Chapter 20- Preparing Reports
McCabe and Larson
Objects and Outcomes:
*Explore and manage important characteristics of reports you will read and write
*Understand and use different types of reports
*Select components of report formats that are useful to your intended readers
*Critique and recommend adjustments to reports that others write
Planning Reports:
5 key things to ask-
*Purpose- What is the purpose of the report?
* Formality- What is the appropriate tone or approach?
*Audience- Who is going to read this paper?
*Organization- How should this report be organized?
*Genre-What genres will be most suitable for topic?
Research Reports and Articles:
Research is about finding new knowledge about a subject rather than applying knowledge that you already know. Research can be found in multiple ways, Experiments, observations, analysis or records. RESEARCH SHOULD BE ACCESSIBLE, CLEAR, AND TRANSFERABLE.
Task Reports:
Recommended or Justification Report: makes suggestions and relays why one should pick that suggestion or other solutions for a particular situation.
Inspection or Examination Report: focuses on observable information, often followed by recommendations of what to do.
Information or Investigation Report: collects and evaluates information about an existing situation, but the writer need not always include a recommendation.
Periodic Activity Reports:
Some organizations have these kinds of reports to help them keep track of activities they have done. Some reports may be filed daily, weekly, monthly or quarterly. Reports are made up of 3 main points.
*Overview: Name projects
*Activities: Specify project activities that are completed, in process and planned.
*Recommendations: Name needed changes in scheduling, personnel and budget.
Progress Reports:
These reports are done on a regular basis. This report answers questions like:
How is the project going? What has been done so far? How much time, money, and effort has been put into the project or task? Where are we now and what do we have planned for the future?
Do any plans need to be altered and if so what one’s?
Progress reports follow a sequence of information:
Overview: Introduce the project or task.
Progress: Summarize the progress to date
Recommendation: Identify major recommended schedule changes
Evidence: Provide reasons for changes
Discussion: Discuss impart the changes will have on task
Meeting Minutes:
The record of the proceedings of any deliberative group is usually called the minutes, or sometimes the journal. Minutes provide a record of the discussion and decisions that occur at meetings. Unless the minutes are going to be published, they should mainly record what was done at the meeting not what was said at the meeting.
Trip and Conference Reports:
They force the traveler to review and assess the activities of the trip or conference and differentiate the major accomplishments from those less important. A two-tiered approach is given:
*Give an overview and then summarize the preferred recommendation or solution.
*Cite evidence or support for the recommendation or solution in descending order of importance, dealing with both positive and negative points
Front Matter of a Report:
The front matter in a report is all the sections that come before the body of the document. This includes but is not limited to: Letter of Transmittal, Cover, Title Page, Table of Contents, List of Tables and Figures, List of Appendixes, and Abstract or Executive Summary. Some ways to differentiate levels of a document is to use INDENTATION, TYPE SIZE AND TYPE STYLE.
Body of a Report:
The Body of a report basically consists of 2 parts. Part 1 talks about the problem, findings and recommendations. Part 2 talks about the background to the problem, the approach, method and materials, available options, results, discussions, recommendations, and conclusions. Since there is two parts to the body, it does need to have some kind of order to it, whether it is chronological order, spatial order, cause and effect, or compare and contrast.
End Matter of a Report:
This part comes after the body. Appendixes, cited sources or a glossary may be a part of the End Matter.
Design Elements:
When writing a formal report be attentive to several aspects of the design:
*Headings and subheadings
*Pagination
*Figures and Tables
*Accessibility, comprehensibility and usability
Penultimate drafts, next to final drafts, will have to be done and revised. When revising one has to look at the following:
*Identifying the content and context
* Anticipating the reader’s needs
*Establishing Connections
*Using effective design and visuals
*Making the Text accessible
*Reflect professional standards
Monday, March 31, 2008
Sunday, March 30, 2008
chapetr 17
Chapter 17
Engaging in Oral Communication
Jered Hansmeyer/Deborah Gesimba
Engaging in Oral Communication
Jered Hansmeyer/Deborah Gesimba
Objectives and Outcomes
- Communicate ideas and plans effectively in front of an audience.
