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
Hebbal––Hootagalli
Hootagalli
Hebbal
Mysore
Mysore––570018,
570018,INDIA
INDIA
www.larsentoubro.com
www.learning.ltindia.com

Technical Writing
Required writing skills for professionals
involved in technically oriented jobs

reo
ys
M
,
T
&
L

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.

reo
ys
M
,
T
&
L

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

©Vimarshee Consultants

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”
reo
ys
M
,
T
&
L

n
o
t
w
!e
_
a
a
Is/
i
k
i
w
g/r
o
e.t
o
u
q
i
k
iw
.n
e/
/:
p
tth

Emails, letters, and memoranda–Documents for communicating
information or persuading recipient to accomplish a certain task.
Letters for external and memoranda for intra-business
communication
Technical reports–Document providing information, instructions,
and analysis on tasks
Proposals–Document 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 procedures–Documents that help either
developers or end users operate or configure a device or program.
White papers–Documents written for experts in a field describing
a solution to a technological or business challenge or problem

reo
ys
M
,
T
&
L

--Sir Isaac !ewton
June, 2014

Slide 2

©Vimarshee Consultants

June, 2014

Hisroryof Technical Communication
Oral

Apprenticeship

Written observation

th
th
Renaissance (147–1
centry)
th
Scientific journals (187century)

• Build on existing knowledge
Sales

Service

Development

Testing

Procurement

Manufacturing

Work Instructions

e
ors
y
M
,T
&
L

Press releases–Document that describes the product’s functions
and value to the public
Descriptions–Shorter explanations of procedures and processes
that help readers understand how something works

e
ors
y
M
,T
&
L

Résumés and job applications–Technical documents used in a
professional setting to inform readers of the author’s credentials

Manuals

Customer
June, 2014

Specifications–Design 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

©Vimarshee Consultants

©Vimarshee Consultants

A Brief History of Technical Cmmunication
Frederick M. O’Hara, Jr.
Slide 3

Web sites
June, 2014

©Vimarshee Consultants

Slide 6

1

Technical Writing
The “Technical”Part
The author should be in command
Domain Knowledge
What is the work all about
Significance/Importance of the work
Current knowledge
Vocabulary
Contents

reo
ys
M
,
T
&
L

reo
ys
M
,
T
&
L

Writing Process

What?
How?
Learning?
What to show
Best way to show
Proper sequence of information
June, 2014

Slide 7

©Vimarshee Consultants

June, 2014

Slide 10

©Vimarshee Consultants

“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

reo
ys
M
,
T
&
L

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

reo
ys
M
,
T
&
L

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

©Vimarshee Consultants

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

e
ors
y
M
L

Think
Note things down
Talk to others
Research aspects
---Continuing process

e
ors
y
M
,T
&
L

Edit contents
Structure
Organise

Organise

What is meant is what is conveyed effectively

Why?

Take notes
Summarise

How?
Writing --Process
©Vimarshee Consultants

Plan and Structure

Edit ideas

,T
&

“Briefly, clearly, picturesquely and accuratel”

June, 2014

Slide 11

©Vimarshee Consultants

Slide 9

June, 2014

©Vimarshee Consultants

Slide 12

2

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

5

reo
ys
M
,
T
&
L

Summarise
Argue/Persuade
Narrate
Evaluate
Analyse
Respond
Examine
Observe
June, 2014

Well begun is half done.

i

Ensure smooth transitions

f
3
IV

Do It Right The First Time (DRIFT)

June, 2014

©Vimarshee Consultants

Organisation

Writing a Draft
a preliminary version of a piece of writing
http://www.thefreedictionary.com/draft

Do

Why organise?

