BCA Style Technical Communication Study Material Notes

BCA Style Technical Communication Study Material Notes: Technical style Learning objectives ABC of technical communication accuracy Breviry using exact Words and Phrases Clarity Checklist for Conciseness Objectivity in Technical Communication Impersonal Language Objectivity in Professional Speaking Formal Language. ( Most Important Notes for BCA Students )

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Style in Technical Communication

TECHNICAL STYLE

When you write a letter to your friend, you try to be personal and subjective. On the other hand, you are impersonal, objective, and direct when you write your project report. Similarly, when you talk to a friend, you use informal language and casual style. In contrast, you use formal language when you make an oral presentation. The reason is obvious. You may like to express your feelings, Style in technical emotions, and sentiments through a letter or an informal casual conversation, but communication is the only concern with facts when you are writing a technical report or making way one speaks or writes to convey an oral presentation. This difference of attitude and approach determines the technical information, characteristic features of ‘general style’ and ‘technical style’.

Since ‘style’ is a major consideration in technical communication, we need to look more closely at the concept of style in technical communication. What is style? Style refers to the way so Something is said rather than what is said. For our purposes, style is the distinctive mode or manner of expressing ideas in language. But what is this distinctive mode or manner of expression? This distinctive manner may refer to the process of choosing appropriate

words and phrases (formal, informal, technical, and so on);

sentence structure (simple, complex, compound, mixed, and so on);

sentence type (affirmative, negative, questions, question tags, and so on);

rhetorical devices or discourse writing techniques (description, narration, explanation, comparison and contrast, and so on); and

effective logical structure and organization.

Style in communication depends on several factors. It largely depends on

Thus, style in technical communication may refer to the way a person puts words together into sentences, arranges sentences into paragraphs, and organizes paragraphs to frame a piece of writing or an appropriate oral discourse to convey technical information clearly and accurately. In short, it is the way one speaks or writes when one deals with a technical or scientific subject. Let us try to understand this with the help of an example. Read the following short passage about sounds and note its style and language:

“For a sound to be produced and heard, a source of vibratory energy, a material medium, and a receiver are required. Some of the energy from a vibrating source is transmitted as a longitudinal wave through the medium to the ear. Sound waves will not travel through a vacuum. The ear is sensitive to the small pressure variations caused by the sound wave and is able to convert these small pressure changes into electrical impulses. These are transmitted by auditory nerves to the brain, where they produce the sensation of sound.

Sound sources are present almost everywhere in our environment, and the control of sound is a major problem. Unwanted sounds are called noise. The control of noise is becoming an important consideration in our everyday lives. Excessive noise is known to produce drastic changes in our personalities, it is fatiguing, and it may cause deafness and even a reduction in our life span,”

Now let us examine the salient features of this passage. • The passage describes the topic with objectivity as the writer does not use personal pronouns.

subjective comments, or emotional expressions. The writer uses formal words and makes the passage objective and impersonal by choosing passive constructions such as “to be produced and heard”. “are required”, “is transmitted”, “caused by”, “are called”, “is known to”, and so forth. The writer uses compact phrases containing scientific words/technical terms such as “vibratory energy”, “vibrating source”, “longitudinal wave”, “pressure variations”, “electrical impulses”, and “auditory nerves”, and so on.

The language is simple, direct, factual, and precise. There is no use of decorative language, figures of speech, or roundabout expressions. The author uses the rhetorical technique of description with the linear logical organization to present the information.

Technical communication skills can be improved by learning to recognize the essential features of technical style. The most important elements that one needs to keep in mind are appropriateness, brevity, clarity, objectivity, and formal language.

ABC OF TECHNICAL COMMUNICATION

Remember that the acronym ABC denotes the three basic elements of technical communication: Accuracy, Brevity, and Clarity.

Accuracy

The first characteristic feature of technical communication is accuracy, which includes accuracy of information as well as the accuracy of expression. One must assure oneself of the accuracy of information before communicating. For example, if a person has to write a technical report or give an oral presentation,

he/she should repeatedly check all the facts that need to be included in the report/ Accuracy demands Any factual error will put a question mark on the reliability of the report exactness and precision or presentation and thereby reduce its effectiveness. Moreover, facts have to be recorded carefully and appropriately. Accuracy of expression demands that there should be no errors of grammar, spelling, punctuation, or usage. One has to be careful about grammar and punctuation mistakes and should review and revise the draft thoroughly for these errors. If a person is making a professional oral presentation or taking part in a conversation, meeting, or discussion, he/she should take care of pronunciation, accent, intonation, and non-verbal mannerisms. Accuracy is essential for a professional and technical communicator.