- Focus on purposes for your presentation and determine information to include.
- Engage listeners by organizing information in various ways and by using notes or outlines to help you keep track of what your doing.
- Design appropriate visuals and handouts to accompany your presentation.
- Create a professional image based on appearance and demeanor, vocal characteristics, and the way you handle questions from the audience.
- Be a good, active listener.
- Evaluate presentations fairly and thoroughly.
Types of presentations
Informal Presentations
Informal presentations consist of listeners that are already familiar with your work. An example of an informal presentation would possible be a work meeting. In this case everybody most likely already knows an issue that exists. Another form of an informal presentation would be to bring a new topic to a group and have a discussion. A city meeting or school board would have this type of discussion. A new topic is brought up in the meeting, and several different groups express their opinion.
Formal Presentations
A formal presentation differs in one way. The group one is presenting to doesn’t know the presenter, and isn’t aware of his/her work. A seminar could be an example of a formal presentation. The group listening doesn’t know the presenter, and is there to fully understand the topic. A lengthy presentation is given as a formal style leaving time for questions and further discussion.
Class Presentations
Class presentations have several benefits: giving honest feedback, role playing, helpful criticism, and developing strengths. Role playing as an audience helps the presenter to fully adapt to their audience. Making a proper presentation for the audience makes or breaks your effectiveness.
Preparing a Professional Presentation
Audience
Basically the more you know or understand your audience the better presentation you will have. The four types of possible audiences are: Professional peers, Nonexpert professionals, International audience, and general audience.
Purposes of Presentations
Once the audience is understood, the purpose can be better used. The purposes of presentations are: Informative presentations, persuasive presentations, demonstrations, and training sessions. The two types of information you need for a presentation is the information you need for the actual presentation, and the information you need for the questions asked. Engaging your audience is also very critical. Adding entertainment to the presentation will draw in the audience’s attention.
Organizing/Note Cards
Organizing your presentation makes the greatest impact on the success of your presentation. Your slides need to be organized in a way that it flows and continues interest. Breaks in the presentation to alert the listener of changing ideas helps to keep the audience with you. Including the main points, facts, and details on note cards keeps your eyes on the audience not on a screen. Making the correct amount of eye contact is critical to keep the audience interested.
Preparing Materials for a Professional Presentation
Visuals
It has been said that visuals boost a group’s attention by ten percent. Incorporating pictures, animations, and videos truly helps audiences to fully understand and retain some of the information. For example, if your presentation includes a large amount of numbers a graph could be used to gain interest. You don’t want to bore your audience by including several hundred numbers; instead a graph could be used to sum up the data shortly.
Types of Visuals/Size/Color
Visuals can range from white boards to slides, but can include: flip charts, prepared posters, transparencies, videotapes, models, and demonstrations. Making the visuals easy to view makes for an enjoyable time. Nothing is worse than making your pictures or other visuals hard to see. As a rule of thumb in a dark room use dark backgrounds, and in a light background use a light background.
PowerPoint for oral presentation
Content: Accessibility, usability and comprehensibility should not be hindered when presenting your PowerPoint. Example of items that affects the above the factors of communication are too many bullets, complex data display, too much or too little information on the slide and so many more
Presentation: When presenting, do not read your slides since the audience can read for themselves.
Handouts: They are important assets of presentation. When you are planning to use handouts in your presentation, think how your handout should be packaged including cover a page. Second, think when you should distribute your handouts and lastly how much details you should include in the handouts.
Professional Appearance
Professional appearance is important when presenting your project. Your presentation can be powerful if your behavior does not distract your audience such as your nervousness. It improve on your appearance let your presentation to be videotaped, view the tape and note areas that you need to improve.
