Technical Communication

Technical Writing
jchibhabha@hit.ac.zw
Introduction

• Communication is an Art. But, it is not inherited by birth. Even music,

drawing, painting, and dramatic skills are not inherited. From birth or
childhood some people may have interest or inclination for certain arts.
Most of the arts require some formal training. Communication skill is also an
art but, requires some formal training for grooming. Even computer
programming languages stress on the syntax. Foundation of any language
rests on the strong base of knowledge of grammar. It is the scientific basis of
any language. The knowledge of grammar is imparted from early school
days. In the fierce race of competition for glamorous careers of engineer,
doctor, scientist and chartered accountant or manager the poor language is
left much behind and no body looks back. Many people do not even know
their mother tounge properly. English is a second language for most of us.
Sometimes without touching the roots we directly jump on the branches.
That is the root cause of the problem.
Introduction

• At any stage of life or in any career or at any position

what you think or what you know or what you are, is
not important. What others know about you, your
talents, your achievements, your capability and your
qualities is most important. It is possible only by
communication.
…………………..

• Technical communication is not much different than

general communication. But it is the most neglected
aspect by technical people. They can not work in
isolation. They have to deal with different types of people
at different levels. They may be students, supporting
staff, faculty, controlling officers, controlling authorities,
funding agencies, accrediting authorities, affiliating
authorities, government agencies, labour, operators,
instructors, supervisors, executive officers and managing
directors.
………………………..

• Many academicians, scientists and technocrats had

average career, just because they could not market
themselves or they could not find a real jeweler who
can assess their real values.
WRITTEN COMMUNICATION

• The wisdom of words can win the world, worship, wipe

and wound also. Selection of sufficient and proper words
is important. Using good sentences and paragraphs, the
soft copy of your ideas is converted to the hard copy of
the script, by which you can create long lasting brain
finger prints in the minds of the readers. Just like the
journey plan, you should plan properly before writing any
thing. As the implementation of the journey plan leads to
your dream destination, writing after proper planning
leads you to the hearts of your readers.
INTRODUCTION …..
• There are two forms of communication, an oral communication and a written
communication. As a student, as a professor, as an employee, as an employer, as a
professional, as a supervisor, as a manager, as head of the department or as head of
the institution, you have to deal with a lot of correspondence and written
communication, from time to time. Just by learning the alphabets or words, we
cannot become master of written communication. The dictionary carries millions of
words but, without proper linkage and co-ordination, they do not convey any
message. It requires a lot of study, training and practice on various aspects of written
communication. In music, the same instruments and tunes can generate noise, if not
handled properly. When they are handled properly and in harmony, they generate
melodious music, entering through our ears, reaching the mind, touching the heart
and awakening the soul. Each language has a specific set of alphabets, used to form
the words. Different combinations of different sets of alphabets form different words.
These words are linked with each other, using certain rules and regulations of each
language
Selection of words:

• Adaptability: When we have to write some text, we have to consider the back ground as
technical or nontechnical. For nontechnical person, we may stress on application and external
working more. For technical persons, we may describe the principle and internal details, using
technical terms. For the same subject, textbook written for diploma, graduate and post graduate
levels requires different approaches. For non technical persons, sometimes we have to consider
social, economical or educational background. The language to address the people, with different
types of groups, may be different. Even age group of the readers is important. Primary school
students may be interested in fairy tales. Higher secondary level students may be interested in
adventures. College students may be interested in science fiction. Your words, terminology and
illustrations should meet with the aspirations of the concerned group. If you try to use the same
words and language for all the groups, they may or may not understand it or sometimes
misunderstand and misinterpret. We know that many news lines create controversy –the next
day, the person has to clarify that I wanted to state like this and not like that. But, by that time, a
lot of damage is done.
………….Selection of words

• Clarity: Whatever is written, it should be clearly understood by the other

person. Just like computer programming, there should be one to one
correspondence between input and output. If I write with one purpose and
if you take it the otherway, it creates many complications. In official
communication, what ever instructions are to be given, what ever requests
are to be made, whatever orders are to be given, whatever action is to be
taken, should be clear from the written communication. Ambiguity in
communication may create confusion on implementation side. Some
controlling officers are indecisive, they are not bold. When some decision is
to be taken, or when some action is to be suggested for some employee to
the higher officer, they put the remark, which is not clear to the higher
officer. The communication should be self explanatory. It should not require
an interpreter to interpret the same. If the communicator is to be called for
the clarification, it is wastage of time on both the sides.
…………………

• Effectiveness: In an official or a commercial or a technical

communication, effectiveness of communication is
necessary. The official communication should be such
that in one round the other side should know the
expectation or objective of the communicator. In case of
an ambiguity, the other side asks for clarification or more
details. The letter or application is again referred back to
the applicant. In government offices, this excuse provides
a justification for the delay in decision making.
…………………….