Accuracy of expression also demands ‘precision’ in the use of words, phrases, sentences, and paragraphs. One must be certain that one is expressing one’s ideas precisely and exactly so that the reader/audience is able to understand without confusion or misunderstanding. Characteristics of Precision Precision is the quality of being exact, accurate, and definite. In technical communication, precision refers to the art of attaining exact correspondence between the matter to be communicated and its presentation. It is an essential feature of technical style. As words are the symbols of ideas and the ingredients of thought, an effective sentence cannot be made from imprecise, incorrect, or inappropriate words. Words shape thought and help us to organize ideas and facts into manageable larger units. To use words in their appropriate places one must select words that convey the precise meaning from among the synonyms at one’s disposal. Thus, precision demands an exact knowledge of the meaning of words and involves the use of simple, familiar, and concrete words instead of vague, abstract, difficult, and unfamiliar words, clichés, and technical jargon.

Techniques of Precision The various techniques that can be used to make expression precise and exact include using.

simple and familiar words,

exact words and phrases, and

avoiding excessive use of jargon.

Using Simple and Familiar Words Some people fancy big words. They seem to believe that big and difficult words reflect one’s depth of understanding and command of language. The truth is just the opposite. Simplicity is an art and it is not easy to be simple. Using easy, simple, and familiar words demands a better understanding and command of the language. The use of simple and familiar words makes it easier for the reader or listener to understand the message include using simple, transmitted. On the other hand, difficult words and phrases are barriers to effective familiar, and exact communication. A message may not be understood just because the words are used to words. present the information is too difficult for the reader/listener.

Read the following passage about metals:

You will find this passage difficult to understand because it contains unfamiliar and difficult words like “trenchantly”, “ignite”, “retained”, “unenclosed”, “inflamed”, “blazes”, and “yielding”.

Now, read the following improved version of the passage. The words underlined in the above passage have been replaced. Simple and familiar equivalents of the underlined words are used here.

You will agree that this passage is better because it contains simple and familiar words, that is, vigorously, catch fire, kept, open, heated, burns, producing

Study the list of some of the most commonly used difficult words and their plain equivalents are given in Table 3.1.

Avoiding Difficult Words and Complex Jargon Technical jargon is an integral part of technical communication but using too much jargon, which the audience may not understand, will be inappropriate. Before you use specialized vocabulary and terminology, you must try to consider whether your audience has

sufficient education,

considerable knowledge of your subject, and

the ability to understand the technical details that you want to give.

Checklist for Achieving Accuracy and Precision

Check facts for accuracy of information

Revise your draft for grammar, usage, spelling, and punctuation errors

Take care of your pronunciation, accent, intonation, and non-verbal mannerisms during oral communication

Use simple, familiar, and exact words

Avoid difficult and unfamiliar words

Use words carefully with proper discretion

Avoid excessive jargon

BCA Style Technical Communication

Brevity

Brevity is the quality of being brief but comprehensive in expression. You must try to be as brief as possible and give maximum information in the minimum number of words possible. Nobody has the time to read or listen to long and dull discourses. Lengthy documents or speeches and presentations with unnecessary details bore readers or listeners.

A document can be made brief and concise by avoiding wordiness and repetition.

Avoiding Wordiness Wordiness normally results from the desire to impress the reader with learning, language skills, or intellect by substituting words for thoughts. Read the following passage and note the use of a wordy style:

Blasting is a very important and significant process, which can be defined as a process where rock is broken into fragments for a remarkable purpose, that is, recovery of valuable ore. It cannot be denied that modern technology has led to the advent of modern earthmoving and rock-breaking equipment, but the advent of such sophisticated equipment has not diminished the value of explosives, which still remain the cheapest method of rock-breaking. However, there is no doubt that rock breakage by explosives has a negative impact on the environment, resulting in certain negative environmental consequences. These negative environmental consequences include ground vibration, air overpressure, noise, dust, and toxic fumes. (Number of words:111)

You will notice that the writer uses wordy expressions and repeats several points in order to increase the effectiveness of communication but the result is an ineffective wordy passage.

Now read the following version of the same passage:

Blasting is a process where rock is broken into fragments for the recovery of valuable ore. Despite the advent of modem earth moving and rock breaking equipment, explosives still remain the cheapest method of rock breaking. However, rock breakage by explosives has environmental consequences, which include ground vibration, air-overpressure, noise, dust, and toxic fumes. (Number of words: 54)

You will agree that the second passage is concise as it conveys the same message in only 54 words.

Wordiness has no place in technical communication. You can avoid wordiness by excluding unnecessary or trivial details, substituting one precise word for several words or phrases, and avoiding fancy words.

Study the list of wordy phrases and their simple substitutes given in Table 3.3:

Avoiding Repetition Repetition is a recurrent problem in the writing and speech of people who fail to consider meaning. You may repeat an idea or a fact because you want to be forceful but you should always remember that brevity cannot be sacrificed for eloquence in technical writing or a professional speech.

