Technical Writing

The Basics

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Technical Writing

•  Refers to writing done on the job •  Is used in jobs or fields with specialized

vocabulary such as the applied sciences, technology, engineering, and the skilled trades

•  Is often very practical; its purpose is to get something done within an organization

•  Is different from academic writing which is meant to demonstrate knowledge

•  If you develop strong technical writing skills at college, you will be better prepared for the workplace

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Technical Writing

•  Can take many forms: emails, memos, reports, proposals, feasibility studies

•  In the workplace, the writer (with knowledge of the topic) relays information to the reader, who is often less knowledgeable about the topic

•  Can be read by many people in the workplace, all with varying levels of technical knowledge and decision-making powers

•  In college, the reader (your professor) knows more about the topic but expects you (the writer) to communicate the information clearly and concisely

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The Writing Process

•  Good writing takes time •  3 stages:

1. Planning 2. Drafting 3. Rewriting

•  Writing is a process, and most writers move back and forth between the 3 stages

•  Make sure you clearly understand what you are being asked to do when writing at college (see the assignment rubric) or at work (ask your boss)

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Stage 1: Planning

•  Think about the purpose of your writing Ø Do you need to share information with others? Ø Are you reporting on or solving a problem? Ø Do you need to plan a project? Ø Are you expected to give recommendations?

•  Think about your audience Ø What are your reader’s needs? Ø What technical knowledge does your reader have? Ø Will your reader be the one who makes a decision? Ø Will your reader share your writing with others?

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Stage 1: Planning

•  Ask yourself the 5WH questions (Who? What? Where? When? Why? and How?) to begin the brainstorming process and get your ideas flowing

•  Gather some background information: discuss, read books/journals, research online

•  Take notes and record the sources of your information so you can reference the material in your report

•  Think about which points are the most important to include in your report

•  Ask ‘So what?’ to make sure the information is relevant to your purpose before including it

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Stage 2: Drafting

•  Keep your writing simple, clear, and concise from the start

•  Write for your reader, not for yourself •  Follow a template or outline to stay on

topic •  Organize your writing to suit the topic and

the purpose Ø Chronological Ø Cause-Effect Relationship Ø  Problem-Solution

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Stage 2: Drafting

•  When you write your first draft, move from thinking about ideas and gathering information to writing in an effective and logical manner

•  Use headings and sub-headings to organize your information

•  Use tables, graphs and figures to convey information clearly

•  Keep your purpose and audience in mind as you write

•  Be patient; good writing takes time

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Stage 3: Rewriting

•  Use the rubric to guide your rewriting

•  3 steps: Revise, Edit, Proofread

•  Revise=look at the big picture to see if your writing is on topic, organized, and understandable

•  Edit=look at the sentence level to see if your writing is awkward, wordy, or repetitive

•  Proofread=look for any errors in spelling, punctuation, grammar, or formatting

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Proofreading

•  Approach your final proofread with fresh eyes

•  Print off the document

•  Use a ruler/guide to force you to read slowly

•  Read aloud so you can ‘hear’ any errors •  If you use the spell and/or grammar checker,

choose ‘explanation’ before making a change •  Consider the types of mistakes you generally

make, and pay attention to correcting those

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References

Hult, C., Huckin, T. N., Burgoyne, D.A., & Gooding, R. (2005). The new century handbook (Canadian ed.). Toronto: Pearson.

Pfeiffer, W. S. & Boogerd, J. (2007). Technical communication: A practical approach (4th Canadian ed.). Toronto: Pearson.

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Where can you go for help?

•  Your professor

•  Your technical communication textbook

•  Resources on the SALS website:

www.durhamcollege.ca/sals

•  A peer writing tutor at SALS

•  The Writing Specialist at SALS

•  The ESL Specialist at SALS, if English is not your first

language

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Feedback

•  Please help us gather some feedback to improve the service we provide in Student Academic Learning Services

•  If you are viewing this presentation online, please contact us with an any suggestions you have to improve the experience – email: leslie.linstrum@durhamcollege.ca – phone: 905.721.2000 extension 2491

Student Academic Learning Services SSB 204