Technical Writing

Centre for Technology & Engineering
Application(C-TEA)
Mysore
Campus
Training Programme on
Technical writing
05/06/2014 06/06/2014
Code CE041
Rev/Date: 01/06-06-2014
Centre for Technology &

Engineering
Application
(C-TEA)
Center for Technology
& Engineering
Mysore
Campus
Application (C-TEA) Mysore Campus
KIADB Industrial
IndustrialArea
Area
KIADB
HebbalHootagalli
Hootagalli
Hebbal
Mysore
Mysore570018,
570018,INDIA
INDIA
www.larsentoubro.com
www.learning.ltindia.com
Technical Writing
Required writing skills for professionals
involved in technically oriented jobs
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Technical Writing
Technical writing is a specialized, structured way of writing, where

information is presented in a format and mannerthat best suits the cognitive
and psychological needs of the readers, so they can respondto a document as
its author intendedand achieve the purposerelated to that document.
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Thus, it is writing formatted and shapedto make reading as simple,

poignant, unequivocal, and enjoyable as possible (i.e., user friendly).
A good technical writer can writeabout a complicated technical subject or
task in ways that almost anyone can understand.
Precision in technical writing tends to be critical because if anything is
described incorrectly, readers may act improperly on what is said, causing
mistakes and problems at work.
From GNU Free Documentation License
June, 2014
Slide 1
Vimarshee Consultants
June, 2014
Slide 4
Types of Technical Writing
Power of Communication
Letter to Robert Hooke(15 February 1676)
If I have seen further it is by standing on

the shoulders of giants
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Emails, letters, and memorandaDocuments for communicating

information or persuading recipient to accomplish a certain task.
Letters for external and memoranda for intra-business
communication
Technical reportsDocument providing information, instructions,
and analysis on tasks
ProposalsDocument that describes the purpose of a project, the
tasks that will be performed in the project, the methods used to
complete the project, and finally the cost of the project
Instructions and proceduresDocuments that help either
developers or end users operate or configure a device or program.
White papersDocuments written for experts in a field describing
a solution to a technological or business challenge or problem
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--Sir Isaac !ewton

June, 2014
Slide 2
June, 2014
Hisroryof Technical Communication

Oral
Apprenticeship
Written observation
th
th
Renaissance (1471
centry)
th
Scientific journals (187century)
Build on existing knowledge

Sales
Service
Development
Testing
Procurement
Manufacturing
Work Instructions
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Press releasesDocument that describes the products functions

and value to the public
DescriptionsShorter explanations of procedures and processes
that help readers understand how something works
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Rsums and job applicationsTechnical documents used in a

professional setting to inform readers of the authors credentials
Manuals
Customer
June, 2014
SpecificationsDesign outlines that describe the structure, parts,

packaging, and delivery of an object or process in enough detailthat
it can be reconstructed
Propagate the knowledge

Marketing
Slide 5
Types of Technical Writing
Manual
Teams/Team members
A Brief History of Technical Cmmunication

Frederick M. OHara, Jr.
Slide 3
Web sites
June, 2014
Slide 6
Technical Writing
The TechnicalPart
The author should be in command
Domain Knowledge
What is the work all about
Significance/Importance of the work
Current knowledge
Vocabulary
Contents
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Writing Process
What?
How?
Learning?
What to show
Best way to show
Proper sequence of information
June, 2014
Slide 7
June, 2014
Slide 10
Effective (?) Communication
Process of Writing
Convince the audience of three key points: that the problem is

interesting, that it is hard, and that you solvedit
Plan activities
Pre-writing
http://homes.cs.washington.edu/~mernst/advice/write-technical-paper.html
Put it before them briefly,so they will read it, clearly,so they will
appreciate it, picturesquely,so they will remember it, and above
all, accurately,so they will be guided by its light.
Writing/Drafting
-- Joseph Pulitzer
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Effective writing is writing that works. It does the job without

anyone having to ask for further explanation. If it informs, itdoes
so clearly the reader does not have to ask for more information.
Reading
Thinking
Revising
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Editing
Elizabeth Murphy
Effectiveness
Publishing
What is meant is what said

What is said is what is understood
June, 2014
Length of the process

Slide 8
June, 2014
What is Writing
Pre-writing
Writing is a method of representing language in visual or tactile form
Idea
http://www.omniglot.com/writing/definition.htm
the activity or skill of writing.

a sequence of letters, words, or symbols marked on a surface.
Writing --Act
Writing Well
Building on ideas
Topic
Gather Information
Google Search
Discuss/Brain storm
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Think
Note things down
Talk to others
Research aspects
---Continuing process
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Edit contents
Structure
Organise
Organise
What is meant is what is conveyed effectively
Why?
Take notes
Summarise
How?
Writing --Process
Plan and Structure
Edit ideas
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Briefly, clearly, picturesquely and accuratel
June, 2014
Slide 11
Slide 9
June, 2014
Slide 12
Pre-writing
Organisation
Research and OrganisationPhase

Rhetorical elements
Who
Interest
Knowledge
Experience
Gain
Audience
Genre
Purpose
Aristotle
Know what has to be written
II
Fill the blanks
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Summarise
Argue/Persuade
Narrate
Evaluate
Analyse
Respond
Examine
Observe
June, 2014
Well begun is half done.
Ensure smooth transitions
f
3
IV
Do It Right The First Time (DRIFT)
June, 2014
Organisation
Writing a Draft
a preliminary version of a piece of writing
http://www.thefreedictionary.com/draft
Do
Why organise?
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Provides an outline to follow

Aids in the process of writing
Presents material in a logical form
Shows the relationships among ideas in your writing
Constructs an ordered overview of your writing
Defines boundaries and groups
Ordering of details in the contents also
Slide 14
June, 2014
Organisation
i
Put words on paper
Try to write the final document
Put ideas into sentences
Worry about grammar
Put topics in paragraphs
Worry about spelling
Connect the content
Worry about word count
Add new ideas
Worry about readibility
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Slide 17
Writing
1
II
Organises thoughts in writtenform
Spatial
Chronological
Importance
Comparison/Contrast
Problem/Solution
Dont
Purpose
Audience
Thesis
Not just the ordering of contents
Ideas/Thoughts
Slide 16
Writing
Key to any communication

Language
Subject, predicate, verb, adjectives.
Phrases, clauses ..
Topics, sub-topics, details
June, 2014
Avoid repetition
Prepare timelines
D
Slide 13
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Develops more cohesive text
List
Group
Explain examples/ideas
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Discover central arguments/points
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Order
Elaborates key ideas
Label
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Uncover transitions
IV
Writer centered
f
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June, 2014
Slide 15
June, 2014
Slide 18
Writing
Strategy for Editing/Proof Reading

Checking a sentence
Obscure
Have patience
Discipline
Allot sufficient time
Block time for writing
Word repetition
Gap between writing and PR
Avoid distractions
Scan each block/line/sentence/word
Place without interruption
Slow down reading
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Take breaks
Tense consistency
Read aloud
Make it a routine
Subject-Verb
Read from back
Handwrite (?)
Spelling
Be a reader
Dont depend on technology
Slide 19
June, 2014
Revision
Get feedback/help
Started without adequate preliminary work

Ideate
Topic bores you
Find something interesting
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Make sentences concise and accurate
Ideas
Thoughts
Flow
Sequencing
June, 2014
Stressed out
Relaxing exercises
Replace
Repetitions
Relevancy
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Resign yourself to it
Focus energy/thoughts, Rituals
Additional information for reader

Remove
Do not want to spend writing

Paper writing anxiety
Make connection between ideas explicit and clear
Rearrange
Slide 22
WritersBlock
Readersneeds/expectations
Flow
Clarity
Repetitions
Non-value add material
Add
Punctuation
Use technology
Element of Style,William Strunk, Jr.and Strunkand E.B. White(1959)

