Chapter 21- Technical Descriptions and Specifications
Technical descriptions explain information that the readers need to use. Therefore, when your describing the purpose, keep the user in mind.
Purposes and Types of Technical Descriptions- When describing something, you must answer the question what it is and how its used. When trying to allow the viewer to visual, you might have to answer the questions what does it look like? What is it made of?
- Two types-
- product description- learning how to use a device
- process description- understand the steps of a event
Objectivity in Technical Description
- subjective description- expressing feelings, you created an impression of your subject.
- objective description- no personal impressions, you focus on observable details
- use precise and informative language- this will allow the readers to visualize better
Elements of a Usable Description
- Clear and limiting title- tells what the document is but doesn't go into detail
- Appropriate level of detail and technicality- want to convey a clear picture but don't overstate or understand information. Know your audience and what level of detail is appropriate.
- Visuals- use when needed, they can repeat or reinforce the information
- Clearest descriptive sequence-
- spatial sequence- this is a physical description used to help the reader visualize, it answers these questions: what does it do? what does it look like? what parts and materials is it made of?
- functional sequence- this type explains how it works.
- chronological sequence- this is used when assembly occurs. tells step by step what is to be done.
An Outline and Model for Product Description
- an outline is needed when the description is complex
- introduction: general description- tell only the background information that is needed.
- description and function of parts- tells about the parts, tells only the information the reader needs
- summary and operating description- finishes by telling how the parts work to make the whole item function
A Outline for Process Description
- when your audience knows more than you do, discuss the main points, leaving out the details
- when your audience knows less than you do, details and in depth description are key
Specifications- describes the product and the processes
- methods for manufacturing, building, or installing a product
- materials and equipment that will be used
- size, shape, and weight of the product
- specific testing, maintenance, and inspection procedures
specifications address a diverse audience:
- the customer- wants the best product at the best price
- the designer- must translate the customers wishes into the design
- the contractor or manufacturer- who gets to make the design happen
- the supplier- who must get the correct materials
- the workforce- who physically make the design happen
- the inspectors- who evaluate the product
Technical Marketing Literature- designed to sell a product
- brochures
- web pages
- fact sheets
- business letters
Chapter 22- Instructions and Procedures
Purpose of Instructional Document- to tell a person how something is done.
- users will have these basic questions-
- why am I doing this?
- how do I do this?
- what materials/ equipment will I need?
- where do I begin?
- what do I do next?
- what could go wrong?
- Therefore the purpose of the instructional document is to answer all these questions and give the user and clear way of completing the task
Formats for Instructional Documents
- Instructional brochures
- manuals
- brief reference cards
- hyper-linked instructions
- online documentation
Faulty Instructions and Legal Liability
- 10% of workers are injured each year on the job, medication procedures could lead to suicide, therefore the instructions must be clear, accurate and complete or people could sue.
- Examples of faulty instructions:
- failure to instruct and caution users in the proper use of a product
- failure to warn against hazards from proper use of a product
- failure to warn against the possible misuses of a product
- failure to explain a product's benefits and risks in language that averages consumers can understand
- failure to convey the extent of risk with forceful language
- failure to display warnings prominently
Elements of Usable Instructions
- Clear and limiting title- tells exactly what its going to explain
- informed content- shows you know what your talking about (if you haven't performed the task then you shouldn't be writing instructions for it.)
- visuals- these might help show people exactly what is to be done
- appropriate level of detail and technicality- need to give them background information, and enough information to let them understand what to do.
- logically ordered steps- chronological order that tells step by step
- notes and hazard notices- allow them to know what could go wrong, and if something does go wrong what could happen.
- readability- instructions must be understood. Use direct address, active voice, and imperative mood. use short and logically shaped sentences that are easy to understand
Outline for Instructions
- introduction- allows the viewers to begin once they have a clear understanding of what is to be done
- body: required steps- give step by step procedure
- conclusion- summarize the major steps, describe the results, give follow-up advice, give troubleshooting advice in case something goes wrong
Online Documentation- this cuts the cost of producing and distributing materials. this allows viewers to search for the information that they need at the time.
Testing the Usability of your Document
- easily locate the information needed
- understand the information immediately
- use the information successfully
Usability testing can be done by:
- qualitative testing: this allows you to see how the readers react to your document
- focus groups- discussion of what is missing, or excessive, what they like and don't like
- protocol analysis- one-to-one interview
- quantitative testing- use a control group and compare success rates
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