Technical Communication: Foundations Prof. Q

Overview Defining Technical Communications Features and Purposes Types of Documents Teamwork and Global Issues The Research Process Audience and Purpose Ethics

About Technical Communication The exchange of information that helps people interact with technology, advance workplace goals, and solve complex problems. Day-to-day questions: How do I set up my new technology? How do I attach a document to an e-mail? Workplace questions: What is our competition doing? What new technologies should our company adopt? Specialized questions: What are the technical limits to wind energy? Do the benefits of new vaccienes outweigh their risks?

About Technical Documents Reader-Based Task-Oriented Context-Sensitive Design-Based Written, Visual, Digital, and Oral

Features of Technical Communicatin Focus on reader Efficient and accessible Clear and relevant Uses media effectively Created by both individuals and teams Targets a global audience Persuasive and Truthful Based on research

Typical Forms of User-Centered Communication Instructions (How to’s) User Manuals (Detailed Instructions and Warnings) Reports (Analyze an Issue) Memos (Answer Questions) Procedures (Comply with Regulations) Balancing Persuasion and Information Deliver usable information Consider how to get the desired response

Purpose of Technical Communication To inform (Sample document on P. 9) To instruct (Sample document on P. 11) To persuade (Sample document on P. 13)

Common Types of Technical Documents Memos – Internal Communication E-Mails – General Communications Letters – Personal Communications, Paper Trail Instructions – Explain Steps (Tasks) Procedures – Explain Steps (Policy) Manuals – Comprehensive Instructions Brochures – Give Information Proposals – Offer Solutions Reports – Analyze Problems

Activity Find a technical document from your field and evaluate using the checklist below.

Teamwork, Ethics, Persuasion, and Global Issues in Technical Communication

Strategies for Organizing a Team Project Appoint a group manager Define a clear and definite goal Identify the type of document required Divide the tasks Establish a timeline Decide on a meeting schedule Establish a procedure for responding to each other’s work Select a group decision-making style Decide how to evaluate each member’s contribution Prepare a project planning form Submit regular progress reports

Strategies for Running a Meeting Set an agenda Ask each person to prepare as needed Appoint a different observer for each meeting Begin by summarizing the minutes from last meeting Give all members a chance to speak Stick to the issue Keep things moving Observe, guide, and listen Summarize major points before calling a vote End the meeting on schedule

Technology and Team Projects

E-mail

IM

Project Management Software

“The Cloud”

Digital Whiteboards

Web Conferencing

Other technology Teleconferencing Blogs Intranets Wikis

Identifying Group Conflicts Gender differences Cultural differences Interpersonal differences

Dealing with conflict Listen actively Avoid gender and cultural bias Research cultures other than your own Give everyone a chance to be heard Take everyone’s feelings and opinions seriously Don’t be afraid to disagree Offer and accept constructive criticism Find points of agreement with those who hold different views When the group does make decisions, support it fully

Class Activity – General Application Find an example of technical communication in your field. Explain where teamwork was important and why.

The Research Process in Technical Communication

Thinking Critically About Research Think about your audience. Think about the rhetorical situation. Think about authorship. Think about authorial intent.

Strategies for Thinking About Research Ask the Right Questions – Don’t be overly broad or too narrow. Explore a Balance of Views – Don’t just rely on one expert. Explore your Topic in Depth – Show knowledge of your topic. Evaluate your Sources – Make sure you have reliable information. Interpret your Findings Objectively – Try to show lack of bias.

Using Primary Sources Interviews Surveys Observations Events Processes in action

Using Secondary Sources Blogs Wikis Web pages Books Articles Magazines Photographs Recordings Consider table 3.1 on page 44.

Tips for Research Using the Internet Expect limited results from any one search engine. When using a search engine, use varied queries. Consider the domain name and the site’s author. Identify the site’s purpose and sponsor. Look beyond the style of a site, and assess the currency of the materials. Save what you need. Remember to be ethical on your research.

Types of Internet Sources Websites .com .gov .edu .org Magazines and Journals Blogs Wikis Forums, BBS systems, and Mailing Lists E-libraries

Types of Hard-Copy Sources Books Periodicals

Group Activity Identify at least eight reliable and valid sources of information related to your company’s focus.