Technical Writing
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Technical writing is a type of writing where the author is writing about a particular subject that
requires direction, instruction, or explanation. It is an audience-centered means of
communication that provides a reader with clear and easy access to information. The technical
writer and reader have a vis-à-vis relationship. 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. This style
of writing has a very different purpose and different characteristics than other writing styles such
as creative writing, academic writing or business writing.
Technical writing is writing that is done for the purpose of educating, informing or directing
someone on how to do something. It is significantly different than other types of writing such as
narrative, because technical writing is intended to impart to the reader some specific skill or
ability. Technical writing isn't for everyone. It is often very detail-oriented and usually involves
writing within fields where some advanced knowledge is required.
Academic Writing versus Technical Writing
The definite purpose, strict format, and use of appropriate language in technical writing define
the differences between technical writing and academic writing. The academic writer’s purpose
may be to write an assignment, a story, a letter, etc.. These works may or may not have a reader.
However, technical writing always has a definite purpose and will always have a reader.
Regardless of the number of the intended readers of a document who may or may not read the
document, the document will be read by the primary reader.
Uses for Technical Writing
Technical writing is straightforward, easy to understand explanations and/or instructions dealing
with a particular subject. It is an efficient and clear way of explaining something and how it
works.
The subject of technical writing can either be:
Tangible - Something that can be seen or touched, such as a computer or software program, or
information on how to assemble a piece of furniture.
Abstract - Something that involved a series of steps that aren't related to a tangible object. One
example of this might be steps required to complete an office process.
Some examples of technical writing include:
Instruction manuals
Policy manuals
Process manuals
User manuals
Reports of analysis
Reviews
Technical Research manuals
Instructions for assembling a product
A summarization of a long report that highlights and shortens the most important elements
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The aim of technical writing is to translate scientific and technical information in a way that is
clear and easy to understand. The specific information conveyed should be helpful to the reader.
Technical writing is a form of writing that is extensively used to prepare manuals, description of
new electronic products, instructions on how to operate a particular machine, etc. A technical
writer is often asked to create a documentation for a technology. The documentation must clearly
explain how to install and use that technology.
Technical write ups are precise and essentially focus on the subject, which is explained in the
most convincing manner. Yet the data is concise and the language used is straightforward.
The main objective of technical writing is to present the hardcore technical information to the
non technical people in a way that it is easy to understand and follow.
Uses of Technical Writing
Technical writing is commonly used to create brochures, newsletters, instruction manuals on how
to use a specific electronic/chemical product, product descriptions and various marketing and
promotional materials Hence it broadly falls into the category and advertising and marketing
copywriting.
Technical writing is totally different from essay and creative writing. It is a misconception that
technical writing is too stiff and mechanical. However, there are a few basic characteristics of
technical writing, which you must understand before making your mind to create technical write
ups.
Characteristics of Technical Writing
Knowing the characteristics of technical writing is very important if you are a person that is
interested in writing professionally. There are many different types of writing and each type has a
purpose. Technical writing is different from other types of writing in that it is more informative. The
purpose of this type of writing is to explain a variety of topics to other people. Technical writing is
commonly seen in how to manuals and other pieces that provide direction. Learning the
characteristics of technical writing is essential if you want to build a successful writing career.
Purpose of Technical Writing
Every type of writing has a goal. There are some forms of writing that are geared to telling a story and
there are other forms of writing that are geared to expressing opinions.
The main purpose of technical writing is to provide sometimes complex information. This is the type
of writing that will:
•
Assist a person with understanding more about a particular item, such as a computer or a new
drug or a new piece of technology.
• Explain how an object works or how to complete a project.
Technical writing is targeted to readers who are looking for information on a particular topic. The
goal in targeting this group is to make sure that the information provided is clear, concise and easy
for anyone to understand.
This type of writing is somewhat difficult for some people as it requires that you are able to translate
information that is sometimes hard to comprehend into terms that anyone will be able to read and
follow along with, without an issue. While there are different types of writing that are informative,
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technical writing is the type that most clearly focuses on presenting information in a specific way so
that people can use the information for a variety of purposes.
