Advanced Technical Communication- WEEKS 5 and 6

Lesson 5: Special Techniques of Technical Communication: Methods of definition

Topic: Methods of Definition

Learning Outcomes: At the end of this module, you are expected to:

1. Identify the different parts of a dictionary definition;

2. Recognize formal, informal, and extended definition;
3. Identify the three distinct parts for formal definition.

Lesson Proper:

What is definition? Definition is a way of giving or explaining the meaning of

an abstract term or a concept. It is derived from the Latin word finire (to limit);
and de(from), the explanation it gives is limited only to what the reader need
to know about the term to avoid confusion with other word belonging to the
same class to where the target word belongs.

When we define then, we are narrowing or limiting down the area of meaning
of the word which prevents you to attach other meaning to the other term. As
Burnett says: “definition that fits only the word; the word only fits the
definition.”

Technical writing uses many scientific, technical or abstract terms and

symbols that appear complex and ambiguous. Unless you know who your
readers will be and how much they know about the subject, you cannot determine which terms to define or what
kind of definition to write. Physicists wouldn’t need a definition of entropy, but lawyers might. Builders know what
a molly bolt is, but many insurance agents don’t. When you write for people whose first language is not English,
definitions are particularly important. So, the extent of explanations given to a word greatly depends on the
audience’s or reader’s background knowledge of the term or on their familiarity with the word being defined.

Importance of Definition

1. It gives the reader a clearer and easier understanding of the concept or idea enough to encourage him to read
continuously till the end of the text.

2. It explains ideas or concepts behind various innovations, methods, and techniques in the field of technology.

3. It lessens the gap between technologically expert or “high-tech’ people and “low-tech” people.

4. It frees a person from any confusing, or wrong understanding of a term.

5. It helps a company member do his job more efficiently towards a certain goal.

6. It makes many technical written work readable to all kinds of audience of readers.

Placement of Definition in the Text

If you are writing a sentence definition or an extended definition, you need to decide where to put it. The location
of definition in a Technical Report is based on the following:

1. The nature of the audience or the readers;

2. The length of the definition;
3. The purpose and lay out;
4. The agreed rules and practices in an area of discipline.

Where in your technical report should you specifically place your definition of terms? A definition is typically
placed in one of these six locations:

1. In the text. The text is an appropriate place for sentence definitions that many
or most of your readers will need and for extended definitions of important
terms.
2. In a marginal gloss. Sentence definitions placed in the margin are easy to see,
and they don’t interrupt readers who don’t need them.
3. In a hyperlink. In a web page, definitions can be put in a separate file and
displayed.
4. In a footnote. If definition is short, it should be put in the footnotes. A footnote
is a logical place for an occasional sentence definition or extended definition.
The reader who doesn’t need it will ignore it. However, footnotes can slow
readers down by interrupting the flow of the discussion. If you think you will
need more than one footnote for a definition on every two to three pages,
consider including a glossary.
5. In a glossary. A glossary — an alphabetized list of definitions — can
accommodate sentence definitions and extended definitions of fewer than three or four paragraphs in
one convenient location. A glossary can be placed at the beginning of a document (for example, after the
executive summary in a report) or at the end, preceding the appendixes.
6. In an appendix. An appendix is appropriate for an extended definition of a page or more, which would
be cumbersome in a glossary or footnote.

Types of Definition

Your audience and purpose will also determine the length and
formality of your definitions. There are three basic types of
definitions: parenthetical (Informal), one sentence logical or
Aristotelian (formal), and extended (Expanded or
Amplified).

1. Informal Definition

A parenthetical definition is a brief clarification within an

existing sentence. Sometimes, a parenthetical definition is
simply a word or phrase that is enclosed in parentheses or
commas or introduced by a colon or a dash. It is a sentence
following another sentence.

This type of definition applies to general readers and it is also called a dictionary definition because the meanings
coming in the forms of individual words or phrases written after the term look like list of words in the dictionary
sequentially arranged opposite in the target term.

In the following examples, the term being defined is shown in italics, and the definition is underscored:
The computers were infected by a Trojan horse (a destructive program that appears to be benign).

Before the metal is plated, it is immersed in the pickle: an acid bath that removes scales and oxides from the
surface.

