Accuracy, Brevity, Clarity, Simplicity and Utility in Technical Writing

1. Technical Writing: Approaches
Dr. Debaleena Dutta

2. Recap
• In the last lesson, we learnt about the
different methods of writing a technical
document. They are:
Inductive Deductive
Expositional Linear
Spatial Chronological
Interrupted

3. Writing vs. Speaking
• While we speak, the receiver can look at:
our facial expressions,
Gestures
Body language.
• Also, receiver can ask questions in case of
doubt.
Therefore,
Speaking = Fast understanding

4. Speaking vs. Writing
Written texts These Benefits.
Therefore, written-text should be
as reader-friendly as possible.
Writing + Editing = Reader-friendly text

5. Approaches to edit Technical Writing
• Approaches mean ‘angles’.
• While we edit technical papers, we need to
angle our thoughts on 5 focal points:
Accuracy
Brevity
Clarity
Utility
Simplicity

6. Approaches to edit Technical Writing
• Approaches mean ‘angles’.
• While we edited technical papers, we need to
angle our thoughts on 5 focal points:
Accuracy
Brevity
Clarity
Utility
Simplicity
The
ABC-US
Of
Technical Writing

7. Picture: Approaches
Approaches to
Technical Writing
Brevity
Clarity
Accuracy
Simplicity
Utility

8. Brevity

9. Brevity
• The average human attention span is 8.25 sec.
• Target should be to deliver concrete information
within that 8 seconds.
• We have to compact down our message to the least
possible words.
• This is called Brevity.

10. How to say things with brevity?
Target is to give the core information, and
nothing else.
Use key words.
Important information first
Delete over-polite phrases.
Delete repetitions.
Cross out redundancies.
Cut out flowery expressions

11. Let’s understand them one by one

12. a. Using key words to hold attention
This method helps the reader to skim for
information better.
Eg.: My account balance got deducted because
of activation of Hello tunes. I did not request
for the activation. [18 words]

13. a. Using key words to hold attention
This method helps the reader to skim for
information better.
Eg.: My account balance got deducted because
of activation of Hello tunes. I did not request
for the activation. [18 words]

14. a. Using key words to hold attention
Correction:
Unauthorized activation of Hello Tunes
caused balance deduction in my
account. [11 words]

15. b. Stating important information first
• We get convinced, when we have the reason
first.
Apply this idea in writing:
# Bring ‘because’ part to the front’.
# Delete ‘Because’.
# Add ‘So’ to the last sentence.

16. b. Stating important information first
Eg.:
We need a bigger office because our business is
expanding.
Correct:
Our business is expanding. So, we need a bigger
office.

17. c. Delete Over-polite Phrases
Do not be over-eager to please.
Eg.:
With due regards, we would like to state that
the warranty period of your printer has
expired.

18. c. Delete Over-polite Phrases
Do not be over-eager to please.
Eg.:
With due regards, we would like to state that
The warranty period of your printer has
expired.

19. d. Delete repetitions
• Repetition of terms defocus our attention from other
information.
We remove repetition through:
1. Using umbrella terms.
2. Using pronouns.
3. Using abbreviations

20. d. Delete repetitions
• Repetition of terms defocus our attention from other
information.
We remove repetition through:
1. Using umbrella terms.
2. Using pronouns.
3. Using abbreviations
Umbrella terms are one-word for a
specific category of things.
Eg.: Mobiles; laptops; i-pods=electronic
devices

21. d. Delete repetitions
Eg.1: Using Umbrella terms
Candidates are instructed to bring their
Admit card and Aadhar card on the day
of examination. They would not be
allowed inside the exam hall in case they
do not possess Admit Card and Aadhar
Cards.

22. d. Delete repetitions
Eg.1: Using Umbrella terms
Candidates are instructed to bring their
Admit card and Aadhar card on the day
of examination. They would not be
allowed inside the exam hall in case they
do not possess Admit Card and Aadhar
Cards the documents.

23. d. Delete repetitions
• Eg. 2: Use pronouns to replace nouns
The HOD has called a meeting at 2:00 pm. The
venue is HOD’s chamber.
Correction:
The HOD has called a meeting at 2:00 pm in his
chamber.

24. d. Delete repetitions
• Eg. 3: Use abbreviations for technical terms
used twice in a passage
The opposition parties claimed that the
Electronic Voting Machines were bugged.
However, bugging an Electronic Voting
Machine is highly technical, and costly.

25. d. Delete repetitions
• Eg. 3: Use abbreviations for technical terms
used twice in a passage
The opposition parties claimed that the
Electronic Voting Machines were bugged.
However, bugging an EVM is highly technical,
and costly.

26. e. Cross out redundancies
Redundancy means saying the same thing two
times.
Eg. 1:Please meet me at 3 pm in the afternoon.
Eg. 2.: The machines are connected together via LAN.