Checklist for Conciseness

Avoid repetition

Avoid using wordy phrases and expressions

Do not include unnecessary details

Revise your document thoroughly in order to make it concise

Avoid exaggeration

Clarity

The clarity in communication is the quality of being unambiguous and easily understood. Clarity is achieved when the communicator has communicated his or her meaning to the reader or listener. In technical communication, clarity contributes to communicative effectiveness. You will not be able to achieve your communicative objective if you are not clear.

Since clarity is the art of making your meaning clear to your audience, it is essential for you to understand your audience before you try to communicate. Audience adaptation can only come from a proper audience analysis. Audience analysis involves defining your audience in Clarity can be achieved in terms of their background, subject competence, linguistic competence, and

by using the direct familiarity with the topic or content of your communication. A better understanding of language, specific and

of your audience will give you clarity of thought as well as clarity of expression. concrete words and clear expressions Clarity involves both clarity of expression as well as clarity of thought. The secret of clear expression is clear thinking. Sloppy, illogical, or incomplete thinking causes a lack of clarity in technical communication.

The various techniques that you can use to make your expression clear include using

(a) direct language, and

(b) specific words and expressions.

BCA Style Technical Communication

Using Direct Language Clarity involves the use of direct language. There is no scope for roundabout constructions, indirect expressions, exaggeration, artificial eloquence, and ornamentation in technical communication. Unlike a literary writer who needs imagery to express his abstract feelings, a technical writer does not need any literary device to convey his ideas. The technical communicator is concerned with the description, narration, explanation, and analysis of facts, and does not need to compose a piece of rhetoric charged with emotion. Unlike a public speaker whose main aim of communication may be to appeal to the emotions of the audience, a person presenting a paper at a technical seminar will have to give a matter-of-fact account of the research carried out by him or her.

Using Specific and Concrete Words and Expressions As an effective technical communicator, one should use concrete words because they tend to be specific, narrow, and particular. Readers and audiences respond more predictably to concrete language. By using concrete language, one can ensure clarity of expression. The use of concrete and specific words and phrases brings vividness and clarity. On the other hand, obscure, abstract, and vague words and phrases confuse the audience, as they do not convey the exact meaning, and the speaker may be called upon to repeat certain phrases or give detailed clarifications. The following expressions are common:

1 I beg your pardon.

2. Could you please repeat?

3. What do you mean?

4. Could you please explain?

5. What did you say?

6. Do you mean……?

For example, examine the sentence: I will contact you later. What does the speaker mean by the word ‘contact’? Will he call, send an email, write a letter, or make a personal visit? What does the word “later’ mean? Does it mean next week, next month, or next year? A better version of this sentence would be: I will visit your office on Monday, or, I will send you an email next week.

Examine another example: This television set is of high quality. What does ‘high quality refer to? It is a very subjective expression as quality for different people may mean different standards of perfection. A better version can be: This television set meets or exceeds standard government specifications.

Let us take a third example: He will meet you soon. What does the word ‘soon’ mean here? Does it mean tomorrow, or the day after tomorrow, or the next month? The audience will definitely be confused. A better version will be: He will meet you by March 15.

You must understand the need for using a specific language. While vague and abstract words create ambiguity and lead to incomplete communication or miscommunication, the use of specific and concrete words ensures limited interpretation, reducing the risk of confusion and misunderstanding.

BCA Style Technical Communication

Checklist for Achieving Clarity

Do not use indirect expressions.

Use specific words and phrases.

Avoid exaggeration, artificial eloquence, and ornamentation.

Use direct sentences.

BCA Style Technical Communication

OBJECTIVITY IN TECHNICAL COMMUNICATION

An important characteristic of the technical style is objectivity. As technical communication is a systematic discussion, analysis, and interpretation of facts rather than an expression of sentiments and emotions, the speaker or writer is not concerned with subjective comments and personal feelings. The concentration is on an objective and impersonal presentation of facts.

Both the passages present the same information, that is, chemical reactions and the breaking of bonds. However, Passage A is personal and subjective while Passage B is impersonal and objective. Passage A uses personal pronouns and active voice, which gives subjectivity to the passage. However, the exclusion of personal elements and personal pronouns in Passage B produces a style consistent with objectivity, and the use of the third person and passive voice places emphasis on the Objectivity in the subject matter. communication can be

Several linguistic devices may be used in order to make the style objective and achieved by using factual and impersonal factual. These devices include the use of impersonal language, passive voice, and language. factual expressions.