reo
ys
M
,
T
&
L

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

©Vimarshee Consultants

June, 2014

Organisation
i

5

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

reo
ys
M
,
T
&
L

©Vimarshee Consultants

Slide 17

Writing
1

II

Organises thoughts in “written”form

D

• Spatial
• Chronological
• Importance
• Comparison/Contrast
• Problem/Solution

Don’t

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

1

D
Slide 13

©Vimarshee Consultants

reo
ys
M
,
T
&
L

Develops more cohesive text

List
Group

Explain examples/ideas

e
ors
y
M

Discover central arguments/points

,T
&

Order

L

Elaborates key ideas

Label

e
ors
y
M
,T
&
L

Uncover transitions

IV

Writer centered

f
3
June, 2014

©Vimarshee Consultants

Slide 15

June, 2014

©Vimarshee Consultants

Slide 18

3

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

reo
ys
M
,
T
&
L

Take breaks

Tense consistency

Read aloud

Make it a routine

Subject-Verb

Read from back

Handwrite (?)

Spelling

Be a reader
Don’t depend on technology
Slide 19

©Vimarshee Consultants

June, 2014

©Vimarshee Consultants

Revision
Get feedback/help

• Started without adequate preliminary work
• Ideate
• Topic bores you
• Find something interesting
reo
ys
M
,
T
&
L

Make sentences concise and accurate

Ideas
Thoughts

Flow
Sequencing

June, 2014

• Stressed out
• Relaxing exercises

Replace

Repetitions
Relevancy

reo
ys
M
,
T
&
L

• 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

Writers’Block

Readers’needs/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

reo
ys
M
,
T
&
L

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

©Vimarshee Consultants

June, 2014

• Counsel yourself
©Vimarshee Consultants

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

e
ors
y
M
,T
&

Grammar

L

Punctuation

e
ors
y
M
,T
&
L

Consistency

Readability etc.………..
June, 2014

©Vimarshee Consultants

Slide 21

June, 2014

©Vimarshee Consultants

Slide 24

4

Principles of Technical Writing

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

reo
ys
M
,
T
&
L

http://vicegwapo.blogspot.in/

Precision –7degree of specificity

http://www.cypressmedia.net/articles/articl
e/26/six_principles_of_technical_writing

©Vimarshee Consultants

Slide 25

June, 2014

Principles of Technical Writing

Slide 28

©Vimarshee Consultants

Ethics in Technical Writing

Know your Audience

“Standards of conduct and moral judgment”
--Webster’s !ew World Dictionary of the American Language

Person for which this document is being created
Person’s expectations
Person’s 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

reo
ys
M
,
T
&
L

©Vimarshee Consultants

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

reo
ys
M
,
T
&
L

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

reo
ys
M
,
T
&
L

5.Respect for peers’work
6.Professionalism
©Vimarshee Consultants

Slide 29

Principles of Technical Writing
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
e
ors
y
M

Clarity = f(Audience)

Audience

,T
&
L

e
ors
y
M
,T
&
L

Conciseness
Compact, but with clarity and accuracy
Low word count
Avoid unfamiliar words and long sentences
June, 2014

©Vimarshee Consultants

Slide 27

June, 2014

©Vimarshee Consultants

Slide 30

5

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
reo
ys
M
,
T
&
L

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

©Vimarshee Consultants

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 reader’s 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?

©Vimarshee Consultants

reo
ys
M
,
T
&
L

Technicians:,High level of practical knowledge about
technology/product

reo
ys
M
,
T
&
L

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

©Vimarshee Consultants

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
e
ors
y
M

e
ors
y
M

Go for majority

,T
&

What they want and don’t 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

©Vimarshee Consultants

Types of Audience

What about the audience should one find out?