27. e. Cross out redundancies
Redundancy means saying the same thing two
times.
Eg. 1:Please meet me at 3 pm in the afternoon.
Eg. 2.: The machines are connected together via LAN.

28. f. Cut out lengthy phrases
• Lengthy phrases confuse us.
• We need to use one words in their place.
Eg:
1. Our service-centers are in close proximity to
your locality.
2. In the event that Plan A fails, we will take up
Plan B.

29. f. Cut out lengthy phrases
• Lengthy phrases confuse us.
• We need to use one words in their place.
Eg:
1. Our service-centers are in close proximity to
your locality.
2. In the event that Plan A fails, we will take up
Plan B.
near
IF

30. List of lengthy Phrases and their
corrections
Lengthy Phrases Brief words
1. Due to the fact that Because
2. Employed the use of Employed
3. In accordance with According to
4. With regards to Regarding

31. Clarity

32. What is Clarity?
Clarity means clear-cut message.
No doubt in reader of what you want to say.
No double meaning.
No scope for confusion.

33. When do we need Clarity?
Often, you have to give instructions of:
 how to do a thing; Eg.: a phone-manual
where to go;
when to do an action, etc.
Your message, then, should have clarity.

34. Steps to achieve Clarity
1. Use glossary for technical terms
2. Follow one-idea in one-sentence rule.
3. Focus on answering the WH-questions:
what, whom, when, where, how, how many.
4. Use discourse-markers to indicate logical flow.
5. Use Active voice.
6. Use examples from daily life.
7. Use pictures and info-graphics.

35. Steps to achieve Clarity
1. Use glossary for technical terms.

36. Steps to achieve Clarity
2. Follow one-idea in one-sentence rule.
Eg.:
Brevity and Clarity, two of the 5 approaches to
writing, together make a written text compact.

37. Steps to achieve Clarity
2. Follow one-idea in one-sentence rule.
Correction:
There are 5 approaches to writing.
Two of them are Brevity and Clarity.
Together, they make a written text compact.

38. Steps to achieve Clarity
3. Focus on answering the WH-questions: what,
whom, when, where, how, why.
Eg.:
We gather for a meeting with the HOD
at 3pm, at his office, to discuss syllabus.

39. Steps to achieve Clarity
4. Use discourse markers to indicate logic.
Eg.:
The traffic is worst during office hours.
Today, my colleague reached late.
Clearly, she got stuck in the traffic.

40. Steps to achieve Clarity
5. Active voice gets more attention than passive.
Passive: The lifts are to be avoided during fire.
Active: Avoid the lifts during fire.

41. Steps to achieve Clarity
6. Examples from the daily life of your
audience.
7. Visual tools:
Pictures make ideas visual.
Graphs, pie-charts, etc are good for
complex information.
Bullets to indicate points; Flowcharts for process

42. Accuracy

43. Accuracy = Correctness
Verify and cross-check your information.
-Provide correct facts.
-Provide references for your data.

44. Accuracy contd.
Check for spelling mistakes.
Check for grammar mistakes.
Check for punctuation
Activity: Look into the following slide, and tag
pictures with the above errors.

46. Simplicity

47. Simplicity
It means saying things as simply as possible.
Steps to achieve it:
i. Use Simple Sentences.
ii. Avoid heavy vocabulary.
iii. Use sentences with 8-12 words.

48. Using Simple Sentence
Generally, complicated texts and news papers
contain a lot of complex sentences.
Complex sentences are those that use clauses
starting with ‘while’, whether, what, etc.
Eg.: The government, while expressing grief for
the dead people, stated that standing on
tracks is illegal.

49. Using Simple Sentence
Generally, complicated texts and news papers
contain a lot of complex sentences.
Complex sentences are those that use clauses
starting with ‘while’, whether, what, etc.
Correction:
The government expressed grief for the dead
people.
However, it also called standing on tracks illegal.

50. Avoiding heavy vocabulary
Eg.
The CM concurred with the reports that people
indeed committed trespass by standing on
the tracks.

51. Avoiding heavy vocabulary
Eg.
The CM concurred with the reports that people
indeed committed trespass by standing on
the tracks.
agreed
broke rules

52. Using 8-12 words in a sentence
• If we follow the rules of
i. Cutting lengthy phrases (from Brevity)
ii. One sentence, one idea (from Clarity)
iii. Simple sentence (from Simplicity itself)
We get short, effective sentences of 8-12 words.

53. Utility

54. Utility: ‘Why is this text important?’
‘Why am I reading this text?’
This information should be clear to the
reader.
• This results in faster actions and
decisions.
• The Subject line and the last line in a
letter or email serves this purpose.

55. Activity
Analyze the next slide for Utility

57. Summary
Approaches to
Technical Writing
Brevity
Clarity
Accuracy
Simplicity
Utility