Characteristics of Technical Writing
Technical writing, just as any other form of writing, has certain characteristics which distinguish it
from other types of writing. It is very different from writing opinion pieces, essays, prose, non-fiction
or fiction.
Technical writing, just as any other form of writing, has certain characteristics which distinguish it
from other types of writing. One of the main characteristics of technical writing is the fact that it clear
and straight forward. If you are interested in technical writing for professional purposes, it is very
important to know that this type of writing require that the writer stick to the subject matter and relay information in a clear and concise manner. It is very different from writing opinion pieces, essays,
prose, non-fiction or fiction. The language used should be very direct and straight to the point. You
should avoid using words that people do not understand, and you should also avoid an eloquent writing style. Another characteristic of technical writing is that it is very detailed and informative. The
perfect example of technical writing is a textbook. The written contents of most text books is geared
to providing information by describing the subject matter as fully as possible. Technical writing is also very structured. This type of writing has a very obvious composition that makes it easy for the
reader to follow along. Solid structure is needed with technical writing as it allows the audience to
easily access the information as needed.
a. It is clear and straight forward. If you are interested in technical writing for professional
purposes, it is very important to know that this type of writing requires that the writer stick to
the subject matter and relay information in a clear and concise manner.
b. The language is very direct and straight to the point. The writing will avoid words that
people do not understand and will avoid an eloquent writing style.
c. It is very detailed and informative. The perfect example of technical writing is a textbook.
The written content of most textbooks is geared to providing information by describing the
subject matter as fully as possible.
d. It is very structured. This type of writing has a very obvious composition that makes it easy
for the reader to follow along. Solid structure is needed with technical writing as it allows the
audience to easily access the information as needed.
In short , Technical Writing provides useful information. It directly informs the writer's ideas or messages. It gives instructions or directions. It serves as a basis for decision making.
Uses of Technical Writing
With understanding the characteristics of technical writing, you can better comprehend how this type
of writing is used. Technical writing is found everywhere. There are a variety of different types of
writing which use a technical style.
For example, instructions of all sorts are a perfect example of technical writing.
a. When you open up an instruction manual, as the reader, the goal is to be informed about the
product so that you can use it as efficiently as possible.
b. Lab reports are another example of technical writing. The main purpose of a lab report is to
explain the occurrences in a lab so that others will be able to gain information.
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c. Driving directions can be considered a type of technical writing as the goal is to clearly and efficiently provide instructions on how to go from point A to point B.
Overall, technical writing is a very useful form of writing that is encountered by everyone almost every day.
Tips for Good Technical Writing
Regardless of the type of document which is written, technical writing requires the writer to follow
the properties of knowing their audience, writing in a clear, non-personal style and doing extensive
research on the topic. By including these properties, the writer can create clear instructions and explanations for the reader.
a. Know your audience. An expert in the field will understand certain abbreviations, acronyms,
and lingo that directly applies to such a field. The novice will not understand in the same
manner and, therefore, every detail must be explained and spelled out for them.
b. Use an impersonal style. Write from a third person perspective, like a teacher instructing a
student. Any opinions should be omitted.
c. The writing should be straightforward, to the point, and as simple as possible to make sure
the reader understands the process or instruction. This at times may appear as simply a list of
steps to take to achieve the desired goal or may be a short or lengthy explanation of a concept
or abstract idea.
d. Know how to research. Gather information from a number of sources, understand the information gathered so that it can be analyzed thoroughly, and then put the information into an
easy to understand format to instruct those who read it. The more inexperienced your audience, the more information you will need to gather and explain.
e. Be thorough in description and provide enough detail to make your points; but, you also
have to consider that you need to use an economy of words so that you do not bore your reader with gratuitous details.
A good technical writer can make a difficult task easy and can quickly explain a complex piece of information.