• Economy: A poet or an author can afford the luxury of words.

They are extravagant in describing the things. To praise the
beauty of a lady, they can write paragraphs over paragraphs
and pages over pages. The purpose in literature is different.
The poets and authors give shape to their imagination. The
readers may learn, enjoy and entertain themselves. But, in
technical writing, this type of luxury may lead to wastage of
time on both the sides. In official communication, you have to
state the purpose of communication and mention just the
necessary details. Nobody may be interested in reading your
essays.
……….Selection of words

• Preciseness: The words should be necessary,

sufficient and appropriate. Particularly, in technical
communication and in technical description, it is very
much essential. I
Guidelines

• Some guidelines: In general communication simple, short, familiar words

should be used. Depending upon the level of audience, some complexity of
words is accepted. Otherwise, they may feel that they are underestimated. If
the audience needs, you should be able to talk, down to earth. The purpose
of writing is not to impress the readers by your vocabulary or knowledge
but, to explain or convey the things, as they can understand, accept and
appreciate. Concrete and specific words should be used to avoid ambiguity.
Unless introduced earlier, use of abbreviations should be avoided. Some
words or phrases called cliches are frequently used and have become just
like political slogans, should be avoided. Jargon should also be avoided, if
possible. If it involves branch specific terms for engineers, doctors,
pharmacists, programmers, etc., which others may not be able to follow,
should be avoided. Some people are fond of mixing the words of other
languages, which is not desirable.
Example …………

• For the teaching, explanation and understanding, this

redundancy or duplication is necessary but, in
communication it should be avoided. Some people have a
bad habit of using redundant words in a pair e.g. return
back, resume again, tight fit, future plan and assemble
together. Some people instead of describing the things
directly write in circumlory or round about mode. It does
not give desired concept. Efficient writer should convey
the maximum information in the minimum time, with the
minimum words.
Sentences

• Sentence: In a written communication, the first step is to select the proper,

necessary and sufficient words. Only words and phrases have no
significance. We require proper combination of words to form sentence.
Oral and written communication is through series of sentences. Just like
selection of words, formation and selection of sentence is equally important.
It should take care about the educational, social, economical, political,
professional background, understanding and familiarity of the targeted
readers with the topic or subject. The sentences should not be too long.
They can be broken in to small sentences with simple words and simple
language. Long sentences require number of commas, colons, semicolons,
inverted commas, etc. If they are not used properly, the sentence may not
convey the desired meaning.
Sentence Construction Guide Lines:

• Shortness: It is simple for a writer to write short

sentences. As soon as the short sentence is over, it
directly goes into the mind of the reader. The reader
understands and easily remembers it. When a
sentence runs for three four lines, the reader has to
read and then think, what the author wants to
convey. If he understands, the information is stored
in the mind.
…………….

• Break Points: Verbal communication has the support

of body language, gestures, facial expressions, pauses
and visual aids. Written communication relies solely
on words and punctuation marks. They help in
breaking the same. Different punctuation marks at
different positions, create different meaning of the
sentence. So, it is necessary to understand and use
the punctuation marks properly.
………………

• Optimization of words: Proper selection of words is useful in compressing

the sentences. Without sacrificing the information, it saves readers time and
enhances interest. The clustering phrases should be substituted by single
words, whenever possible e.g. “may” for “there is a chance that”, “must” for
“it is important that”, “when” for “under the circumstances in which”, etc.
Get rid of redundant phases like “I am of the opinion,” “in the period,
between Holi and Diwali,” etc. Instead of round about, direct expression
should be used e.g. instead of “is aware of” “has knowledge of”, use knows.
Avoid redundancy. For “assemble together” “assemble” for “limited in size”
“small” may be sufficient. Changing the sequence of words in a sentence can
change the emphasis and eliminates ambiguity. Instead of passive voice
active voice, may result in economy of words.
Paragraphs

• Introduction: Words form sentences and sentences

form paragraph. In any written communication or
description, it is not customary to write continuously
for number of pages. The description is usually
divided into number of segments called paragraphs.
There is not a fixed rule but, generally a page is
divided into three to four paragraphs. There are
number of lines and sentences in a paragraph.
…………..

