The Essentials of Technical Communication : Chapter 1

In this Chapter

The first chapter of this book presents a basic introduction to technical writing. It explains the differences between technical and academic writing, presents a process for effective business writing, and describes the qualities of a good business document.

Technical vs. Academic Writing

Technical writing is defined as writing that occurs in a work setting. Many organizations produce large quantities of technical writing because it is a very important form of communication in the business world. Technical writing is different from academic writing because it targets a broader audience and serves a different purpose. Academic writing has an audience of one and its purpose is to demonstrate knowledge. Technical writing, however, is used to convey information from a person or group to varying audiences with the purpose of conveying information needed to perform work duties. Basics like grammar, spelling, and punctuation are required in both academic and technical writing, but technical writing has additional requirements unique to workplace communication.

                

There are five aspects unique to technical writing. The first is that the technical writer must be aware of the legal liability inherent in workplace communication. Information handled by many organizations is subject to privacy laws, and misuse of such information may be criminal. Much of the information generated by employees of a firm is confidential and vital to the firm’s competitive advantages. It is very important that security protocols are always followed.

                

The second important consideration is the uncertainty of the audience. Documents may be forwarded to many people inside and outside the organization. The writer should keep this in mind to avoid statements which could be misinterpreted by unknown readers and have a negative impact on the writer or organization.  

                

The third difference from academic writing is that technical writing achieves job goals. Documents produced in the workplace are often the primary responsibility of an employee, and the only documentation of their efforts.

                

The fourth characteristic of technical writing is that it addresses a diverse set of readers with differing perspectives. The readers will vary in many ways, including technical expertise and position in the company. Cultural differences can also be important, especially internationally.

                

The fifth and final attribute of technical writing is that it requires the use of a wide variety of documents. Examples include letters, memos, proposals, presentations, forecasts, and articles. Each type of document will have specific requirements and different goals.

The Process

Effective document composition has six steps: planning, determining content, arranging ideas, drafting, revising, and editing. This is not a linear process, but rather a cyclical one. The writer will work through the steps as needed to produce the best document possible.

The Qualities

Good technical writing should be accurate, clear, concise, readable, useful, and grammatically correct. It is important that the document reflect well on the author, their organization, and their profession. The document should never waste the reader’s time with pointless fluff. If the information needed to do a job can be conveyed in just one hundred words, then there’s no reason to write more than that.