TECHNICAL WRITING AND PRESENTATION SKILLS

By
Masood Mandokhel
Chapter 1: - An Introduction to Technical Writing

1. What is Technical Writing?

2. Importance of Technical Writing
3. Technical Writing scenarios
4. Forms of Technical Writing
5. Goals of a Technical Writer
1. What is Technical Writing?
A. Technical writing is the practice of documenting processes, such as software manuals or
instructional materials. Traditionally, it was limited to user manuals of some sort. Frankly, this
definition has become outdated. Technology moves quickly, and lexicographers are often left
playing catch up.
The new definition of technical writing
“Today technical writing encompasses all documentation of complex technical processes. It
includes reports, executive summary statements, briefs.”
Any time technical information is conveyed in writing at work, it is, by definition, technical
writing. This can include high-tech manufacturing, engineering, biotech, energy, aerospace,
finance, IT, and global supply chain. The format is no longer bound to lengthy user manuals.
Technical information must be distilled and presented unambiguously. This can come in the form
of technical reports, emails, policy, briefs, and press releases. The bottom line is if you work in a
technical field you are most likely performing technical writing.

B. Technical writing is a specialized form of exposition (Explanation): that is, written

communication done on the job, especially in fields with specialized vocabularies, such as
science, engineering, technology, and the health sciences. Along with business writing, technical
writing is often subsumed under the heading of professional communication.
About Technical Writing
The Society for Technical Communication (STC) offers this definition of technical writing: "the
process of gathering information from experts and presenting it to an audience in a clear, easily
understandable form." It can take the form of writing an instruction manual for software users or
detailed specifications for an engineering project—and myriad other types of writing in
technical, medicine, and science fields.

C. Technical writing is sometimes defined as simplifying the complex. Inherent in such a concise
and deceptively simple definition is a whole range of skills and characteristics that address nearly
every field of human endeavour at some level. A significant subset of the broader field of
technical communication, technical writing involves communicating complex information to
those who need it to accomplish some task or goal.
Lexico.com (part of Oxford Dictionaries) provides four definitions for the word technical, all of
which relate to the profession of technical writing:

● of or relating to a particular subject, art, or craft, or its techniques

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 TECHNICAL WRITING AND PRESENTATION SKILLS
By
Masood Mandokhel
● of, involving, or concerned with applied and industrial sciences

● resulting from mechanical failure

● according to a strict application or interpretation of the law or rule

With these definitions in mind, it’s easy to see that technical writing has been around as long as
there have been written languages. Modern references to technical writing and technical
communications as a profession begin around the time of World War I as technical developments
in warfare, industry and telecommunications began to evolve more rapidly. Although many
people today think of technical writing as creating manuals for computers and software, the
practise of technical writing takes place in any field or industry where complex ideas, concepts,
processes or procedures need to be communicated.

D. In fact, the US Bureau of Labor Statistics defines technical writers as those who “…put
technical information into easily understandable language. They work primarily in
information-technology-related industries, coordinating the development and dissemination of
technical content for a variety of users; however, a growing number of technical communicators
are using technical content to resolve business communications problems in a diversifying
number of industries.”

SUMMARY OF ALL DEFINITION:

● Technical writing is a writing discipline that is sometimes defined as simplifying the complex.

● Technical writing involves communicating complex information to those who need it to

accomplish some task or goal.

● It often results in relevant, useful and accurate information geared to specifically targeted
audiences to enable a set of actions on the part of the audience in pursuit of a defined goal.

● It is not reserved solely for writing manuals for computers or software. Because of its wide range,
modern technical writing is present in nearly every industry in some form or another.

What are the types of Technical Writing?

• It is the type of everyday writing that surrounds us at home, workplace, and community. • Examples of
technical writing may include

● White papers – a deeply researched report on a specific topic that presents a solution to a

problem within an industry.

● Journal Articles –

● Training Materials –

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 TECHNICAL WRITING AND PRESENTATION SKILLS
By
Masood Mandokhel
● Instruction manuals –

● Policy and procedure manuals –

● Process manuals –

● User manuals –

● Reports of analysis and design –

● Instructions for assembling and using a product –

2. Importance of Technical Writing?

❖ Good technical writing results in relevant, useful and accurate information geared to specifically

targeted audiences to enable a set of actions on the part of the audience in pursuit of a defined goal.
The goal may be using a software application, operating industrial equipment, preventing accidents,
safely consuming packaged food, assessing a medical condition, complying with a law, coaching a
sports team, or any of an infinite range of possible activities. If the activity requires expertise or
skill to perform, then technical writing is a necessary component.

