Comm.

1009
Week 2
Definitions, Information Design,
and D2L

Definitions

Introduction to Definitions
What is a definition?
A statement that describes the essence of a thing and its
distinguishing features.
The words used in a definition should be derived from
terminology common to the field.

Why we use definitions in technical writing

Most fields have their own technical language:
Terms that are new to reader
Terms that have a different meaning from
common usage.
Readers need definitions for both types of terms.

Why we use definitions in technical writing

To explain:
Multiple meanings identify the meaning we intend
Complexity of meaning explain a complex concept
Specialized technical terms introduce new
terminology
Symbols. ?

Types of Definitions
Parenthetical
Categorical (Formal)
Operational
Expanded

Parenthetical Definitions
a definition providing clarification within the
text
The leaching field (sieve-like drainage area)
requires crushed stone.

Copyright 2009 Pearson Education Canada

(Formal) Categorical Definitions

Sentence definition categorical defines an
object or concept by what it is
Object or concept + Class or family +
Distinguishing characteristics
A laser is an electronic device that converts
electrical energy to light energy, producing a
bright, intensely hot, narrow beam of light.

Operational Definitions
Define things in terms of what they do, rather
than what they are.
Object or concept + action verb + distinguishing
characteristics
Our company troubleshooter goes to sawmills
that use our equipment; there, he diagnoses and
repairs equipment problems and trains sawmill
staff to detect and repair future problems.

Expanded Definitions
Begin with a sentence definition and add a
combination of clarification strategies (listed
in Chapter 5) to meet the readers needs
Metaphor, analogy, illustration, etymology, etc.

In some cases, place the entire expanded

definition in a box.
In other cases, format the expanded
definition like a standard technical
description.

Copyright 2009 Pearson Education Canada

Expanded Definition Example

Orlimars Trimetal fairway woods
incorporate the multi-metal technology
found in all the Trimetal clubs: a steel
shell, an alpha Maraging face, and coppertungsten weights. Figure 1 shows these
components. The heads shell features
stainless steels high strength-to-weight
ratio; then, to finish the hitting surface,
Carpenter Metals has developed a way to
merge ultra-hard alpha Maraging metal
with 17-4 stainless steel to form the clubs
face. And, completing the technology,
copper-tungsten weights are built as rails
into the sole of the head. These rails
promote a low centre of gravity, which
helps the struck golf ball fly high and long.

Steel shell
Alpha maraging
face
Copper
tungsten rail
Figure 1, Components of the
head of an Orlimar
fairway wood

2.

Writing Definitions

Effective definitions answer questions readers may

have before they verbalize them.
Use definitions only as required
Use plain English
Stick to the basic properties
Be objective.

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Writing Definitions
Guidelines for writing Formal Definitions
Make the Class or Family as narrow as possible
Make the Distinguishing Characteristics as exclusive as
possible
A robin is a bird with a red breast and yellow beak.
A robin is a thrush with a red breast, yellow beak, a
grey back, and, in males, a black head and tail.

13

Writing Definitions
Guidelines for writing Formal Definitions
Use the verb is, not another verb.
Do not use is what, is where or is when.
A contract is when two or more people agree to
something.

A contract is a binding agreement between two or

more people.

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Writing Definitions
Do not use jargon.
Do not define a word with the word itself:
Port: A cable from a peripheral device hooks
into the appropriate port on the back of
your computer.
Port: A connector on the back of your computer
that the cable from a peripheral device
can hook into.

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Writing Definitions
Guidelines for writing formal definitions
Avoid defining a word by classifying as a device,
machine, mechanism or tool.
Avoid circular definitions.
Spontaneous combustion is fire that begins
spontaneously.
Spontaneous combustion is the self-ignition of
flammable material through a chemical reaction
such as oxidation and temperature build-up.

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Writing Categorical Definitions

Use a three-column chart labeled:
Item or Concept
Category
Distinguishing Features.
In the beginning, list as many definition ideas as
possible; edit later.

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Writing Definitions
Item or
Concept

Category

Distinguishing features

Hypertext

Modem

Pencil

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Writing Definitions
Item or
Concept

Category

Distinguishing features

Hypertext

Electronically linked
pieces of information

With connections that allow

users easy access between
them.

Modem

Communications device
connected to a phone
line and a computer

Allows the computer to

talk to other computers via
the phone system.

Pencil

Writing implement

Used to make marks on any

suitable surface, especially
paper.

