Maharana Pratap Group of Institutions, Mandhana, Kanpur

(Approved By AICTE, New Delhi And Affiliated To AKTU, Luck now)

Digital Notes
[Department of Applied Science]

Course : B.Tech
Branch : ALL
Semester : Odd(01)
Subject Name : Technical Communication
Subject Code : KAS-301
Lecture No. /Topic : Fundamentals of Technical
Communication

Prepared by : Shweta Parmar 1

 Features of Technical Communication
• Focus on the Reader than on the Writer
• Is Efficient and Accessible
• Is Clear and Relevant
• Uses Media Effectively
• Is Created by both Individuals and Teams
• Targets Global Audience
• Is Persuasive and Truthful
• Is Based on Research
Process of Communication
 Distinction b/w General and Technical Communication

General Communication Technical Communication

 Contains a general message  Contains a technical message
 Informal in style and approach  Formal in style and approach
 No set pattern  Follows a set pattern
 Mostly oral  Both oral and written
 Not always for a specific audience  Always for a specific audience
 No use of technical terms and  Frequently use jargons, graphics etc.
graphics
 Language As a Tool of Communication
 Language is a communication tool used by everyone in their daily life as a means to convey information and
arguments to others.

 In this case, the language cannot be separated from culture because language represent its nation and has close
relation to the attitude or behavior of groups of speakers of the languages.

 The role of language as a tool to express culture reality can be seen from:

• 1) Language is part of culture

• 2) Even the language and the culture is in different, but have a very close relationship
• 3) Language is strongly influenced by culture
• 4) Language significantly influence culture and way of thinking of people living within.

 In the communication, language used by people is influence their culture or vice versa.
 Dimensions of Communication
• As you can see, there are at least 6 distinct types of communication: 

• Symbols Use

• Intent

• Complexity

• Social Action

• Reading ( Vocabulary Use )

• Comprehension
 Dimensions of Communication
• Reading is the process of taking in the sense or meaning of letters,
symbols, etc., especially by sight or touch.
• For educators and researchers, reading is a multifaceted process involving
such areas as word, recognition, (spelling), vocabulary, comprehension,
fluency, and motivation.
• Reading is an essential part of literacy, yet from a historical perspective
literacy is about having the ability to both read and write.
 Dimensions of Communication
• Comprehension is the ability to understand something.

• Comprehension is full knowledge and understanding of the meaning of

something.

• They had the same expression of dawning comprehension, surprise, and

relief.
 What is Technical Writing :
• Technical writing is a type of writing where the author is writing about a particular
subject that requires direction, instruction, or explanation.

• This style of writing has a very different purpose and different characteristics than
other writing styles such as creative writing, academic writing or business writing.

• Technical writing is straightforward, easy to understand explanations and/or

instructions dealing with a particular subject.

• It is an efficient and clear way of explaining something and how it works.

 What is Technical Writing :
The subject of technical writing can either be:

• Tangible - Something that can be seen or touched, such as a computer or software program, or
information on how to assemble a piece of furniture.

• Abstract - Something that involved a series of steps that aren't related to a tangible object. One
example of this might be steps required to complete an office process.

• Some examples of technical writing include:

• Instruction manuals
• Policy manuals
 Features of Technical Writing
1. Logical: The paper generally contains an object’s introduction, Data and Analysis, Result, and a conclusion. However, there
may be some more data according to the product.

2. Accurate: As you are transferring the technical information, it should be accurate while telling the facts, theories, and
observations. Readers usually choose the product by reading its technical writing.

3. Consistent: The written paper should be accurate, consistent, and this includes measuring units, abbreviations, fine grammar,
and other relevant writing. Inaccuracy and bad consistency in your writing may confuse the reader about the focused object.

