Technical Writing Process
A step-by-step system
Unit
four
How is writing process defined?
The writing process is a cycle of activities you complete as you generate ideas, compose those ideas into a document or presentation, and refine those ideas.
The Step-by-step Processs
- Organization
- Methods of development
- Outlining
- Writing draft
- Revision
- Final draft
01
Preparation
Technical writing requires an adequate preparation. In preparation for writing, your goal is to accomplish the following major tasks:
- Establish yourprimary purpose.
- Assess your audience (or readers) and the context.
- Select the appropriate medium.
Preparation Tasks
Establish your primary purpose
To establish your primary purpose simply ask yourself what you want your readers to know, believe, or be able to do after reading the output. State your purpose precisely.
For example: › The purpose is to write a “report on possible location for an upcoming school event. It is too general. › In order to specify the purpose we can write,
“To compare the relative advantages of Malolos Complex, Hiyas Convention and Hiyas Convention as possible locations for the upcoming school event so the administration can choose the best location”.
Assessing your audience and context
Be precise and ask yourself the following questions:
- Who is yotir rcadcr'?
- Do you have multiple readers?
- What are your readers' needs in relation to your subject?
- What are their attitudes about the subject‘?
Assessing your audience and context
To determine the effect of context...
- Have they already seen other proposals on the subject?
- What is the culture in which your readers work, and what are its key values?
- Is this the school's first event outside campus, or has the school chosen locations for events before’?
Assessing your audience and context
To determine the effect of context...
- Have the readers visited all three venues?
- What specific factors, such as competition, finance, and regulation, are within the school?
Select the appropriate medium
Select appropriate medium for delivering the output to your audience such as:
- E mail
- Fax
- Voice mail
- Videoconferencing
- Telephone calls
- Face-to-face meetings
02
Research
Research is a careful study that is done to find and report new knowledge about something.
Conduct adequate research by using different tools of research such as:
- Interviewing
- Library
- Internet research
- Careful note taking
Research Methods
The following are different sources of information:
- Your own knowledge
- The knowledge of people outside your workplace
- Internet sources
- Library resources.
- Printed and electronic sources in the workplace.
- Interview with expert.
Research Methods
03
Organization
The information should be organized coherently. To organize information effectively, you need to determine the best way to structure your ideas.
04
Methods of Development
Decide on the method/s you will use in developing the contents of your output
Modes for developing paragraphs:
- Description: The objective is to depict people, places, and things with sense impressions
- Narrative: The recreation of a sequence of events.
- Evaluation: To put a value on something
- Classification: Grouping related terms or ideas that in some way.
Methods of Development
Methods for developing paragraphs:Cause and EffectUsually an analysis or descriptive mode, this process breaks the topic into its parts to establish a cause-and-effect relationship among the parts, and carefully scrutinizes them. One thing follows another, so this method may be in chronological order mode.
Methods of Development
Methods for developing paragraphs:Problem and Solution In a problem-and-solution paragraph the writer begins by explaining (exposition) the problem, and then presents a solution or several solutions. If the writer is trying to convince the reader of a best solution, the aim is persuasive.
Methods of Development
Methods for developing paragraphs:Definition Usually combined with other methods of development, definition answers the question “What is it?” Usually informational, the definition itself may consist of one or more sentences. As it is intended to clarify meaning, it should identify the essential qualities of the term and limit its meaning.
Methods of Development
Methods for developing paragraphs:Definition Analysis or Process Analysis It separates an object or concept into its parts, and then explains how they are related to the whole. The process analysis is usually a sequence of actions by which something is done or made. Generally, it is descriptive in mode with a spatial order of development.
Methods of Development
Methods for developing paragraphs:Example or Illustration Examples and illustrations are used to help support points that the writer is making by citing examples and then forming a generalization
Methods of Development
Methods for developing paragraphs:Comparison or Contrast Comparison shows similarities; contrast shows differences. This method is useful to explain an unfamiliar object or idea by comparing or contrasting it to a familiar object or idea.
Methods of Development
Methods for developing paragraphs:Comparison or Contrast Comparison shows similarities; contrast shows differences. This method is useful to explain an unfamiliar object or idea by comparing or contrasting it to a familiar object or idea.
Methods of Development
Methods for developing paragraphs:Facts, Figures, Statistics, and Quotations These forms of detail will help develop many topics, but only if they are properly used. All facts, figures, statistics, and quotations must be accurate and properly cited.
Methods of Development
Patterns for organizing a paragraph:Time or Chronological Order It may narrate events from introduction to conclusion. Time order is useful in many ways: to sequence a chain of events, to show how a process works, to explain how to perform a process, or to trace causes and effects to their ultimate end.