June, 2014

reo
ys
M
,
T
&
L

Add information readers need, omit they do not need

L

,T
&
L

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

©Vimarshee Consultants

Slide 33

https://www.tu-chemnitz.de/phil/english/chairs/linguist/independent/kursmaterialien/TechComm/acchtml/aud.html
June, 2014

©Vimarshee Consultants

Slide 36

6

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

reo
ys
M
,
T
&
L

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

reo
ys
M
,
T
&
L

Writing

Be Concise

html/aud.html
Slide 37

©Vimarshee Consultants

June, 2014

BUT

Be Complete

©Vimarshee Consultants

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 Martha’s Vineyard.

reo
ys
M
,
T
&
L

Brevity

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

reo
ys
M
,
T
&
L

The fluctuating salinity of EGP concerns
everyone on Martha’s Vineyard.
The fluctuating salinity of EGP concerns all on
Martha’s Vineyard.
June, 2014

Slide 38

©Vimarshee Consultants

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

e
ors
y
M
,T
&
L

1.Reduce long clauses to shorter phrases
Flutter which was regarded as a minor problem in 1940’s
has grown in importance.
Flutter, regarded as a minor problem in 1940’s, has grown
in importance.

©Vimarshee Consultants

L

In case, inertia force is substantial, the phenomenon is
termed as dynamic aeroelastic,instability or “Flutter”

wordnetweb.princeton.edu/perl/webwn
Slide 39

,T
&

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

e
ors
y
M

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?

©Vimarshee Consultants

June, 2014

©Vimarshee Consultants

Slide 42

7

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

reo
ys
M
,
T
&
L

l/2

Brevity/Conciseness

reo
ys
M
,
T
&
L

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 county’s 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 ….
e
ors
y
M

Delete words implied by other words

,T
&

Red in colour, unexpected surprise, past history, personal opinion

L

e
ors
y
M
,T
&
L

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

©Vimarshee Consultants

Slide 47

How to be Brief?

*

FogIndex  0.4* words / sentence # of long words 
( keep it below 8,
e ~Sentenc
15words
Long words ~ 5)

©Vimarshee Consultants

• 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 can’t be overemphasized that, We have to not
especially that, Basically, In the final analysis, ………
Long sentences

reo
ys
M
,
T
&
L

• 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

©Vimarshee Consultants

©Vimarshee Consultants

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

reo
ys
M
,
T
&
L

Find the diplacementof the free end of a cantilever beam
subjected to a point load at its mid-span

Slide 43

©Vimarshee Consultants

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

©Vimarshee Consultants

Slide 48

8

How to be Brief?

PrècisWriting

• Use active voice

• Read the passage
• Find suitable title
• Draft a rough outline
• Select and arrange
reo
ys
M
,
T
&
L

This presentation is being made by me
I am making this presentation

reo
ys
M
,
T
&
L

•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 author’s views
Use words for conciseness, eliminate wordiness
Improve organisationand transitions

June, 2014

Slide 49

©Vimarshee Consultants

June, 2014

Needless words

Category
nouns
verbs
adjectives
adverbs

©Vimarshee Consultants

Slide 52

PrècisWriting

(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 can’t say a simple thing
like “What a smart dress you’re wearing!”without sounding as though they thought all your
other dresses were horrors. Or they will say, “I’ve always loved that dress of yours,”in such a
way as to suggest to the others present that you’ve 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. Don’t say, “Oh, this old dress? It doesn’t even fit
properly!”
(31)
reo
ys
M
,
T
&
L

There’s 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 owner’s 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 he’s looking well. No one (except a
hypochondriac) likes to hear that he looks tired, pale, or ill.
(70)

reo
ys
M
,
T
&
L

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

©Vimarshee Consultants

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

©Vimarshee Consultants

Slide 53

PrècisWriting
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

e
ors
y
M
,T
&
L

• 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

©Vimarshee Consultants

Slide 51

June, 2014

©Vimarshee Consultants

e
ors
y
M
,T
&
L

Slide 54

9

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'

reo
ys
M
,
T
&
L

types of words and phrases to link
individual sentences and parts of sentences

Mind’s 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

reo
ys
M
,
T
&
L

Slide 55

©Vimarshee Consultants

June, 2014

Slide 58

©Vimarshee Consultants

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

reo
ys
M
,
T
&
L

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

reo
ys
M
,
T
&
L

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

©Vimarshee Consultants

June, 2014

©Vimarshee Consultants

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
e
ors
y
M
,T
&

• 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

L

e
ors
y
M
,T
&
L

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

©Vimarshee Consultants

Slide 57

June, 2014

©Vimarshee Consultants

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.

