COURSE MATERIALS

ACADEMIC AND PROFESSIONAL SPEAKING SKILLS

Introductory Unit
PRINCIPLES OF ACADEMIC AND PROFESSIONAL
COMMUNICATION IN ENGINEERING

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CHARACTERISTICS OF
SOLVING APPROACH

TECHNICAL

COMMUNICATION:

PROBLEM-

1. What is technical communication?

Technical communication is the type of communication (written, spoken, electronic) that takes place
in technical settings, dealing with technical contents. It applies to academic and professional
communication. Technical communication is practical. It is characterized by being user-oriented and
efficient:
Technical documents are user-oriented
Instead of focusing on the writer's desire for self-expression, a technical document addresses the
user's desire for information. This doesn't mean you should seem robotic, without any personality (or
voice) at all. Your document may in fact reveal a lot about you (your competence, knowledge, integrity),
but it rarely focuses on you personally. Your audience is interested in what you have done, what you
recommend, or how you speak for your company; they have only a professional interest in who you are .
See the following example:
Computers are not a particularly forgiving breed. The wrong key struck or the wrong
command typed is almost sure to avenge itself on the inattentive user by banishing the
document to some electronic trash can.

This personal view conveys a good deal about the writers resentment and anxiety but very little about
computers themselves. However, the following example can be called technical communication because it
focuses on the subject, on what the writer has done, and on what the user should do:
On VR 320 terminals, the BREAK key is adjacent to keys used for text editing and special
functions. Too often, users inadvertently strike the BREAK key, causing the program to
quit prematurely. To prevent the problem, we have modified all database management
terminals: to quit a program, you must now strike BREAK twice successively.

This next example can also be called technical communication because it focuses on what the writer
recommends:
I recommend that our Web server be upgraded by a maximum addition to RAM, a new
T1 Internet connection, and a 40 GB RAID disk array. This expansion will (1) increase
the system's responsiveness, (2) allow for real-time videoconferencing, and (3) allow us
to move all third-party Web hosting to our own network.

Technical Documents Strive for Efficiency

In any system, "efficiency" is the ratio of useful output to input. For the product that comes out, how
much energy goes in? When a system is efficient, the output nearly equals the input. Similarly, a
document's efficiency can be measured by how hard the user works to understand the message. No one
should have to spend ten minutes deciphering a message worth only five minutes, as in this example:
(Inefficient)
At this point in time, we are presently awaiting an on-site inspection by vendor
representatives relative to electrical utilization adaptations necessary for the new
computer installation. Meanwhile, all staff are asked to respect the off-limits designation
of said location, as requested, due to liability insurance provisions requiring the online
status of the computer.

Notice how hard we had to work with the previous message to extract information that could be expressed
this efficiently:
(More efficient)
Hardware consultants soon will inspect our new computer room to recommend
appropriate wiring. Because our insurance covers only an operational computer, this
room must remain off limits until the computer is fully installed.

Inefficient texts (whether oral or written) have varied origins. Even when the information is accurate, errors
like the following create needless labor:

more (or less) information than people need

irrelevant or uninterpreted information
confusing organization
jargon or technical expressions people cannot understand
more words than people need
uninviting appearance or confusing layout
no visual aids when people need or expect them

An efficient text sorts, organizes, and interprets information to suit the audiences's needs, abilities, and
interests.
An efficient document is carefully designed to include these elements:

content that makes the document worth reading

organization that guides the user and emphasizes important material
style that promotes rapid reading and accurate understanding
visuals (graphs, diagrams, pictures) that clarify concepts and relationships, and that substitute for
words whenever possible
format (layout, typeface) that is accessible and appealing
supplements (abstracts, appendices) that allow users with different needs to read only those
sections required for their work
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(Source: Lannon, J. (2000) Technical Communication, 8 Edition)

More specifically, technical communication has the following main characteristics (adapted from Pickett
and Laster, 1996):
1.

It is functional.

It serves a specific purpose. As a communicator, you need to transmit certain information for a certain
purpose. In turn, your audience reads or listens to your text because of a specific need (e.g. to learn,
to make a decision, etc.).
2.

It is concerned with audience.

An efficient technical text takes into account the characteristics of the audience (level of knowledge,
purpose, etc.).
3.

It involves a choice in format.

Technical communication is highly conventional. We use different types of texts for different purposes
(e.g. report, research paper, lecture, etc.). They have certain characteristics (and rules) that are
important to take into account.
4.

Organization is apparent to the audience.

In the technical fields, we communicate complex ideas that should be transmitted in a concise, clear
and unambiguous manner to the audience. Therefore, we need to follow a clear organization pattern
that the audience can identify.
5.

Composition and design play a key role.