Vocal Characteristics: Volume, articulation and pronunciation of words, rate and pitch are very important when doing oral presentation.
Handling Questions: Always plan ahead to be asked question in between your presentation or at the end. If you do not prefer to be interrupted ask the audience to hold their questions until the end if the presentation.
Evaluating Presentations
To be a good evaluator to you need to be an active listener by staying attentive, following the speaker’s presentation and understanding the content. Strategies to promote active listening are; determine the purpose, identify the organization, distinguish critical elements, monitor your reactions and make connection
Wednesday, March 26, 2008
Chapter 18 Preparing Correspondence
By Alex Nauman and Ben Damm
Objectives and Outcomes:
Ø Understand that correspondence, an important kind of technical communication, does not exist in a vacuum, nor does it have rigid format prescriptions
Ø Compose correspondence using appropriate planning strategies, selecting appropriate content, and developing an appropriate organization so the document is legible, readable, and usable
Ø Present good news in direct (descending) order. Present bad news in indirect (ascending) order
Ø Positively influence readers’ perceptions of your professional competence by using direct language, adopting a you-attitude rather than an I- or we-attitude, focusing on readers rather than yourself, and avoiding exclusionary language
Ø Understand and respond to the factors in the rhetorical situation that affect the composition and interpretation of correspondence
-Characterizing Correspondence
Correspondence includes all types of e-mail, memos, and letters. Accurate and clear correspondence is the everyday communication that moves workplace activities forward.
o Audience
Although notable exceptions exist, correspondence typically addresses one person or an identified group of people
o Composing and Revising
Knowing your audience is important in composing a presentation or document. Always reread correspondence before sending it
o Datedness
Because correspondence usually responds to a current situation, the information needs to be kept updated more frequently
o Conventions
Because correspondence is often prepared quickly, writers sometimes don’t pay enough attention to parts such as mechanics, grammar, and sequence. Inattention might make the audience think that your correspondence is inaccurate or details don’t matter to the writer
-Delivering Correspondence
Delivery for paper documents is usually sent by the USPS. Common electronic modes of delivers are faxes, instant messaging, and e-mails which are the most common.
-Composing E-mail Messages, Memos, and Letters
The following guidelines should help you compose effective correspondence:
o Include a descriptive subject line if appropriate
o Address your audience directly
o State objectives or ask questions initially; follow with explanatory material
o Organize material in descending order if you anticipate a neural or positive response
o Organize material in ascending order if you anticipate a negative response
o Enumerate or bullet items for clarity
o Be specific about the action that you want the reader to take
o End with a friendly comment
When composing e-mail, memos, and letters you should consider these factors:
o Attitude and tone
Use simple, direct language. Provide a you-attitude. Don’t use biased language.
o Organization of information
The content in all correspondence should be organized so that it can be read easily and quickly. You can effectively organize correspondence to fulfill disseminating information, making requests or inquiries, responding to requests or inquiries
o Format
You need to be familiar with formats and conventions for two reasons. First, many document originators use word processing to enter their own drafts. Second, when you sign a letter or initial a memo, you are acknowledging that it meets your standards of format as well as comment
Objectives and Outcomes:
Ø Understand that correspondence, an important kind of technical communication, does not exist in a vacuum, nor does it have rigid format prescriptions
Ø Compose correspondence using appropriate planning strategies, selecting appropriate content, and developing an appropriate organization so the document is legible, readable, and usable
Ø Present good news in direct (descending) order. Present bad news in indirect (ascending) order
Ø Positively influence readers’ perceptions of your professional competence by using direct language, adopting a you-attitude rather than an I- or we-attitude, focusing on readers rather than yourself, and avoiding exclusionary language
Ø Understand and respond to the factors in the rhetorical situation that affect the composition and interpretation of correspondence
-Characterizing Correspondence
Correspondence includes all types of e-mail, memos, and letters. Accurate and clear correspondence is the everyday communication that moves workplace activities forward.