Impersonal Language

Since technical communication is more concerned with ‘what was done, ‘what happened’ or ‘what was looked into, that is, ‘action rather than ‘who did what that is, ‘actor’, one should use impersonal language. The use of impersonal language involves the use of impersonal passive and the exclusion of personal elements and personal pronouns. The impersonal passive is the most important linguistic device used to make technical communication impersonal, objective, and formal. Impersonal passive may be used to describe scientific experiments, rules, procedures, and processes.

Note the use of impersonal passive forms (underlined) in the following description:

“Certain solids such as iron are strongly attracted to magnets. Such materials are called ferromagnetic. Other substances such as oxygen gas and copper sulfate are weakly attracted to magnets. They are called paramagnetic. Still, other substances, such as sodium chloride, are very feebly repelled by magnets and are called diamagnetic. Ferromagnetism is exclusively a property of the solid-state, but all three types of magnetic behavior just described are believed to arise from electrons in atoms.”

An impersonal passive construction contains the past participle form of the main verb preceded by the appropriate tense form of the verb ‘to be!

Thus, the structure of the impersonal passive sentence is:

BCA Style Technical Communication

Objectivity in Professional Speaking

Although speaking is personal and the use of personal pronouns and references help speakers make a point clear, one should try to be as objective as possible during any professional speaking situation like a seminar, a workshop, a meeting, or a discussion. One may use personal language during oral interaction in professional situations if one thinks this will improve one’s communicative effectiveness. However, it should be understood that technical communication involves the transfer of information without any personal distortion.

Apart from using the linguistic devices discussed above, the following additional suggestions may be followed in order to achieve objectivity during oral communication:

Avoid Hasty Generalisations Generalisations are general statements that cover a wide range of conditions, situations, events, and times. As they do not refer to a single situation or condition but cover a wide range of situations, they are different from specific statements, which are true for specific situations, events, and times. In order to be objective, one should avoid making hasty generalizations because they reveal and reflect one’s bias. Moreover, hasty generalizations may offend one’s listeners.

Avoid Sexist Language In order to be objective, sexist language should be avoided. Plural subjects may be used instead of singular to avoid being sexist in language. In addition, using sexist words, such as men, women, mankind, chairman, policeman, manmade, fireman, gunman, and so on may be avoided.

Instead, people, human beings, chairpersons, police personnel, handmade, firefighter, security personnel, and so on may be used.

Do not Refer to Irrelevant Differences Reference to irrelevant differences based on caste, or religion may be avoided. By describing a person as a ‘Muslim lawyer’, a ‘Black activist’, a ‘Bengali teacher’. or a ‘female journalist’, one reflects an unconscious bias because the classification is based on irrelevant differences. This should be avoided.

Avoid Racist Language in order to be objective, racist language should be avoided. One should be very particular while referring to a group of people. One should call them the way they like to be called and not the way one likes to call them. Racist language may hurt people. A professional has to reflect an attitude that does not hurt his/her listeners.

BCA Style Technical Communication

FORMAL LANGUAGE

Formal language refers to the use of formal words, scientific vocabulary, specialized terminology, and formal phrases and expressions. The use of formal language is a specific feature of technical communication. Every field of science and technology has its own list of terms and phrases. One should be familiar with the jargon of one’s professional field. The term “jargon’ refers to words or expressions used by a particular group or profession.

Read the following passage and note the use of formal words and specialized terminology (underlined):

“Magma is the original source of most minerals. The constituent minerals, mostly rock-forming silicates, and oxides are deposited at various stages as the magma cools down during its passage. Minerals having nearly similar fusion points segregate and concentrate together resulting in magmatic segregation. Important deposits of metallic oxides, such as magnetite and ilmenite, and sulfides, such as pyrrhotite and chalcopyrite, are formed in this way. Magmatic segregation may take place at different depths during the travel of magma and at different temperatures. Most of the ferromagnesian silicates and other oxides are formed at great depths by magmatic segregation.”

It is evident that the technical words and phrases used in the above passage are essential to convey the above information about magma,

Read the following passage and note the words and phrases in bold:

“The position that an element has in the periodic table tells its electronic arrangement. The electronic arrangement tells us how many shells of electrons it has. The group, the atom is in indicates the number of electrons in its outermost shell. This number tells about many qualities of the atom, such as valence, metallic character, the size of the atom, and so on.”

BCA Style Technical Communication

Now read the following revised version of the passage:

“The position that an element occupies in the periodic table defines its electronic configuration. The electronic configuration informs us how many shells of electrons it occupies. The group, the atom is in, indicates the number of electrons in its valence shell. This number defines many properties of the atom, such as valence, metallic character, the size of the atom, and so on.”

You will agree that the revised passage is more formal and scientific.

Checklist for Using Formal Language

Use formal words.

Avoid colloquial and informal words and expressions.

Use appropriate scientific phrases.

Use appropriate technical terms.

Use standard and formal sentence structures.

Avoid conversational tone.

BCA Style Technical Communication