining wiring
procedures, to a manual for the maintenance of a jet aircraft, running to a dozen heavy
volumes. This enormous range of written material, varying widely in length and in the level of
technical sophistication presumed of the readership does, however share a communicative
purpose. It is designed to ensure that certain goal-oriented physical actions are carried out as
effectively and efficiently as possible. Thereader of instructional material, therefore, is not
surprised to find that the writer in an effort to reach the desired smooth operation of the task
may often include descriptive and explanatory statements which motivate and justify the
procedures being advocated.
The physical actions triggered by the instructions may involve the sense organs(as in recipes),
or several parts of the body(as in sports training manuals) but most typically focus on hand
movements.Every career-technical area includes technical materials, such as manuals,
reference books, specifications, and on-line help menus,that require special skills in reading.
Mastering skills in technical reading is critical to your ability to solve problems on the job,
which,in turn, is critical to your success and advancement

Technical reading includes all of the following:

1)understanding technical vocabulary;

2) understanding and using parts of books to locate information;
3) understanding how a manual is organized;
4) making sense of tables and other graphics
5) comprehending what you read; 6) applying what you read,including following technical
directions

What is a Summary?

A summary is a short statement that summarizes or informs the audience of the main ideas of a
longer piece of writing. Essentially, the summary is a short version of a longer text. The size of a
summary can vary based on the type of writing, but most often they are no longer than a page.
Summaries can be found at the end of a piece of literature, such as on the back cover of a
book. They are used to give an overview of what happens in the writing and review the main
themes. This lesson will continue to explore what summary writing is, types of summaries, and
examples of summaries.

How do we write a summary?

There is a process to ensure that your summary is both effective and interesting.

1. Read through your main text

2. Identify the main ideas in your article while you write by creating a list.

3. Write in your own words in the article. This will help prevent plagiarism.

4. Keep the summary short, unbiased, and ensure your writing flows well from idea to idea.

5. Review your summary by comparing it to the main work. Paraphrase, check for spelling and
grammar, and ensure there is not any plagiarism happening.
Is a summary short or long?

Summaries can be either short or long depending on what is being written.

Traditional summaries, such as those found in the back of a novel, are usually 1-2 pages at the
most. Brief summaries, such as an abstract, are preferred in research papers and are between
200-400 words.

Note Making

Our knowledge is broad and limitless, but our memory capacity is restricted. We cannot recall
everything all of the time. As a result, note-making is essential. The purpose of taking notes is to
filter key information and help us remember it. Making notes is more than just writing down what
you read or hear; it is also a process of synthesizing and revisiting concepts from lectures or
reading.

Note Making is a way of recording important details from a source. This source can be any
book, article, meeting or any oral discussion. In note making, the writer records the essence of
the information. It helps us to understand and clarify thinking. Note making saves a lot of time by
going through the notes made. One can get a glimpse of a lot of information from a short note.

Advantages of Note Making

A note making is a skill that improves by practicing . There are some advantages of
note-making.

● It has great importance in exams or in academic writing

● It is an organization of main points for future use
● Note making helps in keeping the information handy whenever we require
● It helps in recollecting and recalling the past events said or heard
● It condenses the complete set of data into a reasonable size.
● It facilitates rapid revision during exam time.
● It has essential points that make it more readable.
● It helps in concentrating, understanding and provides a permanent record
● Note making format helps a writer to go through bulky documents quicker
● It helps in understanding a material if the notes are in their own words
● It distinguishes between main points and details

Note Making Format

There is a fixed note making format. One needs to follow this note making format in order to
have a clear and unambiguous understanding of it. The note making format has-

Heading

It shows the title or the heading of the note. This is the first section of your note, and it must
express the passage’s main theme. The header represents the passage’s principal idea.

Subheading

As the name suggests, a subheading is a subdivision of the main topic. Subheadings are
essential components of a paragraph that contain crucial information that must be divided into
points and subpoints. Subheadings describe how the main topic of the passage was developed.
One can use as many subheadings as he or she wants.

Point

Below the subheading, there are some points that are part of the main topics.

Sub-subheading

One can add more headings below the points for showing the category, types, advantages, etc.

Key or Keywords

The key portion of the note shows the various codes, symbols or abbreviations used. It helps to
get a clear understanding of the keys used in the note-making format.

Abbreviations and Symbols

While taking notes, it is usual and acceptable to use abbreviations to reduce large terms.
However, use abbreviative forms sparingly and include a key at the conclusion of your message
that lists all of the full forms. Common symbols such as &, @, #, %, and so on are also
permitted.

Types of Technical Documentation

Technical documentation doesn’t have to be a hassle if you know what you’re doing. But, if you’re
just starting, chances are that you don’t.