June, 2014
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Singular Plural
Data presentation
The first principle of composition is to foresee or determine the

shape of what is to come and pursue that shape.
Word choice
Sentence Structure
Use feedback
Relevancy
Self conscious
Slide 20
June, 2014
Counsel yourself
Slide 23
Editing/Proof Reading
Final version
Mistakes magnify impressions
Shortcomings
Repetitions
Clarity
Cohesion
Extremely detailed process

Accept any offer of help
Find Help, Rope in peers
Brevity
Organisation
Grammar
Format
Mistakes
Spelling
Principles of
Technical Writing
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Grammar
Punctuation
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Consistency
Readability etc...
June, 2014
Slide 21
June, 2014
Slide 24
Principles of Technical Writing

Consistency
A basic or essential quality or element determining intrinsic nature

http://www.thefreedictionary.com/principlez
or characteristic behavior
Consideration for Audience
Clarity
Focus on purpose
Conciseness
Good grammar
Active voice
Simple language
Consistency
Positive statements
Tell them,
Correctness
Simple sentences
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http://vicegwapo.blogspot.in/
Precision 7degree of specificity
http://www.cypressmedia.net/articles/articl
e/26/six_principles_of_technical_writing
Slide 25
June, 2014
Slide 28
Ethics in Technical Writing
Know your Audience
Standards of conduct and moral judgment

--Websters !ew World Dictionary of the American Language
Person for which this document is being created

Persons expectations
Persons level of understanding of topic of communication
Purpose of the report
What the report has to accomplish
Every part of the report should contribute to this purpose
Style, word choice, language, sentences, details . . . . .
Language
Legal
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Ethical
Integrity
1.Precise language and visuals
Peers, subordinates & others
2.Simple, clear expression
Subjects
3.Understanding before Expression
Rhetoric
4.Responsibility for clarity
the quality of being

honest and having strong
moral principles.
Simple, concrete and familiar (audience dependent)
June, 2014
Grammatical
Textual
Factual
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Avoid misinterpretation
(Clarity)
Since steel has good yield strength
Stiffness of Design 2 was more than that of Design 1
?
June, 2014
Accuracy 7truthfulness, veracity

No compromise on this
http://faculty.winthrop.edu/mo
ntgomerym/new_page_8.htm
Attractive
Information/Data
Visual effect format, pattern, word usage, abbreviations,
heading, use of numbers . . . .
Clarity?
Correctness
Information/data
Grammar
Complete
Slide 26
June, 2014
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5.Respect for peerswork

6.Professionalism
Slide 29

Clarity
Ease with which reader can understand the content
Choice of words, logical relationship between ideas and
between sentences . . . . . .
Headings, terminology, subject development, simple sentences
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Clarity = f(Audience)
Audience
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Conciseness
Compact, but with clarity and accuracy
Low word count
Avoid unfamiliar words and long sentences
June, 2014
Slide 27
June, 2014
Slide 30
Audience?
Audience
In rhetoric, the listeners or spectators at a speechor performance, or

the intended readershipfor a piece of writing.
Know Your Audience (KYA)
http://grammar.about.com/od/ab/g/audiencterm.htm
Obvious? But overlooked
Intelligent but uninformed

What does the user know ?
What does the user want to know
Tell me something new about something I care about.Barbara Frum
what the product does
how to install it
how to configure it
how to use it
how to respond to alarms
how to maintain the product
June, 2014
Do not Assume Low or High
Why? What? How much?
After the Audience analysis

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Add and/or change level of examples
What is new in this work

What is the problem
What Important results
What will be the benefit
have been found
What approach is being used
When will be done
How much it will cost
Modify writing
Organisation
Introduction
Writing style
Slide 31
June, 2014
Audience?
Who is going to read the report?
What is the level of their current knowledge?
How much information is needed?
What background information to include?
Why is the reader reading the report? Interest?
How can I pique readers interest
Is the document supposed to inform or convince?
How much time does the reader have to read it?
What if the audience is diverse?
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Technicians:,High level of practical knowledge about

technology/product
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Executives:,Business decision makers with little technical

knowledge likely
2 onspecialists:,Least technical knowledge of all. Potential
user/decision maker
A mixed group
Slide 32
June, 2014
Slide 35
Audience Analysis
Need for audience analysis

Importance of audience analysis
More than one audience

Cater to all
Selective writing with cues
Background-knowledge, experience, training
Wide variability in an audience
Existignknowledge about other aspects

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Go for majority
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What they want and dont want (be a user)
Slide 34
Experts:,High level of knowledge about technology/product. Used

to high level of communication
Audience Analysis
Needs and interests
Types of Audience
What about the audience should one find out?
June, 2014
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Add information readers need, omit they do not need
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Supplemental information
Other demographic characteristics

age groups, type of residence, area of residence,
sex, political preferences, and so on
https://www.tu-chemnitz.de/phil/english/chairs/linguist/independent/kursmaterialien/TechComm/acchtml/aud.html
June, 2014
Slide 33
https://www.tu-chemnitz.de/phil/english/chairs/linguist/independent/kursmaterialien/TechComm/acchtml/aud.html
June, 2014
Slide 36
After Audience Analysis
Brevity/Conciseness
Add information readers needs to understand
This report, by its very length, defends itself against the

risk of being read
Omit information your readers do not need

Change the level of the information you currently have
Add examples to help readers understand
Winston Churchill
Change the level of your examples
Problem of conciseness
Change the organization of your information

Strengthen transitions
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Write stronger introductions--both for the whole document and for major sections
Create topic sentences for paragraphs and paragraph groups
Change sentence style and length
Work on sentence clarity and economy
Use more or different graphics
Break text up or consolidate text into meaningful, usable chunks
Reading
"I'm sorry this letter is so long. I didn't have time to

write a shorter one."
Pascal
How concise?
Clarity before Brevity
Add cross-references to important information

Use headings and lists
Use special typography, work with margins, line length, line spacing, type size, & type style
https://www.tu-chemnitz.de/phil/english/chairs/linguist/independent/kursmaterialien/TechComm/a
June, 2014
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Writing
Be Concise
html/aud.html
Slide 37
June, 2014
BUT
Be Complete
Slide 40
How to be Brief?
Focus on communicating the essential message to the reader
The relationship between the nature of salt water to fresh water
in the Edgartown Great Pond that fluctuates often is extremely
important to everyone including scientists, residents, and
environmentalists on Marthas Vineyard.
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Brevity
The fluctuating salinity of EGP concerns many

environmentalists, scientists, and residents.
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The fluctuating salinity of EGP concerns

everyone on Marthas Vineyard.
The fluctuating salinity of EGP concerns all on
Marthas Vineyard.
June, 2014
Slide 38
June, 2014
Brevity/Conciseness
Brevity/Conciseness
Brevity attribute of being brief
Going straight to the point
Nobody reads tech material for pleasure. They want whatever

information they're seeking as quickly as possible, delivered in a
simple straightforward mannerrather than a pleasant manner. No
similes, no metaphors, no unnecessary adjectives or adverbs, just the
facts or instructionsthey're looking for
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1.Reduce long clauses to shorter phrases

Flutter which was regarded as a minor problem in 1940s
has grown in importance.
Flutter, regarded as a minor problem in 1940s, has grown
in importance.
In case, inertia force is substantial, the phenomenon is

termed as dynamic aeroelastic,instability or Flutter
wordnetweb.princeton.edu/perl/webwn
Slide 39
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In case, the inertia force is important then, the

phenomenon is termed as dynamic aeroelasticinstability
and also known as Flutter
Brevity is the soul of wit.