reo
ys
M
,
T
&
L

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.

reo
ys
M
,
T
&
L

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

©Vimarshee Consultants

Slide 61

June, 2014

Slide 64

©Vimarshee Consultants

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
©Vimarshee Consultants

Read, Read, Read
(keep a dictionary handy)
Listen
Newspapers, Short stories, Novels,

reo
ys
M
,
T
&
L

Parallel structure

June, 2014

Sentences

Puzzles, tests
reo
ys
M
,
T
&
L

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

©Vimarshee Consultants

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
ors
y
M

Language

All simple sentences –does not show maturity
For better impact
For better punctuated text

,T
&
L

e
ors
y
M
,T
&
L

Need to remember all the classifications?
Not necessarily. Notice them, know them an use them
Do not go overboard
June, 2014

©Vimarshee Consultants

Slide 63

June, 2014

©Vimarshee Consultants

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.

reo
ys
M
,
T
&
L

(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

©Vimarshee Consultants

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

reo
ys
M
,
T
&
L

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

©Vimarshee Consultants

Slide 68

reo
ys
M
,
T
&
L

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.

reo
ys
M
,
T
&
L

Although Euro 2008 games are telecast on TV, I am not able to
watch them, because these are telecast late at night.
Slide 67

©Vimarshee Consultants

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

( ,)

( ?)

ࠒࠒࠒࠒ
ࠒ )
(ࠒ
( ‘’) ( )

( [])
( .)

( !)
( /)

( &) ( *) ( @) ( \) ( •, more )
( °) ( #) ( ′) ( ~) ( _) ( |)

( _)
( ‒)

( {})

( :)

( ())

©Vimarshee Consultants

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

e
ors
y
M

• 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

L

e
ors

y
Cricketers, who have not been performing lately, should be critically reviewed. M
,

,T
&

T
&
L

• 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

©Vimarshee Consultants

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

©Vimarshee Consultants

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

©Vimarshee Consultants

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

reo
ys
M
,
T
&
L

music

friendship

failure

©Vimarshee Consultants

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
reo
ys
M
,
T
&
L

• 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
©Vimarshee Consultants

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

reo
ys
M
,
T
&
L

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 Master’s 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

©Vimarshee Consultants

reo
ys
M
,
T
&
L

Slide 77

Capitalisation
•Scientific names : Earth (earth –ground), Halley’s 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

©Vimarshee Consultants

e
ors
y
M
,T
&
L

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

©Vimarshee Consultants

e
ors
y
M
,T
&
L

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

reo
ys
M
,
T
&
L

• Direct quote, not syntactically connected to the sentence starts
with a capital (Newton’s 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

©Vimarshee Consultants

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

©Vimarshee Consultants

reo
ys
M
,
T
&
L

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
ys
M
,
T
&
L

some, most, none
(single quantity)

It eats
Person

reo
ys
M
,
T
&
L

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

©Vimarshee Consultants

June, 2014

©Vimarshee Consultants

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
reo
ys
M
,
T
&
L

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

reo
ys
M
,
T
&
L

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

©Vimarshee Consultants

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
e
ors
y
M

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

©Vimarshee Consultants

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

,T
&
L

Verb

e
ors
y
M
,T
&

Automobile engines produce mechanical energy from fossil fuel byburning.

L

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

©Vimarshee Consultants

Slide 87

June, 2014

©Vimarshee Consultants

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 India’s five-star airline offers you a daily direct flight between B & V
reo
ys
M
,
T
&
L

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

©Vimarshee Consultants

Tabular

Graphical

June, 2014

Tabular Data

reo
ys
M
,
T
&
L

Un-natural word breaks
The road to the new airport is no were near completion.

