Writing Reader-Focused Definitions and Descriptions C H A P T E R 14

Presentation Overview What Are Definitions Versus Descriptions? How Do You Prepare to Write a Definition or Description? What Are the Types of Definitions? How Do You Write an Extended Definition? What Are the Types of Descriptions? How Do You Write Descriptions for Technical Marketing Materials? Where Are Technical Definitions and Descriptions Commonly Found?

What Are Definitions Versus Descriptions? Definitions tell readers what something is; it can be as simple as a word or sentence or as complex as several paragraphs. Descriptions create a picture using words and graphics. Descriptions in technical communication provide information on a product or a process for readers who need to know about it or to use, produce, or possibly purchase it.

What Are Definitions Versus Descriptions? Definition: what something is Description: what something is like

What Are Definitions Versus Descriptions? Definition of the Global Positioning System Description of the Global Positioning System “The Global Positioning System (GPS) is a U.S. space-based radionavigation system that provides reliable positioning, navigation, and timing services to civilian users on a continuous worldwide basis” (The National Space-Based Positioning, Navigation, and Timing Office). Free to all—it only requires a GPS receiver to be used Accurate because it pinpoints the exact latitude, longitude, and altitude of a GPS receiver Reliable because it works anytime, anywhere, as long as the GPS receiver has a clear view of the sky

How Do You Prepare to Write a Definition or Description? Find out about your readers. Anticipate and answer their questions. Plan for precise language. Design the visual information.

Find Out about Your Readers Their present knowledge of what you are defining or describing Their purpose and the context in which they will be reading your definition or description Their place inside or outside of your organization The different groups reading your definition or description The level of technical terminology they will understand or expect

Anticipate and Answer Their Questions Reader Considerations General Approach to Anticipating and Answering Their Questions Their present knowledge of what you are defining or describing Focus on what they don’t know rather than on what they do. Their purpose and the context in which they will be reading your definition or description Provide the appropriate type of information (theoretical versus practical) and level of detail according to their purpose.

Anticipate and Answer Their Questions Reader Considerations General Approach to Anticipating and Answering Their Questions Their place inside or outside of your organization Provide more background information and less technical information to those external to your organization or to those in administrative versus technical positions. The different groups reading your definition or description Write to the readers with the lowest level of technical knowledge, or compartmentalize the document containing your definition or description for different groups.

Anticipate and Answer Their Questions Reader Considerations General Approach to Anticipating and Answering Their Questions The level of technical terminology they will understand or expect Freely use technical terminology they have come to understand and expect. Either define or avoid technical terminology they will not understand or expect.

Plan for Precise Language Use precise Measurements, weights, and dimensions Locations and spatial relationships Positions

Plan for Precise Language Not Precise Our pool tables are built to last. Precise Our pool tables are constructed with Solid hardwood Oversized, 1” thick Italian slate Durable leather pockets Top-of-the-line Simonis cloth

Design the Visual Information Plan the visual information you want to use early in the process. Consider using Line drawings Diagrams Flowcharts Photographs

What Are the Types of Definitions? Parenthetical definitions Sentence definitions Extended definitions

Parenthetical Definitions A brief definition appearing in parenthesis immediately following the word being defined Example A double hit (hitting the cue ball twice during a shot) is an illegal stroke.

Sentence Definitions A definition that is the length of a sentence and contains these formal elements: Term Class or genus Differentia Term Class or Genus Differentia The break is the shot that opens a game of pool. Diamonds are markers atop the table rails that can be used as reference points for aiming shots.

Extended Definitions An explanation of a term, concept, or process, usually one or more paragraphs in length. Example Eight-ball is a game played with a cue ball and 15 object balls. Balls 1-7 are solids; balls 9-15 are stripes. The first of two players breaks to begin play. If one or more object balls goes in on the break, he or she continues play by choosing a solid or striped object ball and calling the pocket that the ball will go in after the shot. Play alternates when a player fails to pocket a called ball. Once a player pockets either all solids or all stripes, he or she must pocket the 8-ball to win. Pocketing the 8-ball before this point (except for on the break) results in a loss.

How Do You Write an Extended Definition? Start with the basic definition. Extend using one or more of the techniques on the following slides.

How Do You Write an Extended Definition? Example An illustrative item or case Partition The division of an item into its individual parts Principle of Operation An explanation of how something works Comparison and Contrast A comparison between something familiar and something unfamiliar Negation A description about what something is not

How Do You Write an Extended Definition? History Historical or background information Etymology The derivation of a word Stipulation The restriction of the meaning of a word for a particular situation Graphics A visualization

What Are the Types of Descriptions? Descriptions of a process, or an action that brings about a result Descriptions of a mechanism, or a machine—with parts that work together Descriptions of an object, or a single item

Accurate, Honest Information How Do You Write Descriptions for Technical Marketing Materials? Persuasive Language Accurate, Honest Information

Where Are Technical Definitions and Descriptions Commonly Found? Textbooks Instructions and manuals Reports Specification sheets Instructions and manuals Proposals Reports Web pages Brochures Specification sheets Technical marketing materials

Questions?