Module 03: Some Basic Technical Writing Technique
Posted by: Angelita P. Oblianda
Sources: Technical Writing Technique c/o Ms. Illoran's note
Interactive Technical Writing by P.C. Villamarzo et al.
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INTRODUCTION:
Aside from the definition that is one of the basic technical writing techniques, there are also some which are not commonly used by many.
SOME BASIC TECHNICAL WRITING TECHNIQUES
A. Description of a Process
A process is a series of steps to get something done. There are processes that can easily be demonstrated by showing how the procedure is dine step by step. The demonstrator must explain first what the process is; give the steps to be followed and then show how these steps should be executed. To avoid errors or complications, the things to be avoided must also be mentioned and explained. Some examples of these processes are as follows: how to make a terrarium; how to make a simple-give away items; how to clean a microscope; and how to operate a computer.
Example:
How to Operate a Computer
Level of difficulty: Beginner
This procedure attempts to outline the basics in operating a computer system based on the assumption that it is running under the Microsoft Windows XP Operating System platform with normal components such as CD or DVD drive, Network Interface Card, and video card installed in the CPU. The steps outlined are formatted in such a way that it is applicable to the two most common computer system architectures: the desktop and the laptop. Essentially, a desktop computer is just what its name suggests. It is big enough to sit on the desk and is considered as the most common type of computer system. A laptop or sometimes referred to as a “notebook” is a smaller and more mobile version of the desktop machine and is normally used in the same manner but with relatively lower power requirements.
Materials Needed:
This procedure attempts to outline the basics in operating a computer system based on the assumption that it is running under the Microsoft Windows XP Operating System platform with normal components such as CD or DVD drive, Network Interface Card, and video card installed in the CPU. The steps outlined are formatted in such a way that it is applicable to the two most common computer system architectures: the desktop and the laptop. Essentially, a desktop computer is just what its name suggests. It is big enough to sit on the desk and is considered as the most common type of computer system. A laptop or sometimes referred to as a “notebook” is a smaller and more mobile version of the desktop machine and is normally used in the same manner but with relatively lower power requirements.
Materials Needed:
- CPU
- keyboard
- monitor
- mouse
- speakers
- printer
- Operating System
- keyboard
- monitor
- mouse
- speakers
- printer
- Operating System
Step 1
Prior to powering up the computer system, make sure that the power cord is firmly connected to the back panel of the CPU and is plugged into the wall socket.
Step 2
Check if the video cable is firmly screwed to the port of the video card with the other end connected to the back panel of the monitor.
Step 3
Make sure that both the keyboard and mouse pointing device are securely plugged to the back panel. Also, check if they are connected to the correct port by checking on the markings. Steps 1 to 3 are essentially easy to do because aside from the mouse and keyboard devices, other components can only be plugged into their proper ports preventing the novice user from interchanging them.
Step 4
When all connections are secure, start up the machine by pressing the power button normally located in the front panel of the CPU.
Step 5
Depending on the configuration of the machine, a username and password may be requested; otherwise, the Operating System may be loaded directly to display the desktop to the user.
Step 6
Other basic operations that can be done include adjusting monitor settings in Step 8. Installation and launching of software is outlined in Step 10. Navigation of the file system is detailed from Step 15.
Step 7
The proper way to shut down or turn off the computer system is by clicking on the 'Start' button and choosing the 'Turn Off Computer' option. This will display the options to 'Standby', 'Restart', or 'Turn Off' the machine.
Step 8
To adjust the monitor settings, right click on any blank portion of the desktop and select the 'Properties' option from the context menu.
Step 9
On the 'Display Properties' window, select the 'Settings' tab to adjust the resolution of the screen. The 'Themes' tab will allow the loading of pre-designed Windows themes. The 'Desktop' tab provides the way for changing the color of the desktop as well as the displayed wallpaper. The 'Appearance' tab provides the various options of changing the behavior of the windows, icons, and other elements of the platform, while the 'Screen Saver' tab shows the option to allow the monitor to go on standby or display animation.
Step 10
To extend the functionality of any computer system, software is normally installed into the local hard drive. A software installer may be through some media like a CD or DVD or from being downloaded from the Internet.
Step 11
For CD or DVD installers, insert the installation disk in the CD or DVD drive of the machine. This will be automatically read and launched by the Operating System.
Step 12
When the installation process is initiated, a new window will normally be displayed to the user. Majority of newer installers provide either a default or an advanced installation procedure. In most cases, simply click on the default process to allow the installer to complete the entire process with minimum user intervention.
Step 13
Upon completion of the installation process, a user may be prompted to reboot the machine. Follow the guide in Step 7 to accomplish this task.
Step 14
To launch the software, simply click on the 'Start' Menu, choose 'All Programs' and select from the menu the program intended to be run. An alternative to this process is to check if a shortcut link is created on the Desktop. Clicking this icon will also launch the associated program.
1. Introduction
1.1 Definition of Process
1.2 Purpose
2. Raw Material
3. Equipment
4. Description of the Process
5. Conclusion
B. Description of a Mechanism
Mechanism is an assembly of movable parts having one part fixed with respect to the frame of reference and designed to produced an effect. Mechanism are combination of such moving members as links, gears, cams, belts, chains, and springs held in a rigid frame. A mechanism may be designed primarily to transmit power greatly in excess of that required to overcome the frictional and dynamic requirements of the mechanism itself or to produce a desired relative movement of its parts.
Example
A cellular phone comes in different brands, models and types. The most popular brands are Nokia, Sony Ericson, Siemens, Panasonic, and Samsung. The different models are identified through numbers; thus, for Nokia, some of the more popular models are Nokia 6800, 2100, 3510, 6610 and 3530. The other models of the other brands are likewise identified through numbers. These different models and types also differ in functions. Some are small and light, yet they can function as calculators, alarm clocks, calendars, organizers, and cameras. Others are moderately heavy and big, but they are also capable of performing the same functions that smaller models do. Most of these highly technical devices are expensive. The parts of the cellphone are the built in mouth-piece, the screen, the keyboard that contains the letters and numbers and the buttons for the different functions.