June, 2014
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2.Reduce phrases to single words
http://answers.yahoo.com/question/index?qid=20071118053521AAu2pq3
WilliamShakespeare
Slide 41
unnecessary words, circular constructions, pompous frills, and

meaningless jargon.7-William Zinsser in On Writing Well
Conciseness terseness and economy in writing and speaking

achieved by expresssinga great deal in just few words
Why?
June, 2014
Slide 42
Brevity/Conciseness
How to be Brief?
http://grammar.about.com/od/words/a/redundancies_2.htm
3.Avoid empty openers
There is no change in pattern of stress variation with
reduction in time step size(15)
Reduction in time step size does not affect the pattern of
stress variation (13)
4.Limit use of modifiers
Very few works are reported on the analysis of inertia
induced stresses in a connecting rod. (16)
Few papers reporting analsyis,of inertia induced streese,in

a connecting rod (14)
5.Avoid redundancies
(actual) facts, (advanced) preview, assemble (together),
revert,(back), connect,(together), (constantly) maintained,
could,(possibly), eliminate,(all together), equal,(to one
another), (final) outcome, few(in number), FEA(analysis)
June, 2014
Remember your audience

Know their level of knowledge and stay above
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l/2
Brevity/Conciseness
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Use of substandard material is known to increase propensity of

corrsionin steel structures
Use of substandard material causes rusting in steel structures
Rusting in steel structures is caused by use of substandard
material
have a tendency to
tend to
some of the people

some people
have a tendency to
tend to
?s
cuo
F
Water quality in Hawk River declined in March. This decline

occurred because of the heavy rainfall that month. All the extra
water overloaded Tomlin countys water treatment plant.
Water quality in Hawk River declined in March because
heavy rainfalls overloaded Tomlin County water
treatment plant.
Slide 44
June, 2014
Brevity/Conciseness
Compound sentences
Shun tion,and sion,words
Camouflaged words
Expletive pattern
Redundancies
June, 2014
Delete words that mean little or nothing

kind of, actually, basically, generally, various, individual .
Delete word with withsimilar meaning
Each and every, first and foremost, full and complete .
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Delete words implied by other words
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Red in colour, unexpected surprise, past history, personal opinion
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Replace phrase with a word

In the event of (if), the reason for (why), concerning the
matter of (about) .
Change negative to affirmative
Not different (same), not similar (different) .
Ideally 7 or 8
Too hard for most > 12
Slide 47
How to be Brief?
FogIndex 0.4* words / sentence # of long words

( keep it below 8,
e ~Sentenc
15words
Long words ~ 5)
Use as few and simple words/expressions as possible
9.Avoid empty phrases

Coming to the point, It is important to note, All in all, To
reiterate, It cant be overemphasized that, We have to not
especially that, Basically, In the final analysis,
Long sentences
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Remove redundancy
High school students should have the right to vote
10.Trim long sentences
Slide 46
Use as few and simple words/expressions as possible
8.Keep it simple
At this moment in time, students who are matriculating
through high school should be empowered to participate in
the voting process
How to be Brief?
http://grammar.about.com/od/words/a/clutter_tips2.htm
June, 2014
l/2
A
June, 2014
6.Restructure information
A comparison was made between the results of analyses for
different rotational speed.
Results of analyses for different rotational speed were
compared
. Where possible, use active voice
Analysis was carried out using Software 1
Software 1 was used for analysis
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Find the diplacementof the free end of a cantilever beam

subjected to a point load at its mid-span
Slide 43
A beam, with its displacement and rotation fixed at one end is

used to support a load acting over a small area half walalong
its length. Find the amount of distance the end of the beam
away from where its displacement and rotations are fixed
moves once the load is applied to the beam.
Fog
Conciseness
Tautology
http://www.sl .edu/cwc/docs/Resources%20Page/Principles%20of%20Brevity.pdf
Slide 45
June, 2014
Slide 48
How to be Brief?
PrcisWriting
Use active voice
Read the passage

Find suitable title
Draft a rough outline
Select and arrange
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This presentation is being made by me

I am making this presentation
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First draft
Essence sans repetitions, examples, illustrations, adjectives, unnecessary information
Reparingof engine was being carried out

The engine was getting repaired
Use own words (not opinions) but authors views

Use words for conciseness, eliminate wordiness
Improve organisationand transitions
June, 2014
Slide 49
June, 2014
Needless words
Category
nouns
verbs
adjectives
adverbs
Slide 52
PrcisWriting
(already) existing
at(the) present (time)
(basic) fundamentals
(completely) eliminate
(continue to) remain
currently(being)
(currently) underway
(empty) space
had done(previously)
introduced(anew)
Example
Substitute
utilization
use
functionality
feature
facilitate
ause
finalize
end
aforementioned 7mentioned
individualized
individual
firstly, secondly, first, second
heretofore
previous
never (before)
none(atall)
now(atthis time)
period(oftime)
(private) industry
(separate) entities
start(out)
write(out)
(still) persists
mix(together)
Compliments are sometimes a pitfall for the tactless. Some people cant say a simple thing
like What a smart dress youre wearing!without sounding as though they thought all your
other dresses were horrors. Or they will say, Ive always loved that dress of yours,in such a
way as to suggest to the others present that youve been wearing it since World War One.
(65)
Graceful compliments are a source of pleasure. Even awkward onesare kindly meant. When
given a compliment, accept it appropriately. Dont say, Oh, this old dress? It doesnt even fit
properly!
(31)
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Theres a subtle difference between You have such beautiful hair!which is praising a gift of
Nature, and Your hair always looks so lovely!which praises the owners care and skill.
Some people are embarrassed by any reference to their appearance, no matter how well-meant
or justified. Everyone, however, enjoys hearing that hes looking well. No one (except a
hypochondriac) likes to hear that he looks tired, pale, or ill.
(70)
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http://users.eastlink.ca/~icoffin/_themes/coffinweb-2008/coff1011.css
http://web.mit.edu/me-ugoffice/communication/technical-writing.pdf
June, 2014
this paper will look at,

This Paper, is
described/reported, It is
believed that,
Author says, In other
words
Slide 50
Tactless people have trouble delivering compliments effectively.They state them in a

manner that instead renders them insults. (18 words)
Accept compliments with the graciousness with which they are granted. (10 words)
More specific compliments are deemed more genuine. While some individuals become
embarrassed upon remarks about their appearance, everyone enjoyshearing he/she looks
well. (23 words)
June, 2014
Slide 53
PrcisWriting
a concise summary of essential points, statements, or facts
http://www.merriam-webster.com/dictionary/precis
Brief,rewording,of the important points,of a work

Paraphrasing?
Bulleted List?
Critique?
Cut and Paste?

1.Read
2.Summarise
3.Write
4.Edit
Clarity
Coherence --Cohesion
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Brief, clear, concise without loss of meaning/spirit

Well connected content
Complete and self-contained
True and faithful to ideas
Simple, direct, grammatical and idomatic
June, 2014
Slide 51
June, 2014
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Slide 54
Clarity
Cohesion
Ease of understanding of written words
Good writing
as clear as possible
easy to follow sentences, ideas and details.
Diction
Choice of words
Coherence
Relationship between ideas
Cohesion
Relationship between sentences
Show the connections and relationships between ideas

'cohesive devices'
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types of words and phrases to link

individual sentences and parts of sentences
Minds expectations
Correctness of language
Flow of ideas
helps the reader to follow the movement of ideas

Flow of writing natural without unnecessary repetition
Words --Jargon, abbreviations, acronyms, slang

June, 2014
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Slide 55
June, 2014
Slide 58
Coherence
Cohesion
To stick or hold together in a mass that resists separation
Cohesion:cA paragraph or section of text is cohesiveif the

sentences are well structured, well linked together and there
is no unnecessary repetition.
Cohere
http://www.thefreedictionary.com/cohering
Coherence
the quality of being logical and consistent
the quality of forming a unified whole
http://google-dictionary.so8848.com/meaning?word=coherence
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The quality or state of cohering, especially a logical,

orderly, and aesthetically consistent relationship of parts
Sentence to Sentence
Reference
Substitution
Paragraph to Paragraph
Connectors
Repetition
Ellipsis
Synonymy
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http://www.thefreedictionary.com/coherence
Reference Electric cars are silent.

