Copyright © 2002 by Pearson Education, Inc., publishing as Longman Publishers. All rights reserved. Chapter 15 Procedures, Processes, and Specifications Technical Communication: Strategies for College and the Workplace by Dan Jones & Karen Lane
Definitions
Informal Definition simply explains a word or phrase presented so as not to break up text flow Copyright © 2002 by Pearson Education, Inc., publishing as Longman Publishers. All rights reserved
Formal Definition stops the narrative flow to explain unfamiliar terms follows the specific format: term = class + distinguishing features Copyright © 2002 by Pearson Education, Inc., publishing as Longman Publishers. All rights reserved
Extended Definition explains background information in detail gives readers a clear understanding of terms and expressions may carry over to several paragraphs or pages Copyright © 2002 by Pearson Education, Inc., publishing as Longman Publishers. All rights reserved
Technical Descriptions
Copyright © 2002 by Pearson Education, Inc., publishing as Longman Publishers. All rights reserved. A simple mechanism description includes … a description of the overall appearance a description of the component parts visuals depicting the mechanism
Copyright © 2002 by Pearson Education, Inc., publishing as Longman Publishers. All rights reserved. A complex mechanism description includes the… introduction body conclusion
Copyright © 2002 by Pearson Education, Inc., publishing as Longman Publishers. All rights reserved. The introduction of a complex description includes … definition, function, and background of the item purpose of the item overall description of the item principles of operation list of major parts
Copyright © 2002 by Pearson Education, Inc., publishing as Longman Publishers. All rights reserved. The body of a complex description includes... a detailed description of each major component
Copyright © 2002 by Pearson Education, Inc., publishing as Longman Publishers. All rights reserved. The conclusion of a complex description includes a… summary (for complex mechanisms) discussion of the interrelation of parts walk-through of one complete operating cycle
Policies and Procedures Imply or state the philosophy, ethos, or standards of an organization Copyright © 2002 by Pearson Education, Inc., publishing as Longman Publishers. All rights reserved
Process Descriptions Explain the way in which something happens in sequence Copyright © 2002 by Pearson Education, Inc., publishing as Longman Publishers. All rights reserved
Instructions describe how to perform an activity include readers as participants Copyright © 2002 by Pearson Education, Inc., publishing as Longman Publishers. All rights reserved
Tips for Company Policy Documents
Copyright © 2002 by Pearson Education, Inc., publishing as Longman Publishers. All rights reserved. Planning Company Policy Documents Consider the reader(s) Determine the purpose and scope of the policies Gather information
Copyright © 2002 by Pearson Education, Inc., publishing as Longman Publishers. All rights reserved. Reviewing Company Policy Documents Make sure your supervisors and users review the document Submit your document for legal review
Copyright © 2002 by Pearson Education, Inc., publishing as Longman Publishers. All rights reserved. Formatting and Producing Company Policy Documents Make sure warnings, cautions, alerts, and safety information are easy to find Plan for page elements, front matter, and back matter Provide an easy way to incorporate new information
Copyright © 2002 by Pearson Education, Inc., publishing as Longman Publishers. All rights reserved. Writing Specifications Write achievable and verifiable specifications Write specifications, not explanations Provide performance specifications rather than design specifications —Continued—
Copyright © 2002 by Pearson Education, Inc., publishing as Longman Publishers. All rights reserved. Writing Specifications Cite standardization documents Carefully differentiate between shall and will Use or correctly Avoid using any