You’re probably winging a lot of stuff, don’t really keep written records, and aren’t the best at keeping
all this data in the same place for later use.

1. White Papers
A white paper is a type of technical writing report or guide that concisely informs its readers
about a complex problem and provides a solution to it. Originally this term originated a
century ago as a type of industry report, published by certain departments of the UK
government.

2. Case Studies

Case studies are research methodologies, which allow in-depth, multi-faceted explorations of
complicated issues in real-life settings. This well-recognized type of technical writing tool is used to
create positive publicity in some of the most popular fields of business, law, policy, and even health
research. These written analyses of real-life situations attempt to draw patterns in a data so that
generalization and trends from a data set could be recognized.

. Technical Proposals

A Technical proposal is one of the most important types of technical writing. It is a document
containing an introduction to the product, the crucial explanation of how it could solve the problem of
the recipient of the user, the company’s execution plan, and the important technical details of the
deal.

4. API Documentation

API short for ”Application Programming Interface” is a set of rules and specifications via which a
software program can access the services and resources supplied by another software program. API
is a type of communication channel via which two distinct programs communicate and share
resources.

. SDK Documentation

SDK stands for Software Development Kit. It is a set of software development tools that are used in
developing various applications for devices or certain operating systems. Some of the most popular
SDK examples are The Windows 7 SDK and the iPhone SDK.
. Technical Manuals

A technical manual is a ”how-to guide or manual’. These types of technical writing are created with
a single objective of making it simple for the end-user to comprehend the technicality of using a
certain product or service.

. Repair Manuals

Repair manuals or service manuals are such documents that contain the information on how to
perform routine maintenance or even needed repair of vehicles, computer hardware, technological
gadget, or electrical appliance. This type of technical writing includes maintenance charts,
step-by-step repair instructions, and overhaul procedures alongside helpful diagrams, photographs,
and illustrations to be of help to customs at crucial times.

8. User Guides

Whenever you purchase software, install a computer peripheral, or buy a technological gadget or an
electronic appliance, it comes with a physical or digital copy user guide that explains how to use it.
Such types of technical writing usually include instructions related to assembly, troubleshooting, a
do’s and don’ts list, warranty, and legal disclaimers. Technical writers of these documents interpret
complex technical data and present it in a very lucrative and user-friendly form.

9. Technical Reports

A Technical report, also known by the name, a scientific report, is one of the types of technical
writing document describing the complete process, progress, and result of technical or scientific
research. It discusses the current state of ongoing technical or scientific research. And towards its
end, a technical report also includes recommendations and conclusions of the research.

10. Project Plans

A project plan, one of the important types of technical writing, is also known as a project
management plan. It deals with a series of such formal documents, defining all the details of a
project from the very start to the end. Such a plan involves consideration for risk management,
resource management, and communications while addressing various other subjects like the scope,
cost, and schedule baselines of a plan.

11. Business Plans

A business plan is an extremely crucial type of document for an entity either starting its business
operations or seeking funding to establish itself in a more significant way. It is one of the most
important types of technical writing document for business partners who must agree on their plans,
government officials who must approve those plans, and potential investors such as banks or private
individuals looking to fund that particular business.

12. Test Schedules

All the steps, tasks, dates, and responsibilities involved in software testing are explained through the
help of test schedules. These schedules are variably used to plan for and

assign resources, such as the equipment and the engineers required to successfully run a test.

13. Corporate Reports

Among several different kinds of corporate reports, this is one of the types of technical writing of a
particular corporate entity, that requires meticulous research and presentation of facts in such a
manner as could be easily understood by numerous levels of employees, executives, and
shareholders.

14. Policies and Procedures

Companies all over the world, irrespective of their size, have some policy and procedure guidelines

to govern their organization. Companies also possess employee handbooks or company policy
manuals to help protect themselves against lawsuits from employees who might claim that they
weren’t aware of certain rules and regularities.

15. RFPs & Proposals

A request for proposal (RFP), also known as a business document, announces, describes, and
solicits bids from qualified contractors to complete a project. RFPs are preferred by most
organizations and are used by many governments. An RFP is issued by any organization to
communicate a need for services.

What Is Information Design?

Defines two meanings of information design: the overall process of developing a successful
document; and the way the information is presented on the screen (layout, typography, color,
and so forth). Discusses the future importance of both of these meanings of information design,
in terms of design for the web and single-sources (planning information for multiple uses).

Origins
Information design can trace its origins back as long as pictures have been used to support stories6.
However, more recently it can be attributed to the plain language movement of the 1960's. This
movement began when several insurance customers realized they weren't insured due to not being able
to read or understand the fine print of their policies. In the 1970's insurance policies began a standard of
being written at a 7th grade reading level. In 1977, President Carter made an executive order that all
government documents be written in plain language.

