English for Technical Writers

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English for Technical Writers

• Lynn Beechey-Volz
• Chris Keelan
• WS 07/08

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Review and summary

• Looking back, some more practice and looking
  ahead...

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What was the focus of this course?

• Learning to write clearly and concisely
• Practising writing instructions, descriptions and
  summariessimply
• Analysing each others writing and offering
  constructive criticism
• Considering controlled or simplified English

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The theorists

• Handbook of Technical Writing
• Alred, Brusaw, Oliu
• They write about 5 steps in writing

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Theory (2)

• Prepare -consider the purpose, who the audience
  is, what is the scope of coverage, and what
  medium you are using
• Research - questionnaires, reports, own
  knowledge, interviews, Internet, library...
• Organise - write an outline or draft of the
  document

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Theory (3)

• Write - note it is the 4th step! Be aware of
  grammar, punctuation, layout. Start with a draft
  and remember the introduction and conclusion.
• Revise - take time to check your writing

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Input for the lectures in this course (4)

• C. Turk and J Kirkman Effective Writing
• simplicity
• planning
• organising and using good layout in your writing
• checking style for readability
• writing instructions, descriptions,
  explanations, summaries and exams

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Simplicity

• The secret of good writing is to strip every
  sentence to its cleanest components. Every word
  that has no function, every long word that could
  be a short word, every adverb that carries the
  same meaning thats already in the verb, every
  passive construction that leaves the reader
  unsure of who is doing what these are the
  thousand and one adulterants that weaken the
  strength of a sentence.
• William Zinsser
• Simplify, simplify
• Thoreau

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Activities

• Analysing and revising text
• Writing instructions, process and descriptive
  texts
• Working individually and in groups

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Short exercises - just a reminder

• With the cover removed, tighten the screw with an
  Allen key while holding the nut with a spanner
  before replacing the cover
• It is equally important that there should be no
  seasonal changes in the procedures, as, although
  aircraft fuel system icing due to water
  contamination is more often met in winter it can
  be equally dangerous during the summer months

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A few examples of what we can get rid of

• at this point in time
• a personal friend of mine
• Are you experiencing any pain?
• The Air Force missile impacted with the ground
  prematurely
• With the possible exception of
• To dialogue with someone
• due to the fact that

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Controlled languages some general rules

• Write grammatically simple sentences
• Use active not passive
• Logical sequence of actions in language (good
  syntax)
• One word one meaning (no synonyms)

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Controlled languages some general rules (2)

• Keep to one topic per sentence
• Keep sentences as short as possible
• Tenses Use simple present, simple past, simple
  future. Avoid the gerund.

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Why use controlled languages?

• Improved readability
• Fewer errors and misunderstandings
• Reduced time for maintenance and repair
• Easier for non-native speakers
• Easier to translate

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How to make your writing readable - Using good
style

• You (the writer) choose material, layout, etc.
• The text its appearance, the language used.
• The reader motivation and interest .....
• What other factors affect readability?
• Organisation and layout!

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Pyramids of evidence

• According to Turk and Kirkmann
• Dont swamp your reader
• Logical or polite presentation of information.
• Title and summary Most readers
• body of report
• detailed information Few readers

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Instructions

• Are they complete? (explicit and exact)
• Check your assumptions
• Are there any ambiguous words - run
• Avoid relative words - back and front
• Have you used any words with double meanings
  check or replace
• Ambiguous grammar can be funny - The screws must
  be loosened before the cables can be entered

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Class worksheet

• worksheet on verbs for instructions

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A logical order for descriptions

• ask yourself the following questions
• What is it like?
• What is it used for?
• What does it consist of?
• How does it operate?
• How do you use it?

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Descriptions - class exercise

• Describe a household object for visiting men from
  Mars -) who have to guess what the object is

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Summaries

• Ask the questions
• Does it extend the title?
• Is it a short version giving readers pressed
  for time the hard facts.
• Does it focus the readers attention?
• Does it help to remember what is in the report?

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Informative summaries are best!

• HOWEVER, unfortunately, writers dont always
  write like this.
• they want to protect their information
• they dont want to be misinterpreted
• they think informative versions are longer

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Language for introducing information in summaries

• Approximately...
• About...
• Typically/ on average...
• A maximum of...
• If possible give precise figures.
• .....is described... leaves the reader guessing

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Your exam questions

• Mention three qualities of a technical writer.
• Why is it so important to choose your words
  carefully?
• Name three important points to make your writing
  readable.
• Why does the world need good technical writers?
  -)

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More exam questions

• Why is punctuation so important?
• Is the following statement correct?footnotes
  should be placed at the end of a document give
  reasons for your answer.
• Write a short guideline on how to layout and
  organise a text (50 words)

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Contact

• Lynn.Beechey-Volz_at_hs-karlsruhe.de
• Chris.Keelan_at_hs-karlsruhe.de
• Office hours Chris F304, Lynn LI-024
• Tuesday, Thursday 1300 - 1345,
• Wednesday 1130 1215