Paragraph Organization
Example
I. 2000 - 2005A. Significant Event # 1 B. Significant Event # 2 II. 2005 - 2010A. Significant Event # 1 B. Significant Event # 2 III. 2010 - 2015A. Significant Event # 1 B. Significant Event # 2
IV. 2020 - PresentA. Significant Event # 1 B. Significant Event # 2
Patterns for organizing a paragraph:Space or Spatial Order Places things or people in relation to each other. Spatial order is vital in describing a scene, explaining the operation of a team or group who work together, or describing a technical layout of any kind.
Paragraph Organization
Example
I. BULSU Main Gate EntranceA. CIT Building B. CON / CICT Building C. Rizal Park D. Student Activity Center E. E-library II. BULSU Gate 2 EntranceA. COED / LHS Building B. COE Building C. CBA Building D. Heroes Park
III. BULSU Gate 3 EntranceA. CSSP Building B. Valencia Hall C. CS Building D. Admin BuildingIV. BULSU Gate 4 EntranceA.Supply Office
Patterns for organizing a paragraph:Breakdown / Topical Order Analyzes a topic, breaking it down into its logical segments. This is the basis for essays that analyze a body of data or classify a set of related items into categories.
Paragraph Organization
Example
I. Red WinesA. European
- Bordeaux
- Burgundy
- Chianti
B. Californian
- Cabernet Sauvignon
- Pinot Noir
- Zinfandel
II. White WinesA. European
- Bordeaux
- Burgundy
- Mosez
B. Californian
- Sauvignon Blanc
- Chardonnay
- Riesling
Patterns for organizing a paragraph:Compare and Contrast Pattern It arranges information according to how two or more things are similar to or different from one another (or both). This is an effective pattern to use when the reader can better understand one subject when it is described in relation to another.
Paragraph Organization
Example
I. Cost of TuitionA. Two-yearB. Four-year II. Quality of EducationA. Two-yearB. Four-year III. Educational ProgramsA. Two-yearB. Four-year
Or...
I. Points of ComparisonA. Educational ProgramsB. Cost of Tuition II. Points of ContrastA. Quality of EducationB. Type of Degree
Patterns for organizing a paragraph:Sequential Pattern A sequential pattern of organization is similar to a chronological pattern, but arranges information according to a step-by-step sequence that describes a particular process. Using a sequential pattern, each main section of information represents a main step that one would follow in the actual process.
Paragraph Organization
Example
I. Step One: Harvest the grapesA. Harvesting procedure #1 B. Harvesting procedure #2 II. Step Two: Prepare the grapes A. Preparation procedure #1 B. Preparation procedure #2 III. Step Three: Ferment the grapes A. Fermenting procedure #1 B. Fermenting procedure #2
IV. Step Four: Press the grapes A. Pressing procedure #1 B. Pressing procedure #2 V. Step Five: Age the wine A. Aging procedure #1 B. Aging procedure #2
Patterns for organizing a paragraph:Cause and Effect Pattern This pattern is used to show the different causes and effects of various conditions. This pattern is particularly effective when writing a persuasive document in which the writer advocates some action to solve a problem, because it demonstrates important relationships between variables.
Paragraph Organization
Example
Or...
I. Causes of Conflict Escalation A. Expanding the issues B. Personal attacks II. Effects of these causes A. Lose focus on original issue B. Cycle of defensive responses C. Win-Lose orientation D. Negative emotions
I. Cause: Expanding the issues A. Effect: Lose focus on original issues B. Effect: Cycle of defensive responses II. Cause: Personal attacks A. Effect: Negative emotions B. Effect: Win-Lose orientation
Patterns for organizing a paragraph:Problem-Solution Pattern A problem-solution pattern divides information into two main sections, one that describes a problem and one that describes a solution. This pattern is typically used in persuasive writing, where the writer's general purpose is to convince the reader to support a certain course of action.
Paragraph Organization
Example
Or...
I. Causes of Conflict Escalation A. Expanding the issues B. Personal attacks II. Effects of these causes A. Lose focus on original issue B. Cycle of defensive responses C. Win-Lose orientation D. Negative emotions
I. Cause: Expanding the issues A. Effect: Lose focus on original issues B. Effect: Cycle of defensive responses II. Cause: Personal attacks A. Effect: Negative emotions B. Effect: Win-Lose orientation
Patterns for organizing a paragraph:Advantages-Disadvantages Pattern This pattern organizes information about a topic by dividing it up into its "good" and "bad" parts, or pro's and con's. It is effective to use when a writer wishes to objectively discuss both sides of an issue without taking a persuasive stance.
