UNIT 1

Introduction to Technical Communication

Definition of technical communication

Technical communication is used to convey scientific, engineering, or other technical

information. Individuals in a variety of contexts and with varied professional credentials engage
in technical communication. Some individuals are designated as technical communicators or
technical writers.

Technical communicators generally tailor information to a specific audience, which may be

subject matter experts, consumers, end-users, etc. Technical communicators often work
collaboratively to create deliverables that include online help, user manuals, classroom training
guides, computer-based training, white papers, government documents, industrial
videos, reference cards, data sheets, journal articles, and patents. Technical domains can be of
any kind, including the soft and hard sciences, high technology including computers and
software, and consumer electronics. Technical communicators often work with a range
of subject-matter experts (SMEs) on these projects.

Aspects of Technical Communication

1. Exchange of information includes simple definitions, complex descriptions, or

sophisticated and interpretation of scientific principles.
2. For a systematic understanding of scientific and technical subjects requires effective
technical communication.
3. These three aspects of TC prove magic-
a. Subject competence
b. Linguistic competence
c. Organizational competence
a. Subject competence
1. Ideation depends on the sender’s subject competence.
2. The first requirement is possession of appropriate knowledge of highly
sophisticated technical or professional skills.
3. Lack of information might lead to incomplete and ineffective communication.
 b. Linguistic competence
1. Refers to the possession of language skills and the ability to present scientific
texts clearly and objectively.
2. Involves technical presentation as in reports, proposals, research papers, technical
bulletins, manuals etc.
3. Linguistic competence also includes the ability to:
- Analyze facts or information for clear presentation.
- Use appropriate rhetorical devices to present scientific data
- Use graphs, charts, and diagrams systematically.
c. Organizational competence
1. A process of logical and thematic organization
2. Sequence thoughts in a sentence, according to the needs of the reader/topic.
3. Provide thematic coherence to expression.

Forms of Technical Communication

There are many different forms of technical communication. Some of these forms are as follows:

Television

Radio

Computer Programs

Speeches

Online Documents

Manuals

E mail

Some of these forms are thought of more often, like manuals and email, when thinking of
technical communication. Other forms, such as television and radio, can also be used to
communicate technical communication.
IMPORTANCE OF TECHNICAL COMMUNICATION
Technical communication facilitates the communication of concepts to workers or customers, but
may sometimes help you direct your employees in a particular course of action. You may want to
have your workers understand the details of some technological system, or to take a particular
action using that system. For example, if the workers in your bank are not properly posting
deposits to accounts, you would instruct them on the correct practice by writing all the proper
instructions.
COST

It is important to understand technical communication because it can cost you a lot of money that
may go to waste if not properly used. According to a study by Dartnell’s Institute of Business
Research, it may cost you almost $20 to produce and mail a letter considering the time it takes a
worker to write the letter and the cost of the paper, printing and stamp. The total cost of your
company’s correspondence, such as e-mail, letters, memos, and reports is an expensive but
necessary exercise.
INCOME GENERATION

Your communication skills may cost the company money but they can as well earn money since
a well-drafted brochure, Web site, sales letter, flier, or proposal, can generate corporate income.
A well-written newsletter or a thorough presentation to clients and stakeholders can keep
customers happy and bring in new clients. In essence, good communication may help pay you or
your workers’ wages.
INSTRUCTION

Technical communication helps in research and creation of information about technical

processes or products targeting your workers through various forms of media, such as the
Internet. For example, it may give instructions about computer applications, medical procedures,
or environmental regulations aiming at reaching your employees depending on the business you
are dealing with. It uses technology, such as Web pages or social media sites and they provide
instructions for products and services.
CUSTOMER-CLIENT RELATIONS

A successful business depends on how it builds up the ambiance, the attitude it expresses and the
atmosphere it creates. When you communicate in a manner that enables people to understand
you clearly, it produces a better place of work and encourages customers to enjoy doing more
business with you and employees to work for you. Your technical communication indicates that
you can think logically and communicate your thoughts clearly thus co-workers or customers
will judge your proficiency according to what you say and how you say it.
TIME

According to a survey by the National Commission on Writing, technical communication is

important as it requires your attention, regardless of your profession. Some workers spend up to
30 percent of their time writing documents such as progress reports. Normally, you may spend
more time directing your subordinates through written messages, in addition to communicating
orally, while your new employees might spend less time writing as part of their work.
Technical communication skills in Listening

Listening plays a crucial part in communication as it solely represents the degree of effectively
receiving and interpreting messages. When one listens, it directly contributes to an effective
chain of communication. On the contrary, the absence of listening skills can be a barrier to good
communication.
Many success stories of entrepreneurs and other leaders accredit listening skills as it reduces
errors and paves the way to productivity. For example, business magnate Richard Branson often
quotes listening as a vital factor that shaped his success. Bernard M. Baruch also famously said,
“Most of the successful people I’ve known are the ones who do more listening than talking.”
According to a Deloitte report, communication skills emerged as the second most important skill
after self-management.

Writing Skills

No doubt, written communication is the biggest part of a technical communicator’s work. The
ability to create clear and accurate documentation is highly appreciated. This skill should never
be overlooked. A technical communicator should be able to write understandable texts for all
types of audiences: experts and non-experts. The best way to check if readers understand your
manuals is to give your text to someone who doesn’t know what you are writing about and ask if
it is clear for them how to use a product or mechanism, how to fix it, etc.
Oral Communication

Technical communicators not only write manuals and instructions, but they may also tell the
audience about a product or service. Shooting videos and blogging are highly popular today.
Many companies organize webinars. A technical communicator should be ready for that as well.

