16/9/2020 The Importance of Technical Writing Skills - Nip Impressions

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The Importance of Technical Writing Skills

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Directory Robert Moore
Jim's Articles
Many who have worked in the paper industry, or other industries, have at one time or
White Paper & Video another been required to write technical reports. Others have tried to avoid this "drudge"
Library work, either hoping that someone else would complete the task or not having confidence in
Current US Patent their own writing skills. In technically related school curricula, such as engineering, the
Activity ability to write is often not the top priority even though it is a part of an engineer's tasks. I
Jim's Travels recall taking only one technical writing course in my entire college studies. Fortunately, this
covered the fundamentals and provided valuable technical report outlines for future use. But
Advertising there is much more to be considered than simply knowing that most reports usually contain
Opportunities a table of contents, conclusions, recommendations, list of figures, appendices,
Capital Arguments acknowledgements, and so forth.
Energy & the
The purpose of this article is not to provide report outlines, since a large number of these
Environment
are available in written literature or on the Internet. Rather, the focus will be on the content
Creative of technical reports, and their relevance as a communication tool within the organization. Of
Considerations course, technical reports are but one part of overall technical writing one may be required to do. Similar principles will apply
when writing product manuals, specifications, case studies, training manuals, or even resumes. The technical writer must be
able modify the specific principles to suit a broad range of assignments.

PaperMoney What are the important factors to consider when developing the content of a good technical report? One of the top priorities
must be to know who needs the report information and is likely to read it. It should be obvious that report information is
Cellulose Community
presented differently if written for other engineers, for management, for a publication, or for the general public.
(Mgmt)
Unfortunately, there is no "one size fits all" of the audiences. This results in the challenge of making the report
Light Green Machine understandable by the anticipated readers, who may have varying levels of knowledge about the subject. It also means that
Institute different reports contain various types of technical data, since what needs to be reported may vary. For example, some
Converting reports may require a summary of research work with graphic depictions. The focus should be on serving the needs of a
Curmudgeon particular audience--not just presenting a summary of technical information with the hope of generating reader interest.
Two Sides
Having decided on the reader audience, there are other aspects to be considered when organizing your report. Some of the
key issues are:

• The report content must be strictly organized. There is nothing more frustrating than having to search through page after
Forest Product Facts page of writing while trying to find a piece of key information relevant to the subject matter. Readers should be able to
The Pulp and Paper locate information of interest quickly. The outlines mentioned above will be useful when sharing your information in a
Industry--a poem professional setting.
• The report must be clear and concise. This is very difficult in technical writing, since the writer is intimately familiar with
the subject matter and it is easy to assume the reader either can or will take the time to sort out complex explanations.
• Good grammar is essential. This is probably the main reason so many engineers hate to write reports. One helpful
technique in this regard is to use short sentences that lead to the main point being expressed quickly. In other words, avoid
a verbose writing style because your readers likely don't have the time to read a lot of description. And, it is absolutely
critical that the report be free of errors, not only in grammar but in content.
• Unless presenting a summary of past studies, etc, use the active voice in writing, since the information presented is
current.
• It may be useful to include industry related information which can be recognized by others in the field and in order to
attract outside readers.
• In my opinion, it is best to present the results and conclusions early in the report. This is particularly important if upper
management personnel are likely to have interest in the subject. Include also a brief abstract or summary of the content,
since this may be the only part read by some managers.
• When making technical studies, it is useful to keep a notebook of ideas and observations that may later be incorporated
into the report.

When the report is complete, the information can be used later in a variety of ways to reach a broader audience or to benefit
the writer by exposure in the industry. The report information, unless confidential, might be used to construct articles for
publications. If the writer possesses public speaking skills, the information could be made available in presentations to
industry trade associations. So instead of dreading the task of report writing, consider the longer term career benefits
potentially available. Sharpening this skill can boost your visibility to peers and assist in career advancement.

Robert Moore is a retired chemical engineer, and is an experienced technical and fictional writer. His past work experience
spanned the chemical, paper and equipment manufacturing industries, including holding management positions at Voith
Paper, Scapa plc, and The Mead Paper Corporation. He is also the author of humorous short stories about life in southwest
Virginia, circa 1940-1960.

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