1. Technical Documents: Types and Standards Week 6 Technical Communication Fall 2003, DAHMEN

2. General Types of Tech Docs Specifications Brief Instructions Procedures Long Instructions Documentation Manuals

3. Specifications Used to create standards Proves compliance Assures safety and quality in  Manufacturing  Building  Installation  Materials  Size, shape or weight

4. Typical Audiences for Specs Customers Contractors Suppliers Programmers Inspectors

5. Types of Specs Industry standards Government standards Functional specs Internet specs

6. Typical Parts of Specs Introduction Description Component parts and their descriptions References to other specs

7. Usability Considerations for Specs Use (needs analysis) Terminology Navigation and organization Standard format Style sheets/templates to ensure consistency Active voice for instructions

8. Brief Instructions and Their Format Part of layered documentation Reminders for current users Short procedures Common formats  Wordless instructions  Assembly instructions (one page)  Quick-reference cards (one time or reusable)

9. Typical Audiences for Brief Instructions Consumers Users doing specific tasks

10. Typical Components of Brief Instructions Title Overview of task Step-by-step instructions Diagrams Follow-up info (where to go next) Contact info for company

11. Issues for Usability Use (task analysis) Assess appropriate length Terminology/ consistency Test instructions Style sheets/templates to ensure consistency Active voice for instructions Maintain simplicity

12. Procedures & Their Use Provide information, steps and guidelines Longer than brief instructions, not as long as manuals Often situation specific  Emergency procedures  Set up procedures  Processing procedures  Training procedures  Usage procedures

13. Typical Components for Procedures Title Overview List of steps Warnings/cautions Procedure number Revision date

14. Usability Issues for Procedures Use (task analysis), especially location Audience analysis Technical expectations Test document Active voice for instructions Chronological order

15. Documentation and Manuals ‘Layered’ information for different information Information for a suite of products More and more online in format Designed for  End users  Managers  Sales reps

16. Typical Components Overview “Access points” Chapters References TOC/Index

17. Usability Issues for Manuals Assessing the medium/format Choosing appropriate information Usage of info by user Appropriate visuals Appropriate writing style for audience

18. Technical Marketing Combining Promotion/Advertising with Tech Com Persuade others to purchase product or services Emphasis on technical specs to promote product

19. Typical Formats of Tech Marketing Brochures Web pages Letters Promotional Documents

20. Typical Components of Marketing Name of product/service Type of product/service Features of product/service Visuals FAQs

21. Usability Issues for Marketing Know audience Use appropriate (persuasive) language Effective graphics/layout Often single page Be aware of promotional aspects

22. Short Assignment Find an example of bad documentation of any type discussed in this chapter. Then, brainstorm what makes this documentation bad. Last, draft a formal memo to the writer/company outlining the things he/she should do to improve the next version of the document. Due: Next Wed/Thursday Length: 1-2 pages