4. Clear: The technical writing regarding a machine or an object should be simple, clear, and easy to understand.

5. Concise: Your wording should be up to a point and stick around the object. It should be organized in a way that needs less
time to be read.
6. Presentation: The presentation of technical writing is an important thing. It should include the original visuals of the object,
measurements, reviews, process of using, opinions, and supportive words.
7. Interest: The presentation of the writing should maintain the interest of the user.
 Technical Writings : Sentences
• Good Tech Writers Practice Following Steps for writing sentences:

• Planning
• Clarity
• Brevity
• Simplicity
• Word Choice
• Active Voice
• Committing to Writing as a Process
 Step 1- Planning: Before You Begin

• Identify your audience and their expectations

• Know your purpose Know your material

• Understand the writing task at hand

• Organize your thoughts and materials

• Budget adequate time to write, review, revise and edit

 Step 2- Clarity
• Avoid Jargon: a vocabulary particular to a place of work (abbreviations,
slang)

• Audience familiarity with the topic determines appropriate use of jargon

• Define the Unfamiliar: If you must abbreviate, define the term in its first
occurrence, and put abbreviations in parentheses
 Step 3 - Brevity
• Use Words Efficiently : Never use two words when one word will do.

• Less Is More : Pare your language down to the essential message you want to get
across to your readers

• Most Important First: Place key information in the main clause

• Remove Redundancy: Combine overlapping sentences when possible

 Step 4 - Simplicity
• Use Details Wisely : Specific details are desirable, but be careful to balance detail
with audience needs for clarity—significance is more important.

• Many engineers want to provide as much specific detail as possible, but this can
come at the expense of readers understanding and their main point
 Step 5 - Language

• Abstraction : Avoid too many abstract nouns

• Ambiguity : Choose words whose meanings are clear

• Order the words in your sentences carefully

• Do not overuse pronouns—particularly “it” and “this”—because it is often

difficult to identify the antecedent

• Weak vs. Strong: Avoid too many “to be” verbs

 Step 6 - Active Voice

• Strong Verbs : Technical writers want to communicate as

efficiently as possible, and active voice is more
straightforward and is stronger than passive voice

• Natural Sound :When in doubt, read passages out loud to

determine the natural sound*
 Technical Writings : Paragraph

• Paragraphs are comprised of sentences, but not random sentences.

• A paragraph is a group of sentences organized around a central topic.
• In fact, the cardinal rule of paragraph writing is to focus on one idea.
• A solidly written paragraph takes its readers on a clear path, without
detours.
• A basic paragraph structure usually consists of five sentences:
• the topic sentence, three supporting sentences, and a concluding
sentence.
 Element 1: Unity
• Unity in a paragraph begins with the topic sentence.
• Every paragraph has one single, controlling idea that is expressed in its
topic sentence, which is typically the first sentence of the paragraph.
• A paragraph is unified around this main idea, with the supporting
sentences providing detail and discussion.
• In order to write a good topic sentence, think about your theme and all
the points you want to make.
• Decide which point drives the rest, and then write it as your topic
sentence.
 Element 2: Order
• Order refers to the way you organize your supporting sentences.

• Whether you choose chronological order, order of importance, or another

logical presentation of detail, a solid paragraph always has a definite
organization.

• In a well-ordered paragraph, the reader follows along easily, aided by the

pattern you’ve established.
• Order helps the reader grasp your meaning and avoid confusion.
 Element 3:  Coherence
• Coherence is the quality that makes your writing understandable.
• Sentences within a paragraph need to connect to each other and work
together as a whole.
• One of the best ways to achieve coherency is to use transition words. These
words create bridges from one sentence to the next.
• You can use transition words that show order (first, second, third); spatial
relationships (above, below) or logic (furthermore, in addition, in fact).
• Also, in writing a paragraph, using a consistent verb tense and point of
view are important ingredients for coherency.
 Element 4:  Completeness
•  Completeness means a paragraph is well-developed.
• If all sentences clearly and sufficiently support the main idea, then
your paragraph is complete.
• If there are not enough sentences or enough information to prove
your thesis, then the paragraph is incomplete.
• Usually three supporting sentences, in addition to a topic sentence
and concluding sentence, are needed for a paragraph to be complete.
• The concluding sentence or last sentence of the paragraph should
summarize your main idea by reinforcing your topic sentence.
 Technical Style : Definition
• A style guide for technical writing defines the style that should be used
in technical communication, such as in user manuals, online help, and
procedural writing.