Paragraph Organization
Example
I. Advantages A. Cost B. Accessibility II. Disadvantages A. Number of educational programs B. Quality of instruction
05
Outlining
Organize how the different parts of document will appear.
A well developed outline ensures that your document is complete and logically organized. Outlining breaks large or complcx subjects into manageable parts. lt also enables you to emphasize key points by placing them in the positions of greatest importance.
Outlining
- Sort out gathered information.
- Create an outline of document based on information.
- Provide a logical structure of the document that the most important information appears first.
Outlining
06
Writing the Draft
Elaborate your outline and fill in needed information.
- Expand your outline into paragraphs and prepare a rough draft.
- Develop the draft of the document based on the design needed.
- Essential details, examples, and supporting information must be presented.
- Writing style and language should be simple; avoid technical jargons.
Writing the Draft
07
Revision
Elaborate your outline and fill in needed information.
- Read and evaluate the draft.
- Check your draft for accuracy, completeness and effectiveness.
- Remove extra information.
- Read your rough draft several times.
- Conccntratc on cohcrence, spelling and punctuation.
Revision
08
Final Draft
Finalize the document after careful review.
- The final draft of the document is formed after revision and editing.
- The final draft should be complete in every aspect and free from errors.
- Publish your work according to the medium chosen.
Final Draft
Spatial Pattern
A spatial pattern of organization arranges information according to how things fit together in physical space; i.e., where one thing exists in relation to another. This pattern works well when a writer wishes to create a mental picture of something which has various parts distinguished by physical location.
Cause and Effect Pattern
There are two major variations to this pattern; (a) dividing the outline into two major sections comprised of causes and effects; or (b) dividing the outline according to the different causes, with the effects of each cause contained within the larger "causes" section.
Comparison and Contrast
The writer may develop the paragraph by first discussing all of one subject and then fully presenting the second subject, or the writer might discuss one like or different trait with each subject and then move to other characteristics, discussing both subjects together. A third method might be to present all of the ways that the subjects are alike and then discuss all of the ways that the subjects are different.
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Sequential Pattern
The points included within each main section represent the sub-steps one would follow. When one wishes to describe a process that follows a specific series of steps in a particular order, then, a sequential pattern works well.
Organizing accdg to time
A chronological pattern of organization arranges information according to a progression of time, either forward or backward. When a topic is best understood in terms of different segments of time, a chronological format works well. For example, topics of an historical nature are best organized using this pattern.
Problem-Solution Pattern
The pattern is designed to compel the reader to make some kind of change in opinion or behavior by establishing that a problem exists, then providing a solution. In the problem section, the writer identifies different aspects of the problem being discussed and offers evidence of these problems. In the solution section, the writer identifies a potential solution and supports its effectiveness.
Comparison and Contrast
The writer may develop the paragraph by first discussing all of one subject and then fully presenting the second subject, or the writer might discuss one like or different trait with each subject and then move to other characteristics, discussing both subjects together. A third method might be to present all of the ways that the subjects are alike and then discuss all of the ways that the subjects are different.
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Advantages-Disadvantages Pattern
This allows the reader to weigh both sides of an issue. As with the compare-contrast pattern, there are a number of possible variations to an advantages-disadvantages pattern.
Technical Writing Process
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Transcript
Technical Writing Process
A step-by-step system
Unit
four
How is writing process defined?
The writing process is a cycle of activities you complete as you generate ideas, compose those ideas into a document or presentation, and refine those ideas.
The Step-by-step Processs
01
Preparation
Technical writing requires an adequate preparation. In preparation for writing, your goal is to accomplish the following major tasks:
Preparation Tasks
Establish your primary purpose
To establish your primary purpose simply ask yourself what you want your readers to know, believe, or be able to do after reading the output. State your purpose precisely.
For example: › The purpose is to write a “report on possible location for an upcoming school event. It is too general. › In order to specify the purpose we can write, “To compare the relative advantages of Malolos Complex, Hiyas Convention and Hiyas Convention as possible locations for the upcoming school event so the administration can choose the best location”.
Assessing your audience and context
Be precise and ask yourself the following questions:
Assessing your audience and context
To determine the effect of context...
Assessing your audience and context
To determine the effect of context...
Select the appropriate medium
Select appropriate medium for delivering the output to your audience such as:
02
Research
Research is a careful study that is done to find and report new knowledge about something.
Conduct adequate research by using different tools of research such as:
Research Methods
The following are different sources of information:
Research Methods
03
Organization
The information should be organized coherently. To organize information effectively, you need to determine the best way to structure your ideas.