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Attributes of Technical Writing
Being able to explain characteristics of technical writing is important, especially since the
industry is all about explaining topics to others. Keeping these key technical writing attributes in
mind will make your writing coherent and consistent:
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•
•
•
•
•
•
•
•
•
Stick to a technical subject
Have a purpose
Maintain an objective
Convey solid information/facts/data
Be impersonal
Stay concise
Maintain direction
Keep style and format consistent
Content is archival
Properly cite contributions
Forms/Types of Technical Writing
Technical writing opens the door to a career that simplifies complex topics and provides users with
valuable how-to guides. This type of writing is bit tough, because writers act as middlemen between
developers and consumers.
Science and Medical Papers
Research results can be hard to explain, so scientists collaborate with technical writers to interpret and
organize findings. These results are published in medical journals, so the presentation of material requires
fine detail, accuracy, and organization. These papers act as learning resources for practitioners to
understand procedures and results. As with any form of research, technical writers ensure that proper
credibility is given in the text.
Professional Reports and Reviews
In addition to writing for scientists and doctors, technical writers assist in creating reports for business
growth and educational institutions. Examples of professional reports include project and business status
reports, legal case reviews, and personnel activity reports.
User Help Guides/Booklets
When software product users have questions that needs specific answers, they turn to user help guides.
These are written to provide clear and sensible answers to common questions that may develop as use of
software programs continue. User help guides are broken down into sections depending on the type of
‘help’ needed – allowing users to read ahead or re-read information to make their understanding of a
product stronger.
Product Manuals
Product manuals are those small booklets that highlight a product’s main features, general maintenance,
and basic operation. Examples of product manuals you’ve heard of include owner’s manuals for cars and
operator’s manuals for heavy machinery.
Assembly Guidelines
Since assembly guidelines tell users how to physically set up a product, technical writers are responsible
for writing clear and user-friendly, step-by-step instructions. It’s important for these instructions to be
written in a way that ensure users can accurately assemble products. Just think: if you used the assembly
guide that came with your new entertainment system, you probably would have put it together in half the
time!
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Technical Books
Similar to user help guides, technical writers are hired to write guides for users to understand the ins and
outs of a product; most often software products. It’s critical for these technical books to be accessible and
of interest to non-expert users. If you’re thinking of writing a technical book, check out Udemy’s guide on
writing a how-to book.
White Papers and Case Studies
White papers are written to highlight a company’s success — and in this case, success with certain
products or services. Technical writers investigate problematic topics of a specific audience and integrate
a company’s product to create solutions. On the other hand, case studies are experience reports that
provide details of how an account’s business goals were met with the help of a product.
Think of it this way:
Case Study
Focus
Message
Length
White Paper
New solution to an old problem,
One customer’s experience.
or the benefits of a B2B product
or service.
This customer loves our product Here’s how our B2B product or
our service
service can benefit you
1-2 Pages
5-12 Pages
Brochures
Brochures in technical communications are more than pretty pictures of a tropical island you’d like to plan
a vacation to. Brochures take users to a deeper level of understanding and appeal through clear
descriptions, functions, and uses of a product.
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Tips to good writing
Here are some general writing guidelines:
• All manuscripts for review should be double spaced except labeling for tables, figures, and
figure captions. Tables and figures need not be double spaced.
• Contents must be organized logically. Prepare a detailed outline prior to writing your
manuscript. All manuscripts should have headings and subheadings. Large manuscripts
normally have at least three levels of headings.
• Content is dictated by the nature of the manuscript. In general, it is recommend that as
much of the long mathematical derivations and supporting data as possible be placed in
appendices. Keep the primary part of the text brief and informative.
• Be as original and imaginative as the topic allows. Use a multiple-hypothesis approach
and treat the competing hypotheses without prior bias.
• Factual material based on measurements and observations must be distinguished clearly
from inferences and conclusions. Also, your own work should be identified clearly as
contrasted with the work of others. Do not introduce new factual material into sections
intended as summaries or conclusions.
