ENGL-2333RTechnical Writing I

Technical Communications - Ninth Edition, Lannon, John M.

Chapter 3 Delivering the Essential Information

Homework is to read Chapters 3 and 4, These notes are on Chapter 3

1. Address the audiences Information needs
   1. Each audience is unique
   2. You need to learn to write to the audience that you intend to reach
2. Identify Levels of Technology
   1. The Highly Technical Document
      1. At this level the user does not need things handed to him on a silver platter.
      2. He is knowledgeable about the subject and needs to know information with out explanations
   2. The Semitechnical Document
      1. Though not as knowledgeable as the Technical User, still has some knowledge of subject
      2. Provides the information with suggestions that person might not know (i.e. normal ranges for the findings compared to what was found.
   3. The Nontechnical Document
      1. Layperson's level
      2. Specifics are removed and general findings are put in its place
      3. Most everything is spelled out to the reader
   4. Primary and Secondary Audience
      1. Primary user is one who requested the document to use for decision making
      2. Secondary Audience - those that will carry out the project
      3. If short memo rewrite it at various levels to reach all
      4. Longer than 2 pages, address primary user and provide supplements for the secondary user
   5. Web Based Documents for Multiple Audiences
      1. Web sites allow for multiple audiences easily
      2. Different users can follow the links to the technical information that they need.
3. Develop an Audience and Use Profile
   1. Audience Characteristics
      1. Identify all that you can about the person who will be reading this (Name, title, nationality, etc...)
      2. Identify others this document will affect
   2. Purpose of a Document
      1. Why do people want this document and what do they expect (raw data v. recommendations)
      2. What will happen to the document after it is used.
   3. Audience's Technical Background
      1. Co-workers will not need it spelled out
      2. Manager's and subordinates may need more explanation
      3. Management may need it broken down the most.
   4. Audience's Cultural Background
      1. If audience is a different culture make sure to take that into account
      2. Especially avoid slang terms that would not translate outside of the American Culture
   5. Audience's Knowledge of the Subject
      1. People expect useful information in a document
      2. They will have it if your document contains one of the following:
         1. shares something new and significant
         2. Reminds us about something we know but ignore
         3. offers fresh insight or perspective on something we already know
   6. Appropriate Details, Format, and Design
      1. Were you asked to be comprehensive or keep it short
      2. Do they want recommendations or conclusions
      3. What did they request
         1. report
         2. letter
         3. memo
         4. etc.
   7. Due Date and Timing
      1. What is your deadline if you have one
      2. Ask for people to review an early draft if possible.
4. In Brief: Human Factors in Communication Failure
   1. Neglecting to Convey Vital Information
   2. Not being assertive enough about vital information
   3. Conveying the wrong information
   4. Underestimating Vital Information
   5. Overlooking Vital Mistakes
5. Exercises
6. Collaborative Project
7. Service-Learning Project