Parenthetical definitions are not meant to be comprehensive; rather, they serve as quick and convenient ways
of introducing terms. But make sure your definition is clear. You have gained nothing if readers don’t understand
it:

Next, check for blight on the epicotyl, the stem portion above the cotyledons.

Readers who need a definition of epicotyl are unlikely to know the meaning of cotyledons. To solve this problem,
think carefully about your readers’ understanding of your subject before including technical terms specific to that
subject.

2. Formal Definition

A sentence definition — Aristotelian and a one-sentence logical definition — is more formal than a parenthetical
definition.

Defining a term in a formal manner requires you to:

1. Mention the term or species to be defined.

2. Name the genus, group or class where such term belongs;
3. Give the differentia to indicate its difference from other members belonging to the class.

All these 3 elements – term, genus and differentia should be contained in

one complete sentence, not just in a phrase or a clause.

The term to be defined has to fall under a genus or class to exclude explicitly
other meanings that anyone may attach to the term. You need to determine
and exactly name the context or class to which the term belongs. This is
because some words are ambiguous or have multiple meanings.

A sentence definition usually follows a standard pattern: the item to be defined is placed in a category of similar
items and then distinguished from them.

ITEM = CATEGORY + DISTINGUISHING CHARACTERISTICS

Crippleware is shareware in which some features of the

program is disabled until the user
buys a license to use the program.

Hypnoanalysis is psychoanalytical in which hypnosis is used to elicit

technique information from a patient’s
unconscious mind.

In many cases, a sentence definition also includes a graphic. For example, a definition of an electron microscope
would probably include a photograph, diagram, or drawing. Writers often use sentence definitions to present a
working definition for a particular document: “In this report, electron microscope refers to any microscope that
uses electrons rather than visible light to produce magnified images.” Such definitions are sometimes called
stipulative definitions because the writer is stipulating how the term will be used in the context of the document
rather than offering a general definition of the term.

Guidelines in giving a formal or one-sentence logical definition

1. Give one and only meaning to the term.

2. Put them in a genus or class that is familiar to your audience or readers.
3. Prevent the reader from thinking of many comparable and containing features of the term in relation to
others by using a specific class rather than a general class.
4. Use positive words in stating the differentia
5. Avoid giving a bias or subjective definition by basing your explanation on facts or universal truths rather
than on your viewpoints or opinions.
6. See to it that you do not commit any of the following errors in defining.

Erroneous ways of Defining a Term through the Formal Method

1. Tautology or Circular definition

Definitions that merely repeat the key words or the distinguishing characteristics of the item being
defined in the category. The definition “A required course is a course that is required” is useless:
required of whom, by whom?

2. Analogy or Figurative definition

This erroneous definition just compares the word being define to other term instead of giving
additional information about the word.

3. Negative or no-not definition

This definition simply presents in the sentence the term as the antithesis or the opposite of another
term. Remember that a good one-sentence logical definition stresses the positive aspect of the term
not its negative attributes.

4. Is where or is when definition

The use of where and when after the linking verb is does not compliment the term. The where and
when has to be changed to a word similar in rank or class to the target term.

3. Extended, Expanded or Amplified definition

An extended definition is a more detailed explanation — usually one or more paragraphs — of an object, process,
or idea. Often an extended definition begins with a sentence definition, which is then elaborated. For instance,
the sentence definition “An electrophorus is a laboratory instrument used to generate static electricity” tells you
the basic function of the device, but it doesn’t explain how it works, what it is used for, or its strengths and
limitations. An extended definition would address these and other topics.

There is no one way to “extend” a definition. Your analysis of your audience and the purpose of your
communication will help you decide which method to use. In fact, an extended definition sometimes employs
several techniques which we are going to discuss one by one here.

Some ways of expanding or extending a definition of a term:

1. Etymology or word derivation

 Gives the origin of the term based on the country that has first introduced the term to the world. Citing a
word’s etymology, or derivation, is often a useful and interesting way to develop a definition. The Oxford
dictionary is the appropriate material to use for etymological definitions.

2. Historical definition
Historical definition stresses the development of the term. Mentioned in this definition are people, places,
and dates that played significant roles in the existence of the word.

3. Negation or elimination
A special kind of contrast is negation, sometimes called negative statement. Negation clarifies a term by
distinguishing it from a different term with which readers might confuse it. The following example uses
negation to distinguish the term ambulatory from ambulance.