o Audience
Although notable exceptions exist, correspondence typically addresses one person or an identified group of people
o Composing and Revising
Knowing your audience is important in composing a presentation or document. Always reread correspondence before sending it
o Datedness
Because correspondence usually responds to a current situation, the information needs to be kept updated more frequently
o Conventions
Because correspondence is often prepared quickly, writers sometimes don’t pay enough attention to parts such as mechanics, grammar, and sequence. Inattention might make the audience think that your correspondence is inaccurate or details don’t matter to the writer
-Delivering Correspondence
Delivery for paper documents is usually sent by the USPS. Common electronic modes of delivers are faxes, instant messaging, and e-mails which are the most common.
-Composing E-mail Messages, Memos, and Letters
The following guidelines should help you compose effective correspondence:
o Include a descriptive subject line if appropriate
o Address your audience directly
o State objectives or ask questions initially; follow with explanatory material
o Organize material in descending order if you anticipate a neural or positive response
o Organize material in ascending order if you anticipate a negative response
o Enumerate or bullet items for clarity
o Be specific about the action that you want the reader to take
o End with a friendly comment
When composing e-mail, memos, and letters you should consider these factors:
o Attitude and tone
Use simple, direct language. Provide a you-attitude. Don’t use biased language.
o Organization of information
The content in all correspondence should be organized so that it can be read easily and quickly. You can effectively organize correspondence to fulfill disseminating information, making requests or inquiries, responding to requests or inquiries
o Format
You need to be familiar with formats and conventions for two reasons. First, many document originators use word processing to enter their own drafts. Second, when you sign a letter or initial a memo, you are acknowledging that it meets your standards of format as well as comment
Wednesday, March 5, 2008
Chapter 16 – Creating Process Explanations by Farwell and Wurm
Objectives and Outcomes:
1. Understand that the process explanations present an overview of sequential actions in chronological order
2. Use process explanations as part of larger documents, including manuals, orientation and training materials, marketing and promotional materials, and public information
3. Use a conventional sequence of technical description, process explanation, and benefits or advantages that an audience can use
4. Prepare effective process explanations by following these steps:
-Identify your audience and it’s reasons for needing the information
-List the steps of the action
-Choose visuals to illustrate the sequence: flowcharts, timelines, schedules, drawings showing each element in a process, time-lapse photographs, drawings with overlays of changes, drawings showing the final product, and sequential drawings
-Choose active or passive voice based on audience and purpose
-Understand and use the appropriate organization and format
Process explanations, also called process descriptions, provide background information about the sequential steps of any given action. However, they are not to be confused with directions. Process explanations provide an overview rather than focusing in on the details of the action. Process explanations define, describe, and sometimes illustrate the critical components of a action so the readers understand the basics before learning the actual process.
You can use the following to help your audience better understand your process explanations:
1. General analogies that everyone can understand and relate to
2. A statement of purpose
3. Relation of equipment to application
Here are some common places where process explanations can be found:
· Reports
o A technical description will provide the information about what a mechanism is where as the process explanation will explain how it works.
· Task Manuals
o The process explanation lays out the overall process before the manual goes into the step-by-step directions.
· Orientation and Training Manuals
· Marketing and Promotional Materials
· Public Information and Education
Preparing Process Explanations
1. Identify your audience and it’s reasons for needing the information
-You may not have to give such detailed information if you know your audience has a background in the topic.
2. List the steps of the action
-Define
-Describe
-Illustrate
3. Choose visuals to illustrate the sequence:
-Flowcharts, timelines, schedules, drawings showing each element in a process, time-lapse photographs, drawings with overlays of changes, drawings showing the final product, and sequential drawings
4. Choose active or passive voice based on audience and purpose
5. Understand and use the appropriate organization and format
Sunday, March 2, 2008
Chapter 14
Definitions – Buckentine and Coughlin
This chapter describes our need for definitions, tells us where to use certain definitions and how to construct certain kinds of definitions.