These are also eco friendly
Substitution What the sources of forces?
I do not know one.
Connector BJP has won big.
But they have a big task ahead
Repetition of the people, for the people and by the people
Ellipsis
How are the new students? A lot (of the students) are quite sharp.
Synonymy 7
A piece of writing is coherentif it is

clearly organised and has a logical
sequence of ideas.
Related words sound/noise, buy/purchase, speedily/quickly
http://www.newscientist.com/article/dn9144-when-is-a-black-hole-like-a-dripping-faucet.html#.Ulynx1!l10U
http://www.masterheartmagazine.com/collaborators/Connor_Rory_Kelly/_articles/Abundance_Is_Mine.html
June, 2014
Slide 56
June, 2014
Coherence
explained
Whatitisabout
Cohesion
Text can be understood

summarized
paraphrased
Reader
Answerstoquestion
Slide 59
translated
Cohesion: Look back to what has been said

and look forward to what will be said
Readability
Provide
Familiar organisation
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Information that is needed

Located where it could be found quickly
In a form in which it can be used easily
function of the way information is sequenced

in sentences and paragraphs
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1.Put given information before new information

2.Put topical information in the subject position
3.Verbal cues indicating what is going to be said
June, 2014
Slide 57
June, 2014
Slide 60
10
Cohesion
Language
Referring backwards
Know who and what is being referred to
sequencing
Electric cars silent. These are also eco-friendly
English for non-English Speakers
it, he, she, they, this, that, the, previously

Looking forwards
Know to expect new information
If language is not correct,
sequencing
Square root of the squares of the differences of principal stresses is defined as von Misesstress.
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von Misesstress is defined as the square root of the squares of the differences of principal stresses.
then what is said is not what is meant.
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If what is said is not what is meant,

then what ought to be done remains undone.
the following, as follows, below, next, subsequently
Transition Words
-- Kong Fu Zi,(Confucius)
Prepare for what is coming

and, but, so, although, because, whilst
June, 2014
Slide 61
June, 2014
Slide 64
Cohesion
Language
Repetition/Avoiding repetition
Words
Election campaign was started with a lot of promises.
Grammar
These generated a lot of interest in voters
Vocabulary:
This campaign generated a lot of interest in voters
Closely related staements put together

To create an analysis model in FEA, one has to model,
discretise, load and constraint the structure
* Syntax:
Ask not what your country can do for you ask what you
J.F. Kennedy
can do for your country
Read, Read, Read

(keep a dictionary handy)
Listen
Newspapers, Short stories, Novels,
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Parallel structure
June, 2014
Sentences
Puzzles, tests
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Technical papers
Read, Read, Read

Listen
1 a:the way in which linguistic elements (as words) are put togetherto form constituents (as phrases or
clauses) b:the part of grammar dealing with this2:a connected or orderly system :harmonious
arrangement of parts or elements <the syntaxof classical architecture> http://www.merriam-webster.com/dictionary/syntax
Slide 62
June, 2014
Slide 65
Why talk about sentence structure?

Know the components and put them together correctly
Simple sentences are simple to write. Why talk about others?
e
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Language
All simple sentences does not show maturity

For better impact
For better punctuated text
,T
&
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Need to remember all the classifications?

Not necessarily. Notice them, know them an use them
Do not go overboard
June, 2014
Slide 63
June, 2014
Slide 66
11
Sentence Structure
Topic
something about the subject
Sentence Structure
Complex Sentence: An independent clause and one or more
dependent clauses
(simplest independent clause)
(Subject) (Predicate, verb action/state of being)
I speak.
Subject
You listen.
Verb + Object
I read a book.
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(receiver of action)
Clause:
Group of related words with a subject and a predicate
Principal or Independent Clause can function as a sentence
(Can connect to other clauses or phrases use a semi-colon or a conjunction)
We shall overcome; we shall overcome one day.
We will take a break, and go for tea.
Although he invited me to the party,I do not want to go.

Compound-Complex Sentence: two complex sentences or one
simple and one complex sentence
Euro 2008 games are on TV.
Euro 2008 games are telecast on
These are telecast late at night.
TV late at night, but I am not
I am not able to watch them.
able to watch them.
Coordinating Conjunction
and, but, or, nor, neither, yet, for, or, and so
June, 2014
June, 2014
Punctuation and Quotation

Save him not let him die
Introduced by a subordinator, not a sentence
(not a sentence)
I wonder whether it is going to rain this evening (noun)
The person,who called me yesterday,came in today7(adjective)
As soon as this lecture is over,7I will go and check my mail7(adverb)
Time: before, after, when, until, while, as soon as, as long as.
Place: where, wherever
Purpose: so that, in order that, so
Cause: because, since
Condition: if, unless, provided that, except
Contrast: although, though, even though, despite, in spite of
Slide 70
Sentence Structure
Subordinating Conjunction
Save him, not let him die
Save him not, let him die
When you read the book is important

When you read, the book is important
Relative pronoun
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who, whom, which, that, what,

whoever, whatever, and whichever
When you read the book, is important
Organize and clarify written language
http://writing-program.uchicago.edu/resources/complex-sentences.htm
Phrase:
(restrictive)
( ')
( ;)
(non-restrictive)
( )
Group of related word without a subject and a predicate
(on the table, within the limits, behind closed doors, to think,)
June, 2014
Slide 68
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Punctuationmarks are written symbols that have

--no sound
--no word or phrases
(indicate a relationship to
things discussed elsewhere)
The person, who is staring at me from the crowd, is my boss.

My boss, who is sitting there, will be going on vacation soon.
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Although Euro 2008 games are telecast on TV, I am not able to

watch them, because these are telecast late at night.
Slide 67
Dependent Clause:
He invited me to the party, but

I do not want to go.
He invited me to the party.

I do not want to go.
The sky is blue.
June, 2014
Sentence Structure
( ,)
( ?)
)
(
( ) ( )
( [])
( .)
( !)
( /)
( &) ( *) ( @) ( \) ( , more )
( ) ( #) ( ) ( ~) ( _) ( |)
( _)
( )
( {})
( :)
( ())
Slide 71
Use of Commas
Does it make reading easier?
Does it eliminate the possibility of confusing the reader?
Compound Sentence: Two or more independent clauses joined by

coordinating conjunctions (and, but, or)
To set off an introductory phrase which is longer than 3 or 4 words

After spending a full day in Mysore and surrounding areas, we returned back
JaipurRoyals did not have famous players.