• Technical personnel are concerned with technical reports, technical

proposals, technical manual, operating manual, technical papers,
text books, laboratory write-ups, reference books, etc. This type of
material describes a product, a process, a procedure, a practical, a
plan, a project, or a proposal. The purpose, application and targeted
readers should be considered in developing the paragraph. It may be
for technical, commercial, social, teaching, printing, publication or
presentation purpose. The approach may be different in all these
cases. The center point of all the paragraphs is the core theme,
which is to be explained to the readers. It requires continuity,
consistency and correlation among the paragraphs. It is aimed at
finally convincing the reader logically.
……………Illustration
• Human body is made up of various organs and organs are made up of cells. Proper
arrangement of cells, forms well being of organs. Co-ordinated working of organs,
decides the health of the body. The paragraphs are the integral organs of the body of
the script. Once the topic is decided, the author should think of all the information
relevant to the objective of writing, its readers and application. There may be number
of ideas, related to the topic in general writing. The relevant ones should be
identified. In technical writing also, there may be abundance of information. From
this, the necessary information should be sorted out. The priority and significance
should be decided. It will help in deciding titles, subtitles, number of paragraphs,
overall size and organisation of the write up. In technical papers for conferences and
technical journals, the size of the paper is specified in terms of maximum number of
words or number of pages. These points will help in deciding the general structure of
the paper or write-up, weightage to be given to each sub component and scope of
detailing in each case.
…………….
• Sentences in a Paragraph: A paragraph consists of number of sentences. Mainly, there
are two types of sentences. One is called a topic sentence and the other type is called
supporting sentences. When a paragraph starts, it is aimed at describing some
subtopic of the main topic. It may not be possible to give large many subtitles in the
formal way. But, the starting sentence of the paragraph centers over the idea, which
is to be conveyed in that paragraph. So, this first sentence of the paragraph is called a
topic sentence. In some paragraphs, after stating the subtheme by topic sentence,
successive sentences are used to elaborate the idea. These sentences are called
supporting sentences. These sentences may give detailed explanation of the idea.
Sometimes, the description may be detailed procedure of experiment or description
of electrical, mechanical, thermal, chemical, hydraulic, pneumatic, chemical or
physiological process. Detailed steps of design procedure can also be covered here.
When the topic statement is in the beginning of the paragraph followed by
supporting sentences, the organizing mode of the paragraph is called deductive
approach.
……………

• Attributes of a Good Paragraph: A well designed

paragraph may have following features: topic
sentence, supporting sentences, coherence, unity,
adequate development and proper size.
…………

• Coherence: A paragraph is not just a collection of random, assorted points. It

is aimed at conveying some idea. The idea should be presented gradually. It
should provide an upward staircase on which the reader will climb the
successive steps, one by one. The steps are arranged in a particular fashion,
leading upward. The sentences in a paragraph are the logical steps to
convince about the theme. There should be continuity and consistency in
these steps. As a good road, through various milestones, leads to the
destination, the sentences should meet the requirement of successive steps
converging to the central theme. The discussion should proceed smoothly.
Frequent diversions or patches are not desirable. The sentences, which
satisfy above requirements, further require linking elements in the
paragraph. The linking may be provided by use of pronouns, frequent
reference to keywords and phrases, transitional words and parallelism.
…………..

• Use of Pronouns: When a particular object or an equipment or a person is

being described, every where the name of the object is not repeated again
and again. If a student describes the construction and working of an electric
motor, first time he may refer to it as electric motor. Later on electric motor
is referred by pronouns e.g. It is.., It has… It does not.., etc. While writing
about the prime minister, an actor or an actress or a professor, after first
reference, the pronouns like he, she, his, her, him, are used. The use of
pronoun indicates that the author is writing about the same object,
equipment, person or group. Without mentioning about the object or
equipment or person name, if the reference starts by pronoun from the first
line, it is ambiguous. The reader does not know which object, equipment or
person is referred. It should be avoided.
…………….
• Keywords and phrases: On one side, we advocate that a good writing should avoid
repetition of words and phrases. Redundent words and repetition waste space,
stationery and time. But, at times, it is inevitable or desirable. Repetition of the
keywords and key phrases reminds the reader, what he is reading about. The central
idea should strike again and again his mind. After one cycle of magnetization due to
the property of hysteresis, the magnetic material has some retention of residual flux.
Repeated charging of idea in the mind of the reader will finally convince him about it.
If an author is explaining electricity by twenty five sentences, the use of word twenty
five times may be monotonous and irritating. But, if the word electricity is referred
three to four times in a paragraph, it may glow like a spark and remind the readers
that electricity is being explained. A good orator or a good writer may use some
phrases repeatedly in a sentence in different references, to create dramatic or poetic
effect. “I am not fond of advising anybody but, as a member of an advisory
committee, I am entrusted to advise you, on what is advisable and what is not
advisable …
………….

• Transitional words: Usually an author, a scientist, a professional or a

researcher may be writing with, a lot of experience, experimentation,
study or research. He may be well convinced about his ideas or
hypothesis but, when he is writing, he has to understand that he
writes to brief or convince or explain others. Readers may be
interested, not only in the truth or theory presented by you but, also
the approach to reach it. You have not to gallop through your ideas
but, you have to lead your readers from the hypothesis to the
conclusion. Chain of your thoughts, ideas and points, can be made by
using good connecting words. These connecting words, ensure
smooth transition from one sentence to the other. Reading and
understanding improves by this process.
…………..

