Introduction to Technical Introduction to Technical and Business Writingand Business Writing

Introduction to Technical Introduction to Technical and Business Writingand Business Writing

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What is Technical Writing?

Taking complicated subject matter and transforming it into easy-to-understand information for the reader.

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Why do we need technical communication?

• Technical communication serves as a link between the theoretical and the practical world

• There is a need for transforming complex information into something understandable

• Technical communicators serve as mediators between engineers and end-users

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How Writing Makes a Difference ?• Writing ability is often correlated with a

superior manager’s characteristics.

• The quality of communication has a strong impact on an idea’s reception.

• Poor proposals and reports mean little or no future with clients.

• Young engineers who write with clarity and make logical presentations tend to become supervisors faster than other engineers.

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Writing Cycles

Student Instructor

Engineer Supervisor Manager

TopManagement

ResearcherJournaleditor Publication

Referee

Referee

Student

Workplace

Academics

Why are you studying Why are you studying this Course?this Course?

Why are you studying Why are you studying this Course?this Course?

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EXPECTATIONS OF PROFESSIONAL SKILLS

Expectations (in order of importance)#1 Team work – member, leader #2 Communication skills #3 Subject knowledge #4 Time management

Communication = Writing = Speaking (oral) = Computer = Documentation = Web

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COMMUNICATE – WHY?

“I want others to appreciate my work”(supervisor, SRC, prospective examiner, examiner, boss)

“I want to know what others want”(looking for job, post-doc, promotion)

“I want to convince others”(project funding, job seeking)

“I want to sell my idea/product”

“I want to publish a lot of good papers”

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Desired Attributes of Job Seekers

The two primary attributes young job

applicants need are

•the ability to interact with other people

•basic writing skills.

What will we study in What will we study in Technical Writing?Technical Writing?

What will we study in What will we study in Technical Writing?Technical Writing?

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• Memos and electronic mail (e-mail)—to set meeting agendas and to ask and answers questions

• Letters—to sell, complain, hire, fire, ask and answer questions, and explain the contents of attachments

• Reports—to report on job-related travel or incidents, to study options and recommend action, to report on the progress of ongoing projects, and to document meeting minutes

• Proposals—to highlight problems, to suggest solutions, and to recommend action

• Brochures—to sell and inform, using six-to eight-panel (back and front) foldouts

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• Newsletters—to report on corporate activities to both employees and stakeholders

• Fliers—to sell and inform, using brief, single-sided documents

• Resumes—to help you find a job

• Web sites—to sell and inform, using multi screened, Internet-based, hypertext-linked communication

• User manuals—to explain the steps in a procedure

• Technical descriptions—to explain the parts of a mechanism, tool, piece of equipment, or product (3)

Technical Writing is Technical Writing is done todone to

Technical Writing is Technical Writing is done todone to

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• Define and order standard processes• Ensure critical processes are standardized• Simplify complexity• Detail operational necessities• Highlight and describe risk• Structure available knowledge in support of

research• Identify useful content• Assemble parts into whole• Coordinate functionalities

When Should When Should Technical Writing be Technical Writing be

Done ?Done ?

When Should When Should Technical Writing be Technical Writing be

Done ?Done ?

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• If you want your customers to walk away from product failures

• If you want to reduce customer calls to your support desk

• If you want your customers to buy your product

• If you want each version of your product to flow smoothly into an established market

How can you know How can you know when technical when technical

writing is done well ?writing is done well ?

How can you know How can you know when technical when technical

writing is done well ?writing is done well ?

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How does Technical How does Technical Writing Effect a Writing Effect a Corporation ?Corporation ?

How does Technical How does Technical Writing Effect a Writing Effect a Corporation ?Corporation ?

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Value to the Corporation

• Well-written and accurate documentation:– Enhances the customer product experience,

contributing to overall satisfaction

– Part of the customer support strategy, reducing support costs

– Speeds up customer acceptance of products

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Cost to the Corporation

Poorly written or inaccurate documentation:– Contributes to customer frustration

with the product and the company

– Projects a negative image of the product

Importance of Importance of Teamwork in Teamwork in

Technical WritingTechnical Writing

Importance of Importance of Teamwork in Teamwork in

Technical WritingTechnical Writing““No one person and no one area can solve No one person and no one area can solve

work related problems”work related problems”

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Collaboration advantages

• In business and industry, many technical documents are team written

• Advantages• Diversity of opinions• Checks and Balances• Broad based understanding• Empowerment• Team Building

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Strategies for Successful Collaboration

• Develop your team• Choose a team leader• Determine your team goal• Identify the problem• Analyze the problem causes• Determine Potential Improvements• Verify the suggested solutions• Complete the team project

Most of your work in Most of your work in this course will be this course will be

collaborative !collaborative !

Most of your work in Most of your work in this course will be this course will be

collaborative !collaborative !

Lets ReviseLets ReviseLets ReviseLets Revise

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What we discussed today?

• Introduction to Technical and Business Writing

• Objectives of this course• Course contents• Purpose of Technical Writing• Impact of Technical Writing on a

Corporation• Importance of team work in Technical

Writing