Technical Writing & Presentation

Dr. Hoang Cong Liem

Department of Vehicle and Energy Conversion Engineering (VECE)
School of Mechanical Engineering (SME)

Add: : C7-M705, HUST

Email: : liem.hoangcong@hust.edu.vn
 Course objectives

➢ Skills to read technical documents.

➢ Skills to write technical reports in Vehicle and Energy

Conversion Engineering area.

➢ Skills to present technical reports.

 References

References
1. Steven M. Gerson. Writing That Works: A Teacher’s Guide to Technical
Writing, Kansas Curriculum Center Washburn University Topeka, KS.

2. Gerald J. Alred, Charles T. Brusaw, Walter E. Oliu (2015) “Handbook of

Technical Writing”. Bedford/St. Martin’s; 7th edition

3. ANNEMARIE HAMLIN, CHRIS RUBIO, MICHELE DESILVA,

TECHNICAL WRITING, Open Oregon Educational Resources.

4. Norman Fenton 2019. ‘Improving Your Technical Writing Skills’.

5. Raymond Greenlaw 2012. ‘Technical Writing, Presentational Skills, and

Online Communication: Professional Tools and Insights’. IGI Global; 1st
edition
Other Sources of Information

• Technical Writing Essentials – Open Textbook

• https://pressbooks.bccampus.ca/technicalwriting/
• Technical writing – Wikipedia
• https://en.wikipedia.org/wiki/Technical_writing
Introduction to this course
Part 1. Technical writing
1.1. Introduction to technical writing
1.2. Types of technical writing
1.3. Attributes of technical writings
1.4. Structure of technical documents
+ Review and re-correct Homework 01
1.5. Structure of a technical report (thesis)
1.6. Structure of a scientific paper
Part 2. Presentation
2.1. Introduction: Why, whom and what
2.2. Type and structure
2.3. Presentation skills in preparation
2.4. Presentation skills in showing
2.5. Structure of a thesis presentation
2.6. Presentation in practice (2 weeks)
+ Final examination (2 weeks)

5
 1.1.1. Introduction to technical writing
* Some
examples

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Technical Writers Work in
TWP necessity
• No matter how brilliant or innovative an
idea may be, if it is not communicated
clearly and promoted effectively to the
right audience, it will not become a reality.
• Ex.: For an innovative idea to move
from concept to project to completion
requires many stages in a design
process, almost all of which require
clear communication and effective
teamwork.
• TWP introduces the key elements of
professional style, document design,
collaboration, oral presentation, and
research skills needed to design productive
workplace documents and presentations for
a variety of purposes and audiences.
• The ability to communicate clearly and
effectively in written, verbal, visual, and
interpersonal contexts is vital for success
and advancement in the workplace.
What is Technical Writing?
• Technical writing is an audience-centered means of
communication that provides a reader with clear and easy access to
information.
• The writer recognizes, respects, and addresses the importance of time
in effective and efficient communication by providing documents
written in specific formats, using unambiguous language to send
clearly assessable information.
• The reader in turn thoroughly understands the information in order to
give a thoughtful response.
Technical Writing: A Definition

• Technical writing is communication written for and about business

and industry, focusing on products and services: how to
manufacture them, market them, manage them, deliver them, and
use them.
• Technical writing is written:
• in the work environment (in the office, from 8:00am to 5:00pm,
not counting overtime)
• for supervisors, colleagues, subordinates, vendors, and
customers.
* Why is technical writing so important?

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Why is technical writing so important?

Instead, technical writing is:

▪ an instructional manual for repairing machinery

▪ a memo listing meeting agendas

▪ a letter from a vendor to a client

▪ a recommendation report proposing a new computer

system
Is technical writing a necessary component of every
employee’s professional skill?
Students often do not believe they will have to write at work; they assume that
once their education is completed, writing will be a distant memory.
They are wrong.

Employers want to hire people who can communicate effectively, both in writing
and orally. Career counselors reiterate this.
▪ an employee will spend at least 20 percent of his or her time writing.
▪ This number increases as an employee’s responsibilities increase.
▪ Managers spend up to 50 percent of their time writing.
▪ CEOs spend between 80 and 100 percent of their work week communicating.
 Examples
• Technical writing, which must be understood easily and quickly,
includes:
– memos and e-mail
– letters
– reports
– instructions
– brochures and newsletters
– the job search
– web pages
– fliers
– PowerPoint presentations
– Graphics
 In each case, the technical document must be quantifiable, precise, and
easily understood.
 Formatting and Language

• Formatting and appropriate language

are the basic design elements of all
technical documents.
– A format that shows a hierarchical
structure and a coordinate structure
of information leads the reader
through the text.
– Using language specific to a
particular trade or profession is
acceptable and necessary.
• Words, Phrases, and Sentence
Structure
– Straightforward
– Uncomplicated
 Part 1. Technical writing

1.1 Introduction to technical writing

1.2. Types of technical writing
1.3. Attributes of technical writings
1.4. Structure of technical documents
+ Review and re-correct Homework 01
1.5. Structure of a technical report (thesis)
1.6. Structure of a scientific paper

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 1.2. Types of technical writing

* How to classify a technical writing?

