Technical Communication: Introduction

1. Technical Communication:Introduction Instructor: Lisa Overtechwrite@articulatewriting.com INTRODUCTION TECHNICALITIES OF STYLE ORGANIZING FOR USERS DESIGN & USABILITY PERSUASIVE CONSIDERATIONS

2. Course Schedule • Week 1 • Introduction • Technicalities of Style • Write: Technical Definitions, Technical Descriptions, and Process Descriptions • Week 2 • Organizing for Users (Chunking and Visuals) • Write: Instructions and Procedures M

3. Course Schedule • Week 3 • Design and Usability (documents and web sites) • Write and Design: Design Pages: Instructions, Technical Descriptions, or Process Descriptions • Week 4 • Persuasive Considerations • Write: Proposal • Write: Technical Marketing Literature M

4. Types of Technical Documents Letters and Memos (print and e-mail) Brochures, Pamphlets, Fact Sheets Instructional Material Reports Proposals Newsletters Public Relations Material Reference Materials M

5. A Technical Communicator Is… Detail oriented Conceptual Visual Computer savvy Aware of the audience Proficient with words and ideas Team oriented Creative and critical thinker M

6. Technical Communication is User Centered • Technical communication focuses on what the audience considers most important • Users want documentation that has • All of the details they need to perform a task or make a decision • Only the details they need to perform a task or make a decision • A readable style both in organization of information and in word choice and sentence structure • A usable design with respect to the organization of information and to the layout of the page (both online and in print) • An accessible design with respect to special needs • Accurate, honest, and fair M

7. Technical Communication is Purposeful • A technical document fulfills a purpose • Instruct • Inform • Persuade M

8. Technical Communication is Team Oriented Subject Matter Experts (SMEs) Writers Graphic Designers Editors and Proofreaders Users M

9. Technical Communication is Creative and Critical Assess the Audience’s Information Needs Determine the Level of Technicality Develop an Audience and Use Profile Prepare an Effective Technical Document M

10. Assess the Audience’s Information Needs • Answer Audience Questions: • What is the purpose of the doc? • Why should I read it? • What info can I expect to find in it? • What happened and why? M

11. Assess the Audience’s Information Needs • Answer Audience Questions: • How should I perform this task? • What action should I take or someone take? • How much will it cost? • What are the risks? • Do I need to respond to it? How and when? M

12. Determine the Level of Technicality M

13. Develop an Audience and Use Profile PDF M

14. Prepare an Effective Technical Document • Examine, evaluate, and interpret the ideas and information • Determine the purpose and plan the document • Write drafts and have them reviewed • Evaluate and revise the document for final review and approval Publish and Distribute M

15. The Technical Writer’s Toolbox • Style: Ten Lessons in Clarity and Grace by Joseph M. Williams (978-0205747467) • Rules for Writers by Diana Hacker (978-0-31-266481-7) • The Blue Book of Grammar and Punctuation by Jane Straus (978-0-470-22268-3) • Writing for Multimedia and the Web by Timothy Garrand (978-0-240-80822-2) • Looking Good in Print by Roger C. Parker (1-933097-06-X) • Merriam-Webster’s Collegiate Dictionary M

16. Technical Communication:Technicalities of Style Instructor: Lisa Overtechwrite@articulatewriting.com INTRODUCTION TECHNICALITIES OF STYLE ORGANIZING FOR USERS VISUALS DESIGN & USABILITY PERSUASIVE CONSIDERATIONS

17. Objectives M You will learn how to write documentation that is …and that has appropriate Clear Cohesive Coherent Concise Precise Emphasis Tone

18. Clear Writing M • Characters are expressed as subjects. • Actions are the actions of the main characters and are expressed as verbs.

19. Clear Writing M • “The implementation of the new mathematics curriculum by the department depends on agreement among the faculty.” • “The faculty must agree with the new mathematics curriculum before the department can implement it.”

20. Clear Writing M • Voice is active except where passive voice would shift the topic to the beginning of the sentence

21. Clear Writing M • “Black holes are dark regions in space that hold many secrets. A star creates a black hole when it’s gravity pulls its gases so tightly together that the star collapses into a ball about the size of a marble.” • “Black holes are dark regions in space that hold many secrets. A black hole is created when a star’s gravity pulls its gases so tightly together that the star collapses into a ball about the size of a marble.”

22. Cohesive Writing M • Sentences form a connected line of thought: Familiar information is at the beginning and unfamiliar information is at the end.

23. Cohesive Writing M • “Black holes are dark regions in space that hold many secrets. A black hole is created when a star’s gravity pulls its gases so tightly together that the star collapses into a ball about the size of a marble….” • This tightly compressed matter changes the space around it so that anything that comes near the space is sucked in and compressed.