An ambulatory patient is not a patient who must be moved by ambulance. On the contrary, an ambulatory
patient is one who can walk without assistance from another person.

Negation is rarely the only technique used in an extended definition; in fact, it is used most often in a
sentence or two at the start. Once you have explained what something is not, you still have to explain
what it is.
4. Operating principle
Describing the principle of operation — the way something works — is an effective way to develop an
extended definition, especially for an object or a process. It is arranged based on their time of occurrence
and uses connectors such as: first, second, then, next, soon, previously, lastly, finally, afterwards, before,
and so on.

5. Comparison-Contrast
Definition which makes you extend your explanation of a concept or a thing by pointing out how such
thing or concept is similar to or different from another concept. Using comparison and contrast, a writer
discusses the similarities or differences between the item being defined and an item with which readers
are more familiar.

The following definition of VoIP (Voice over Internet Protocol) contrasts this new form of phone service
to the form we all know

Voice over Internet Protocol is a form of phone service that lets you connect to the Internet through your
cable or DSL modem. VoIP service uses a device called a telephony adapter, which attaches to the
broadband modem, transforming phone pulses into IP packets sent over the Internet.

VoIP is considerably cheaper than traditional phone service: for as little as $20 per month, users get
unlimited local and domestic long-distance service. For international calls, VoIP service is only about three
cents per minute, about a third the rate of traditional phone service. In addition, any calls from one person
to another person with the same VoIP service provider are free.

However, sound quality on VoIP cannot match that of a traditional land-based phone. On a good day, the
sound is fine on VoIP, but frequent users comment on clipping and dropouts that can last up to a second. In
addition, sometimes the sound has the distant, tinny quality of some of today’s cell phones.
 In this excerpt, the second and third paragraphs briefly compare VoIP and traditional phone service.
Notice that this passage is organized according to the part-by-part comparison-and-contrast pattern.

6. Analysis by Partitioning
Partitioning is the process of dividing a thing or an idea into smaller parts so that readers can understand
it more easily. The photo below uses partition to define the components of a roof.

7. Use of examples
Examples are particularly useful in making an abstract or difficult-to-explain term easier to understand.
The paragraph-length definition enumerates the many uses of one concept in a particular context of life.

8. Explication
The second, third or the succeeding sentences operate to give the meaning of some difficult expressions
used in the previous sentences. Its function is to unlock difficult words to understand in the sentence.

9. Operational definition
This definition means you explain the indispensable function or use of the thing in the process, project or
activity. This gives the emphasis to the role or use of the thing in a particular activity.

10. Stipulative definition

It is a way to extend the definition of a term by explaining the word based on a special condition, a
particular purpose, a requirement or a limitation affecting any agreement between or among people. It
assigns meaning to a word, sometimes without regard for common usage. This term is often used in a
pejorative sense to refer to a definition that appears to be deliberately misleading. Stipulative definitions
are also known as Humpty-Dumpty words or legislative definitions.
 A Sample Extended Definition
The figure below is an example of an extended definition addressed to a general audience.

Lesson 6: Description of a Process and Mechanism

Topic: 1. Description of a Process
2. Description of a Mechanism

Learning Outcomes: At the end of this module, you are expected to:

1. evaluate composition of sample technical descriptions;

2. write description of specific process in your field; and
3. write mechanism description of specific tool or device in your field of specialization.

LESSON PROPER:

Process description includes sequence, instructions and procedure. Process is a description of materials, equipment and
procedures. It also uses graphic materials to show detailed presentation of a process. Technical writers also use sequence markers such
as first, second, then, next, subsequently, finally and at last to link sentences and to follow the natural or mechanical system.
 There are four Types of a Process, these are: 1) How it operates or how it works process, 2) How to do it process, 3) How it
happens process, and 4) How it is organized process. In the first type of process, this process description focuses on the way things
function or operate. The second type of process gives emphasis on how you do a thing or perform. This process type occurs in giving
directions or instructions.
The third process type stresses the process itself. Some call this type as Process Analysis. Processes that you can subject to
process analysis are food digestion, earthquakes, water cycle communication process, among others. The fourth type of process also
happens when you write or talk about the way an organization or a schools assign its faculty to a certain rank or position.