According to: Budinski KG. Engineers' guide to
technical writing. ASM International; 2001.

i) Reports and communications in day-

to-day business

ii) Technical papers, magazine articles,

books, and theses for purposes of
education, teaching, and the sharing of
information and knowledge

iii) Patents

iv) Operational manuals, instructions,

or procedures

2/29/2024 17
When our students are employed and have to write on the job,
will they write essays?

The answer is no. The students, when employed, will not write essays at
work. They will write essays while working on their college degrees;
they might even be asked to write an essay on their job application when
applying for work. However, once the job begins, essays end.

So, What takes the place of the essay?

The answer is technical writing—memos, letters, reports, e-mail,
proposals, instructions, even web pages. That’s why technical writing is
important. Technical writing is the type of written communication that
students will be responsible for on the job.
How does technical writing compare/contrast to traditional
essays?

Technical writing is different from other types of written communication. Does

that mean, therefore, that you must relearn all your teaching skills to
accommodate this new communication beast?

Absolutely not. Many of the writing skills you already teach are applicable to
technical writing. Others are less valid.
Comparison/Contrast: Technical Writing
vs. Essays
Academic Writing versus Technical Writing
Academic Writing Technical Writing

Communication Triangle Communication Rectangle

Topic Reader
Topic

Text
Text

Sender Receiver Sender Receiver

Academic Writing has a receiver, Technical Writing will always have a

reader.
but
• the primary reader
• may have a reader
or ➢ the person who ordered the report
• may not have a reader.
Purpose
Academic Writing Technical Writing • The definite purpose,
strict format, and use of
Entertain Inform appropriate language in
Persuade Persuade technical writing define
inform • Research the differences between
technical writing and
No Definite purpose Definite Purpose academic writing.

• Poem Supervisor: Order a

• Story report

Definite purpose Employee: Write a report

• Article • Needed
• Book
• Assignment ➢ Read for Information
Format
Academic Writing Technical Writing  The definite purpose,
strict format, and use
of appropriate
Paragraphs Major Headings language in technical
• Topic Sentences Sub Headers writing define the
Markers differences between
technical writing and
Pictures • Bullets academic writing.
• Underlings
• Bold type
White Space.

Illustrations
• Graphs
• Tables
• Pictures
• Drawings
Language
Academic Writing Technical Writing • The definite purpose,
strict format, and use of
appropriate language in
Words Words technical writing define
• Elaborate • Active vocabulary the differences between
• Transitions ➢ Plain technical writing and
• Subjective ➢ Easily understood academic writing.
• Cogitative Elaborate • Objective
• Non-sexist
• Multiple meaning • Avoid pronouns

Sentence Structure Sentence Structure

• Complex • Uncomplicated
• Embellishment • Repetition
• Excessive words • Active voice
• Synonyms
• Passive voice
Communication Continuum
Cultural Communication

• Technical writers need to

be aware of the
differences within and
between the behaviors,
norms, beliefs, and values
of specific cultural
environments.
 Ethics
• Technical writers have a
responsibility to their readers and
to their employers to follow
ethics when writing reports. In
addition, technical writers must
use valid references to support
ideas and strategies, avoiding
referencing non-experts to sway
readers’ support.

• Not only do technical writers

have a responsibility to report
accurate information, they also
have a responsibility to credit
accurate sources of information.
Technical Communication Addresses Complex
Audiences
• Academic papers are often addressed to a single individual or
a small group of peers with very similar experiences and
expectations. Technical writing, because of its practical and
collaborative nature, must often be geared toward a complex
audience.

• Technical communicators must be careful to be conscious of

intended and unintended audiences, foreign and domestic
readers, and individuals with vastly differing responsibilities,
experiences, and expectations of a given document.
Technical Communication is Collaborative

• Technical communication documents will often require input

or additional work from several co-authors, depending on the
complexity of the document and the nature of the task with
which it is dealing.
• Ex.: Paul Anderson’s Technical Communication textbook relates an
anecdote regarding the proposal to build the International Space Station
which contained text and drawings from more than 300 engineers.
Writing Processes

The engineering
design process
Writing Processes
A process defines Who is doing What, When, and How, in order to reach a
certain goal.
40-20-40 Writing Process
• Stage 1 – Planning: spend 40% of your time planning your document
(task analysis, thinking, discussing, free-writing, researching,
brainstorming, concept mapping, focusing ideas, outlining, etc.)

• Stage 2 – Drafting: spend 20% of your time writing a rough draft

(quickly getting all your ideas down in print, in more or less complete
sentences and paragraphs, in more or less the right order, without
agonizing over style or grammar choices)

• Stage 3 – Revising: spend 40% of your time revising, editing, and

proofreading (polishing your draft, making sure the content is complete
and well supported, ideas flow logically, formatting meets expectations,
expression is grammatically correct and has the appropriate tone and
vocabulary).
Summary

▪ This presentation included an extended definition of Technical

Writing, expressing the need for easy access to information, and
briefly defined the differences between Academic Writing and
Technical Writing, according to purpose, format and language.

▪ Think about the significance of a technical writer

communicating in clear straightforward vocabulary and
sentence structure to convey information.

▪ Use writing processes to create complex documents.

▪ Remember; if the intended reader is not able to quickly

understand the message or misinterprets the information, the
writer failed; the purpose of the message was lost.
Videos

• What is Technical Communication?

• Directly
• Academic Audience and Technical Audience
• Directly
• Ethics and Writing
• Directly

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