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The Art of War written in 500 BC by Sun Tzu, a Chinese general is the
worlds first book on war tactics. The principles taught in this book can
be applied to all walks of lives business, sports, management, personal
lives, etc. Hence, people have been referring to this book for years,
even now!
In the 1980s, the U.S. Department of Justice ruled that technical writing
is a profession. Hence, this period can be said to be the golden era of
technical communication.
In 1988, a Globe and Mail article described that the technical writers
emerged in response to the explosion in the number of systems being
developed.
In the mid 90s, new job opportunities for technical writers were
created, thanks to the increase in the ISO 9000 certification
requirements. It is true to say that most of the organizations initially
started recruiting writers to fulfill the ISO requirements more than the
documentation requirements.
https://sajithajayaprakash.wordpress.com/2012/08/16/history-of-technicalwriting/
2. Technical Writing
Technical writing is sometimes defined as simplifying the complex. Inherent
in such a concise and deceptively simple definition is a whole range of skills
and characteristics that address nearly every field of human endeavor at
some level.
A significant subset of the broader field of technical
communication, technical writing involves communicating complex
information to those who need it to accomplish some task or goal.
3. Five Basic Principles Of Technical Writing
Five Basic Principles of Good Technical Writing
1. Always have in mind a specific reader, real or imaginary, when writing a
report;
and
always
assume
that
this
reader
is
intelligent,
but
uninformed.
2. Before you start to write, always decide what the exact purpose of your
report is, and make sure that every paragraph, every sentence, every word,
makes a clear contribution to that purpose, and makes it at the right time.
3.
Use
language
that
is
simple,
concrete,
and
familiar.
4. At the beginning and end of every section of your report check your
writing according to this principles: First you tell your readers what you are
going to tell them, and then you tell them what have told them.
5. Make your report attractive to look at.
Well-written and accurate documentation plays a major role in any
companys customer support strategy because it helps to reduce support
costs. Technical writing plays a big part in the support equation.
Technical writing is much more than just technical jargon, and structured,
concise instructions. As the intended audience for the technical writing could
be for both technical and not-technical people it must to convey its message
so that both sets of people understand it.
The main purpose of a technical writer when approaching a new technical
writing project is to ensure that they maintain focused on what they are
writing about. The information they are producing has to be organized and
structured within the laid down style that is appropriate for the intended
audience. By sticking to the basic principles of technical writing the technical
writer is ensuring that the documentation is clearly understood by the
reader.
The following is the six basic principles of technical writing that a technical
writer has to take in to consideration.
Content
There are five basic questions a technical writer has to ask themselves when
starting a new project who, why, what, how and when. Answering these
questions will allow the technical writer to be able to develop the content for
any type of technical documentation. For example, lets say the technical
writer has to create a user guide for a new video recorder. Before creating
the user guide, they will have to plan the content of the user guide by
applying following key questions to the situation:
1. Who will read the user guide?
2. Why do need to create the user guide?
have
when
With regard to the purpose of the documentation, technical writer will need
to know what the documentation will accomplish and also what should it do.
Styleguide
Technical writers will more than likely use a company styleguide (if there is
one) to ensure that their documentation has a structured and organized
pattern so that it gives consistency to their writing. A styleguide will provide
the document with continuity so that the audience can comprehend the
information. For example, technical writers need to organise their ideas in a
specific chronological format because without a specific layout and structure
to the documentation it will be very confusing for the reader to understand.
Writing Style
Technical writers will need to change their writing style depending on the
audience and situation they are writing about. If they are writing technical
documentation then it needs to be formal and devoid of any emotion as you
get with creative writing. Whereas, if say they were an email to one of the
senior managers involved in the project then their approach would more
casual than formal.
Accessing the information
Accessibility applies to the ease at which the intended audience can gain
access to the information they need from the technical documentation. A
Informal:
Colloquial
Informal writing takes on the characteristics of a spoken conversation.
Informal writing includes things like slang, figures of speech, broken syntax,
etc. It also takes on a personal tone whereby you speak directly to your
audience. You can use first or third person point-of-view, and youre likely to
address the reader using second person pronouns (e.g. you, your).
Simple
Short sentences are acceptable and sometimes essential to make a point in
informal writing. Thus, there are may be incomplete sentences or ellipsis to
make points. Also, try to save your five dollar words for a more formal
setting. If you use any industry jargon, explain it.
Contractions / Abbreviations
Words can be simplified using contractions (e.g. youre, couldnt, its) and
abbreviations (e.g. TV, photos) whenever possible.
Empathy / Emotions
The author can show empathy towards the reader regarding the complexity
of a thought and help them through that complexity.
Formal:
Complex
Longer sentences are likely to be more prevalent in formal writing. You need
to be as thorough as possible with your approach to each topic when you are
using a formal style. Each main point needs to be introduced, elaborated on
and concluded.
Objective
State main points confidently and offer full support arguments. A formal
writing style shows a limited range of emotions. It avoids emotive
punctuation like exclamation points, ellipsis, etc., unless they are being cited
from another source.
Full Words
No contractions or abbreviations to simplify words.
Third Person
Not a personal writing style, the formal writer is sort of disconnected from
the topic to make observations.
Mostly the type of language used, and the format. Formal writing demands
formal language and formal grammar. Informal writing can use slang,
colloquialisms, dashes and exclamation points etc.
Informal:
May use colloquial words/expressions (kids, guy, awesome, a lot, etc.)
May use contractions (cant, wont, shouldnt, etc.)
May use first, second, or third person.
May use clichs (loads of, conspicuous by absence, etc.)
May address readers using second person pronouns (you, your, etc.)
May use abbreviated words (photo, TV, etc.)
May use imperative voice (e.g. Remember)
May use active voice (e.g. We have noticed that)
(substitute
with children,
Avoid contractions (write out full words cannot, will not, should not, etc.)
Write in third person (except in business letters where first person may be
used.)
Avoid clichs (use many, was absent, etc.)
Avoid addressing readers using second person pronouns (use one, ones,
the reader, the readers, etc.)
Avoid using abbreviated words (use full versions like photograph,
television, etc.)
Avoid imperative voice (use Please refer to)
Use passive voice (e.g. It has been noticed that)
Longer and more complex sentences are preferred (short simple sentences
reflects poorly on the writer)
References:
https://matteaseraphim.wordpress.com/2012/09/27/the-difference-betweenformal-and-informal-writings/
http://word-mart.com/html/formal_and_informal_writing.html
https://crewcite.wordpress.com/2010/03/21/five-basic-principles-of-goodtechnical-writing/
http://techwhirl.com/what-is-technical-writing/
http://mooreti.com/the-principles-of-technical-writing.html
ENG 8:
ASSIGNMENT
TECHNICAL WRITING