Introduction to Technical Writing, Lecture notes of Technical Writing

Download Introduction to Technical Writing and more Lecture notes Technical Writing in PDF only on Docsity! 1 Introduction to Technical Writing  Good Style  Building goodwill  Half Truths About Writing  Better Style  11 Ways to Build Better Style  Draft Testing  Organizational Preferences  Recommended Resources 2 Ever feel like writing isn’t your cup of tea? 5 Build Goodwill: Avoid Bias  Use nonsexist language that treats both sexes neutrally.  Job titles: Chairman vs. Chairperson  Courtesy titles: Mrs. vs. Ms.  Pronouns: The nurse and her patients vs. the nurse and his patients  Don’t make assumptions about your audiences’ sexual orientation, gender, marital status, etc. 6 Build Goodwill: Avoid Bias, continued…  Use nonracist and nonagist language  Give someone’s race or age only if it is relevant to your communication.  Refer to a group by the term it prefers.  Avoid terms that suggest competent members of a certain group are unusual. 7 Half-Truths about Style 1. Write as you talk 2. Never use “I” 3. Never begin sentence with and or but 4. Never end sentence with preposition 5. Big words impress people 10 Never Begin Sentence with And or But  And may make idea seem like afterthought  And gives effect of natural speech  But serves as a signpost, signals a shift  But can make writing smoother 11 Never End a Sentence with a Preposition: Yes . . . But  Yes  A preposition may not be worth emphasizing this way  Readers expect something to follow a preposition  Avoid in job application letters, reports, formal presentations  But  OK now and then 12 Big Words Impress People: Yes . . . But  Yes  You may want to show formality or technical expertise  But  Big words distance you from readers  Big words may be misunderstood  Misused words make you look foolish 15 Ways to Build Better Style  Use the following tips as you:  Draft  Write and revise  Draft, revise, and form paragraphs 16 1. Use Accurate, Appropriate Words  Denotation  literal meanings; dictionary definitions  Bypassing—two people using same word to mean different things; causes mix-ups  Connotation  emotional association; attitude - / +  nosy / curious  fearful / cautious  obstinate / firm 17 2. Use Familiar Words  Words most people know  Words that best convey your meaning  Shorter, more common words  Specific, concrete words 20 3. Use Active Verbs (Usually)  Active—subject of sentence does action the verb describes  Passive—subject is acted upon  Usually includes form of “to be”  Change to active if you can  Direct object becomes subject 21 Passive vs. Active Verbs  P: The program will be implemented by the agencies.  A: The agencies will implement the program.  P: These benefits are received by you.  A: You receive these benefits.  P: A video was ordered.  A: The customer ordered a video. 22 Passive vs. Active Verbs, continued…  Active verbs are better because—  Shorter  Clearer  More interesting  Passive verbs are better to—  Emphasize object receiving action  Adhere to the standards used in more conservative technical publications  Avoid placing blame 25 Omit Words that Say Nothing  Cut words if idea is clear without them  . . . period of three months  . . . at the present time  Replace wordy phrase with one word  Ideally, it would be best to put the. . . .  If possible, put the…  There are three reasons for our success…  Three reasons explain the… 26 Put Meaning of Sentence in Subject & Verb: Example  The reason we are recommending the computerization of this process is because it will reduce the time required to obtain data and will give us more accurate data.  Computerizing the process will give us more accurate data more quickly. w ordy tight 27 6. Vary Sentence Length & Structure  Varying sentence length and structure helps keep audience interest  Use short sentences when subject matter is complicated  Use longer sentences to  Show how ideas link to each other  Avoid choppy copy  Reduce repetition 30 8. Begin Most Paragraphs with Topic Sentence  Unity—paragraph discusses one idea; a mark of good writing  Topic sentence—states main idea  Tells what paragraph is about  Forecasts paragraph’s structure  Helps readers remember points 31 9. Use Thesis Statements  A thesis is, essentially, a one or two- sentence version of the analysis or argument presented in a communication  Most reports should contain clear and concise thesis statements  Readers almost instinctively look to them for guidance 32 10. Use Transitions to Link Ideas  Transition—signals the connections between ideas to the reader  Tells if next sentence continues or starts new idea  Tells if next sentence is more or less important than previous  Don’t get stuck in the “however” rut; there are plenty of lists of transitions online 35 Writing Style Preferences  Good writing varies by organization, and, of course, from class to class and instructor to instructor  Use the style your audience prefers 36 Recommended Resources  Technical Communication by Paul Anderson  Pocket Book of Technical Writing for Engineers & Scientists by Leo Finkelstein