They played well as a team.
They won DLF IPL trophy
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To set off a non-restrictive clause in the middle of a sentence

(use on both ends)
JaipurRoyals did not have famous players, but they

played well and won the DLF IPL trophy
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Cricketers, who have not been performing lately, should be critically reviewed. M
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To set off a non-restrictive appositives (use on both ends)

nd
Dr. Radhakrishnan, the 27President
of India, was a renowned scholar.
To set off a non-restrictive expressions at the end of a sentence

The team selection was done at the last moment, behind closed doors
for creating a sense of balance or

Aluminiumhas better
contrast between two or more equally- corrosion properties, but it
important pieces of information.
is more expensive than steel
June, 2014
Slide 69
The team selection was done at the last moment, whichcaused travel problems
The team selection was done at the last moment, allowingno time for practice
June, 2014
Slide 72
12
Punctuating Compound Sentences
Nouns
Genders
Use a comma to separate two or more independent clauses

when they are joined by and, but, or, or nor
Masculine
Use semicolon if one of the independent clauses has a

comma within it
Travelling through Italy, Switzerland, Germany and France; we were able to see
a lot of buildings with medieval architecture
us
b
og
ra
c
oi
d
ar
y
fl
to
fo
es
u
o
m
x
o
usi
d
ar
fl
ac
software
Colon precedes a list or expression

Following tests were performed:
atc
Slide 73
June, 2014
More about Punctuation
Plural
y
o
b
st
ac
se
us
b
ete
f
cei
m
fo
ro
aircraft
eso
rga
c
n
ex
o
so
di
ar
ii
d
ar
sheep
se
il
f
ys
o
b
se
v
la
c
fso
or
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music
friendship
failure
beauty
Slide 76
It is impossible to give rules that will cover

every conceivable problem in capitalization
Based on their performance, three players Dravid, Dhoni, and Pathan will
surely be included in the team
http://stipo.larc.nasa.gov/sp7084/sp7084ch4.html#4.1
Use no punctuation to set off restrictive elements in the middle or

at the end of a sentence
People who live in glass housesshould not throw stones
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Use parentheses for references, abbreviations, definitions,

qualifications, and other subsidiary information that may be of
interest only to certain readers
Use a colon or dashes or parentheses to set off lists in sentences
Use a colon if the list ends the sentence
Use dashes or parentheses if the list does not ends the sentence
Use a hyphen to join words that act as compound adjectives
Computer-aided design on a 10-year old computer requires patience
kingdom
Capitalisation
Use the dash to set off a non-restrictive phrase or clause for clarity
June, 2014
ne
o
st
el
b
at
Following tests were performed:
addition
June, 2014
Neuter
tn
ed
u
st
ni
us
o
c
Singular
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We went to see the match; however we reached there after the goal was scored
Common
n
am
o
w
lr
ig
Use a semicolon to separate main clauses which are not

joined by and, but, or, or nor
We first hiked up the mountain; there we cooked food.
Feminine
n
am
y
o
b
The college offered only Masters degree for four years, but now it offers Ph.D. also
Slide 74
Personal names: Pasteur (but pasteruized), James Watt (but 100

watt bulb (but 1 kW) but degrees Celsius)
Titles: President Kalam, Chief Scientist XYZ (but XYZ, chief
scientist)
Geographical names: Equator (but equatorial), North Pole,
Western Ghats, Himalayas, Ganges, Deccan Plateau, Sahara Desert
Administrative names: India, Bangalore Development Authority,
Indian Army, Democratic Party (but democratic government)
Public places: VidhanSoudha, White House
Calendar/Time: January, Thursday, May Day, summer, winter
Historical events: Quit India, Stone Age
June, 2014
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Slide 77
Capitalisation
Scientific names : Earth (earth ground), Halleys Comet, the Moon
(but moons of Jupiter), Biological names
Acronyms: National Aeronautics Lab (NAL) butWhatyou see is
what you get (WYSIWYG)
Abbreviation: Follow the original
Grammar
June, 2014
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Slide 75
Headline style: All Principal Words are Capitalised

Articles (a, an and the), adverbs (at, by, for, of, in, up, on,and to)
and conjunctions (and, as, but, if, or, and nor) are not capitalised
First and last word capitalised
Both parts of a hyphenated word (High-Resolution)
Abbreviations not capitalised
Table headings, Figure captions
List
June, 2014
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Slide 78
13
Capitalisation
Sentence style: First word and proper nouns capitalised
First word in a sentence
Sentence enclosed in a parenthesis is not started with a capital
First word after a colon is to be capitalised
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Direct quote, not syntactically connected to the sentence starts

with a capital (Newtons Law states Every body . . . ..)
Quote, syntactically connected to the sentence does not starts with
a capital (The committee was formed to look into reasons . . . ..)
Questions in a sentence may or may not be capitalised
June, 2014
Slide 79
Persons/things referred to without naming
Personal
I, me, we,
you
he, him, she her, it, it, they, them,
Reflexive
Subject and object are the same person
I hurt myself
Myself, ourselves, yourself, yourself, himself, herself, itself,themselves
June, 2014
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Slide 80
14
Verb
Subject Verb agreement
Word that describes an action, an event or a state

Infinitive form
to work
each, every, everybody, anybody, anyone,

nobody, no one, someone, either, neither
India won the T20 World Cup

Tense
Rajaniflips a cigarette to his lips
Concerned citizens will plant saplings next Sunday
I eat
You eat
We eat
You eat
He/She eats
They eat
The pen is red.
The pens are red.
This complex has three buildings.

June, 2014
Everybody in the audience ispursuing research

Neither of the power supplies isworking
reo
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some, most, none

(single quantity)
It eats
Person
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Singular Verb Most of the oil is stored there
some, most, none

Plural Verb
(individual unit implied)
Singular/Plural
Singular verb
None of the movies are

worth watching
The complexes have central a/c.

Slide 85
June, 2014
Subject Verb Agreement

Subject
Subject is Singular/Plural
Preposition
Word or word group that start a noun phrase
Verb
The verb should be Singular/Plural
Next week we will meet at10 am. Duringthe session, the cell
phones should be switched off. We will again meet inthis room.
The form of verb should not be decided by the noun preceding it

In the alternative mesh the number of elements are
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Subject Verb
Subject
Slide 88
Noun Verb
of time 7in, at, up to, after, ago, by, since, from to, on, within,
during,
of position and direction 7in, at, above, behind, in front of, into,
around, next to, round, to, through,
over, off, outside, up
Verb
preposition
Noun
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Appropriate preposition for appropriate verb and noun

I live in Bengaluru
He lives on junkfood
Advice from many prominent doctors and specialists is being solicited

June, 2014
Slide 86
June, 2014
Subject Verb agreement

Subject (list)
Plural Verb
Neither the team members

nor the bowler washappy
Positioning of phrases used to describe words in a sentence
Singular Verb
I saw the thief running down the street

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Either the engine or some of

its parts aredefective
Neither Noun7nor Noun
Slide 89
Ambiguity about the noun being modified/subject of the phrase
There is water on the table. A lot of sand is used in foundry

Either Noun7or Noun Verb
Misplaced/Dangling modifiers
Piyush, Ishantand Praveen arepotential future prospects

Uncountable noun
I was standing on the top of the mountain

I climbed to the top of the mountain
Running down the street I saw the thief
I saw the thief running through my binoculars
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&
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Verb
e
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&
Automobile engines produce mechanical energy from fossil fuel byburning.
On a crash event passenger compartment should not deform for occupant safety
Engine is the heart of the any automobile body, which generates power for the
movement of the vehicle
Moon will be a source of helium-3, which is a potential source of nuclear energy
and other rare metals and minerals.
June, 2014
Slide 87
June, 2014
Slide 90
15
Misplaced/Dangling modifiers
Name the actress who started her career only when she was 16.
Name the actress who started her career when only she was 16.
Name the actress who started her career when she was only 16.
Data Presentation
Only Indias five-star airline offers you a daily direct flight between B & V
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Thermal analysis was carried out on uncoated and ceramic coated piston to
verify the temperature changes at the ceramic coated regions using ANSYS
June, 2014
Slide 91
Tabular
Graphical
June, 2014
Tabular Data
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Un-natural word breaks