The importance of using correct definitions is most evident in speeches and articles among other types of presentations. Some words have multiple meanings and some members of the audience might not be prepared to make that distinction.
The presenter needs to make it clear which meaning of the word he or she is using.
Complexity of meaning
Some meanings and definitions have different levels of complexity, it depends on the audience. Take this example from the book. One definition is from a normal dictionary – the kind used in school or at home – the other is from a technical dictionary:
Volt – standard unit of electromotive force; after Alessandro Volta, an Italian electrician.
Volt – the derived SI unit of electric potential defined as the difference in potential between a conducting wire carrying a constant current of one amp…
Symbols
Technical communication is not always written out or spoken. Symbols are used a lot in math, chemistry and physics like the ‘conservation of matter and energy equation’ (E=mc2). Mathematicians and chemists would have no problem identifying this symbol, but other people would not understand it. That’s where you add a definition.
Construction of definitions
Ask yourself questions about the word before you define it. Here are some examples:
What does it look like? What are its physical features? What is it similar to? How does it differ from other objects? What are distinguishing features? What does it do? How does it work? Who uses it?
Etymology is questions that are anticipated. For example: How did this object get its name? How old is this word? Where did this word come from? Every word comes from some origin and is presented in the linguistic origin. Etymological information is found in dictionaries or specialized reference books. When looking up a word in a dictionary you would find it in brackets usually before the definition. They are a useful part of a definition and benefit the audiences understanding of the meaning of the word.
History- Presenting historical background about the development and use of the term or subject puts its current meaning into perspective. The use of historical background anticipates questions like: What are the subject’s origins? How long have objects existed? How has the history affected modern development?
Examples- Using specific examples to illustrate the application of a term effectively expands a definition. Defining a concept with an example can be particularly effective.
Placement of Definition- Five choices for placing and incorporating definitions
Glossary- mini-dictionary usually located at the beginning or end of a technical document. Glossaries are very helpful when a person is unfamiliar with a word. When there is a glossary the words that are defined in the back of the book are marked in some way like bold, italics, or asterisks.
Information Notes and Sidebars- Readers that need extended information but put off to the side so that not everyone has to read the information.
Information notes- define a term or concept; they also enable writers to provide examples, cite related studies, and explain tangential concepts, present possible explanations. Usually found at the bottom of a page with a source or reference page.
Sidebars- provide more elaborated information than footnotes.
Appendixes- Lengthy documents intended for readers with widely varying backgrounds often have difficulty appealing to the entire range of readers. Technical experts can be bored or offended if the documents have too much elementary material. Readers already familiar with the material can glance at the reference to the appendix in the text and continue reading but those who need the review find it helpful.
Online Help-designed to provide users with information immediately in several different formats. Examples: an alphabetic index of all help topics available to users of this software. Also a list of frequently used topics that often saves time. An on screen box that provides hints and wizards. Finally it has a searchable database to answer questions.
There are two main components that make up a computer system, Hardware and software. Most visible is hardware which is a central processing unit and software which you can not see is in the computer. Most people don’t focus on the software as much as they should.
Backup storage: copies of data files, used as a safeguard against damage or loss.
Computer system: A computer plus software plus one or more pieces or peripheral equipment.
CPU-The part of a computer that performs calculations and processes date according to the instructions specified by the software.
Hardware- The computer itself.
Peripheral equipment- Input-output and date storage devices; printers, keyboards, CRTs, remote terminals, and tape and disk drives.
Software- The programs or instructions that tell the computer how to respond to specific user commands.
This chapter describes our need for definitions, tells us where to use certain definitions and how to construct certain kinds of definitions.
The importance of using correct definitions is most evident in speeches and articles among other types of presentations. Some words have multiple meanings and some members of the audience might not be prepared to make that distinction.
The presenter needs to make it clear which meaning of the word he or she is using.