These characteristics are related to the conventional nature of technical communication. Technical
professionals already know what types of texts are used in the field and thus have certain
expectations about them.
6.

Visuals are very important.

Because of the nature of technical subjects, technical texts usually combine verbal and graphic
information. They should be used and interpreted in an interrelated, complementary manner.

7.

Accurate, precise terminology is used; we need exact, concrete words.

Because of the need to transmit detailed and precise information in a clear manner, we use accurate
terminology (at different levels of specialization, depending on the audience). In any case, and as
opposed to everyday conversation, we use exact, concrete words.
8.

Certain conventions (grammar, usage, etc.) are used.

Apart from conventions in format, technical texts also show certain conventions in language
(grammar, usage, etc.). It is important to become familiar with the ways in which different types of
information are conveyed in English and what structures and expressions are used.
9.

It lends itself to a problem-solving approach.

Engineers and other technical professionals are involved in solving problems. They analyse the
situation and work out the most appropriate strategy to reach a satisfactory solution to that problem.
Technical communication is similar in this respect. Engineers can learn to communicate more
effectively if they apply a problem-solving approach, using the skills they already possess.

2. What do we mean by a problem-solving approach?

A problem-solving approach is used in engineering, and it is especially appropriate to approach
technical communication. When engineers are faced with the task of designing a text (written or spoken),
in fact, they are faced with a problem to solve (effective technical communication). In order to succeed in
communicating their message, they need an appropriate rhetorical strategy.
Thus, within a problem-solving approach to technical communication, we approach the process of
designing a text as follows:

TECHNICAL PROFESSIONAL
TECHNICAL COMMUNICATOR:

Involved in PLANNING A TEXT (SPOKEN, WRITTEN, ELECTRONIC)

Devising an appropriate rhetorical strategy for communication

technical communication = problem-solving
a series of steps = decisionmaking

Adopting an appropriate rhetorical strategy -
key decisions in designing a technical text

By rhetorical strategy, we mean the key decisions we make in order to ensure that our text is efficient
and effective. In communication, rhetoric refers to the type of information we transmit and how we organize
this information. Therefore, we must adopt an appropriate rhetorical strategy, which involves answering the
following main questions:
-WHO is the text addressed to?
-WHY is the text needed?
-WHAT information do I need to convey?
-HOW should I organize it in order to communicate effectively?
The more precise our answers to these basic questions, the easier the task of making decisions based on
these considerations. Designing a text involves a series of decisions, at different stages of the process of
preparing a text.

Exercises

1.

GENRE--TYPES OF TECHNICAL DOCUMENTS (ORAL OR WRITTEN)

What kinds of documents are produced in the technical professions? Match the written genres with their
definitions:

Genre
Demo

Lecture
Brochure
Report
User guide
Manual
Agenda
Seminar

Definition
A small group of students meeting regularly under the guidance of
a tutor, professor, etc, to exchange information, discuss theories,
etc
A detailed formal account giving the results of an investigation or
the conclusions and recommendations to consider a matter or
proposal
A formal talk on a serious or specialist subject given to a group of
people, especially students
A list of matters to be considered or done (usually in a meeting)
A small pamphlet, often containing promotional material or product
information
A pamphlet that offers basic information for users
A small reference book, usually giving instructions
An explanation, display, illustration, or experiment showing how
something works

Are any of the genres above mainly academic? Which?

2.

TECHNICAL COMMUNICATION IN SPEECH AND WRITING

Remember the word TEXT does not necessarily mean a written document, but you can also have oral
texts. This means that the principles of technical communication can also be applied to oral texts. In a
communicative situation in an academic or workplace setting, it is very important to choose the most
appropriate MEDIUM (i.e. speech or writing) and type of text (GENRE) to suit your purposes.
TASK 1. Mark the following genres (all of them typical of academic and workplace settings) as S (for
speech) or W (for writing). Then, try to think of more genres you can add to the list. Be careful, and
remember were dealing with technical communication.












telephone call
video conference
email message
lecture
technical manual
technical presentation
abstract
research paper
meeting
thesis / project defense
...

TASK 2.

Do you have any experience in those genres? Discuss your views. Think about the situations
in which these genres were used. Now, each of you (individually) should choose two or three
of the above genres and, thinking of the situations in which they are normally used, take some
notes with recommendations on how to make your technical text (oral or written, remember)
both EFFECTIVE and EFFICIENT. Present them to the rest of the group.

3. TECHNICAL COMMUNICATION AT UNIVERSITY

Why do you communicate at university? To whom is this communication addressed? Try to define the
different types of texts (oral and written) that you use. Identify the different types of audiences that you
usually address and how they affect the way you plan and design your texts. Discuss them with fellow
participants and try to come up with a common classification.