04
Methods of Development
Decide on the method/s you will use in developing the contents of your output
Modes for developing paragraphs:
Methods of Development
Methods for developing paragraphs:Cause and EffectUsually an analysis or descriptive mode, this process breaks the topic into its parts to establish a cause-and-effect relationship among the parts, and carefully scrutinizes them. One thing follows another, so this method may be in chronological order mode.
Methods of Development
Methods for developing paragraphs:Problem and Solution In a problem-and-solution paragraph the writer begins by explaining (exposition) the problem, and then presents a solution or several solutions. If the writer is trying to convince the reader of a best solution, the aim is persuasive.
Methods of Development
Methods for developing paragraphs:Definition Usually combined with other methods of development, definition answers the question “What is it?” Usually informational, the definition itself may consist of one or more sentences. As it is intended to clarify meaning, it should identify the essential qualities of the term and limit its meaning.
Methods of Development
Methods for developing paragraphs:Definition Analysis or Process Analysis It separates an object or concept into its parts, and then explains how they are related to the whole. The process analysis is usually a sequence of actions by which something is done or made. Generally, it is descriptive in mode with a spatial order of development.
Methods of Development
Methods for developing paragraphs:Example or Illustration Examples and illustrations are used to help support points that the writer is making by citing examples and then forming a generalization
Methods of Development
Methods for developing paragraphs:Comparison or Contrast Comparison shows similarities; contrast shows differences. This method is useful to explain an unfamiliar object or idea by comparing or contrasting it to a familiar object or idea.
Methods of Development
Methods for developing paragraphs:Comparison or Contrast Comparison shows similarities; contrast shows differences. This method is useful to explain an unfamiliar object or idea by comparing or contrasting it to a familiar object or idea.
Methods of Development
Methods for developing paragraphs:Facts, Figures, Statistics, and Quotations These forms of detail will help develop many topics, but only if they are properly used. All facts, figures, statistics, and quotations must be accurate and properly cited.
Methods of Development
Patterns for organizing a paragraph:Time or Chronological Order It may narrate events from introduction to conclusion. Time order is useful in many ways: to sequence a chain of events, to show how a process works, to explain how to perform a process, or to trace causes and effects to their ultimate end.
Paragraph Organization
Example
I. 2000 - 2005A. Significant Event # 1 B. Significant Event # 2 II. 2005 - 2010A. Significant Event # 1 B. Significant Event # 2 III. 2010 - 2015A. Significant Event # 1 B. Significant Event # 2
IV. 2020 - PresentA. Significant Event # 1 B. Significant Event # 2
Patterns for organizing a paragraph:Space or Spatial Order Places things or people in relation to each other. Spatial order is vital in describing a scene, explaining the operation of a team or group who work together, or describing a technical layout of any kind.
Paragraph Organization
Example
I. BULSU Main Gate EntranceA. CIT Building B. CON / CICT Building C. Rizal Park D. Student Activity Center E. E-library II. BULSU Gate 2 EntranceA. COED / LHS Building B. COE Building C. CBA Building D. Heroes Park
III. BULSU Gate 3 EntranceA. CSSP Building B. Valencia Hall C. CS Building D. Admin BuildingIV. BULSU Gate 4 EntranceA.Supply Office
Patterns for organizing a paragraph:Breakdown / Topical Order Analyzes a topic, breaking it down into its logical segments. This is the basis for essays that analyze a body of data or classify a set of related items into categories.
Paragraph Organization
Example
I. Red WinesA. European
- Bordeaux
- Burgundy
- Chianti
B. CalifornianII. White WinesA. European
- Bordeaux
- Burgundy
- Mosez
B. CalifornianPatterns for organizing a paragraph:Compare and Contrast Pattern It arranges information according to how two or more things are similar to or different from one another (or both). This is an effective pattern to use when the reader can better understand one subject when it is described in relation to another.
Paragraph Organization
Example
I. Cost of TuitionA. Two-yearB. Four-year II. Quality of EducationA. Two-yearB. Four-year III. Educational ProgramsA. Two-yearB. Four-year
Or...
I. Points of ComparisonA. Educational ProgramsB. Cost of Tuition II. Points of ContrastA. Quality of EducationB. Type of Degree
Patterns for organizing a paragraph:Sequential Pattern A sequential pattern of organization is similar to a chronological pattern, but arranges information according to a step-by-step sequence that describes a particular process. Using a sequential pattern, each main section of information represents a main step that one would follow in the actual process.