Complexity of meaning
Some meanings and definitions have different levels of complexity, it depends on the audience. Take this example from the book. One definition is from a normal dictionary – the kind used in school or at home – the other is from a technical dictionary:
Volt – standard unit of electromotive force; after Alessandro Volta, an Italian electrician.
Volt – the derived SI unit of electric potential defined as the difference in potential between a conducting wire carrying a constant current of one amp…
Symbols
Technical communication is not always written out or spoken. Symbols are used a lot in math, chemistry and physics like the ‘conservation of matter and energy equation’ (E=mc2). Mathematicians and chemists would have no problem identifying this symbol, but other people would not understand it. That’s where you add a definition.
Construction of definitions
Ask yourself questions about the word before you define it. Here are some examples:
What does it look like? What are its physical features? What is it similar to? How does it differ from other objects? What are distinguishing features? What does it do? How does it work? Who uses it?
Etymology is questions that are anticipated. For example: How did this object get its name? How old is this word? Where did this word come from? Every word comes from some origin and is presented in the linguistic origin. Etymological information is found in dictionaries or specialized reference books. When looking up a word in a dictionary you would find it in brackets usually before the definition. They are a useful part of a definition and benefit the audiences understanding of the meaning of the word.
History- Presenting historical background about the development and use of the term or subject puts its current meaning into perspective. The use of historical background anticipates questions like: What are the subject’s origins? How long have objects existed? How has the history affected modern development?
Examples- Using specific examples to illustrate the application of a term effectively expands a definition. Defining a concept with an example can be particularly effective.
Placement of Definition- Five choices for placing and incorporating definitions
Glossary- mini-dictionary usually located at the beginning or end of a technical document. Glossaries are very helpful when a person is unfamiliar with a word. When there is a glossary the words that are defined in the back of the book are marked in some way like bold, italics, or asterisks.
Information Notes and Sidebars- Readers that need extended information but put off to the side so that not everyone has to read the information.
Information notes- define a term or concept; they also enable writers to provide examples, cite related studies, and explain tangential concepts, present possible explanations. Usually found at the bottom of a page with a source or reference page.
Sidebars- provide more elaborated information than footnotes.
Appendixes- Lengthy documents intended for readers with widely varying backgrounds often have difficulty appealing to the entire range of readers. Technical experts can be bored or offended if the documents have too much elementary material. Readers already familiar with the material can glance at the reference to the appendix in the text and continue reading but those who need the review find it helpful.
Online Help-designed to provide users with information immediately in several different formats. Examples: an alphabetic index of all help topics available to users of this software. Also a list of frequently used topics that often saves time. An on screen box that provides hints and wizards. Finally it has a searchable database to answer questions.
There are two main components that make up a computer system, Hardware and software. Most visible is hardware which is a central processing unit and software which you can not see is in the computer. Most people don’t focus on the software as much as they should.
Backup storage: copies of data files, used as a safeguard against damage or loss.
Computer system: A computer plus software plus one or more pieces or peripheral equipment.
CPU-The part of a computer that performs calculations and processes date according to the instructions specified by the software.
Hardware- The computer itself.
Peripheral equipment- Input-output and date storage devices; printers, keyboards, CRTs, remote terminals, and tape and disk drives.
Software- The programs or instructions that tell the computer how to respond to specific user commands.
Chapter 15
Chapter 15
Jeff Feeder
Creating Technical Descriptions
Objectives and Outcomes
- Understand that technical descriptions can be used to organize specific details about objects, substances, mechanisms, organisms, systems, and locations for an identified audience.
- Physical characteristics, answering questions you expect your readers to have about appearance, acceptability, and impact.
- Use technical descriptions in observation notes, manuals and training materials, proposals and reports, marketing and promotional materials, and public information and education.