In adapting the description, it is important to consider the needs of the readers. The writer should avoid many details and
emphasize the broad outlines of the process if the reader is interested only in acquiring a general knowledge of the principles involves
and has no intention to perform the process. A process description is organized as follows:

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INTRODUCTION EQUIPMENT DESCRIPTION CONCLUSION

THE INTRODUCTION
The introduction of the description of a process is a comprehensive answer to the question, “What are you doing?” An answer
to the question can be given by answering still other questions, principally the following:

WHAT IS THIS PROCESS?

01
At the beginning of the report, readers must be told enough what the process is in order for them to
grasp the general idea. The way in which this explanation is given depends upon how much the
readers are presumed to know about the process, as well as upon the nature of the process itself.

WHO PERFORMS THIS PROCESS?

02
Very often the statement about who performs the process will appear as a natural or necessary
element in some other part of the introduction. Often no statement is required.

WHY IS THIS PROCESS PERFORMED?

03
It is absolutely necessary that the reader should know why the process is performed – what its
purpose is. Sometimes simply explaining what the process is, or defining it, makes the purpose clear.

WHAT ARE THE CHIEF STEPS IN THIS PROCESS?

04
The listing of the chief steps in the process is an important part of the introduction. It is important
because it helps the reader understand the process before the details of its execution are presented.
Even more important is its function in telling the reader what to expect in the material that follows.

WHY IS THIS PROCESS BEING DESCRIBED?

05
The question calls for a specific statement of purpose – the purpose of including the description of
this process in the report of which it is a part. In other words, readers will want to know why you are
asking them to take time to read your description of the process.
DESCRIPTION OF EQUIPMENT AND MATERIALS
With the possible exception of the discussion of equipment and materials, the introduction to a description is followed directly
by a description of the chief steps in the process. Two problems appear in organizing the description of the chief steps. One is how to
organize the steps; the other is how to organize the material within each individual step. The organization of the steps can be dismissed
at once for it is chronological in order. The organization within the description of the individual steps requires more discussion because
each individual step constitutes a process in itself. The individual step should be introduced properly and must be divided into sub-steps.
Its description is essentially a miniature of the description of the process as a whole.

DESCRIPTION OF THE ACTION

In describing the action, the writer must say everything the readers need to know and understand or even to visualize the
process. The omission of a slight detail may be enough to spoil everything. Care should be taken not only in connection with the details
of what is done but also of how it is done. The content of the description of a process is governed by the reader’s need to comprehend
every step in the action.

STYLE OF USING SENTENCES IN EXPLAINING A PROCESS

A discussion in style in the description of a mechanism however would focus on the problem of choice of the mood and voice
of the predicate, and of the noun or pronoun used as a subject. A good many possibilities exist, but three are of special importance: the
active voice and indicative mood, the passive voice and indicative mood, and the active voice and imperative mood. See examples below.

ACTIVE VOICE PASSIVE VOICE ACTIVE VOICE

INDICATIVE MOOD INDICATIVE MOOD IMPERATIVE MOOD

The next step is the application of the solder to

The next step is the application of the solder to
the joint. This step requires the use of only the The next step is the application of the solder to
the joint. This step requires the use of only the
heated iron (or copper), and a length of the the joint. This step requires the use of only the
heated iron, and a length of the resin-core
rosin-core solder. The solderer takes the iron heated iron, and a length of the rosin-core
solder. Take the iron in one hand and the
in one hand and the solderer in the other, and solder. The iron is held steadily against the
solder in the other, and hold the iron steadily
holds the iron steadily against the wire joint for wire joint for a moment to heat the wire. Then
against the wire joint for a moment to heat the
a moment to heat the wire. Then he or she the solder is pressed lightly against the joint
wire. Now press the solder lightly against the
presses the solder lightly against the joint, until enough of it has melted and flowed over
joint. Let enough of it melt and flow over the
letting enough of it melt and flow over the wire the wire to form a coating about the entire joint.
wire to form a coating about the entire joint.
to form a coating about the entire joint.
CONCLUSION

The last part of the description of the process is naturally the conclusion. It is not always necessary to write a formal
conclusion. Whether one is desirable depends, of course, on whether it will help the reader. Sometimes the reader needs
help in matters like the following:
1. Fixing the chief steps in mind (listing them again might help)
2. Recalling special points about equipment or materials
3. Analyzing the advantages and disadvantages of the process.
4. Noting how this process is related to the other processes, or other work that is being done, or reported
www.youtube.com
on.

