Technical Writing Training

Scope and Nature of Technical Writing

●     Nature and Scope

●     Quality of Information

●     Nature of Language

●     Structure

●     Characteristics of Technical Writing

Presentation of Technical Writing

●     Presentation

●     Basic Parts of a Document (Written text, Images, White space)

●     Headings

●     Types of Images (Tables, Charts, Graphs, Photos, Drawings)

●     Captions and Labels

●     Main Elements (Front Matter, Body, end matter)

●     Creating an Index

●     Elements of Different types of Technical Documents (References, Texts, Journals, Reports, etc)

●     Referencing

Matching Style and Content to the Audience

●     Writing for an Audience

●     Writing Well

●     Writing Guidelines (Jargon, Gender-neutral writing, Using simple sentences, passive or active language, first, second or third person, etc)

●     Spelling, Grammar

●     Editing, Proofreading

Planning: Developing a Logical Structure or Format

●     Creating a Technical Document

●     Research the Document; gather information

●     Plan; decide on the format

●     Write; create an outline and then write the first draft

●     Verify; check the accuracy of what you have written

●     Revise; amend the document before

●     Writing the First Draft

Collaborative Writing

●     Working in a team

●     Tasks and Roles

●     Technical Brief

●     Strategies for Collaboration

●     Style Guide

●     Using Templates

●     Using Email Effectively

Writing Technical Articles for Periodicals

●     Writing for Periodicals

●     Publisher Specs

●     Writing Descriptions and Specifications

●     Journal Abstracts

●     Writing Manuals and Procedures

●     Writing manuals

●     Writing Instructions and Procedures

●     Guidelines

●     Troubleshooting

Writing Project Proposals

●     What is a Proposal?

●     Proposal Categories (Solicited and Unsolicited)

●     Model for Writing Proposals

●     Grant Proposals

●     The Stop Format

Writing Project Reports

●     Types of Reports

●     Progress Reports

●     Completion Reports

●     Review Reports

●     Regulatory Reports

●     Feasibility Reports

●     Scientific Reports

●     Elements of a Formal Report

●     Executive Summaries

Course Benefits

● Identify a broad range of situations where technical writing is used and where you might gainfully apply those skills.

● Present technical documentation for a variety of situations.

● Determine how to write appropriately for a defined audience.

● Develop formats for different documents that follow a logical appropriate structure.

● Explain how to effectively collaborate with one or more people in the production of a technical writing assignment.

● Write items of technical writing that are appropriate for publication in different types of periodicals including popular magazines, industry magazines, scientific journals, newspapers and e-zines.

● Write easy to follow, technically accurate instructions for a variety of processes, using a variety of equipment.

● Write a formal proposal for a project.

● Write in an effective and appropriate style of report, during, or on the conclusion of a project.

This course is for:

Scientists, technicians, product developers, journalists, students and anyone else writing factual, technical information anyone writing technical manuals or promotional materials

Technical writing is applied in more places than you might think, and the demand for technical writers who can do a good job is always strong. Any piece of modern technology from computers to cars, and microwaves to watches, all require lots of technical writing during their conception, development, production and marketing. Scientific research, articles in technology magazines, and even gardening magazines; can all be technical writing. Obviously, research reports, but also research funding submissions and many other types of submissions, are also technical writing.

Consider Writing Manuals/ Instructions/ Guidelines

These are documents intended to show people how to do something, e.g. how to use a particular piece of equipment, how to make something e.g. recipes, construction, or gardening, how to care for something e.g. property maintenance, health care, or animal care, or workplace or management procedures. There are too many to review here so we’ll look at a select few.

User Guide

User guides or manuals are written to accompany a variety of goods e.g. televisions, DVDs, computers, and computer software. They may be a single document or they may be one of several documents that accompany a product where other documents could include safety instructions, installation instructions or datasheets.

When writing a user guide it is good practice to think about how a person using the guide will approach it. In most cases, people do not read a whole guide from start to finish. In reality, they are most likely to look for specific parts of the guide because they are more likely to read the guide when they have a problem. User guides then should address tasks and how to complete them rather than elaborate on product details. If you think like a user, you are more likely to write what a user needs to know.

The key to writing user guides is to use an active voice (it emphasizes the user if the subject and verb in a sentence is clear), focus on the reader (use “you” to address the reader), and write with clarity (the user needs to know how to complete a task form reading the instructions). A typical user guide would have the following sections:

●     Cover Page – Title of Guide

●     Copyright information (if necessary) – this should be on the cover and title page (if separate).

●     Disclaimer – the terms and conditions of using the guide.

●     Preface (if necessary) – this section can be used to make reference to any other documents released with the product (e.g. warranty, service).

Table of Contents – this is necessary because people will use it to quickly find what they are looking for. For smaller documents of about 10 pages or less it is not a requirement. Instead the document might be titled a Quick Reference Guide, or similar.

Procedures – These are included in the main body of the text, separate from reference material. The procedure outlines the tasks required for using the product. These include how, when and why to undertake tasks and what will happen as a result. It may also be necessary to use specific examples. Illustrations could be incorporated to provide a visual aid.

When writing procedures it is helpful to work out what the main tasks are, and if necessary break them down into smaller tasks or subtasks. Step-by-step approaches are very useful to explain each task, and each step should be numbered. For decisions that a user might make, you could use an “if-then” style e.g. If you plug the printer in, then a window on the computer taskbar should pop-up with “Found new hardware”.

If you break information down into separate sections, use a consistent format for each so that a user becomes familiar with the layout and can easily navigate through it.

References – it may be necessary to include a references section. Here, any additional specific information which applies to the guide can be included for those who seek more information. This is also the place to put a troubleshooting guide and FAQs.

Glossary – it may be useful to include a glossary of terms. This can include and technical terms and jargon used in the main body. If the glossary is only short it can be placed after the preface and before the table of contents. Longer glossaries should go at the end of the document before the index.

Index – for longer documents, e.g. 20 pages or more, an index is needed at the rear to make the document user-friendly. Like a table of contents, the index enables a user to quickly source information.