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Writing Operational Definitions

Create a table, similar to the one for formal
definitions:
Item or Concept
Descriptive Verb
Distinguishing Features.

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Writing Definitions
Item or
concept

Descriptive
verb

Distinguishing features

Carburetor

Toaster

Monitor
Transmitter

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Writing Definitions
Item or
concept

Descriptive
verb

Distinguishing features

Carburetor

Stirs
Blends
Mixes

A gaseous mixture
Air and gasoline.

Toaster

Heats
Burns
Browns

Bread
Baked goods

Monitor

Displays
Shows
Screencasts

Data entered via a keyboard

Images and text
A graphic user interface

Transmitter

Sends
Broadcasts
Transmits

Electronic signals
EM waves
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Writing Definitions
Item or
concept

Descriptive
verb

Carburetor

Distinguishing features
Air and gasoline.

Blends
Toaster

Monitor
Transmitter

Browns

Sliced breads and other baked

goods.

Displays

Images and text

Sends

Electronic signals.

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Organizing Information

24

Organizing Information
Designing for users and purpose
Breaking into bite-size chunks:
Classifying discrete pieces or elements
Sub-dividing complexity
Segmenting processes

25

What two key questions must guide any content

development?

26

What two key questions must guide any

content development?
Who is it for?
What is the purpose?

27

Designing for Purpose

Analyze goals, primary and secondary
Confirm process for proponent
consultation:
Identify all valid content stakeholders
Identify SMEs (Subject Matter Experts)
Confirm availability at specific stages ,
e.g, at inception, 1st, 2nd, final draft
stages.
Develop content specifications document
(outline) and GET SIGN-OFF

28

Designing for users

Analyse your audience by whatever means
are available
Support reader priorities and predilections
Organize tasks /information by order of
use
Facilitate both routine and complex tasks
Support required conceptual
understanding

29

Information Architecture
Organize information consistently
Break into bite-size chunks
Remember the rule of 7, plus or minus two.
Kangaroos Play
Cellos, Orangutans
Fiddle, Gorillas
Sing.

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Information Architecture
Organize information consistently
Break into bite-size chunks
Remember the rule of 7, plus or minus two.

Kangaroos Play
Cellos, Orangutans
Fiddle, Gorillas
Sing.
Kingdom, Phylum,
Class, Order,
Family, Genus,

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Breaking into bite-size pieces

Classify multiples, partition collectives, segment
processes
Choose a method for classifying/partitioning/
segmenting consistent with your purpose and
audience
Choose the clearest format
Keep categories of equal rank parallel
Avoid overlapping categories.

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Audience and Use Analysis

Audience analysis who are the users?
What is their use context?
What is the lowest common denominator?
Use analysis how is information used?
Familiarize yourself with the subject matter
Determine what your reader does/does not need to
know.

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Audience Analysis
Define your usability goal

Analyze your readers reading tasks

Define your persuasive goal

Analyze your readers attitudes

Identify your readers important characteristics

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Audience Analysis
4.

Locate sources of information about your

audience:
Talk to those who talk to users
Find ways to learn what users think
Become a user yourself.
Describe backgrounds and contexts
List levels and types of expertise

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User Characteristics Matrix

CHARACTER ISTICS

BEGINNER

INTERMEDIATE

ADVANCED

# of programs
used

Few

Use a variety
of programs

Many

Degree of
technical
knowledge

Low

Some

High

Attitude

Apprehensive

Open

Very confident

Learning
behaviour

Lack a
Patterned,
preferred
flexible
learning mode

Documentation Tutorials,
preferences
visuals

User guides,
online help

Highly
differentiated
References,
online help
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Create user profiles for different user

types
User background (education, cultural
factors)
User context (job role, expertise level).
Types of conceptual and/or
instructional information to
include/exclude:
what does this user need to
know?
What does this user need to do?

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Use writing strategies to meet audience

needs
Appropriate ordering strategy:
chronological?
alphabetic?
simple to more complex?
Language level used
Level of detail to employ
Use graphic highlighting strategies to
enhance reader access (more on this in
Week 3)

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Definitions - Activity 1
Exercise 1 Definitions
See p. 107

Desire to Learn (D2L)

Go to: http://www.bcit.ca/learn/
Enter your My.BCIT username and password combination
Select the link to Comm1009
Follow the instructions from there to access materials,
presentations, and discussion forums, but the course will
be driven from the Content tab
Go there and work your way down the list