107
Business ENGL Communication
Unit 5:
Mechanism Descriptions,
Process Descriptions, and
Instructions
Copyright & Credits
Copyright
Copyright 2006 Thompson Rivers University. All rights reserved.
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party material must obtain clearance from the copyright holder.
ISBN 0-7790-0560-0 (set) 5th ed., 2005
This set contains:
Course Manual, ISBN 0-7790-0561-9
Study Guide, ISBN 0-7790-0562-7
Assignments, ISBN 0-7790-0563-5
Credits
2006 Course Revision Team
Theresa Spitzer, Operations Manager, Instructional Development and Research Group
Enid McCauley, Director, Instructional Development and Research Group
2001 Course Development Team
Subject Matter Experts: Rosemary Carter, John Cobley
Course Reviewer: Diana Holland
Program Coordinator: John Bryant
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Contents
Introduction
1
Objectives
1
Part 1 Writing a Mechanism Description
Mechanism Description Checklist
2
4
Part 2 Writing a Process Description
Process Description Checklist
5
7
Part 3 Writing Instructions
Instructions Checklist
8
11
Appendix Using Visuals Effectively
12
Go to Assignment 5
12
Introduction
In this unit you study three types of workplace writing in which
specific information must be conveyed:
Mechanism descriptions
Process descriptions
Instructions
Objectives
By the time you have completed your work on this unit, you
should be able to do the following:
Describe (in writing) a mechanism clearly and completely.
Describe (in writing) a process clearly and completely.
Draw up a set of clear written instructions.
Use visuals appropriately to enhance descriptions of
mechanisms, descriptions of processes, and instructions.
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Unit 5 ENGL 107 Business Communication
Part 1 Writing a Mechanism
Description
A mechanism, as described by your text, is anything that takes up
space and behaves in a predictable manner. A mechanism
description is used to provide a clear picture for the reader of how
a mechanism looks and functions.
Before you begin a mechanism description, consider your audience
and the purpose of the description carefully. This will help you to
determine what details are needed and what language or
comparisons to use. If your reader has no idea of the mechanism,
you must give enough detail so that he or she can visualize it. If
your audience is somewhat familiar with the type of mechanism,
select its special features.
In either case, analogies often help to clarify your description. Use
analogies or comparisons when the mechanism resembles an object
that is familiar to the audience. You may find that various
functional parts of the mechanism can also be described using
analogies. It may be appropriate, for example, to use identifiable
geometric shapes when describing an object or mechanism.
Do not neglect the important role that graphics or other visual
enhancements can play: you may need a graphic or pictorial to
illustrate the whole mechanism or just some of its functional
components. (Examples are given in Chapters 6 and 7 of your
textbook.)
After you have selected the significant details, your task is to
organize them. Your text outlines a basic three-part arrangement:
introduction, part-by-part description of the functional
components, and concluding explanation of how the mechanism
works. A well-written mechanism description gives you practice in
all the basic elements of report writing clarity, logic, reliability,
and completeness that you will study in the final unit.
ENGL 107 Business Communication Unit 5
Please turn to your textbook How to Write for the
World of Work and read Chapter 16, Mechanism
Description, pages 426463, and Chapter 6,
Visuals and Document Design I, pages 137155,
and part of Chapter 7, Visuals and Document
Design II, pages 158169.
3
4
Unit 5 ENGL 107 Business Communication
Mechanism Description Checklist
Once you have prepared a mechanism description, use this
checklist to be sure you have done a good job.
Introduction
Did you define the item appropriately for the audience?
Did you briefly identify the mechanism and its function?
Did you give a general idea of the items appearance (shape,
size, material)?
Did you list the major components in the order in which you
will describe them?
Did you include graphics and refer to them in your
description?
Part-by-Part Description
Did you include all components mentioned in the
introduction?
Did you describe them in the same order?
Did you give a description that is complete and sufficiently
detailed for your audiences needs? This section normally
forms at least half the report.
Did you include graphics and refer to them in your
description?
Explanation of Function
Did you explain how to use the mechanism?
Did you point out the consequences of using it?
ENGL 107 Business Communication Unit 5
Part 2 Writing a Process
Description
A process description is used to describe how something is done or
made, or how it occurs. Like the mechanism description, it must be
clear, logical, readable, and complete. The structure of a process
description is similar to that of a mechanism description, but
instead of describing how an object looks and functions, this report
describes how an activity is performed and why. It can also
describe natural processes, such as the growth of a fetus into a
baby, or mechanized or automated processes, such as the making of
paper from chips. wood Instead of describing components or parts,
the process description describes steps.
When you write a process description, you are describing how
something is done or how something happens, rather than telling
someone how to do it. Therefore, describe, but do not give
instructions.
