More English Secrets for Technical Writers June 29, 2008
Posted by Amal in English Usage, Technical Writing Basics.Tags: active voice, english, passive voice, pronouns
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Technical Documentation is always about motivation, asserting belief on what one knows, and offers as an advice, is undoubtedly acclaimed of. People must belief and rely what one has to offer.
Usage of Voice – Should we use Active Voice, or should we use Passive Voice ? in fact, both. Previously “I” and “We” or in that sense any “Personal Pronouns” were avoided with a view point that they make the person’s work more hyped than person himself. Contrary to this belief, personal pronouns can clearly distinguish between what you did and what others did. Prefer using “We” instead of “I” to make the statement somewhat impersonal. For an example instead of “By a combination of CTRL and the A key I can select my document“, you should use “By a combination of CTRL and the A key We can select our document“
The best is however usage of the word one, for example “By a combination of CTRL and the A key one can select his or her document“
Usage of Masculine and Feminine pronoun – No more his, it’s better not being questionable about the gender of the target. For example Instead of “A team leader must be ready to explain the point to his team” doesn’t really fit in a world where females play a major role in most organizations. It’s better to write it this way – “”A team leader must be ready to explain the point to his or her team” or better avoid the whole point at all and construct sentence with plural pronouns for example; “Team leaders must be ready to explain the point to their teams“.
Avoid using too much words – Needless phrases, use of too many words when you can substitute are all to be avoided while writing for the technically sound human groups. For example avoid “at this point” and let’s use “now“. Simple, Effective and to the point are the most effective jargons to remember while redrafting a technical document.
Will share some more secrets of my learning in upcoming posts.
Importance of technical writing June 29, 2008
Posted by Amal in Technical Writing Basics.Tags: business, interpersonal communication, technical writing
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Why is Technical Writing important ? Is it rocket science ? – No, it is not a Rocket Science. But yes, it is Important. Technical Documentation and Communication through writings have the following important aspects behind them :
- Conducts Business - by maintaining good relation with customers / Clients, providing documentation, help guides and status report of completed work, generate income through instructions, inform others about the product you are knowledgeable about.
- Technical Writing needs Time – While on average technical professional spends 20% of their time on documentation, information and preparing memos. Corporates and managers spend more time on reviewing and editing the documentation. Technical Writing is important because it is Time consuming. Good technical writing, instruction and manuals generate more sales and proper maintenance of the work process.
- Interpersonal Communication Extended by Technical Writing – Good technical writing an accomplish more than just GETTING THE JOB DONE, A well constructed memo, letter or report reveals that not only you are technically adapted and knowledgeable in the product and in your field of expertise, but you can also communicate knowledge accurately, clearly and concisely to others. Good technical writing reveals that you can tell people what to do ? and motivate them to do it.
American or British – Choose your pick June 29, 2008
Posted by Amal in English Usage.Tags: american english, british english, MS Word, spelling
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While preparing a technical draft, you must be sure about the usage of English. You can either choose ‘British‘ spelling of a word, or the ‘American‘ style of the same.
For example you have to choose either “traveling” (American) or “travelling” (British) , “color” (American) or “colour” (British). In usage of these words both are valid, but the whole document must adapt to the validity. You can either choose American spelling or British spelling, but make sure you do it for the whole document, be it a research paper, business proposal, thesis, high level design document or a project specification.
While drafting a “User Manual” or “Help” however, it’s better to adapt to user or reader base. If users are mostly adapted to “American” spellings then better provide users with the similar taste.
Secret of Microsoft Word
If you are drafting your manuscript, then try to find out the software which helps you pick the right spelling. My favorite is still MS Word.
Select All (CTRL+A)
Go to Tool –> Set Language –> Language
From this option you can set the desired British or American Spelling for the entire draft. Wherever in your draft an incompatible spelling is found, it shall be marked red. You can just right click on the word and set the right spelling.
Remember “color” and “colour” are both right, it’s what you have chosen in MS Word that checks for the compatible spelling throughout.
Whether you choose “color” or “colour” is up to you, be sure your draft is good to go.