• The simplest form of transitional words is presented by

conjunctions like and, or, nor, but, yet, etc. However,
moreover, never the less, on the other hand, etc. are
transitional expressions. Conjunctions may be used between
two sentences to join them and form a compound or a
complex sentence. Sometimes the earlier sentence is
completed with a full stop and a new sentence starts with
“and” or “but”. This arrangement may be useful in stressing
the point. It should not be a general practice but, it brings a
good change from monotonous write up.
……………..

• Different transitional words are used to serve different purposes.

And, more over, again, secondly, next, even more important, etc.
transitional words give additive effect. Or, nor, etc. give optional
effect. While, when, during, soon, later on, never, simultaneously,
etc. transitional words are used to indicate time frame. Some events
take place one after the other, some take place in parallel or
simultaneously, some take place frequently, some do not take place.
These eventualities are indicated here. Similarity of events or ideas is
displayed by transitional words like similarly, in the same way,
likewise, etc. Contrast of happenings or ideas is given by in contrast,
but, not withstanding, never the less, etc. Illustrations are given using
the words for example, for instance, such as, etc
………………..

• Reference to place is given by here, there, no where, beyond,

neighboring, etc. Reasons are given using because, on account of,
due to, etc. Resultant event is indicated with therefore,
consequently, so, etc. Objective is stated by thus, accordingly, in
order to, etc. To summarise, the phrases like to sum up, in short,
coming to an end, etc. are useful. In concluding remarks to conclude,
finally, as discussed by me, it is obvious that, etc. phrases are helpful.
To stress the point phrases like indeed, undoubtedly, without fail,
etc. are used. While clarifying the point, phrases like in other words,
that is to say, to explain, etc. may be useful. Relative position is
specified by above, below, beside, to the right, etc.
…………….

• Sequence of events and ideas is indicated using first,

second, at first, next, finally, etc. Emphasis is laid,
using important to realize, noteworthy, surprisingly
to point out, etc. With good habit of writing, the flow
of transitional words will be natural. Without them
your paragraph is nothing but, patches. Intentionally
if you try to introduce transitional phrases, the
desired effect may not be there.
……………

• Parallelism:
• The coherence is also achieved by using parallel grammatical structure.
Parallelism is considered as a powerful tool in written communication to
attain coherence. Consider the following illustration.
• To clear the course, the student has to pass in term assignment (TA)
competent, he has to pass in mid semester examination (MSE), he has to
pass in laboratory and practical work, and finally he has to pass the semester
end examination. (SEE)
• It can be arranged in parallel mode as follows:
• To clear the course, the student has to pass the following component
examinations: Term/assignment, mid semester, LPW and semester end.
• It makes the statement compact, without losing clarity.
…………….

• Unity: Unity is another important attribute of a

paragraph. Effectiveness of message in a paragraph is
ensured, if unity is maintained in whole of the paragraph.
The concentration should be made on central theme
point. There should be continuity and consistency in the
presentation. The paragraph should not divert from one
point to the other, break points should be avoided,
repetitions and redundancy should be avoided.
…………

• Adequate Development: Topic sentence is just like

road map of the paragraph. By just reading it, the
reader is interested in reading the whole paragraph.
He has the curiosity to gain something.
Paragraph development

• Development of a Paragraph: There are various steps

in developing a paragraph: statement of controlling
idea, explanation of the controlling idea, illustration,
explanation and termination.
…………..

• Illustration: We learn and remember by inference. A

good teacher gives number of illustrations, during the
teaching process. A writer also, first explains the idea
in general, and for better understanding, adds many
illustrations. The illustration explains the idea in
cause and effect form and makes it more authentic. It
is just like support of experimental work for the
validation of a theory.
 Questions
1. What are the different forms of written communication?
2. Why written communication is given more importance in some cases?
3. In written communication, why only words or vocabulary is not sufficient?
4. What is the importance of grammar in written communication?
5. How spell check on computer is helpful and what is its limitation?
6. Explain the various factors affecting the selection of words.
7. How sentence is formed from the words?
8. Explain the guidelines for construction of sentences?
9. How a paragraph is developed?
10. What are the different types of sentences used in a paragraph?
11. Discuss the attributes of a good paragraph.
12. Explain the use of keywords and phrases in a paragraph development.
13. How transitional words are useful in paragraph writing?
14. Explain unity and parallelism with respect to paragraph.
15. Discuss about length of a paragraph.
16. What are the various steps in the development of a paragraph?