Process Description
(Enables a Reader to
Understand the Process)
Instructions
(Enable a Reader to Carry Out
the Process)
Descriptive Language
Instructional Language
(Imperative Voice)
The yeast is added to the
mixture.
Add the yeast to the mixture.
The brewer adds the yeast to
the mixture.
Select your steps carefully. The relationship must be logical, but the
description should not get bogged down in too much detail.
5
6
Unit 5 ENGL 107 Business Communication
Please turn to your textbook How to Write for the
World of Work and read Chapter 17, Process
Description, pages 465481, and a few more pages
of Chapter 7, Visuals and Document Design II,
pages 169175.
Pay particular attention to the section on flow
charts.
ENGL 107 Business Communication Unit 5
Process Description Checklist
Once you have prepared a process description, use this checklist to
be sure you have done a good job.
Introduction
Did you define the process and identify its purpose?
Did you tell who or what performs the process (or how it
occurs) and where it takes place?
Did you list or number the principal steps in an overview of
the process, avoiding use of the imperative voice (see page
515 in your textbook)?
Did you make the steps grammatically parallel?
Step-by-Step Description
Did you discuss the steps in the above order and continue to
avoid the imperative?
Did you explain how the steps are related?
Flow Chart
Did you include all the significant steps?
Did you make them follow each other in logical order and in a
parallel form?
Did you connect the steps visually (e.g., with arrows) to show
how they relate?
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Unit 5 ENGL 107 Business Communication
Part 3 Writing Instructions
Just about everyone has suffered trying to follow unclear
instructions on how to assemble something, how to get somewhere,
or, for that matter, how to work through a course. Such instructions
can be extremely frustrating.
Being able to write clear instructions is essential, particularly in the
world of work. Businesses strive to avoid instructions that waste
time and cause confusion.
When you write instructions, put yourself in your readers place.
You may be an expert, but your reader is not. Following are some
important points to consider when you are writing instructions.
Avoid technical terms and difficult words if the audience may
be unfamiliar with them.
Avoid telegraphic style (see page 514 in your textbook), which
is choppy and makes for difficult reading. Dont leave out
small words such as the, a, your, and so on. For
example, if you were giving instructions on how to drive a car:
Telegraphic
Adjust mirror/seat to see
behind.
Natural
Adjust your seat and the rearview mirror so that you can see
the road behind you.
ENGL 107 Business Communication Unit 5
Make the order of your instructions logical and chronological.
For example, you wouldnt instruct someone to depress the
accelerator before you tell them to release the brakes.
Avoid confusion or ambiguity by providing sufficient detail.
For example, Allow the motor to idle for a while is too vague
to be useful.
Include how come? explanations and so what? statements
and warnings when they are needed. For example, Release the
clutch slowly. WARNING: If you release it too quickly, the car
will stall and you might damage the transmission.
Always write instructions in the imperative voice (see
textbook, page 515). Say Look over your left shoulder to check
for oncoming traffic rather than You should look over your
left shoulder to check for oncoming traffic. (For more
examples, see page 515 in your textbook.)
Easily Understood
Overly Complicated
Fasten your seatbelt.
Locate the seatbelts latch,
which is attached behind the
door above shoulder level,
and...
Avoid making a mountain out of a procedural molehill. Assess
who your readers are likely to be, and write accordingly.
Avoid threats and a negative tone, although it is all right for
some of your instructions to begin with Do not....
Provide sufficient detail about all the steps in the process. Do
not assume that your reader knows as much as you do.
Number your instructions. This is particularly important when
the steps need to be done in a particular order. Each step
should begin on a new line. If you need to include detailed
steps within a particular step, indicate your substeps by using a
numbering system. (For example, to indicate three substeps
within step 3, you would number them as 3a, 3b, and 3c.)
9
10
Unit 5 ENGL 107 Business Communication
Please turn to your textbook How to Write for the
World of Work and read Chapter 18,
Instructions, pages 487527.
ENGL 107 Business Communication Unit 5
Instructions Checklist
Once you have prepared a set of instructions, use this checklist to
be sure you have done a good job.
Did you keep your audience in mind?
Did you use the imperative voice (see textbook, page 515)?
Did you make the steps grammatically parallel?
Did you use simple, precise language?
Did you number all your steps and put them in the order in
which they need to be done?
Did you include important details?
Did you leave out unnecessary details?
Did you provide warnings when needed?
Did you use a natural style? (Did you avoid using telegraphic
style?)
Did you check for ambiguity?
Did you keep a positive tone?
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Unit 5 ENGL 107 Business Communication
Appendix Using
Visuals Effectively
You have no doubt heard the expression One picture is worth a
thousand words. A good visual can often be the key to a reader
understanding your instructions or your description of a
mechanism or process.
Be sure to make use of the Visuals checklist provided at the end of
Chapter 7, pages 191192.
Go to
Assignment 5
Please go to your Assignments page now and follow the
instructions for Assignment 5.