Another reason why oral communication skills matter is that tech communicators are to
interview subject-matter experts (SMEs) to collect relevant information. Interviewing an SME
shouldn’t take much time but it should be very efficient.

6 Fundamentals of Technical Communication Skills

Not everyone who is technically strong can communicate in clear language for the benefit of
readers. Good skills are necessary for the same. Excellent writing abilities are the key to good
technical communications, or for that matter, any type of writing. The fundamentals of technical
communication skills are

Understanding the audience

Whom are you writing for? Is it for a colleague, as part of a reference document, or for training
new joiners? Is it for the management or the sales team? Is it for the customer? Understanding
the audience is the foremost in the fundamentals of technical communication skills. Expressing
the content such that the reader can easily relate to the same is the key to technical writing.

Assume you are writing a manual for the Do-it-yourself electrical fixture.

One must start by first identifying and labeling each part in a sequence. A clear diagram of the
different parts is most recommended. Next is guiding the user step by step through small and
easy steps. Support each step with a picture, highlighting the step in question. And finally,
produce a picture of the completed product.
Technical Knowledge

A doctor however qualified cannot construct a bridge. Similarly, a person with an engineering
background will find it difficult to write a medical document. Basic technical knowledge is the
next of the fundamentals of technical communication skills. Get to know the basics in whichever
field you are writing for. It will surely help you to write better

Communication Skills

A strong technical writer has to have good communication skills. As a technical writer, you will
be interacting and working along with different teams or individuals. Being an attentive listener
is imperative to be a good technical writer. The ability to listen, record, and communicate is
essential. Excellent communication skills are important for a technical writer.

Writing skills

For few people writing skills are inherited, and some acquire the habit of writing. These days
with more and more educational institutions focusing on creativity and imagination; kids as
young as 7 start writing. Anyone with an interest can read online or attend a workshop about the
fundamentals of technical communication skills to polish their skills.

If you are interested, you can do a professional course in content writing or technical writing and
enhance your skills. IIM Skills offers one of the best online content writing courses at reasonable
fees. Check out the details here.

Professional course

Many institutes offer online and regular courses in professional technical writing. Typical
technical writing course skills facilitate how to communicate obtained information through a
process of technical and practical work. As part of the technical writing course, you will learn
about different technical articles and reports, statements, and graphs. A technical writer should
be well skilled in writing laboratory reports, status reports, research reports, design and
feasibility reports, financial progress reports, and marketing reports.

Research

Before you write for anything, do thorough research. Good content is the result of complete
research. Technical Knowledge combined with excellent research skills is very much needed if
you wish to be a technical writer. Writing, similar to learning is a continuous process. Refer to
relevant material, previous documents, case studies, consider various reports to write
exceptionally. Research helps you to answer possible questions by the consumer. As mentioned
earlier, research according to your audience’s needs and deliver well-designed and well-
documented content.

Writing tools

There is a world beyond pen and paper. Unlike a few decades back, we have many tools at our
disposal to make writing an art. There are tools to check your sentences, to avoid repetitive
words/sentences. To verify the readability of the audience. There are tools to make your content
into videos, to add graphs, pie charts, diagrams to your documents. Some of the popular tools are
available for free, and some are available on monthly charges. These tools are immensely useful
while you do technical writing. Being able to work with writing tools is one of the fundamentals
of technical communication skills.

Linguistic ability

Linguistics is an extensive career field that offers many opportunities to career seekers. Linguists
often need to develop specific skill sets to excel in the linguistics industry, and it's important to
understand what those skills are. Understanding what skills you need as a linguist can help you
seek the correct programs and decide on a specialization for your linguistics career.

In this article, we show you what linguist skills are, provide some helpful examples and explore
how to develop your linguistics skills.
What are linguist skills?

Linguist skills are important attributes that linguists bring to the industry. Linguists can learn
both hard skills and soft skills during their training. Hard skills are technical abilities that
linguists apply directly to their work, such as foreign language fluency or interpretation.

Soft skills are transferrable skills, often interpersonal skills, that linguists can apply to the job.
Soft skills and hard skills are equally important because they often support one another. For
example, an interpreter might need both foreign language fluency and patience to excel in the
industry.
Style of Technical communication
The writing style of technical communication is precise, straight forward and well ordered. The
sections that follow detail valuable recommendations and best practices, but keep in mind that
they are merely a starting point. There is no one right way to write technically.
Technical writing is the use of written language to communicate information about products,
services and ideas. Technical writers convey information regarding technology by using clear &
concise texts supported by appropriate examples. This may also include drawings or
photographs. Finally, they should ensure that their documents are accurate and free of errors.
There are many different types of writing that fall under the category of technical writing. These
include user guides, how to articles, product manuals, trainer materials and API docs. Each type
of document has its own specific requirements for format, tone, and content.
In addition to these requirements, there is also a set of conventions that technical writers use
when writing programs. These include standards for naming variables, functions, and files as
well as guidelines for organizing code into modules. Although not always followed, the use of
punctuation such as parentheses, commas, and semicolons is recommended to improve
readability and understandability of software source code.

Finally, there is a limited set of styles that technical writers often adopt when writing documents.