Part I - Definitions

Definitions are a crucial technique used in almost all kinds of technical communication.

1. Parenthetical definitions are brief clarifying comments placed unobtrusively within a sentence.
2. Sentence definitions, more formal one- or two-sentence clarifications, follow the item = category + distinguishing characteristics pattern.
3. An extended definition is a long, detailed clarification using such techniques as graphics, exemplification, partition, principle of operation, comparison and contrast, analogy, negation, etymology, and history of the term.

Definitions can be placed in the text, a marginal gloss, a hyperlink, a footnote, a glossary, or an appendix.

Assignment 6c: Post to your individual wiki page an Extended Definition.

Each person will post an extended definition on the topic of your research. You may do this one of two ways:

• Take one term and define it using a different method of extended definition for each member of the team
• OR Each team member define a different term and use a variety of methods.

Remember to consider your audience first! Be able to justify the method you chose.

Sample Definition Assignment The purpose of the definition assignment is for you to consider what terms in your artifact need defining and to choose a particular method of definition that might be appropriate for your topic and audience. Scenario: Imagine your research project was providing information to encourage students to get the H1N1 flu vaccine. “Virus” would not be a good choice to define because it is likely too broad to be useful. You might, however, use virus to define the class to which H1N1 belongs and then go on to distinguish characteristics of swine flu. If you use source material, be sure it comes from a credible source, such as the CDC in this case, and be sure to include a citation. Examples of some methods of extended definitions: flu…seasonal flu versus swine flu… H1N1-where does the acronym come from, what does it mean? pandemic: etymology of… Late Latin pandemus, from Greek pandēmos of all the people, from pan- + dēmos people How is pandemic like/unlike the words “endemic” and “epidemic”? How was the 2009 swine flu pandemic like or unlike other (recent or historical) pandemics? vaccines: kinds of how are they made-how long does it take? why is there not enough? why is there too much? how do they work?

Class Activity: Browse the web site on Emergency Preparedness from the CDC and locate various styles of definitions. Pay close attention to the design of information on these pages, including types of headings you read about in Chapter 10.

• Click on Bioterrorism and notice that the main page is divided into three categories of information.
• Under "Info for the General Public," click on "Overview" and identify the styles of definitions used there.
• Under "Agent-Specific Fact Sheets," select "Anthrax" and locate and identify the styles of definitions used there.

Part II Process Descriptions and Instructions

Descriptions of objects, mechanisms, and processes are central to tech comm, even though they rarely constitute entire documents. As with any kind of writing, an analysis of the audience and purpose is crucial before the writer begins.

Most descriptions of an object or mechanism have a three-part structure:

• a general introduction
• a part-by-part description
• a conclusion.

The general introduction describes what the item is, what it does, what it looks like, how it works, and what its principal parts are. The part-by-part description treats each major part as if it were itself a mechanism. In general, the sequence of the part-by-part description reflects the way the item works or is used. The conclusion summarizes the whole description, usually by describing how the parts work in concert. A process description is similar to an object or mechanism description, except that steps replace parts.

Process descriptions

A process description is similar to an object or mechanism description, except that steps replace parts. Process descriptions are written in the passive voice. On the other hand, a set of instructions is a process description written to enable a person to carry out a procedure safely and effectively. Therefore, instructions are written in the active voice and in the imperative mood (as commands).

Instructions

An effective set of instructions requires, once again, a very careful analysis of audience. The writer must determine how much the reader already knows about the activity itself and about related skills, equipment, and tools.

A crucial point to remember in writing instructions is that most readers will not read the entire set of instructions before beginning; therefore, the writer must make sure that any necessary cautions or warnings are placed before the description of the step to which they pertain. The chapter discussion of safety information covers writing it, designing it, and placing it in an appropriate location.


Instructions generally follow the same three-part structure used in mechanism and process descriptions.

1. The general introduction explains why the task should be performed (if the reason is not obvious), provides any safety information that relates to the whole set of instructions, and describes or lists the tools and equipment that will be needed.

2.Each step is written in the imperative mood and is sufficiently brief that the reader can perform the step without having to refer back to the instructions.

3. Many kinds of instructions conclude with a troubleshooter's checklist, a table that helps the reader identify and solve common problems after the task has been completed.

Examples in multimedia:

1. Check out the instructional videos on The Commoncraft Show:

• CFL Light Bulbs in Plain English
• Cloud Computing in Plain English
• Phishing Scams in Plain English
• Zombies
  

2. See Chapter 22-Connecting with the Public. View this example of information-sharing from Google


3. Single-Sourcing information: http://community.learningobjects.com/Users/Nancy.Rubin/Webinars