Principles of Technical Communications

Principles of Technical Communications - BASIC PRINCIPLES...

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BASIC PRINCIPLES OF TECHNICAL COMMUNICATION 1. Always have in mind a specific audience when you are writing a report or some type of correspondence. 2. Before you start writing, decide what the exact purpose of your document is. Every paragraph, every sentence, and every word should make a clear contribution to that purpose. 3. Use language that is simple, concrete, and familiar. 4. 5. Make your work attractive (aesthetic). THE FOUR Cs OF TECHNICAL COMMUNICATIONS 1. CLARITY Clear communication conveys information simply and effectively so that the reader readily understands its message. To write and to speak clearly demand ingenuity and attention to detail. Create a good visual impression. Insert headings as signposts (proper formatting). Develop the subject carefully. Use industry-specific language appropriate for audience. Break up long paragraphs. 2. CONCISENESS Your information should be arranged in the smallest possible space. Without sacrificing clarity or accuracy, you should communicate in a compact manner. Identify the message. Focus the message. Avoid false starts. Stay simple—one main subject to a communication, one idea to each paragraph, one thought to each sentence. 3. CONSISTENCY Mechanical rules of technical writing demand that format; pattern; word use; abbreviations; use of numbers; headings; and, especially, information/ data be consistent throughout a communication. 4. CORRECTNESS Effective technical communications (in writing or verbally) cannot be achieved successfully unless you adhere to appropriate grammatical rules. Also, you must always ensure that the information (data) you present is accurate and up- to- date. These aspects of technical communications should be adjusted according to your audience level: Amount of detail Organizational pattern Level of technicality Type of vocabulary Mechanics and appearance BASICS TYPES OF AUDIENCES 1. HIGHLY TECHNICAL: Technical experts and/or some technicians 2. SEMI- TECHNICAL: Other technicians, Equipment operators, Professional experts 3. NONTECHNICAL: General readers (layperson), Students, Children ACHIEVING CLARITY The most important aspect of any item of communication is clarity. This point cannot be overemphasized; material that is unclear might possess many virtues, but it will not be effective
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communication. Make certain that your writing is clear and understandable; then worry about other
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Principles of Technical Communications - BASIC PRINCIPLES...

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