The art of technical writing Dr N.C.Jain

Scientist ‘F’ & Asstt. Editor, Indian Journal of Medical Research

Indian Council of Medical Research New Delhi e-mail : [email protected]

What is technical writing? What makes it unique? How it is different from other types of writing?

Fiction includes poetry, short stories plays and novels. Writing is imaginative. Expressing writing records a subjective emotional response to a personal experience. To express one’s feeling through description and narration. Contd..

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Expository writing analyzes a topic objectively e.g., essays (to reveal knowledge of a subject) Persuasive writing, in some way combines the emotionalism of expressive writing with the analytical traits of expository writing e.g., Editorials

Requires give – and take a dialogue, a follow up – and/or input and action e.g., Memo, one expects a reaction. Technical report is a significant factor of one’s work experience for several reasons: Technical writing conducts business Technical writing takes time Technical writing costs money Technical writing is an extension of your interpersonal communication skills

Technical writing is different from imaginative fiction. Technical writing is like expository writing because both involve analysis. Technical writing is like persuasive writing because the technical writer often tries to convince a reader to act. Technical writers must consider the audience, the tone, and the purpose of every document they write. Technical writing is an important part of many people’s everyday work life. It can take up as much as 20 percent of a typical workweek. Contd..

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Technical writing costs a company both time and money, so employees must strive to write well. Your writing at work reflects your abilities to communicate effectively. Employees often write in teams on the job. An effective team leader will facilitate group work. Following a specific total quality management (TQM) strategy will help your team succeed.

Short or longer Reports: Technical reports satisfy one or all of the following needs: Supply a record of work accomplished Record and clarify complex information for future reference Present information to a large number of people Document schedules, timetables, and milestones Recommend future action Document current status Record procedures

Accident/incident reports Feasibility reports Inventory reports Staff utilization reports Progress/activity reports Travel reports Lab. reports Performance appraisal reports Study reports Justification reports

Organization Heading Introduction Discussion Conclusion/Recommendations

Development Style

Highlights

Reports are used to document many different occurrences on the job. Use hading, such as “Introduction,” “Discussion,” and “Conclusion/recommendations,” when designing your report. Trip reports document work-related travel. Progress reports recount work accomplished and work remaining on a project. Lab reports document the findings from a lab analysis. Feasibility reports are used to determine the viability of a proposed project. Branching is a visual prewriting technique that twill help you write effective reports.

Two well known journals in technical writing: Professional Communication, published by IEEE transactions. Technical Communication brought out by the Society of Technical Writers. These two carry research papers and review articles, book reviews, conference proceedings (issued as their special numbers), besides other information of general interest to professional writers.

Gerson, S.J. and Gerson, S.M. (2005). Technical Writing, Process and Product. 3rd ed/4th Indian Reprint. Singapore Pvt. Ltd.: Pearson Education. Reep, D.C. (1991). Technical Writing, Principles, Strategies, and Readings. Boston: Allyn and Bacon. Sherman, T.A. and Johson, S.S. (1990). Modern Technical Writing, 5th ed. Englewood Cliffs: Prentice Hall. Mills, G.S. and Walier, J.A. (1986). Technical Writing. 5th ed. New York: Hold Rinehart and Winston. Chandler, B.E. (1983). Technical Writer’s Handbook. Ohio: American Society for Metals.

Do you have a good title? Is it short but informative? Have you stated clearly and specifically what the investigation and the report are to accomplish? Have you stated clearly and fully the outcome of the investigation? What is actually accomplished? Have you clearly and fully described the methods, materials and equipment used while conducting the investigation? Contd..

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Have you put into the report all that are required? Is your report readily understandable by the intended users? Are your paragraphs clear, well-organized and of reasonable length? Is your prose style clear and readable? Contd..

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Have you included all mechanical and prose elements that your report needs? Have you inserted documentary reference numbers in your text? Have you made proper re tables and figures in the text and sufficiently discussed them? Are all parts and pages of the manuscript in the correct order? Contd..

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Is the format of the typed of printed report be functional, clear and attractive? Does your manuscript satisfy style specifications? Have you included required notices, distribution lists, and identifying code numbers? Do you have written permission to reproduce extended quotations or other matter under copyright? Contd..

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Have you proof read your manuscript for matters both large & small? While you are composing the manuscript did you have any doubts and misgivings that you should now check out?

The temperature is not obtained with a thermometer, but measured with it. A curve is not a straight line, but a graph is. If a mixture contains 50 per cent alcohol, then the percentage of alcohol is 50%. A logarithmic graph is not a ‘log graph’. Experiments are conducted but not made. Temperatures are maintained constant, but never kept constant. The temperatures are plotted against pressures, but not versus pressure. An equation in a sentence is written at the end. No sentence begins with a numeral.