24. Coherent Writing M • Each paragraph develops one idea/topic. • Ideas are well-organized from one paragraph to another.

25. Coherent Writing M • “Black holes are dark regions in space that hold many secrets. A black hole is created when a star’s gravity pulls its gases so tightly together that the star collapses into a ball about the size of a marble. This tightly compressed matter changes the space around it so that anything that comes near the space is sucked in and compressed….” • This strong gravitational pull is what makes black holes so mysterious. No one can get close enough to uncover their secrets.

26. Concise Writing M • Each word advances your meaning. • Each paragraph conveys the most information and all necessary details in the fewest words.

27. Concise Writing M “It is necessary that we not forget to explain the basic and fundamental information users need in order to perform the tasks in an accurate manner.” • We must explain… • the basic information… • users need to perform … • the tasks accurately.

28. Concise Writing M “We must explain the basic information users needs to perform the tasks accurately.”

29. Precise Writing M Correct facts • Verify the facts • Avoid misleading terminology • Avoid overstatements or understatements • Reveal all the information the users need • Respect legitimate rights of privacy and confidentiality

30. Precise Writing M Exact Words • Specific and concrete • Simple and familiar • Analogies and word pictures • Commonly Confused Words (PDF) • Homonyms, Homophones, and Homographs (PDF) • Common Mistakes (PDF)

31. Appropriate Emphasis M • Short, simple information is at the beginning and long, complex information is at the end.

32. Appropriate Emphasis M • “People who believe a process or outcome conflicts with their moral beliefs will oppose it.” • “People will oppose a process or outcome if it conflicts with their moral beliefs”

33. Appropriate Tone M • Tone is the personality behind the message. • Tone conveys the writer’s distance from the audience and the writer’s attitude about the subject. • Personal or impersonal • Objective or biased

34. Appropriate Tone M • Three levels of tone • Informal • Semiformal • Formal

35. Stylebooks and Style Sheets M • Chicago Manual of Style 16th edition • Associated Press Stylebook

36. Stylebooks and Style Sheets M • Company and Project Style Sheets • Example: When using a technical term for the first time, put it in boldface font, briefly define it in the text or in the margin depending on how complex it is, and include the new term in the glossary. • Companion Web Site

37. References M • Williams, Joseph M. (2005) Stlye: Ten Lessons in Clarity and Grace, 8th ed. Pearson Education, Inc. • Lannon, John M. (2006) Technical Communication, 10th ed. Pearson Longman.

38. Organizing for Users INTRODUCTION TECHNICALITIES OF STYLE ORGANIZING FOR USERS DESIGN & USABILITY PERSUASIVE CONSIDERATIONS Instructor: Lisa Overtechwrite@articulatewriting.com

39. Objectives M • You will learn how to structure information for users • Chunking • Visuals • You will also learn several organizational techniques for structuring information

40. M Chunking Partitioning Classifying Paragraphing Sequencing

41. Partitioning M • Separates a single device into parts, chunks, sections, or categories • Answers the questions • What are its parts? • What is it made of? • Example (PDF)

42. Classifying M • Groups things systematically based on certain similarities • Answers the questions • What relates to what? • What belongs where? • Example (PDF)

43. Paragraphing M • Design paragraphs to present the information in the most appropriate way. • Each paragraph develops one idea/topic. • Ideas are well-organized from one paragraph to another. • Support paragraphs follow an appropriate pattern

44. Sequencing M Spatial Chronological • Organizes based on physical location • Use to describe a physical device or mechanism • Order according to how parts are viewed • Order according to how parts function • Example (PDF) • Sequence of events • Explain how to do something • Explain how something happened or happens • Example 1 (PDF) • Example 2 (PDF)

45. Sequencing M Effect to Cause Cause to Effect • Identify a problem and trace its cause • Answers the question: How did this happen? • Example (PDF) • Follows action to its results • Answers the question: What will happen? • Example (PDF)

46. Sequencing M Emphatic Problems Causes Solutions • Makes important things stand out • Presents in an increasing or decreasing order of importance • Example (PDF) • Description of problem • Cause of problem • Solution to problem • Answers the question: How was this problem solved? • Example (PDF)

47. Sequencing M Compare/Contrast Pros and Cons • Similarities • Differences • Answers the question: How do these items compare? • Example (PDF) • Positives • Negatives • Answers the question: What are the benefits and Drawbacks? • Example (PDF)

48. M Visuals Purpose Function Types

49. Purpose of Visuals M • Make communication more efficient • Provide quick access to information • Summarize information • Show which information is the most important • Help users process information • Help users visualize a device or process

50. Function of Visuals M Visuals enhance comprehension • Display abstract concepts in concrete form • Make comparisons meaningful • Depict relationships • Convey a message without words