The road to the new airport is no were near completion.
Slide 92
1
4
3
4
3
2
2
11
5
18
4
1
91
69
19
4
2
95
1
3
5
2
16
4
12
5
28
12
5
3
4
31
16
6
2
38
18
4
3
42
21
8
2
6
44
2
9
15
2
59
29
10
6
65
36
11
4
4
69
40
12
8
8
48
13
3
5
80
53
14
2
9
82
62
15
0
4
82
66
16
5
2
8
68
1
0
0
8
68
20 21 22 23 24 25 26 2
28 29 30 31 32 33 34
4
5
2
0
3
2
4
6
3
8
6
2 15
6
2
3
6
6
6
4
2
8
6
4 11
9
4
3
9971047111711371137116711871227128713171397145714771627168
3
6 83 89 957101710571077115712171257136714571497152
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35 36 3
38 39 40 41 42 43 44 45 46 4
48 49 50
3
0
9 12
3
3
5
6
8
6
9 10
6
8 11
5
3
4
8
0
2
12 15
5
9
12 15 15
171717171807192719571987203720972177223723272427248725672677274
16071677171717971797181718872007215722072297236724872637278
15
When ever, Where ever, There fore, which ever, under go,
under taking, like wise,
June, 2014
Miscellaneous
Homonyms
accept/except
principle/principal
coarse/course
Role/Roll
weather/whether
advice/advise
all ready/already
choose/shoes
emigrate/immigrate eminent/imminent
stationary/stationery7principal/principle
spline/spine
model/modal
yoke/yolk
complement/compliment
rear/rare
break/brake
closure/closer
rap/wrap
buy/by
loose/lose
Slide 94
Miscellaneous
Vernacular,constructions
The results are shown in the below figure.
The line got cut
No one is lifting the phone
The phone is engaged
Chop it into small smallpieces
Rain is coming.
Very less price
The car when hits the other car
June, 2014
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Slide 95
Data as Column Plot

diary/dairy
groove/grove
affect/effect
its/its
miner/minor
to/too/two
vice/vise
descent/decent
wiper/viper
than/then
your/youre
16
14
12
e
ors
y
M
10
,T
&
e
ors
y
M
,T
&
Changing spellings
Explain/Explanatory
June, 2014
0
1
9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50
maintain/maintenance
Slide 93
June, 2014
Slide 96
16
Data as Line Plot
Tables
Checklist for a table:
300
Caption (self-explanatory)
Appropriate type
Layout
Formatting
Provides required information
Readability/Visibility
Ease of extracting information
Close to the point of reference
250
200
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150
100
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50
0
0
10
20
30
June, 2014
40
50
60
Slide 97
June, 2014
Tables and Charts
Types of Charts
Line Chart: Trend of variation of dependent variable
To present data concisely and efficiently
Pie Chart: Contribution of each item to the total
Tables are commonly used in collecting and organizing

raw data during an experiment and also for representing
final data to be included in a paper or report.
Raw Data
Contour Plot
Surface Plot
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Histogram
Error
Hi Lo
June, 2014
Tabular
Presentation
Slide 98
June, 2014
Column Charts
Bar/Column Chart: Compare distinct items or
show single items at distinct intervals
Tables:
To reveal mathematical trends
To show relationships among samples
When exact numbers are required
Informally
Globalisationand India
800
Socialist Model
700
GDP (Billion USD)

e
ors
y
M
600
,T
&
,T
&
500
400
300
200
100
0
1950
Open Market Model
Per Capita GDP (USD)
e
ors
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M
Categorize technical information

Itemize important points
Show steps in a process
List specific characteristics
Responsibility Table
Slide 101
Tables and Charts
June, 2014
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Polar Plot
Raw data table

Graphical
Presentation
Slide 100
Slide 99
June, 2014
1960
1970
1980
1990
2000
2003
2004
Source: ACMA
Slide 102
17
Results/Units/Symbols/Dimensions/Formulae
Accuracy ?
To be a Good Technical Writer
1 / 1.2 / 1.23 / 1.234 / 1.2345 / 1.23456 /..
PersonalDiscipline
2
MPa? GPa? psi? Tons/m7?
m?
Appropriate units 234.6
Rules and style conventions for SI units
Organization Skill
http://physics.nist.gov/cuu/Units/prefixes.html
http://physics.nist.gov/cuu/Units/checklist.html
Skill in Writing Clearly and Concisely
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kg/mm 3
Kg/mm3
Ensure matching of dimensions and units
Understanding of Technical Products and Processes
ro ri V d
Greek Symbols --Standard
Develop a convention of scalars, vectors and tensors
Use equation writer for proper typing of equations
1
Knowledge of numerous software tools

Good Vs Bad writing: This is subjective. 2o one is perfect.
(Not an excuse to meet the minimum requirement)
4 AE
L
K e 2
B B d
2
L 1
June, 2014
Slide 103
June, 2014
Slide 106
Keep your Chin up
Reporting Numbers
sk
o
o
B
JM
B
,
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o
h
w
o
n
k
uo
y
n
eh
w
y
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Practice is the best of all instructors.
--PubliliusSyrus,
Syrian-born Roman author, c. 100 BC
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--Edison
Slide 104
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Genius is 1% inspiration and 99% perspiration.
c
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P
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June, 2014
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June, 2014
Slide 107
Style and Format

http://www.bartleby.com/141/
Style:
Instructive
Using personal pronouns
Tense
The Chicago Manual of Style (Hardcover)

by University of Chicago Press Staff
Consistency
Format:
Proper
Font
Alignment
Numbering
Numbers ((26100169Pa)/(26.12349 MPa))
Super and sub-scripting
Units (mm not Mm, MPa not mPa)
Placement of figures, etc.
Proper
Font
Alignment
Numbering
Super and sub-scripting
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Technical Paper Writing
Units (mm not Mm, MPa not mPa)
Placement of figures, etc.
Consistency
Consistency
Proof Reading/Self review

June, 2014
Slide 105
June, 2014
Slide 108
18
Technical Paper
Contents
Documentthat recordsthe procedureadopted and resultsobtained

from a scientific or technicalactivityor investigation.
http://www.businessdictionary.com/definition/technical-report.html
To share new findings

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Intellectual Property Rights

To publish
Title
Results & Discussions
Abstract & Keyword
Conclusions
Nomenclature
Future Work
Introduction
Acknowledgements
Related Work
References
Body of the report
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Appendices
Size
June, 2014
Slide 109
June, 2014
Compostionand Characteristics
Title
Predicts Content
Catches Readers interest
Common
Purpose
Slide 112
Contents
Finish writing the paper
Audience
Revisit the focus/theme
Organisation
Brevity
Effective
Clarity
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Do not pick a complete line
Consider Audience
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Find words or phrases that capture the essence

Keep it short but complete and interesting
Accuracy
Keep it focused, avoid general terms

Build on careful syntax
Do not make a sentence
Ethics
Language
Considerations for
effectivecommunication
Formatting
June, 2014
Slide 110
June, 2014
Slide 113
Purpose
Abstract
Why is this paper being written?
Apart from concrete

Difficult to understand
Solution of a technical problem
Not applied or practical

Thought of or stated without reference to a specific instance
Information for decision making

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Development of a methodology
Having an intellectual and affective artistic content that depends solely on intrinsic
form rather than on narrative content or pictorial representation
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A statement summarizing the important points of a text
Information about a new product
A written summary of the key points especially of a scientific paper

Mini Version of the paper
State of the art
Summary of a body of information in a paragraph

Condensed version of a longer piece of writing highlighting major points covered
What new/useful information is contained in it ?
http://www.thefreedictionary.com/abstract
June, 2014
Slide 111
June, 2014
Slide 114
19
Abstract
Keywords
Short typically 200 words
How many?
Introduction (?)
What has been done
How many are too many?
List down the terms/phrases that are used repeatedly in the text
How it has been done
List down the terms/phrases that are used repeatedly in the text
Key findings/learnings
List should includes all main key terms/phrases and a few

additional key phrases
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Quickly and accuratelyidentify basic contents of the paper

Checkif the related research is of interest
To attract the interest and curiosityof the non-specialist reader
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List common abbreviations of terms (e.g., FEA)

Cross-check the above in common vocabulary/term list or
indexing standard in your discipline
Quickly acquaintthe reader of current research