Slide 92

©Vimarshee Consultants

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

reo
ys
M
,
T
&
L

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

©Vimarshee Consultants

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

©Vimarshee Consultants

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

reo
ys
M
,
T
&
L

Slide 95

Data as Column Plot
diary/dairy
groove/grove
affect/effect
its/it’s
miner/minor
to/too/two
vice/vise
descent/decent
wiper/viper
than/then
your/you’re

16

14

12

e
ors
y
M

10

,T
&

e
ors
y
M
,T
&

8

L

L

6

4

2

Changing spellings
Explain/Explanatory
June, 2014

0
1

2

3

4

5

6

7

8

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
©Vimarshee Consultants

Slide 93

June, 2014

©Vimarshee Consultants

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

reo
ys
M
,
T
&
L

150

100

reo
ys
M
,
T
&
L

50

0
0

10

20

30

June, 2014

40

50

60

©Vimarshee Consultants

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

reo
ys
M
,
T
&
L

Histogram
Error
Hi Lo

June, 2014

Tabular
Presentation
©Vimarshee Consultants

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

L

L

400
300
200
100
0
1950

©Vimarshee Consultants

Open Market Model

Per Capita GDP (USD)

e
ors
y
M

Categorize technical information
Itemize important points
Show steps in a process
List specific characteristics
“Responsibility Table”

Slide 101

©Vimarshee Consultants

Tables and Charts

June, 2014

reo
ys
M
,
T
&
L

Polar Plot

Raw data table
Graphical
Presentation

Slide 100

©Vimarshee Consultants

Slide 99

June, 2014

1960

1970

1980

©Vimarshee Consultants

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

reo
ys
M
,
T
&
L

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.

T

(Not an excuse to meet the minimum requirement)

4 AE
L
K e  2  
B B d
2
L 1
June, 2014

Slide 103

©Vimarshee Consultants

June, 2014

Slide 106

©Vimarshee Consultants

Keep your Chin up

Reporting Numbers
sk
o
o
B
JM
B
”,
w
o
h
w
o
n
k
uo
y
n
eh
w
y
sa
E
,g
n
it
ir
W

Practice is the best of all instructors.

--PubliliusSyrus,
Syrian-born Roman author, c. 100 BC

reo
ys
M
,
T
&
L

--Edison

Slide 104

©Vimarshee Consultants

reo
ys
M
,
T
&
L

“Genius is 1% inspiration and 99% perspiration.”

c
fii
nt
ei
c
S
“
,
ate
P
re
fi
n
n
eJ
June, 2014

reo
ys
M
,
T
&
L

June, 2014

©Vimarshee Consultants

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

e
ors
y
M

e
ors
y
M

,T
&

,T
&

Technical Paper Writing

L

Units (mm not Mm, MPa not mPa)

L

Placement of figures, etc.

• Consistency

• Consistency

Proof Reading/Self review
June, 2014

©Vimarshee Consultants

Slide 105

June, 2014

©Vimarshee Consultants

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
reo
ys
M
,
T
&
L

Intellectual Property Rights
To publish

Title

Results & Discussions

Abstract & Keyword

Conclusions

Nomenclature

Future Work

Introduction

Acknowledgements

Related Work

References

Body of the report

reo
ys
M
,
T
&
L

Appendices
Size

June, 2014

Slide 109

©Vimarshee Consultants

June, 2014

Compostionand Characteristics

Title
Predicts Content
Catches Reader’s interest

Common

Purpose

Slide 112

©Vimarshee Consultants

Contents

Finish writing the paper

Audience

Revisit the “focus”/“theme”

Organisation
Brevity

Effective

Clarity

reo
ys
M
,
T
&
L

Do not pick a “complete line”