- Prepare technical descriptions:
- meet audience needs by answering their questions
- partition your subject into structural parts and/or functional parts
- Adjust diction to audience need, choosing accurate terms, and using appropriate metaphors
- Choose from a variety of visuals: photographs or realistic drawings, topographic and contour maps, phantom views, overlays, schematics and wiring diagrams, cross-section maps, exploded views, blueprints
- Typically use spatial order to give a clear view of appearance and structure
Defining Technical Description
Descriptions summarize physical characteristics, answering questions you expect your readers to have, examples are:
- What is it? How is it defined? By whom?
- What is its purpose? What is its importance or impact?
These questions get answered depending on the depth of the detail required. Sometimes technical description constitutes an entire document, oral presentation, or visual. Descriptions can very in length depending on the report written/given. Many descriptors show up in articles in smaller print near pictures or along the side of the article to explain something.
Using Technical Description
You can decide whether to include a description and what kind of details to incorporate by examining the context, purpose, and task of your document. Common applications for technical descriptions include:
Observation Notes – Many situations require accurate first-hand descriptions, particularly in medicine, field study, and scientific research. The notes may be extended or transcribed so others can read them or used for a formal document.
Training Materials – New employees may need descriptive overviews of the tools and machines they will use. Description can explain how it’s used, why it is used or what special features make it important.
Technical Manuals – A descriptor that introduces the reader to the machine, system or tool they may be using, giving visuals and descriptors of all parts and subparts.
Proposals and Reports – Descriptors should be used if it helps the audience understand and approve a proposal. Specifications on equipment or the capabilities may be necessary.
Marketing and Promotional Pieces – Materials or both informative and persuasive with positive terms within it. Specifications and detailed pictures are usually on a specification sheet with brief important information up front.
Public Information and Education – Magazines, newspapers or websites have substantial amount of description to let the reader know what its value is so to want to read it. Items that will catch the reader’s eye.
Preparing a Technical Description
Audience’s Task – Technical description should address the intended audience. Select information that responds to the audience’s probable questions. Identifying the audience helps decide on crucial aspects of the description as components, diction, visuals, and format.
Components – Separated into structural and functional parts. Structural parts comprise the physical aspects of the device, without regard to purpose such as a house key. Functional parts perform clearly defined tasks in the operation of the device, like a key may have multiple functional parts.
Diction – A form of technical description that is precise.
- Audience-appropriate Terms – An audience of non-experts need details but not extraordinary detail. Experts on the other hand need more precise detail on the information presented.
- Accurate Terms – To ensure precision use the most accurate terms available. An example is the differentiation between two and three dimensional objects. Mistakes in accuracy put the audience in total confusion.
- Figurative Language – Such as metaphors, similes, and analogies would give readers a clearer description. Comparing a small item to a larger item is an example of figurative language.
Visuals – Visuals enable the audience to form a mental image of the subject being described. Visuals should be labeled and described if needed. Visuals can go from 2D all the way to 3D, from lines to actual warped surfaces or 3 dimensional surfaces. Visual can be used to illustrate the exterior, the interior and individual components.
Organization – When preparing a technical description, you have to make decisions about the sequence of information. Organization could be spatial, chronological, or priority order.
Introductions of a descriptor should include:
- Background information such as what is the history? Or what are current developments?
- Parts-whole relationships like where does the object fir in relation to similar ones?
- Qualitative distinctions such as what separates it from similar objects?
Body of technical descriptor includes:
- Part-by-part description arranged in order of location, assembly or importance.
- Information is specific to the audience.
Conclusion of technical descriptor includes:
- Explains how the parts fit and function together.
- Applications: how is it used?
- Anecdotes or brief narratives: Who uses it?
- Advantages/disadvantages: What are the benefits and/or problems?
Jeff Feeder
Creating Technical Descriptions
Objectives and Outcomes
- Understand that technical descriptions can be used to organize specific details about objects, substances, mechanisms, organisms, systems, and locations for an identified audience.
- Physical characteristics, answering questions you expect your readers to have about appearance, acceptability, and impact.