Enticepotential readers into obtaining a copyof the full paper
http://academic.research.microsoft.com/RankList?entitytype=8&t
opDomainID=8&subDomainID=10&last=0&start=1&end=100
To be rememberedlong after the paper has been read

Because on-line search databases typically contain only abstracts
http://www.editage.com/insights/tutorials/manuscript-preparation/how-to-write-effective-title-and-abstract#sthash.gffiVFbh.dpuf
June, 2014
Slide 115
June, 2014
Abstract
Hints:
Wait till the paper is written
Nomenclature
Need basis
Know and Tell

what you have to offer
Nomenclature should follow customary usage. For reference, consult

American National Standards Institute (ANSI) recommendations.
Reread the article, paper, or report with the goal of abstracting in mind
Look at main parts of each section of the paper
Use the headings, outline heads, and table of contents as a guide
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Write first draft (No Cheating)

Don't merely copy key sentences
Summarize information in a new way
Revise the rough draft
Improve Organization
Improve Transitions
Drop Unnecessary Information
Add Important Information
Eliminate wordiness
Check spelling, grammar and punctuation
June, 2014
Slide 118
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The nomenclature list should be in

alphabetical order
(capital letters first, followed by lowercase letters)
Greek symbols
Subscripts and superscripts last,
with headings separating these
http://journaltool.asme.org/help/authorhelp/webhelp/guidelines/writing_a_technical_paper.htm
Slide 116
June, 2014
Abstract
Slide 119
Introduction
Reason/Motivation/Basis behind the work
Tips:
Clear and concise results/conclusions but adequate description of project
Current status and extension proposed
Proper word choice for conciseness

Use Key words
Be Specific (-10 F versus very low temperature)
Present work as connected to previous work
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Drop unnecessary information

this paper will look at...., This Paper, is described/reported
It is believed that.,
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Statement of the goal
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Do not repeat or rephrase the title

Do not refer to things not in the paper
Content organisation
Assume good Technical vocabulary --7Avoid highly specialized words/abbs.
Concise, to the point

and Interesting
Past tense to describe the work already done, Present tense forexisting facts
Use primarily active voice. Use passive voice if it reduces word count
June, 2014
Slide 117
June, 2014
Slide 120
20
Related Work
Conclusions
Significance of the presented work Original claims
If extensive literature review has been carried out, this

review should be included.
Show the importance of the work

Provide recommendation
Extend the thought
The review should be organisedbased on topics and not

based on references
The review should not be limited to the main purpose of
the paper
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What is involved?
A judgment or decisionreached after deliberation
The American Heritage,Dictionary of the English Language, Fourth Edition
Reference for the work reviewed here should be cited in

the text and listed at the end of the paper
A judgment or opinioninferred from relevant facts
Merriam-Webster's Dictionary of Law
Not what is done, but what it means

June, 2014
Slide 121
June, 2014
Body of the report
Slide 124
Future Work
What is planned next in this direction
How? (Methods and Tools)
What new directions, if any, have been identified
Findings? (Results and Discussions)
Acknowledgement
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Client/Funding Agency
Specific and Complete
Those who assisted/helped in work

Possible to replicate
Chapter/Section/Sub-section formatting
June, 2014
Slide 122
June, 2014
Results and Discussions
Slide 125
References
Give credit where credit is due
Interpretation of results
Plagiarism
Significant results
Comparison/Correlation of results
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the unauthorized use of the language and thoughts of another author

and the representation of them as one's own
http://www.thefreedictionary.com/plagiarism
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Differences and reasons thereof
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All statements, opinions, conclusions etc. taken from another

writers work should be cited, whether the work is directly quoted,
paraphrased or summarized.
Include Figures, tables, imagestoo
June, 2014
Slide 123
June, 2014
Slide 126
21
Technical Proposal
Referencing
List all sources at the end of the report
Proposal
In the text, identify the referenced material and connect it to the

reference in the reference list using appropriate standard format
the act of offering or suggesting something for

acceptance, adoption, or performance
a plan or scheme proposed
an offer of marriage.
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Sequential Reference
Author Name Reference
APA Reference
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Documentthat lists and definesthe technicalrequirementsof a

contractor project, and explains the approach and planformulated
to addressthem.
http://www.businessdictionary.com/definition/technical-proposal.html
Text
Figures
Data/Tables
June, 2014
Books
Papers
Web
Proceedings
Dissertation

Slide 127
June, 2014
Technical Proposal
Appendices
Documentthat lists and definesthe technicalrequirementsof a

contractor project, and explains the approach and planformulated
to addressthem.
For secondary or tangential information to primary readers

An appendix is a collection of useful information that
Interfering with the flow of the report
Important but too detailed
Non-critical supporting informtion
Calculations/Derivations
Tables/Charts/Graphs
List
Slide 130
http://www.businessdictionary.com/definition/technical-proposal.html
Document
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A writing that contains information

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Things to know
What information must be included
Data/Test Results
Equipment/Software
Background information
How to organisecontents
What information must be included
What is the importance of providing sufficient details
What is the role of pursuasion
http://physics.illinois.edu/people/celia/ProjectDescription.pdf
June, 2014
Slide 128
June, 2014
Slide 131
Typical Contents of a Technical Proposal

Cover
Project Summary
Technical Description
Technical Proposal
(with references)
(key contributors)
Biographical sketches
Other sources of suppport (for all participants)
Budgetary information
Supplementary documentation
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About the organisation
June, 2014
Slide 129
June, 2014
Slide 132
22
Typical Contents
Project Plan
Travel from Bangalore to Mysore in 3 hours
Introduction
Qualification
Subject
Personnel
Purpose
Background of otganisation
Main point
Prior experience
Significance
Background Information
CurrectStatus
Costs and benefits
The problem
Purpose and main point
The problems cause
Costs
The problems effect
Benefits (deliverables)
Look to the future
Project Plan
Thank you
Major and Minor steps
Contact information
Deliverables
June, 2014
What route are we going to follow?
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no
tia
How will we know we are proceeding in correct direction? m
ro
fn
How will we know we are making timely progress?
i
ro
f
Where will we make a rest/food stop?
hc
ra
What vehicle will we use?
es
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R
How much will the vehicle rental cost
June, 2014
Background Information
Prologue
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Do we have a contingency plan?
Slide 133
st
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What alternative routseare available?
Slide 136
Project Plan
Google Mapof project
Foundation created by previous work

What is missing in the current work
Scientific/technical question/problem to be answered/solved
How this question/problem will be answered/solved

Significance to knowledge/society
Aim
Significance of the problem

Know why it is getting funded
Significance and impact of your work
Focus
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More, bigger commercial vehicles in India, driver safety

Safety systems in automobiles
No restraints to driver/helper
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Objectives
Methodology
Rstraintsfor occupant safety different than cars

RS for sleeper, design and analysis, different configurations
Reduced injurie, less economic costs
2011 --$300 B
June, 2014
https://owl.english.purdue.edu/media/pdf/20080628094326_727.pdf
Slide 134
June, 2014
Literature Review
Research Design and Methods
Status of current knowledge
Knowledge
Ongoing work in the area
Learning
Gap
Ideas
Longest section of the document

Approach
How to accompalishobjectives
(problem solving)
Relevant to the proposed work
Slide 137
(expanded relevance)
What new are you bringing to the table?
Design
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Where are you taking it? (The stepabove)
Experiments, simulations etc. to be carried out

chronological
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Basis for finalisingthe details described in approach
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Method
Details of experiments/simulations/analysis to be used

Generate confidence
Through your knowledge of what is involved
Rapport
Citing works of reviewers
June, 2014
Limitations
Assumptions/Simplifications/Constraints
Alternative approaches consequences
Slide 135
June, 2014
Slide 138
23
Research Design and Methods
Project Plan Other Contents