Consider Audience

reo
ys
M
,
T
&
L

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
“effective”communication

Formatting
June, 2014

©Vimarshee Consultants

Slide 110

June, 2014

Slide 113

©Vimarshee Consultants

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
e
ors
y
M

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

,T
&

e
ors
y
M
,T
&

A statement summarizing the important points of a text

L

Information about a new product

L

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

©Vimarshee Consultants

Slide 111

June, 2014

©Vimarshee Consultants

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

reo
ys
M
,
T
&
L

• 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

reo
ys
M
,
T
&
L

• 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

©Vimarshee Consultants

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
reo
ys
M
,
T
&
L

 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

©Vimarshee Consultants

©Vimarshee Consultants

reo
ys
M
,
T
&
L

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

©Vimarshee Consultants

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

e
ors
y
M

• Drop unnecessary information
“this paper will look at....”, “This Paper…”, “…is described/reported”
“It is believed that….”,

,T
&

Statement of the goal

L

e
ors
y
M
,T
&
L

• 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

©Vimarshee Consultants

Slide 117

June, 2014

©Vimarshee Consultants

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

reo
ys
M
,
T
&
L

reo
ys
M
,
T
&
L

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

©Vimarshee Consultants

Slide 121

June, 2014

Body of the report

Slide 124

©Vimarshee Consultants

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

reo
ys
M
,
T
&
L

reo
ys
M
,
T
&
L

Client/Funding Agency

Specific and Complete

Those who assisted/helped in work
Possible to replicate
Chapter/Section/Sub-section formatting
June, 2014

©Vimarshee Consultants

Slide 122

June, 2014

Results and Discussions

Slide 125

©Vimarshee Consultants

References
Give credit where credit is due

Interpretation of results

Plagiarism

Significant results
Comparison/Correlation of results

e
ors
y
M

“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

,T
&

,T
&

L

Differences and reasons thereof

e
ors
y
M
L

“All statements, opinions, conclusions etc. taken from another
writer’s work should be cited, whether the work is directly quoted,
paraphrased or summarized”.
Include Figures, tables, images…too

June, 2014

©Vimarshee Consultants

Slide 123

June, 2014

©Vimarshee Consultants

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.

reo
ys
M
,
T
&
L

Sequential Reference
Author Name Reference
APA Reference

reo
ys
M
,
T
&
L

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
• ………

©Vimarshee Consultants

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

©Vimarshee Consultants

http://www.businessdictionary.com/definition/technical-proposal.html

Document
reo
ys
M
,
T
&
L

A writing that contains information
reo
ys
M
,
T
&
L

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

©Vimarshee Consultants

Slide 128

June, 2014

Slide 131

©Vimarshee Consultants

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

e
ors
y
M
,T
&
L

e
ors
y
M
,T
&
L

About the organisation

http://physics.illinois.edu/people/celia/ProjectDescription.pdf
June, 2014

©Vimarshee Consultants

Slide 129

June, 2014

©Vimarshee Consultants

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 problem’s cause
Costs
The problem’s 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?

reo
ys
M
,
T
&
L

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
e
R
How much will the vehicle rental cost

June, 2014

©Vimarshee Consultants

Background Information
“Prologue”

reo
ys
M
,
T
&
L

Do we have a contingency plan?

Slide 133

©Vimarshee Consultants

st
ne
m
er
uiq
er
ntt
ei
lC

What alternative routseare available?

Slide 136

Project Plan
“Google Map”of 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

reo
ys
M
,
T
&
L

More, bigger commercial vehicles in India, driver safety
Safety systems in automobiles
No restraints to driver/helper

reo
ys
M
,
T
&
L

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

©Vimarshee Consultants

June, 2014

Literature Review

©Vimarshee Consultants

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
e
ors
y
M
,T
&
L

Where are you taking it? (The “step”above)

Experiments, simulations etc. to be carried out
chronological
e
ors
y
M

Basis for finalisingthe details described in approach

,T
&

Method

L

Details of experiments/simulations/analysis to be used
Generate confidence
Through your knowledge of what is involved
Rapport
Citing works of reviewers
June, 2014

©Vimarshee Consultants

Limitations
Assumptions/Simplifications/Constraints
Alternative approaches –consequences
Slide 135