❖ Only a small proportion of technical writing is aimed at the general consumer audience. Businesses

and organizations deliver vast amounts of technical writing to explain internal procedures, design
and produce products, implement processes, sell products and services to other businesses, or define
policies. The leading professional association representing technical writing, Society for Technical
Communication, hosts several special interest groups for these different aspects of the profession.

❖ People can study technical writing in college or technical school, though a student doesn't have to

earn a full degree in the field for the skill to be useful in his or her job. Employees in technical fields
who have good communication skills can learn on the job through feedback from their team
members as they work on projects, supplementing their work experience through taking occasional
targeted courses to further develop their skills. Knowledge of the field and its specialized vocabulary
is the most important piece for technical writers, just as in other niche writing areas, and can
command a paid premium over generalist writers.

❖ The job of a technical writer will differ depending on the industry and company that they are

employed with. They often work on multidisciplinary teams functioning as the mediator between the
more technical staff and less technical readers. They will work closely with these teams to develop a
communications strategy. Their responsibilities often extend beyond just writing. They must
understand the entire project from high-level goals to the intricacies of implementation.

3. Technical Writing scenarios?

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 TECHNICAL WRITING AND PRESENTATION SKILLS
By
Masood Mandokhel
❖ What Makes Technical Writing Different?

• The information should be prepared, presented and communicated in a certain format. • The
writing should be brief, clear and accurate.
• The writing task should take into consideration the audience’s needs, biases, and prior
understanding.
• The writing task should present information to help readers solve a problem or acquire a better
understanding of an issue.
• The writing should convey technical, or particular information in a simple way that is easy for a
non-technical reader to understand.

❖ What Skills Students Need to Master Success and Reflects Verbal and/or in Writing?

• Basic: Read; write; listen, speak, calculate.

• Thinking: Think creatively; make decisions; solve problems; visualize, reason.
• Personal Quality: Exhibit responsibility, self-esteem, sociability, self-management, integrity, and
honesty.

❖ Technical Writing Practices

• Planning: Understand the task before you Begin

• Clarity: Define the unfamiliar
• Shortness: Use words efficiently and avoid redundancy
• Simplicity: Use details wisely
• Word Choice: Avoid complexity
• Diction: Correct language
• Organization: Arrangement of parts
• Visual: Design and graphics
• Commitment: Process and Habit Final draft

❖ Technical Writing Ethics

• Language should clearly state who is responsible for what.

• Correctly represents all data
• Avoid language that could mislead readers.
• Treat the views of others fairly and professionally.
• cite all sources used to write the report.
• All recommendations and conclusions should be supported by facts.
• All judgments, recommendations, or comments should be within the scope of the organization’s
policies.
• Acknowledge and receive permission to use the copyrighted information.
4. Forms of Technical Writing?

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 TECHNICAL WRITING AND PRESENTATION SKILLS
By
Masood Mandokhel
Technical writing comprises the largest segment of technical communications. Technical writers work
together with editors, graphic designers and illustrators, document specialists, content managers,
instructional designers, trainers, and analysts to produce an amazing variety of deliverables, including

Contracts Online and embedded help Requirements specifications

Customer Service scripts Policy documents Simulations

Demonstrations Process flows Training course materials

Design documents Project documents User manuals

FAQs (Frequently Asked Product catalogues Warning labels

Questions)

How-to videos Product packaging Web-based Training

Instructions Proposals Websites

Knowledge base articles Release notes White papers

Reference guides

❖ Documents written by a technical writer

Your job and industry will dictate exactly what type of materials you will write.
Here is a list of the documents you could be expected to write technically:
● Technical Reports

● Emails conveying technical information

● Memos

● User Interface Text

● Guides and User Manuals

● Press Releases

● White Papers & Case Studies

● Executive Summaries

● Balanced Scorecards

● Product Descriptions

● Proposals

● Reports

● Websites
At first, it may be irresistible to see so many different types of documents. But each document uses a
similar writing process and draws on an established set of skills. If you develop a process, you can apply
it to any technical document you are creating.

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 TECHNICAL WRITING AND PRESENTATION SKILLS
By
Masood Mandokhel
5. Goals of a Technical Writer?
Technical writing follows a development lifecycle that often parallels the product development lifecycle
of an organization:
1. Identification of needs, audience(s), and scope
2. Planning
3. Research & content development
4. Testing/review and revision
5. Delivery / production
6. Evaluation and feedback
7. Disposition (revision, archiving, or destruction)

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