UNIVERSITY OF LAGOS

ELECTRICAL AND ELECTRONICS

ENGINEERING DEPARTMENT

GEG411 TECHNICAL COMMUNICATION

Dr. M. A. K. Adelabu
madelabu@unilag.edu.ng; dadelabu@yahoo.co.uk; 0808-7171-607
CHARACTERISTICS OF EFFECTIVE
TECHNICAL COMMUNICATION
INTRODUCTION
 Communicating results, observations and ideas is

very crucial in research presentation, proposal

presentation, or even technical assessment of
on-going projects.
 A technical report should include amongst others:

◦ A logical, accurate, descriptive, and grammatically correct

title.
◦ Author's name
◦ An informative Abstract or Executive Summary
◦ A clearly written body with informative and thoughtful
description. This may include graphs and diagrams. The
body should seek answers to questions posed or
anticipated.
◦ Summary or conclusion with recommendations.
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CHARACTERISTICS OF EFFECTIVE
TECHNICAL COMMUNICATION
 ACCURACY
 - DOCUMENT ACCURACY; - implies proper coverage of
topics in appropriate detail; also a clear focus on problem

 STYLISTIC ACCURACY; - implies careful use of language to

express meaning, no ambiguity. It also means careful use of
paragraph and sentence structure; and precise use of words.

 TECHNICAL ACCURACY; - requires stylistic accuracy. A

Technical Report (TR) must be well grounded in technical
accuracy, understanding and representation of the subject.
It
depends on the author's conceptual mastery of the subject
and its vocabulary, as well as ability to analyse and shape
data with minimum (preferably no) distortion.
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CHARACTERISTICS OF EFFECTIVE
TECHNICAL COMMUNICATION
 CLARITY
This refers to the ease of understanding science and
technology writing. The focus here is on specialised
language structure. Complex conceptual structures
and (mathematically detailed analyses), can make
TRs uneasy to grasp by some audience even when
prepared by skilled writers. Stylistic clarity is
achieved by use of simple and direct language,
simple sentences and careful choice of words .
 CONCISENESS
This has special value in TRs. It is essential to
include everything relevant to the communication at
hand, but not necessarily all things relevant to the
subject.
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CHARACTERISTICS OF EFFECTIVE
TECHNICAL COMMUNICATION
 COHERENCE
This is the quality of 'hanging together'. It provides the
reader an easily followed path. It makes materials
logically and stylistically consistent.
Each author creates a style for himself/herself. It is about
organising and expressing ideas in specific patterns.
Coherence promotes easy flow and readability .

 APPROPRIATENESS
TR document should be appropriate to the goal of
writing. An example is convincing a would-be client in
competitive bidding.
Appropriateness is determined by the audience, goals
and specific institutional context.
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CHARACTERISTICS OF EFFECTIVE
TECHNICAL COMMUNICATION
 DOCUMENT PURPOSE
This can be explicit or implicit, but it must always be borne
in mind.
 EXPLICIT PURPOSES: These include but not limited to :
◦ Provide information - company profile, brochure containing
strengths, rarely weaknesses.
◦ Persuade reader - job bidding proposal.
◦ Give instructions - answers to FAQs
◦ Enact something
 IMPLICIT PURPOSES:
 These are goals at the back of the mind when the TR is

being prepared. These include but not limited to :

◦ Establishing a Relationship; products and services marketing.
◦ Creating Trust and Establish Credibility; the TR should justify
reader's confidence in the accuracy of its content, style and
organisation.
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CHARACTERISTICS OF EFFECTIVE
TECHNICAL COMMUNICATION
 STATEMENT OF OBJECTIVE
◦ This is essential as it alerts the reader about
the contents of the document.
 PROBLEM STATEMENT
◦ This should be explicit and concise. It conveys
the depth of knowledge of the writer.

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CHARACTERISTICS OF EFFECTIVE
TECHNICAL COMMUNICATION
 AUDIENCE
It is essential to identify the type of audience, level of
expertise, audience purpose of using document,
attitude towards both document and writer. Audience
types include;
◦ Expert readers (general and specific)
◦ Technicians
◦ Managers.
 Strategies: writing for experts;
◦ extensive background information is not necessary.
◦ defining key terms and acronyms may also not be necessary
if the experts have specific expertise on the subject. Where
an expert is one in the general sense, sufficient background
information is necessary and all terms should be well defined.

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CHARACTERISTICS OF EFFECTIVE
TECHNICAL COMMUNICATION
 AUDIENCE (contd.) Strategies: writing for
 Technicians; keep introductions and background information

brief. Information should be made accessible when appropriate.

This should include the use of graphs, tables and diagrams.
Definitions or explanations of terms should be brief.

 Managers; make use of Executive Summary. Information

should be presented in order of importance. Information that will
influence decision making should be emphasized. Sufficient
background info should be in introduction while all
recommendations should be in conclusion. Where necessary,
technical explanations can be appended. Graphs and tables can be
used to summarize information. All unfamiliar terms should be
explained.
 Laymen; use extensive background information, organise

information from familiar to unfamiliar, explain all technical terms.

It may be useful to use analogies with familiar objects.
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CHARACTERISTICS OF EFFECTIVE
TECHNICAL COMMUNICATION
 USE OF DOCUMENT: to
◦ acquire information
◦ help make decision
◦ learn how to do something

 AUDIENCE ATTITUDE
◦ Towards author and report; previous knowledge and level
of acceptance. Where the audience does not consider the
author as expert, an extensive explanation of
conclusions and recommendations may be required.
◦ To create trust and establish credibility. You will require
more explanation when you are not sure of the level of
interest in your product.

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CHARACTERISTICS OF EFFECTIVE
TECHNICAL COMMUNICATION
 DOCUMENT DENSITY
 The amount, type, detail and complexity of
information presented should be appropriate to
the audience. The following guidelines may be
used for:
 Experts; technical introduction, body text with
graphical and some analytical communication.
 Managers; problem/solution format introduction,
body text with simple presentations. Accurate
details with emphasis on operations and costs.

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CHARACTERISTICS OF EFFECTIVE
TECHNICAL COMMUNICATION
 DOCUMENT ORGANISATION
◦ It is essential to organise the report to make it coherent to
the audience.
◦ Format for presentation include: detailed outline, informal
outline, formal outline and appropriate use of subject
headings.

 DRAFTING TECHNICAL REPORT

◦ This is preceded by information collection, identification
of the document's purpose and objective, development
of an appropriate outline.
◦ Use stages; first draft as a sketch of ideas and later fill
in with facts and figures (data).

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CHARACTERISTICS OF EFFECTIVE
TECHNICAL COMMUNICATION
 CONCLUSION
STYLE AND GRAMMAR EDITING
 These are intertwined operations. Use of

direct or passive tenses and simple (self

explanatory) words.
 The choice here also is a function of the

audience.

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THANK YOU

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