Project Plan/Timelines
Provide enough detail necessary for judging the proposal
Activities
Phases
Milestones
Evaluations
Decision points
Understand approach, probability of success, resource

requriement, cost estimations
Be clear leave no chance for misinterpretation
Be specific Avoid vagueness in representation of facts
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Deliverables, deadlines, cost

Protect confidential information
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Helps in execution
Monitoring
Cost
Personnel
Equipment/Infrastructure/Hardware/Software
Travel
External resources . . . . . .
If required to include accompany it with a warning label

Keep focus on your solution to the problem and not the problem itself
June, 2014
Takes time to prepare
Slide 139
June, 2014
Slide 142

Conclusion
Project Management Plan
Reemphasize
Person responsible
Importance of work
How it supports the required goal
Feasibility
Teams unique capabilities
Preparation for success
Organisationof work within organisation

Co-ordination between groups
Information sharing content and responsibility
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Within and between groups

Domestic
International
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With the sponsor

Periodic interaction with the sponsor timing and mode
Progress reports
June, 2014
Slide 140
June, 2014
Clear definition of deliverable more than, lighter
Team
Quantifiable deliverable
Mentors
Managers
Workers
Publications/Conferences/Workshop
Intellectual Property Rights (IPR)
Mode of deliverables
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Organisation
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Future Work
Infrastructure and facility
Continue the work

Additional work
Commercialisation
Provide Service service
Brief write up about the company, its history and achievements
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Progress report, Presentations, Raw Data, prog. code,

Database, Physical specimen, Prorotype, Model files,
Past projects Highlight success
June, 2014
Slide 143
Things to Consider
Project Team
Key people
Qualification, Expertise, Experience
Expertise in relevant area
Research and publications
Slide 141
June, 2014
Slide 144
24
Convincing and Persuasion
Persuasion Techniques
The best proposals have two things in common: They tackle timely
scientific issues and present them forcefully. Review panels are
Donald Dean
bowled over by enthusiasm and clear thinking.
Logos, Ethos, Pathos
Logical, Credible, Emotional
Aristotle
Aristotle
Why
Consistency
Backup information referals, data, charts
Comparisons
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Proposal has merit
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Prognosticate glipmseinto the future (firm knowledge)

Address objections
Repetition
Ability to carry it out successfully
Agitate and solve

Avoid words like might, likely . . .
June, 2014
Slide 145
June, 2014
Slide 148

Logical organisation
Make reviewers understand your logic
Like
thinking
Identify most important points

Have supporting facts and information
Lead them through your logic/arguments
To your conclusion
List research done in preparation of the project
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User/Instruction Manual
List preliminary work done in preparation of the project

List research done in preparation of the project
June, 2014
Slide 146
June, 2014
User/Instruction Manual

Add authority to your arguments
Explicitly state and justify
Cirerreferences for support
Demonstrate understanding of
problem and alternative
approaches
Discuss preparation
Technical communication documentintended to give assistance to

http://en.wikipedia.org/wiki/User_guide
people using a particular system
Be confident
I know so
Be enthusiastic
Any technologically advanced consumer products
Dont oversell
Purpose
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Anticipate objections.
Why you will succeed
Why you and not other
Why your approach is better
Present alternatives
Slide 147
Normal usageinstructions
Troubleshootinginstructions
Assembly instructions
Repair Manual
Installationinstructions
Service locations
Setup instructions
Regulatory codecompliance information
Safetyinstructions
Product technical specifications.
Programminginstructions
Warrantyinformation
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Maintenance instructions.
June, 2014
Slide 149
June, 2014
Slide 150
25
Writing Process
Style and Format

Areas that need consideration include
Who is going to use it
What has to go in it
Audience
Purpose
Task
Security settings (web based), Logos, Terms and conditions, Disclaimers . .
Breakdown
Details
Knowledge
Format (the design and layout of the pages)

Style (elements affecting readability, such as font, size, color)
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Activity
Background
Tools
Skill
State at each stage
http://www.school-for-champions.com/techwriting/process_writing_manual.htm#.U46DaHbm6CM
June, 2014
Slide 151
Style
Use an appropriate style. Decide on the technical level of your language,
how you address the user, and conventions that are required.
Technical Language
Match the level of technical language with the audiences level of
proficiency. Always underestimate the knowledge of your readers rather
than overestimate it.
Limit technical terms to those the user will encounter. If you must define
a large number of terms, use a glossary to supplement definitions in the
text.
http://www.klariti.com/technical-writing/User-Guides-Tutorial.shtml
June, 2014
Tasks and Details

Observe
Interview
Image
GEMBA
Outline and organize
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Human factors
Edit and check

June, 2014
"the real place."
Dontsalso
Mind your language

Illustrate
Slide 154
Style and Format
Research and interview to get information
Experience
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Style
Format
Slide 152
Addressing the User

When writing procedures, use the active voice (e.g. Click this) and
address users directly (write "you" rather than "the user").
When explaining an action, use the "command" form of the verb:
"Choose an option from the menu and press [ENTER]."
Presenting your material
You can improve the readability of your documents by using specific
formats to distinguish different types of information.
For example, you can distinguish the user's input from the system's
response by:
Indenting text
Using columns to layout text
Providing illustrations or photographs that highlight key areas
Using different fonts and type features (bold, italics and underline)
Nonverbal devices, such as icons or diagrams, help supplement verbal
instructions.
June, 2014
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Slide 155
What and How Tips

Who, how, where, when, New/Update?
Provide to the user
When, why and how to perform the task
Actions what is required and what to expect and
Where to look for more information
In writing
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Identifying the major tasks

Separating each major task into subtasks
Walk the user through each subtask (steps)
Using an "if-then" approach when
explaining decisions that users can make.
http://www.klariti.com/technical-writing/User-Guides-Tutorial.shtml
June, 2014
Slide 153
26

Technical Writing

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Technical Writing

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Centre for Technology & Engineering

Centre for Technology &

Technical writing is a specialized, structured way of writing, where

Thus, it is writing formatted and shapedto make reading as simple,

Types of Technical Writing

If I have seen further it is by standing on

Emails, letters, and memorandaDocuments for communicating

--Sir Isaac !ewton

Hisroryof Technical Communication

Build on existing knowledge

Press releasesDocument that describes the products functions

Rsums and job applicationsTechnical documents used in a

SpecificationsDesign outlines that describe the structure, parts,

Propagate the knowledge

Types of Technical Writing

A Brief History of Technical Cmmunication

Effective (?) Communication

Convince the audience of three key points: that the problem is

Effective writing is writing that works. It does the job without

What is meant is what said

Length of the process

Writing is a method of representing language in visual or tactile form

the activity or skill of writing.

What is meant is what is conveyed effectively

Plan and Structure

Briefly, clearly, picturesquely and accuratel

Research and OrganisationPhase

Fill the blanks

Well begun is half done.

Ensure smooth transitions

Do It Right The First Time (DRIFT)

Provides an outline to follow

Ordering of details in the contents also

Put words on paper

Try to write the final document

Put ideas into sentences

Worry about grammar

Put topics in paragraphs

Worry about spelling

Connect the content

Worry about word count

Add new ideas

Worry about readibility

Organises thoughts in writtenform

Not just the ordering of contents

Key to any communication

Develops more cohesive text

Discover central arguments/points

Elaborates key ideas

Strategy for Editing/Proof Reading

Allot sufficient time

Block time for writing

Gap between writing and PR

Scan each block/line/sentence/word

Place without interruption

Slow down reading

Read from back

Started without adequate preliminary work

Make sentences concise and accurate

Additional information for reader

Do not want to spend writing

Make connection between ideas explicit and clear

Element of Style,William Strunk, Jr.and Strunkand E.B. White(1959)

The first principle of composition is to foresee or determine the