Key Terms In Information Design

DESIGN PRINCIPLES
Design principles are based on pattern, form, and organization. Three basic design principles used in
information design are grouping, contrast, and repetition.

GROUPING
Grouping helps organize information and improve usability. Information can be grouped by proximity,
similarity, and/or alignment

CONTRAST
Contrast helps set items apart. Using different text
sizes or color can create contrast.

REPETITION
Repetition creates consistency and predictability throughout a document. Repetition can occur in
headings, bulleted lists, etc.

TYPOGRAPHY
Typography is the style and arrangement of type on a page. A typeface is a style or font and should be
chosen for its legibility. User needs and the distance from which the user will be reading a document
should help decide type size.

PAGE DESIGN ELEMENTS

Page design elements show organization in a document and can provide emphasis on key information.
The proper use of design elements helps users understand the purpose and content of a document.
Important design elements include justification, headings, headers and footers, lists, columns, white
space, and color.

VISUALS
Visuals are noticed by users before text. Common types of visuals in information design are photos,
drawings, charts, icons, captions, and rules

EFFECTIVE DOCUMENT DESIGN

The responsibility of a writer to produce reader-friendly documents extends to layout, design, and
organizational elements surrounding the words themselves. If an email or report were simply a wall of
undifferentiated text running for several screens or pages, any reader would be daunted by the prospect
of having to scale that wall.

TITLES
Almost every document that exists as a standalone unit must have a title that accurately represents its
contents in a nutshell. It’s the first thing a reader looks for to understand what a document is all about and
should thus be easily found centres at the top of the first page of any small document, and prominently
placed on the cover of larger documents.

A title’s following characteristics make it essential to your reader’s understanding of the whole:

● Topic summary:
● Conciseness
● Capitalization
● Structure
● Position
● Typeface

HEADINGS AND SUBHEADINGS

After the main title of a document, using headings and subheadings as titles for sections and subsections
helps guide the reader around a document’s breakdown of topics. Especially in reports, headings and
subheadings that stand out in bold typeface flush (or close) to the left margin and follow a consistent
numbering system, exactly as you see in this textbook, help a busy reader quickly locate any specific
content they seek.
FONT
Font selection is an important consideration because it determines how the audience will receive a
document. Font involves decisions concerning the style of type, size, and even colour.

LINE SPACING
Single-spaced lines are common to most documents because they accommodate the reader’s need to
dart quickly to the next line to continue reading a sentence. The gap between 1.0-spaced lines is just
enough to clearly separate one line from another so the hanging elements at the bottom of letters like j
and g don’t interfere with the tops of uppercase letters on the line below.

LISTS
Another technique that helps the reader skim and easily find sought-after content is numbered or bulleted
lists for a series of discreet but related items. Whether you use numbered or bulleted lists depends on
your organizing principle.

VISUAL AIDS
The cliché that a picture is worth a thousand words holds true because images are excellent aids to
understanding when placed near the messages they illustrate.

INTERACTIVE ELEMENTS
Another aid to understanding that can benefit readers of an online or electronic document is a weblink
that provides them with the option of accessing other online media. Hyperlinking is easy in modern word
processors and online applications such as websites and email simply by highlighting text or clicking on
an image and activating the hyperlinking feature.

BALANCING TEXT AND WHITESPACE

Another consideration that helps a reader find their way around a page is the balance of text and
whitespace, which is simply a gap unoccupied by text or graphic elements. The enemy of readability is a
wall of text that squeezes out any whitespace, whereas a well-designed document uses whitespace to
usher the reader’s eyes towards units of text.

MAKING ACCESSIBLE, AODA-COMPLIANT DOCUMENTS

The Accessibility for Ontarians with Disabilities Act (2005) sets out guidelines for how workplaces can
help people with disabilities, including accommodations that extend to document design.

Print Media:

Print media is a form of mass media as the name suggests the news or information is shared through
printed publications. Printed media is the oldest means of sharing information/news. In printed media, the
news or information is published in hard copy and then it is released which is more reader-friendly. The
main types of print media include newspapers, magazines, and books. In print media Live show, Live
discussion, and Live reporting is not possible it is based on the interval update method.

online Media:

Electronic Media is a form of mass media as the name suggests the news or information is shared
through electronic mediums . Electronic media is the advanced means of sharing information/news. In
electronic media, the news or information is uploaded or broadcasted and then it can be viewed through
electronic mediums which is more viewer-friendly. The main types of electronic media include television
news, News through mobile apps, etc. In electronic media Live shows, Live discussions, Live reporting is
possible as it is based on an immediate update method.