Module 3. Technical skills for effective communication

Lesson 11

FEATURES AND STYLE OF TECHNICAL AND SCIENTIFIC WRITING

11.1  Introduction

Successful communication depends upon the correct use of language and a good style of writing.  One may learn the correct use of language, but has to cultivate a good style of writing. The former concerns grammar, usage, spelling, capitalizations and punctuation, the latter concerns the organization of ideas through proper choice of words, arrangement of words into sentences, grouping of sentences into paragraphs, sections and chapters. The use of abbreviations, approach to the reader, idiom, use of visual aids, the format and layout of the report are all aspects of style.

11.2  Brevity, Clarity and Objectivity

Scientific and technical writing is different from literary writing in a number of ways. Primarily, the aim of technical writing is to inform rather than to entertain. Hence, the style of writing adopted is generally simple and concise. The primary objective of Technical Writing is to transmit information briefly, clearly and efficiently. Hence, Scientific and technical writing is objective in content and systematic in form. It is always precise, exact, and to the point so that it may have the desired effect on the reader and lead to the required action. Every written communication has a specific purpose and a specific audience. It should be carefully planned and constructed to fit both.

11.3 Use of Simple Language

The primary objective of Technical Writing is to transmit information briefly, clearly and efficiently. This can be achieved only through simple, direct and unadorned style. The first step towards a simple and clear style is to use simple language. One must choose a short word rather than a long word, a plain and familiar word rather than a fancy or unusual word and a concrete word rather than an abstract word.

11.4  Choice of words

The first and foremost objective of the technical report is to enable the readers grasp its meaning quickly and accurately. This is possible only through proper choice of words, which can enhance the readability and clarity of the message. To achieve this objective, use of simple, plain and short words is recommended in technical writing.

a) The agreement was effected.

The agreement was made.

b)  We expect to commence work on this project   immediately.

       We expect to start work on this project immediately.

11.4.1  The plain word or familiar word

•         Everybody working near these tubes should be cognizant of the danger of explosion.

•         Everybody working near these tubes should be aware of the danger of explosion.

11.4.2  The Concrete word

Concrete nouns name objects or things that can be perceived by the senses. Abstract nouns name qualities, ideas or conditions that are conceptions of mind. Abstract nouns tend to be general and vague. As a result, expressions that contain abstract nouns are less forceful, less direct, less exact than their concrete counterparts.

•      There is adequate access to the job for men and materials.

          Men and materials can reach the job easily.

•         Production engineers have found direct control of this operation to be a necessity.

           Production engineers have found that this operation must be directly controlled.

11.5  Avoid Verbosity (Wordiness)

For simple, clear style, eliminate from your writing every word that does not contribute to the meaning or clarity of your message. Long-winded phrases should be avoided. Don’t use words that add nothing. Don’t write “because of the fact that”, if simple “because” will suffice. On the other hand, don’t eliminate so many words that your writing reads like a telegram. If a word adds anything worthwhile to your sentence in terms of meaning, grace rhythm, emphasis - let it remain. Remove it if you don’t miss any of these.

· It is very correct that there are three unfilled vacancies in the directorate of the company. (Omit)

· The work schedule in regard to the plant was drafted two months ago. (for)

· The wages vary in relation to the age and experience of the employee. (with)

·        Owing to the fact that the wages were low, highly skilled workers left the country. (Because)

· It should be noted that the factory will be closed on 31^st May. (Omit)

· It is considered that the entire exercise appears to be a waste of time. (Omit)

11.6  Discreet Use of Jargons

Jargon encompasses all technical terms. Such terminology is useful and often necessary in technical communication restricted to people working on the same or similar subjects. Technical terms become jargon only when carelessly used for wider audience. Jargon is a special language of a particular field or profession. We can’t expect lawyers to say habeas corpus in English just because the rest of us don’t understand. The Jargon of any given field is often the most efficient means of communication within that field. It becomes offensive when handy English equivalents are available or people outside the field are expected to understand, what is said.

11.7  Avoid Colloquial Diction

Colloquial diction is a language that reads like spoken English. In some contexts, colloquial diction is perfectly appropriate. This is mostly used in fiction as conversational lines for the characters and is considered as a private style. In Public style or scientific reporting - Colloquial diction is not desirable. e.g. The president was apparently unaware of his appointment with this real important guy in Moscow.

11.8  Avoid Cliché

A cliché is a trite (stale or stereotyped), overused expression or combination of words. It is usually a tricky phrase that was fresh and vigorous when it was first coined because it involved a certain surprise element. But when such a phrase is used over and over again, it becomes so familiar that it loses all impact. Like an overplayed phonograph, it is hardly even heard.

e.g.    I was stopped dead in my tracks.

The ship of state is in troubled waters.

Education is what we’re all about.

Quality says it all.

11.9  Use of the Passive Voice

In the passive voice, the subject is the receiver of an action rather than the doer of it. Passive voice is employed by writers when they want to evade or conceal the responsibility for someone’s behaviour.

e.g.  I regret to inform you that your application has been rejected.

As the passive voice is sometimes vague and less economical than the active voice, good writers tend to avoid it except when it is genuinely useful. The passive voice may be preferable, for example, when the real doer of an action is either unknown or, in the context of a discussion, relatively important.

11.10 Use of Subordination

A common failing of technical writers is the expression of ideas of unequal importance in constructions that seem to give equal weight. Meaning can be grasped more quickly and more easily if subordinate ideas are indicated and put in subordinating constructions. A sentence should express the main thought in a principal clause. Less important thoughts should be expressed in subordinate clauses.

This machine has been imported from Japan and it is easy to operate.

ü This machine, which has been imported from Japan, is easy to operate.