Organizing a Mechanism Description
1. Introduction
1.1 Definition of the mechanism
1.2 Use or function of the mechanism
1.3 General statement of the principle governing its operation
1.4 Physical description of the mechanism
1.5 Principal parts which make up the mechanism
2.Description of Mechanism
2.1 Principal part # 1
3. Brief Description of how the mechanism works and how it is used.
C. Classification
It is the process of dividing material into kinds or classes. It involves not only dividing the subject into its constituent classes but also grouping similar units in a sub-class which in turn falls into a larger class.
Principles Involved:
1. Classify constituently in a single basis which points to a fundamental distinction among the members of the class. For example, the characteristics of the paper may be divided into physical, optical, chemical, electrical, and microscopical.
2. The basis of clssification should further the purpose controlling it.
3. Classification should not overlap.
4. Name all the species according to a given basis.
Example:
roses, tulips, violets, forget-me-nots, orchids, lotus, water lilies, tiger lilies
AQUATIC PLANTS TERRESTRIAL PLANTS AERIAL PLANTS
lotus, water lilies roses, tulips, violets, orchids
forget-me-nots, tiger lilies
D. Partition
It is an analysis that divides a singular item into parts, steps, or aspects. Only singular subjects can be partitioned; plural subjects are clssified. Parttion breaks down into its componoents a concrete subject such as a tree (parts: roots, trunk, branches and leaves), or an abstract subjects, such as inflation (aspects: causes, effects on consumers, etc.).
The above example is a claw hammer. Claw hammer has different parts- eye, cheek, neck, poll and face.
Characteristics of partition
1. The division must be coordinate.
2. The division must be mutually exclusive.
3. The division must not overlap.
4. The divisions must be complete.
Mechanism is an assembly of movable parts having one part fixed with respect to the frame of reference and designed to produced an effect. Mechanism are combination of such moving members as links, gears, cams, belts, chains, and springs held in a rigid frame. A mechanism may be designed primarily to transmit power greatly in excess of that required to overcome the frictional and dynamic requirements of the mechanism itself or to produce a desired relative movement of its parts.
Example
A cellular phone comes in different brands, models and types. The most popular brands are Nokia, Sony Ericson, Siemens, Panasonic, and Samsung. The different models are identified through numbers; thus, for Nokia, some of the more popular models are Nokia 6800, 2100, 3510, 6610 and 3530. The other models of the other brands are likewise identified through numbers. These different models and types also differ in functions. Some are small and light, yet they can function as calculators, alarm clocks, calendars, organizers, and cameras. Others are moderately heavy and big, but they are also capable of performing the same functions that smaller models do. Most of these highly technical devices are expensive. The parts of the cellphone are the built in mouth-piece, the screen, the keyboard that contains the letters and numbers and the buttons for the different functions.
Organizing a Mechanism Description
1. Introduction
1.1 Definition of the mechanism
1.2 Use or function of the mechanism
1.3 General statement of the principle governing its operation
1.4 Physical description of the mechanism
1.5 Principal parts which make up the mechanism
2.Description of Mechanism
2.1 Principal part # 1
3. Brief Description of how the mechanism works and how it is used.
C. Classification
It is the process of dividing material into kinds or classes. It involves not only dividing the subject into its constituent classes but also grouping similar units in a sub-class which in turn falls into a larger class.
Principles Involved:
1. Classify constituently in a single basis which points to a fundamental distinction among the members of the class. For example, the characteristics of the paper may be divided into physical, optical, chemical, electrical, and microscopical.
2. The basis of clssification should further the purpose controlling it.
3. Classification should not overlap.
4. Name all the species according to a given basis.
Example:
roses, tulips, violets, forget-me-nots, orchids, lotus, water lilies, tiger lilies
AQUATIC PLANTS TERRESTRIAL PLANTS AERIAL PLANTS
lotus, water lilies roses, tulips, violets, orchids
forget-me-nots, tiger lilies
D. Partition
It is an analysis that divides a singular item into parts, steps, or aspects. Only singular subjects can be partitioned; plural subjects are clssified. Parttion breaks down into its componoents a concrete subject such as a tree (parts: roots, trunk, branches and leaves), or an abstract subjects, such as inflation (aspects: causes, effects on consumers, etc.).
Characteristics of partition
1. The division must be coordinate.
2. The division must be mutually exclusive.
3. The division must not overlap.
4. The divisions must be complete.
Points to Remember:
THERE ARE FOUR FUNDAMENTAL PRINCIPLES OF TECHNICAL WRITING THAT WILL GUIDE TECHNICAL WRITERS
1. You must always have the purpose when you write. From beginning to end, keep this in mind to make every sentence contribute to the achievement of that purpose.
2. Whatever you write will be read by one or more persons. These persons may not know the information you are conveying or sharing, but, certainly, they are capable of understanding what they read.
3. You must present your ideas in sentences that are coherent, cohesive, logical, and grammatically correct. Use formal language, too. It might be necessary to use some technical or special terms. The general principle, however, is to use simple and familiar words.
4. Follow a pattern that is suitable to your purpose. To have a well-organized paper, you can follow the three Ts formula. In your introduction, tell your readers what you want to tell them; in the body, tell them; and in the conclusion, tell them what you have told them.
Evans and St. John (1998) suggest the acronym M.A.P. to guide technical writers. M for message or topics; A for audience or reader; and P for purpose. Keep this MAP and the three Ts always in your mind as you write an academic paper.
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