June, 2014

©Vimarshee Consultants

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

reo
ys
M
,
T
&
L

Deliverables, deadlines, cost
• Protect confidential information

reo
ys
M
,
T
&
L

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

©Vimarshee Consultants

June, 2014

©Vimarshee Consultants

Project Plan –Other Contents

Slide 142

Project Plan –Other Contents
Conclusion

Project Management Plan

Reemphasize

Person responsible

Importance of work
How it supports the required goal
Feasibility
Team’s unique capabilities
Preparation for success

Organisationof work within organisation
Co-ordination between groups
Information sharing –content and responsibility

reo
ys
M
,
T
&
L

Within and between groups
Domestic
International

reo
ys
M
,
T
&
L

With the sponsor
Periodic interaction with the sponsor –timing and mode
Progress reports
June, 2014

Slide 140

©Vimarshee Consultants

June, 2014

Project Plan –Other Contents

Clear definition of deliverable –more than, lighter

Team

Quantifiable deliverable

Mentors
Managers
Workers

Publications/Conferences/Workshop
Intellectual Property Rights (IPR)
Mode of deliverables

e
ors
y
M
,T
&

Organisation

,T
&
L

Future Work

Infrastructure and facility

Continue the work
Additional work
Commercialisation
Provide Service service

Brief write up about the company, its history and achievements

©Vimarshee Consultants

e
ors
y
M

Progress report, Presentations, Raw Data, prog. code,
Database, Physical specimen, Prorotype, Model files,

L

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

©Vimarshee Consultants

Slide 141

June, 2014

©Vimarshee Consultants

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
reo
ys
M
,
T
&
L

Proposal has merit

reo
ys
M
,
T
&
L

Prognosticate –glipmseinto the future (firm knowledge)
Address objections
Repetition

Ability to carry it out successfully

Agitate and solve
Avoid words like –might, likely . . .
http://physics.illinois.edu/people/celia/ProjectDescription.pdf
June, 2014

Slide 145

©Vimarshee Consultants

June, 2014

©Vimarshee Consultants

Slide 148

Convincing and Persuasion
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

reo
ys
M
,
T
&
L

reo
ys
M
,
T
&
L

User/Instruction Manual

List preliminary work done in preparation of the project
List research done in preparation of the project

http://physics.illinois.edu/people/celia/ProjectDescription.pdf
June, 2014

Slide 146

©Vimarshee Consultants

June, 2014

©Vimarshee Consultants

User/Instruction Manual

Convincing and Persuasion
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

Don’t oversell

Purpose
e
ors
y
M
,T
&
L

Anticipate objections.
Why you will succeed
Why you and not other
Why your approach is better
Present alternatives
©Vimarshee Consultants

Slide 147

Normal usageinstructions

Troubleshootinginstructions

Assembly instructions

Repair Manual

Installationinstructions

Service locations

Setup instructions

Regulatory codecompliance information

Safetyinstructions

Product technical specifications.

Programminginstructions

Warrantyinformation

e
ors
y
M
,T
&
L

Maintenance instructions.

http://physics.illinois.edu/people/celia/ProjectDescription.pdf
June, 2014

Slide 149

June, 2014

©Vimarshee Consultants

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)

reo
ys
M
,
T
&
L

Activity

Background

Tools

Skill

State at each stage

http://www.school-for-champions.com/techwriting/process_writing_manual.htm#.U46DaHbm6CM
June, 2014

Slide 151

©Vimarshee Consultants

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 audience¯s 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

reo
ys
M
,
T
&
L

Human factors

Edit and check
June, 2014

"the real place."

Don’t’salso

Mind your language
Illustrate

©Vimarshee Consultants

Slide 154

Style and Format

Research and interview to get information

Experience

reo
ys
M
,
T
&
L

Style
Format

©Vimarshee Consultants

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

©Vimarshee Consultants

reo
ys
M
,
T
&
L

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

e
ors
y
M
,T
&
L

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

©Vimarshee Consultants

Slide 153

26