- Use technical descriptions in observation notes, manuals and training materials, proposals and reports, marketing and promotional materials, and public information and education.
- Prepare technical descriptions:
- meet audience needs by answering their questions
- partition your subject into structural parts and/or functional parts
- Adjust diction to audience need, choosing accurate terms, and using appropriate metaphors
- Choose from a variety of visuals: photographs or realistic drawings, topographic and contour maps, phantom views, overlays, schematics and wiring diagrams, cross-section maps, exploded views, blueprints
- Typically use spatial order to give a clear view of appearance and structure
Defining Technical Description
Descriptions summarize physical characteristics, answering questions you expect your readers to have, examples are:
- What is it? How is it defined? By whom?
- What is its purpose? What is its importance or impact?
These questions get answered depending on the depth of the detail required. Sometimes technical description constitutes an entire document, oral presentation, or visual. Descriptions can very in length depending on the report written/given. Many descriptors show up in articles in smaller print near pictures or along the side of the article to explain something.
Using Technical Description
You can decide whether to include a description and what kind of details to incorporate by examining the context, purpose, and task of your document. Common applications for technical descriptions include:
Observation Notes – Many situations require accurate first-hand descriptions, particularly in medicine, field study, and scientific research. The notes may be extended or transcribed so others can read them or used for a formal document.
Training Materials – New employees may need descriptive overviews of the tools and machines they will use. Description can explain how it’s used, why it is used or what special features make it important.
Technical Manuals – A descriptor that introduces the reader to the machine, system or tool they may be using, giving visuals and descriptors of all parts and subparts.
Proposals and Reports – Descriptors should be used if it helps the audience understand and approve a proposal. Specifications on equipment or the capabilities may be necessary.
Marketing and Promotional Pieces – Materials or both informative and persuasive with positive terms within it. Specifications and detailed pictures are usually on a specification sheet with brief important information up front.
Public Information and Education – Magazines, newspapers or websites have substantial amount of description to let the reader know what its value is so to want to read it. Items that will catch the reader’s eye.
Preparing a Technical Description
Audience’s Task – Technical description should address the intended audience. Select information that responds to the audience’s probable questions. Identifying the audience helps decide on crucial aspects of the description as components, diction, visuals, and format.
Components – Separated into structural and functional parts. Structural parts comprise the physical aspects of the device, without regard to purpose such as a house key. Functional parts perform clearly defined tasks in the operation of the device, like a key may have multiple functional parts.
Diction – A form of technical description that is precise.
- Audience-appropriate Terms – An audience of non-experts need details but not extraordinary detail. Experts on the other hand need more precise detail on the information presented.
- Accurate Terms – To ensure precision use the most accurate terms available. An example is the differentiation between two and three dimensional objects. Mistakes in accuracy put the audience in total confusion.
- Figurative Language – Such as metaphors, similes, and analogies would give readers a clearer description. Comparing a small item to a larger item is an example of figurative language.
Visuals – Visuals enable the audience to form a mental image of the subject being described. Visuals should be labeled and described if needed. Visuals can go from 2D all the way to 3D, from lines to actual warped surfaces or 3 dimensional surfaces. Visual can be used to illustrate the exterior, the interior and individual components.
Organization – When preparing a technical description, you have to make decisions about the sequence of information. Organization could be spatial, chronological, or priority order.
Introductions of a descriptor should include:
- Background information such as what is the history? Or what are current developments?
- Parts-whole relationships like where does the object fir in relation to similar ones?
- Qualitative distinctions such as what separates it from similar objects?
Body of technical descriptor includes:
- Part-by-part description arranged in order of location, assembly or importance.
- Information is specific to the audience.
Conclusion of technical descriptor includes:
- Explains how the parts fit and function together.
- Applications: how is it used?
- Anecdotes or brief narratives: Who uses it?
- Advantages/disadvantages: What are the benefits and/or problems?
Subscribe to:
Posts (Atom)