IN THE KNOW:
iPHONE SEND
Q W E R T Y U I O P
A S D F G H J K L Technology giant Apple has been making a resounding echo as it unveils cutting-edge ecosystem of its products,
services and accessories. Almost every year, Apple launches its flagship smartphone as well as flaunts a powerful
Z X C V B N M
SPACE

up-close look of its all-new designs.

Have you ever wondered how iPhones are built? Watch this video and observe how the speaker presented the process as to how Apple
company produces industry-leading smartphones.

Watch full video here: https://www.youtube.com/watch?v=HaBSj62R5YA

DESCRIPTION OF A MECHANISM
A mechanism is any device made up of components that systematically work together to accomplish a certain purpose. In other
words, it is a machine with assembled parts that function in an organized way. Examples of mechanism are: computers, calculators, lawn
mowers, washing machine, among others.

In describing a mechanism, technical writers are required to give visual or mental pictures of a mechanism in a sequential
manner.

In writing introduction, you can begin with a formal or one-sentence logical definition of
the device. You can also take the option of making several expanded types of definition
like etymology, history and elimination follow the formal definition.

After defining the mechanism in several ways, describe its general appearance or overall
picture that has something to do with its quantifiable, sensory and spatial characteristics
like its size, shape, weight, height, texture, color, length, width, sound, state, ingredients,
INTRODUCTION 1
density, dimension, materials used, and so on.

Enumeration of all major or principal parts of the mechanism can be seen in the final
part of your introductory paragraph. Ending your paragraph-length introduction in this
manner does not only help your readers visualize an overview or a holistic picture of the
mechanism but also show your organized way of presenting forthcoming ideas.
The number of middle paragraphs may depend on the complexity or simplicity of the
mechanism. It ranges from one, two, three, or beyond this number. All descriptions of parts 2 BODY
in a paragraph should follow a logical order.

The conclusion should explain the principles behind the operation of the mechanism such
as the connection and interaction of all its components for a common purpose. It should
CONCLUSION 3
also mention some special characteristics, limitations and strategies for the care or upkeep
of the device

GUIDELINES FOR TECHNICAL DESCRIPTION

In describing a mechanism, start presenting the entire view of the subject. For
example, if your topic is on laptops, describe the general experience of the people
Start describing the
in relation to this mechanism. By doing so, you will come up with a good description.
mechanism by
presenting an entire
view of the object.

Show the relationship of

the components of the As you write the description of the mechanism, you have to show the relationship of
mechanism by putting components and you have to put each part under a category. If you show the
each part under a relationship of components, readers will understand the text easily.
category.

a. Stress the distinguishing feature or property of each subpart

Describe each element b. Explain its exception clearly from the other parts
of a bigger part in this
manner. c. Probe or conduct a thorough examination on every observable constituent
element of a subpart

d. emphasize what a particular part or subpart does for the whole mechanism rather
than what it is in relation to the device

e. help readers form a clear image of the subject

f. Be objective in describing.

g. Point out significant things about the subject clearly by using graphics and other
visual aids.
SAMPLE MECHANISM DESCRIPTIONS

Read the following text. Observe whether each composition applies the principles of technical description.

An electric generator is an apparatus for converting mechanical energy into electricity. It is also called Dynamo and
as such, it produces gas or steam. Derived from the Latin term “generate or generates,” it means to beget or produce. As a
source of electricity, it is used for factory machines, lighting and home appliances. It functions either as direct current (DC)
producing electric current flowing in one direction, or alternating current (AC) producing electric current that reverses
direction periodically. It comes in different sizes. A small generator is used in some scientific inventions while the large one
is for supplying electricity to the entire city.

-Engineering and Technology

Babcock, D. and Morse, L.

The ATM effectively consists of three layers: PHY, ATM and AAL. The first layer, PHY, is concerned with the
physical transmission of data and depends on the medium being used. There is a different set of standards for each medium.
The ATM layer is concerned with maintaining the cells and their routing through the switching network. The ATM adaptive
layer (AAL) provides standards for the segmentation and reassembling of data into the cells and vice versa. This is also the
layer that is concerned with the quality of service

-Computers

Long, L. and Long, N.