Effective technical writing (In-House)

Note: the content of each module as shown here is purely indicative and can be adapted to suit your particular requirements.

1 Introduction to the programme

• Aims and objectives of the module
• Introductions and interests of participants

2 Creating effective technical documents

• What is technical writing? how does it differ from other writing?
• Key qualities of an effective technical document
• Communication essentials and the challenges faced by technical writers
• The lessons of experience: how the best writers write
• The five key steps : prepare – organise – write – edit – release (POWER)

3 Preparing to write

• Defining the document aims and objectives; choosing the title
• Understanding technical readers and their needs
• Getting organised; planning and managing the process
• Integrating technical and commercial elements
• The role of intellectual property rights (IPR), eg, copyright

4 Organising the content

• The vital role of structure in technical documents
• Deciding what to include and how to organise the information
• Categorising information: introductory, key and supporting
• Tools and techniques for scoping and structuring the document
• Creating and using document templates – pro’s and con’s

5 Writing the document

• Avoiding ‘blinding them with science’: the qualities of clear writing
• Problem words and words that confuse; building and using a glossary
• Using sentence structure and punctuation to best effect
• Understanding the impact of style, format and appearance
• Avoiding common causes of ambiguity; being concise and ensuring clarity
• Using diagrams and other graphics; avoiding potential pitfalls

6 Editing and releasing the document

• Why editing is difficult; developing a personal editing strategy
• Some useful editing tools and techniques
• Key requirements for document issue and control

1 Introduction

• Aims and objectives of the day
• Introductions and interests of participants
• The ‘POWER’ writing process for specifications

2 Creating better specifications

• The role and characteristics of an effective specification
• Specifications and contracts; the legal role of specifications
• Deciding how to specify; understanding functional and design requirements
• Developing the specification design; applying the principles of BS 7373
• Getting organised: the key stages in compiling an effective specification

3 Preparing to write a specification

• Defining the scope of the specification; deciding what to include and what not
• Scoping techniques: scope maps, check lists, structured brainstorming
• The why/what/how pyramid; establishing and understanding requirements
• Clarifying priorities; separating needs and desires: the MoSCoW method
• Useful quantitative techniques: cost benefit analysis, QFD, Pareto analysis
• Dealing with requirements that are difficult to quantify

4 Organising the content

• The role of structure in specifications
• Typical contents and layout for a specification
• What goes where: introductory, key and supporting sections
• Creating and using model forms: the sections and sub sections
• Detailed contents of each sub-section
• Exercise: applying the tools and techniques

5 Writing the specification

• Identifying and understanding the specification reader
• Key words: will, shall, must; building and using a glossary
• Writing performance targets that are clear and unambiguous
• Choosing and using graphics
• Exercise: writing a specification

6 Editing and releasing the document

• Key editing issues for specifications
• Issue and control of specifications

1 Introduction

• Aims and objectives of the day
• Introductions and interests of participants
• The ‘POWER’ technical writing process for technical reports

2 Creating better reports

• What is a technical report? types and formats of report
• The role and characteristics of an effective technical report
• Understanding technical report readers and their needs
• The commercial role and impact of technical reports
• Getting organised: the key stages in compiling a technical report

3 Preparing to write reports

• Agreeing the terms of reference; defining aims and objectives
• Being clear about constraints; defining what is not to be included
• Legal aspects and intellectual property rights (IPR) for reports
• Preparing the ground; gathering information and reference documents
• Keeping track of information: note making, cataloguing and cross referencing
• Tools and techniques for developing a valid and convincing argument

4 Organising the content

• The role of structure reviewed; some typical report structures
• Who needs what: identifying the varied needs of the readership
• What goes where: introductory, key and supporting sections
• Creating and using model forms: the sections and sub sections
• Detailed contents of each sub-section
• Exercise: applying the tools and techniques

5 Writing the report

• Planning the storyline: the report as a journey in understanding
• Recognising assumptions about the reader; what they do and don’t know
• Converting complex concepts into understandable statements
• Presenting technical data and its analysis; the role of graphics
• Presenting the case simply whilst maintaining technical integrity
• Exercise: writing a technical report

6 Editing and releasing the report

• Key editing issues for technical reports
• Issue and control of technical reports