Technical Writing- Words and Phrases
For an engineer, manager, scientist or executive - technical writing could be a part of their daily work. Some people write effectively with ease, as if it comes as naturally as breathing, while some struggle to produce poorly structured writing that can confuse and irritate their readers.
A person with good technical knowledge able to produce good writing style can be a gifted one. Generally speaking the arrangements of words or style vary from one individual to another, on the other hand some features of style are common to all good writers.
Clarity of thought is the most important feature of writing style. In the words of Walter Wells, "There should be no vagueness, not the slightest doubt or confusion over what the message says, not even for an instant." The writer should always bear in mind that he is writing for the reader and not for himself, therefore the language and the style should be formal and effective. The Purdue Online Writing Lab (OWL) offers excellent guidance on achieving clarity and conciseness in professional writing.
Economy of words required, while selecting the word that fits best into the framework, avoid wordiness, and use one's judgement while writing a piece of effective communication. Another aspect that cannot be neglected is spelling. If there is a mistake in spelling the meaning changes. Incorrect spelling conveys a poor impression of you as a communicator. It distracts the reader from getting your message.
Effective communication is also a key leadership skill. If you want to become a better leader, explore our post on Achievement Motivation and how it drives success in professional settings.
There are many ways in which you can improve your spelling:
Ø A dictionary is your most useful tool for checking and improving spelling.
Ø Write regularly, using the words which you tend to misspell. Always check the spellings, whether you are writing personal or work-related messages.
Ø One can improve spelling through your reading. Books and magazines are safer to read.
Ø Use mnemonics — a set of words that help to remember how to do something.
Ø Often one word is confused with another that somewhat resembles it. This is called malapropism.
Adapting language according to audiences:
The aim of technical writing can be clarity. If your memos, letters and reports are unclear, shows that the reader's time has been wasted. Clarity can be achieved by providing specific details, writing in the active rather than passive voice and avoiding acronyms, jargon and obscure words.
Strong communication also requires strong leadership. Read more about Leading People in Business to understand how clarity in communication translates to effective team leadership.
Guidelines for Effectiveness:
Prefer short and well-known/common words to long and uncommon words. Prefer genuine and definite words. Use acronyms carefully. Stay away from clichés. Avoid excessive use of jargon. Avoid use of foreign words and phrases. Avoid use of redundancy and circumlocution. Avoid use of discriminatory writing.
Avoiding excessive use of Jargon: The definition of jargon is 'language full of technical or special words.' Every profession has its own jargon. The use of jargon is acceptable so long as the communication takes place among colleagues in the same field or profession. But to maintain the interest of a large readership it is essential to reduce or avoid the use of jargon since the reader may not be an expert in the subject.
Avoid use of redundancy and circumlocution: Redundancy is the part of a message that can be eliminated without loss of much information. Once unnecessary words are pruned, the idea stands out clearly and effectively.
Avoid use of discriminatory writing: It is wrong in today's all inclusive society to alienate a section of the masses through the usage of discriminatory words. Such writing is offensive and does not speak well of the author's open-mindedness.
For more insights on professional growth and leadership, check out our article on Learn to Lead Others effectively in today's workplace.
The elements of style that you need to incorporate in your writing are selecting simple words, using words with precision, and making a conscientious effort to express yourself plainly. For a timeless guide to writing well, explore The Elements of Style by Strunk & White or the Grammarly guide to technical writing.
Also read: Sentence Construction, Paragraph Development and Organizing Presentation — master the building blocks of clear and effective technical writing.
Technical Writing- Words and Phrases — get the book for deeper insights.
Recommended Read: The Elements of Style by Strunk & White
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