Technical Communication A Practical Approach Chapter 7: Definitions and Descriptions William Sanborn Pfeiffer Kaye Adkins

Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 2 Definitions and Descriptions Definitions versus Descriptions Guidelines for Writing Definitions Guidelines for Writing Descriptions

Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 3 Definitions versus Descriptions Define Concepts Describe Objects Descriptions Often Begin with Short Definitions

Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 4 Guidelines for Writing Definitions Keep It Simple Use Informal Definitions for Simple Terms Single-word synonyms or short phrases Use Formal Definitions for Complex Terms Class of similar items Features that separate the item from all other items in the classification

Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 5 Guidelines for Writing Definitions Formal Definitions

Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 6 Guidelines for Writing Definitions Use the ABC Format for Expanded Definitions Abstract Includes formal sentence definition Provides overview of how the definition will be expanded

Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 7 Guidelines for Writing Definitions Use the ABC Format for Expanded Definitions Body Provides supporting information Uses headings and lists to help reader Expand definition with Background or history Applications Comparison/contrast Basic principles Illustration

Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 8 Guidelines for Writing Definitions Use the ABC Format for Expanded Definitions Conclusion Reminds reader of the importance of the definition Choose the Right Location for Your Definition Same sentence Separate sentence Footnote, glossary, or appendix

Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 9 Guidelines for Writing Descriptions Remember Your Readers’ Needs Be Accurate and Objective Include only opinions Based on your professional background Justified by the time you have had to complete the description Supported by details from the site or object being described

Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 10 Guidelines for Writing Descriptions Choose an Overall Organization Plan Description of the parts Description of the functions Description of the sequence Use “Helpers” Like Graphics and Analogies Graphics should be explained in the text Analogies explain an new concept in terms of something familiar

Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 11 Guidelines for Writing Descriptions Give Your Description the “Visualizing Test” Ask someone to use your description as a guide to sketching the object