Paragraph Organization
Example
I. Step One: Harvest the grapesA. Harvesting procedure #1 B. Harvesting procedure #2 II. Step Two: Prepare the grapes A. Preparation procedure #1 B. Preparation procedure #2 III. Step Three: Ferment the grapes A. Fermenting procedure #1 B. Fermenting procedure #2
IV. Step Four: Press the grapes A. Pressing procedure #1 B. Pressing procedure #2 V. Step Five: Age the wine A. Aging procedure #1 B. Aging procedure #2
Patterns for organizing a paragraph:Cause and Effect Pattern This pattern is used to show the different causes and effects of various conditions. This pattern is particularly effective when writing a persuasive document in which the writer advocates some action to solve a problem, because it demonstrates important relationships between variables.
Paragraph Organization
Example
Or...
I. Causes of Conflict Escalation A. Expanding the issues B. Personal attacks II. Effects of these causes A. Lose focus on original issue B. Cycle of defensive responses C. Win-Lose orientation D. Negative emotions
I. Cause: Expanding the issues A. Effect: Lose focus on original issues B. Effect: Cycle of defensive responses II. Cause: Personal attacks A. Effect: Negative emotions B. Effect: Win-Lose orientation
Patterns for organizing a paragraph:Problem-Solution Pattern A problem-solution pattern divides information into two main sections, one that describes a problem and one that describes a solution. This pattern is typically used in persuasive writing, where the writer's general purpose is to convince the reader to support a certain course of action.
Paragraph Organization
Example
Or...
I. Causes of Conflict Escalation A. Expanding the issues B. Personal attacks II. Effects of these causes A. Lose focus on original issue B. Cycle of defensive responses C. Win-Lose orientation D. Negative emotions
I. Cause: Expanding the issues A. Effect: Lose focus on original issues B. Effect: Cycle of defensive responses II. Cause: Personal attacks A. Effect: Negative emotions B. Effect: Win-Lose orientation
Patterns for organizing a paragraph:Advantages-Disadvantages Pattern This pattern organizes information about a topic by dividing it up into its "good" and "bad" parts, or pro's and con's. It is effective to use when a writer wishes to objectively discuss both sides of an issue without taking a persuasive stance.
Paragraph Organization
Example
I. Advantages A. Cost B. Accessibility II. Disadvantages A. Number of educational programs B. Quality of instruction
05
Outlining
Organize how the different parts of document will appear.
A well developed outline ensures that your document is complete and logically organized. Outlining breaks large or complcx subjects into manageable parts. lt also enables you to emphasize key points by placing them in the positions of greatest importance.
Outlining
Outlining
06
Writing the Draft
Elaborate your outline and fill in needed information.
Writing the Draft
07
Revision
Elaborate your outline and fill in needed information.
Revision
08
Final Draft
Finalize the document after careful review.
Final Draft
Spatial Pattern
A spatial pattern of organization arranges information according to how things fit together in physical space; i.e., where one thing exists in relation to another. This pattern works well when a writer wishes to create a mental picture of something which has various parts distinguished by physical location.
Cause and Effect Pattern
There are two major variations to this pattern; (a) dividing the outline into two major sections comprised of causes and effects; or (b) dividing the outline according to the different causes, with the effects of each cause contained within the larger "causes" section.
Comparison and Contrast
The writer may develop the paragraph by first discussing all of one subject and then fully presenting the second subject, or the writer might discuss one like or different trait with each subject and then move to other characteristics, discussing both subjects together. A third method might be to present all of the ways that the subjects are alike and then discuss all of the ways that the subjects are different.
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Sequential Pattern
The points included within each main section represent the sub-steps one would follow. When one wishes to describe a process that follows a specific series of steps in a particular order, then, a sequential pattern works well.
Organizing accdg to time
A chronological pattern of organization arranges information according to a progression of time, either forward or backward. When a topic is best understood in terms of different segments of time, a chronological format works well. For example, topics of an historical nature are best organized using this pattern.
Problem-Solution Pattern
The pattern is designed to compel the reader to make some kind of change in opinion or behavior by establishing that a problem exists, then providing a solution. In the problem section, the writer identifies different aspects of the problem being discussed and offers evidence of these problems. In the solution section, the writer identifies a potential solution and supports its effectiveness.
Comparison and Contrast
The writer may develop the paragraph by first discussing all of one subject and then fully presenting the second subject, or the writer might discuss one like or different trait with each subject and then move to other characteristics, discussing both subjects together. A third method might be to present all of the ways that the subjects are alike and then discuss all of the ways that the subjects are different.
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Advantages-Disadvantages Pattern
This allows the reader to weigh both sides of an issue. As with the compare-contrast pattern, there are a number of possible variations to an advantages-disadvantages pattern.