technical communication skills

1. TECHNICAL COMMUNICATION
BSc it semester 2
Name:Muhama Mark
BT0071
1210000081
Qn 1.Explain meaning of technical writers and also explain its role.
Technical communication is the art and science of making technical information easier to understand and
use. It’s a process of designing, creating and transmitting technical information so that it’s easily
understandable by the readers. So technical writers are professional who do write documents that make
information easier to understand. Examples of technical writers are it professionals, teachers, journalists.
Teachers do write tutorials for students. Journalists really need to put the explanation in simple terms as
possible for the readers to understand what is going on in the world and it professionals should really put
out a document that really does explain how their product work.
The role of technical writers is to make people understand documents regarding some products. When a
technical writer approaches a new piece of technology, they equip themselves with an eagerness and
unconditional mind to learn new things through observation. If the writer finds a new product and has to
document about it, he has to interact with the product to find out how it really works so as to easily
document about it but the writer must be able to communicate with both the programmer and customers.
Writers should know spoken and written English because it’s the main tool in technical communication.
Othersinclude word software etc.
Qn 2.What is Audience Analysis? Explain its significance in Technical Communication.
Audience analysis is where the technical writer determines the potential readers of his document. He
gathers and interprets information about the recipients of oral, written, or visual communication. He does
choose from these types of audiences that follow, experts, technicians, executives and non-specialists.
Needs and interests. Assume you are the target audience, what will you want to know and read about or
what won’t you want to know and not want to read about if you are presented with a product on the
market say a new television set on the market. What should I do so as it powers on well, what are the
features of this new television set, what makes it more better than the previous one. Those are some
questions that you as a technical writer should include in your document and answers to them.
More than one audience. In technical communication, we deal with so many audiences namely experts,
technicians, executives and non-specialists. All these have different levels of understanding documents
and functions of the product on market. So when preparing a document, think of whom you are
preparing it for. The experts and technicians have a better understanding about a product than the
executives and non-specialists.
Wide variability in an audience. There are some cases where an audience is good but when it has
variability in its background. It’s so tricky that you can write to the lowest level and end up making your
document cumbersome. This might turn off a majority of the audience hence losing market for the
document or product but again if you don’t write at the lowest level, you might lose just a few readers so
most writers go with the majority readers and leave out the minority readers. Some technical
communication put cross references to beginner’s book for the minority readers.
Other demographic needs. Technical communication helps us understand that we need to deal with
demographic needs. All our readers are not of the same sex, age, and political preference. So technical
communication a little bit tricky that we have to put all that in our minds before documenting some

2. information and there are other two factors that can make selection of the audience complicated like
wide variability within the audience and mixed readers for one type of document.
Background knowledge, experience and training. When writing document, put into consideration what
your readers have in mind like think of their experience in the product, the training they have undertaken
and the knowledge they have about the product you are documenting about.
Qn 3.Explain the two categories of readers.
Readers are people that do read the technical writers work. They are mainly divided into two categories
namely primary audience and secondary audience
Primary audience. This category of readers consists of people who have a direct role in responding to
your document. Example of such people are those on e- learners or distance learners who acquire the
self-learning material from the university in preparation of their university examinations and also
include people who use your document for doing a certain job. They easily evaluate your document,
revise your document or they may act on your recommendation.
Secondary audience. This is basically the opposite of the primary audience. This audience does not
have a direct role in responding to a technical writer’s document. An example is the sales people who
just need to know where new facility will be located, what it will produce and when it will be
operational. Basically this people just need to know what is being planned.
Qn 4.Explain any five things that are needed to be kept in mind before interview.
Before you go for an interview with the subject matter expert, you need to do a pre interview. And what
you need to do in the pre interview is as below.
Be on time. Never make the subject matter expert to wait. Show respect for his busy schedules. When
you agree upon a specific time to meet with the subject matter expert, be on time and never make him
wait. This makes him not resist holding another interview with because you are a time keeper. This also
conveys your professionalism since it’s the first impression the subject matter expert will look at.
Assemble your tool kit. Toolkit involves items needed during the interview such as paper clips, binder
clips, pens of different ink colors among others. These tools help in making your notes and attachments
organized. So make sure you assemble your tool kit before you set off for your interview with the subject
matter.
Research the subject matter. Get more info about the subject matter before meeting the subject matter
expert. This is done through research from the internet, flow charts and even datasheets. Training
materials can be valuable sources too. This helps in asking good questions about the subject matter and
you should compile all the questions you need to ask so as you don’t go off track during the interview
and remember they should be open ended questions that make the subject matter explain everything you
need to know.
Define your objectives. Define the objectives of the interview means purpose of the interview and this
helps in setting the scope of your interview. Such objectives include questions like are u documenting
steps a user takes to complete a given task or are interviewing to obtain problem areas within the
process.

3. Qn 5.Differentiate between Micro and Macro editing.
Editing means to modify or improve the already written material. This helps the reader understand the
document better. The editor revises the written text to make it more effective.
In technical communication, technical editing refers to editing a broad range of materials like how to
assemble a printer or computer. Theses technical documents either inform or persuade the readers
although it is also meant for entertainment.
They are basically two types of editing in technical communication namely micro and macro editing
Micro editing. This is concerned with editing word by word and line by line. A well written document
with correct grammar, sound in expression and consistent with the company standard is produced. The
editor makes sure the document is not too complex for the readers but matching with their complexity
levels. Another name for micro editing is line editing or copy editing.
Macro editing. Basically here the editor need s to read the whole document checking for its
organization and logic to ensure that addresses its subject and audiences, there by serving its purpose.
Accuracy, clear matter, easy to follow content organization, a thorough summary and complete content
are the basic of macro editing. Document and subject matter and the company is what you should be
familiar with so to edit the document at a macro level.