Chapter 2 - Preparing an Effective Technical Document

There are many things that need to be taken into consideration when making a technical document. The biggest concerns include delivering essential information, making a persuasive case, weighing the ethical issues, and working in teams. As one goes through these different categories, there is a reliance on creative and critical thinking that needs to take place. These phase of creative and critical thinking are Gather and Evaluate Ideas and Information, Plan the Document, Draft the Document, and Revise the Document. After these are put into action, the last phase is proof-reading which include sentence, punctuation, usage errors, etc. All of these are important aspects of making a technical document.

Key Points:

Important tasks when writing technical documents with example questions that should be asked for each:

• Deliver the Essential Information - How much explaining should I do? How will I organize? Do I need visuals?
• Make a Persuasive Case - Are other interpretations possible? Is there a better way? Can I expect political or legal fallout?
• Weigh the Ethical Issues - Is this fair? Who might benefit or suffer? What other consequences could this have?
• Work in Teams - How can I connect to other members of the team to receive new perspectives and efficiently complete the task at hand?

Steps of Creative and Critical Thinking:

1. Work with the ideas and information - Examine, evaluate, and interpret your material
2. Plan the document - Decide on a purpose, and devise an approach that will connect with your users and is approved by your company
3. Draft the document - Write drafts and have them reviewed
4. Evaluate and revise the document - Rework, re-plan, and redraft for final review and approval

Guidelines for Proofreading:

• Save it for the final draft
• Take a break before proofreading your final document
• Work from hard copy
• Keep it slow
• Be especially alert for problem areas in your writing
• Proofread more than once
• Never rely on computerized writing aids