Technical Writing Final

Rhetorical situation

Context, Audience, Purpose, Subject 

Context

situation of the writing, setting (where, how)

audience

who is receiving document

purpose

why? why is the action taker receiving it? Why should they care

types of context

physical, mobile, economic

subject

what is being talked about (nouns)

primary audience

action takers that make decisions based on information in document

secondary audience

advisors; experts in field that can influence primary audience to take action

tertiary audience

evaluators; those who have interest in the document, make judgments on document from outsider’s perspective

gatekeepers

who the document goes to before the primary reader; approves

memo

written to people inside a company; used to send decisions, meeting agendas, policies, internal reports, short proposals; physically distributed in office or through PDF email

emails

workhorse of the workplace; used to ask questions, provide information, explain decisions

technical descriptions

entrepreneurs use to pitch new products or services

instructions

describe how to perform a specific task

brief reports

present ideas or information within a company; presenting small-scale research, preliminary findings, or focused, innovative results that are significant enough for immediate publication

Formal Reports 

pose a research question, describe step-by-step methodology, present results, discuss results, offer recommendations

parts of instructions

• title

• introduction

• parts list (identifies tools, materials, conditions) 

• safety information 

• steps 

• graphics 

• conclusion

principles of document design

• Balance

• Alignment

• Grouping

• Consistency

• Contrast

balance

features offset each other to create a feeling of stability on document

alignment

vertical = different levels of information; horizontal = connects information visually 

grouping

items near each other will be seen as one unit (headings, paragraphs)

consistency

design features used consistently, should be predictable

contrast

makes items look distinct, sharpens boundaries around page

personal ethics

derived from family, culture, religion

social ethics 

derived from constitutional, legal, utilitarian, caring models

conservation ethics

ecosystem

rights

fundamental freedoms innate to humans, granted by a nation to its citizens

justice 

fairness among individuals, laws 

utility

well-being of majority prioritized

care

tolerance and compassion take precedence over absolute rule

mobile context

how users interact with the document while mobile (phones, computers)

economic context

The resources, costs, and constraints that shape how a technical document is developed, delivered, or used

physical context

The environment in which users read or apply technical information, including space, equipment, climate, and surrounding hazards 

research methods

surveys, interviews, observations

usability testing

observing real users try to complete tasks using your documentation to find pain points

document cycling

analyzing, revising, and re-releasing documentation to continuously improve clarity, accuracy, and user satisfaction throughout the product's life, ensuring it truly helps users achieve their goals efficiently

sentence structure

• subject = doer

• verb = action that subject is doing

revising sentences

• rule of eights

• KISS

• active voice

• eliminate unnecessary prepositions, nominalizations

four stages of Tuckman’s teamwork model

1. forming

2. storming

3. norming

4. performing

forming

define mission objectives; get to know team and assess strengths

storming

managing conflict, setting agenda

norming

determining team roles, refining objectives

performing

members are comfortable with project and carrying out roles; look for ways to improve quality of work