• A style guide helps you to write documentation in a clearer way, and to

keep a consistent tone of voice and style.
Technical Style: Methods
 The Flow of Communication
• Communication within a business can involve different types of employees
and different functional parts of an organization.

• These patterns of communication are called flows

• They are commonly classified according to the direction of interaction:

• Downward, Upward, Horizontal, Lateral

The Flow of Communication
 The Flow of Communication: Downward
• When leaders and managers share information with lower-level employees,
it’s called downward, or top-down communication

• communication from superiors to subordinates in a chain of command is a

downward communication.

• This communication flow is used by the managers to transmit work-related

information to the employees at lower levels. 

• Ensuring effective downward communication isn’t always easy

 The Flow of Communication: Upward
• Upward communication is the transmission of information from lower levels of
an organization to higher ones; the most common situation is employees
communicating with managers.
• Managers who encourage upward communication foster cooperation, gain support,
and reduce frustration among their employees.
• The content of such communication can include requests, estimations, proposals,
complaints, appeals, reports, and any other information directed from subordinates
to superiors.
• Upward communication is often made in response to downward communication;
for instance, when employees answer a question from their manager.
 The Flow of Communication: Lateral
• Horizontal communication, also called lateral communication.

• Involves the flow of messages between individuals and groups on the same level
of an organization, as opposed to up or down.

• Sharing information, solving problems, and collaborating horizontally is often more

timely, direct, and efficient than up or down communication

• Since it occurs directly between people working in the same environment. 

 The Flow of Communication: Diagonal

• Diagonal communication is the sharing of information among different structural

levels within a business.

• This kind of communication flow is increasingly the norm in organizations (in the
same way that cross-functional teams are becoming more common), since it can
maximize the efficiency of information exchange.

• The shortest distance between two points is a straight line.

• Diagonal communication routes are the straight lines that speed communications
directly to their recipients, at the moment communication is necessary.
 Meaning - Barriers of Communication

• A communication barrier is anything that comes in the way of receiving and understanding
messages that one sends to another to convey his ideas, thoughts, or any other kind of
information. These various barriers of communication block or interfere with the message that
someone is trying to send.

• There are numerous barriers to effective communication that can come in the way. It happens
because the message sent by the sender might not be understood exactly as it is meant to be. It
can get distorted during the communication exchange.
 Types of Barriers To Communication

• Language Barriers

• Organizational Barriers

• Physical Barriers
 Language Barriers

• Due to the expansion of global business, individuals of different nationalities

are working together at increasing rates.
• It is very important that co-workers communicate effectively with one another.
• The use of technology in communication makes the language barrier even more
pronounced.
• The Business Knowledge Source website explains that verbal and non-verbal
communication are equally important.
• Conveying ideas and directions clearly and in a polite way is extremely
important in order to manage or eliminate language barriers.
 Organizational Barriers
• The use of computers and cell phones in the business world has created technical
communication barriers due to lack of organization and unity within the workforce.
• The Hodu website explains that each individual has a different level of organization as well as
unique perceptions.
• Creating organizational unity can be challenging due to individual skill levels and
personalities.
• Organization is important for business success especially when interactions take place in a
technical environment where individuals communicate electronically.
• In order to eliminate organizational barriers a company must instill organizational policies as
well as effective forms of consistent communication between employees in different locations.
 Physical Barriers

• The Hodu website explains that physical barriers play a large role in technical
communication issues in the workforce.

• When individuals communicate over the phone or online they lack the personal interaction
that promotes successful business practices.

• Individuals who work in the same building must communicate with one another in person
instead of resorting to technological means.

• When the physical barriers of business locations exist, individuals must work to overcome
the physical barrier disadvantages that can occur.
•