Chapter:5
Technical communication Process
• Process refers to the steps which
should be followed by the
communicators
• Any well written and well organized
communication product whether it is a
letter, memo or a report goes through
various stages of development before
it reaches to the targeted audience.
The document Process:
• Document here includes paper
documents, electronic texts
• Process: Planning –Drafting-
Revising-and Delivery
1. Planning is a prewriting process which has four steps:
i. Determining purpose
ii. Analyzing audience
iii. Gather information
iv. Outline content
• Planning process:
- Jotting down random thoughts
- Asking the 5WH questions
- Clustering (gathering)
- Brainstorming or listing
- Idea bank (series)
- Free writing
- Outlining
- Storyboarding (use of images with words)
- Creating models or charts
- Creating flow chart
- research
2. Writing a Draft:
• It is one of the tough jobs.
• The writer must try to create flawless writing but
without practice it is impossible
• The ideas must be progressed chronologically up to
the logical end.
• While drafting the communicator has to consider the
targeted audience
3. Revising means rewriting
• Making changes to meet your
communication purpose and
readers’ need.
• It includes: review, adjust the
content, getting feedback, editing
for style, grammar and mechanics
and getting the draft approved
4. Delivery:
Even after the document is distributed, a technical
writer should remain open to suggestions for
further improvement.
The Collaboration Process:
• The process through which
technical communicators work in
groups and help each other in the
production of a technical
document.
• Technology has extended the
possibilities and thee need for
collaboration.
• Much of the work in companies today relies on
the internet, telecommunication and
videoconferencing, which require multiple
people from different professional backgrounds
working together, between or across diverse
organizations, countries and cultures.
The Pros and cons of
collaboration
The Pros:
• Enhances negotiation skills
• Encourages people to work
through their differences
• Finds ways to resolve conflicts
• Improves communication
among employees
• Empowers them by offering a
means of participation and
expression
• It enables a greater division
of labor for a given task.
• Allows diverse opinion to
look at a problem from their
unique perspectives
• Helps to draw on a greater
knowledge and skills which
makes document more
comprehensive and accurate.
• Serves as a mechanism of
check and balance
• Offers opportunity for people
to express their creativity
The Cons of collaboration
• Since collaboration involves
people with varied interests
and backgrounds, it is often
challenging to manage them
and their task.
• Possibility of inter-personal
conflicts with ego clashes of
some people and their tempers
• Some collaborators may try to
dominate others or
monopolize an activity
• Member may or may not fulfil
his or her assigned
responsibility
• Possibility of leaving burden
on certain person
• Some are less motivated
thinking that they have not
been acknowledged
• In a group discussion people
become uncritical and
conform to the group mindset
shutting down their minds to
better and alternative ideas.
Collaborative Writing Process
• A group of co-authors may
work together throughout the
writing process
• They plan together, research
and write together and revise
together
• A group may select a primary
author and rest of the
members give comments and
feedback and help for proof
reading
• Time consuming
Collaborative Writing
Process
1. Planning: The group meets
together, brainstorm together,
determine the purpose of the
document, its form and
identifies audience
The team leader coordinates
and supervises the teamwork
According to their
competencies and interest
the members involve in
different tasks
The team has to define schedule,
working procedure, style, format,
as well as evaluation form.
2. Writing the Draft:
According to the initial suggestion
and outline the members have to
prepare the draft
The writer should be consistent
for the purpose
For this the team members have
to involve in periodic meetings
An individual among the
team members may
compile the notes and write
down the points
3. Revision:
The group merges separate
portions of the draft into a
single document ensuring that
the parts are organized well and
the ideas flow logically.
Check for uniformity and
consistency
Finally edit and proof read the
text.
STRATEGIES FOR EFFECTIVE
COLLABORATIVE WRITING;
• Make a realistic plan and
follow it through
• Choose a good team leader
• Deliver individual task
• Keep communication open
with others
• Give constructive feedback
• Be tactful and diplomatic
• Follow set guidelines to
resolve conflict
• Be sensitive to issues of
gender and cultural
• Use collaborative tools
• Maintain a positive attitude