• Strike a good balance between naively accepting data and conclusions given in published
reports and a hypercritical attitude towards everything.
• Be consistent throughout your report in punctuation, abbreviation, capitalization, and
other matters of typographical style even though the initial choice of style may be arbitrary.
• Use a standard citation style from any major scientific publication, but make sure the
following facts are included: Author’s name with initials, date of publication, full title of
article or book, name of journal or publisher, volume, and pages which include the material
being cited. Whatever style is used, it must be consistent throughout the paper.
• Use your word processor to spell- and grammar-check as you write; dashed underlining
that appears in MS Word, for example, usually indicates a misspelling or grammar error.
Right-click on a word to get alternate spellings or grammar suggestions.
• Use active voice (mostly). Writers often use passive voice in scientific writing (“the experiment was
performed. . . ”) in order to take the experimenter (us!) out of the picture so the
study appears more objective. This is sort of silly, since we (or somebody) obviously did
the experiment. Try to use active voice if possible (“we performed the experiment. . . ”).
General Technical Writing Guidelines 5
• Proof-reading is pretty obvious; usually we don’t do this out of laziness, but it is essential
to catching obvious errors. Even a draft report should be free of spelling, punctuation,
and grammar mistakes, and make a logical argument. If you’ve forgotten when to use a
comma, check a reference such as St. Martin’s Handbook.
• Get a second opinion. Find a friend or classmate to read your report and offer criticism on
the overall clarity/quality of the report, and/or point out errors or ambiguous sentences.
Your reports are intended for a scientific audience who knows something about the topic,
but should be readable (at least) by the general public
• Revise. Nobody writes a great report at one sitting, so you need to budget time to go back
and revise your wording, sentence structure, even organization if needed. If you submit
a report full of errors in this course, you will be asked to re-write it before a grade is
assigned. So, do it right the first time.
A.2 Figures and Tables
• Make sure that, insofar as possible, illustrations can be understood without reading the
text. To do this, special care should be taken with labels and figure captions.
• All figures and tables presented should be numbered and should include titles and/or
captions.
• Copies of figures from published literature can be used but they must be renumbered and
the source must be given.
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• All illustrations and tables should be cited in the text.
• Citations should be in numerical order; that is, Table 2 should not be discussed prior to
Table 1 in the text.
• Orient figures properly - do not turn them side-ways on a page. The legend on the many
graphs may end up being upside down on the page if the figures are oriented side-ways. It
is better to reduce the figure so that it can be placed upright on the page.
• Exact camera location and direction in which the camera was pointed should be given in
captions to all photographs.
• All maps should include a scale, geographic coordinates, and a north arrow.
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TYPES OF COMMUNICATION
Verbal Communication
The communication in which the sender uses words, whether spoken or written, to transmit the
message to the receiver is known as Verbal Communication. It is a form of communication in
which sender use words to interchange the information with other people either in the form of
oral or written. The communication can be done in two ways :
(i)
Oral – like face to face communication, lectures, phone calls, seminars, etc.
(ii)
Written – Letters, E- mail, SMS, etc.
The Message can be clearly understood in this type of communication. There are very fewer
chances of confusion in verbal communication between the sender and receiver. In verbal
communication, the interchange of the message is very fast which leads to rapid feedback. In
verbal communication, the presence of both the parties at the place of communication is not
necessary, as it can also be done if the parties are at different locations. The documentary
evidence is maintained if the communication is formal or written.
Non-verbal Communication
Unlike verbal communication , which is conscious and deliberate, Non-verbal communication is
instinctive and spontaneous. The term nonverbal communication was introduced in 1956 by
psychiatrist Jurgen Ruesch and author Weldon Kees in the book "Nonverbal Communication:
Notes on the Visual Perception of Human Relations. Charlie Chaplin and many other silent movie
actors were the pioneers of non-verbal communication skills. Non-verbal communication
includes facial expressions, the tone and pitch of the voice, gestures displayed through body
language (kinesics) and the physical distance between the communicators (proxemics). Indeed,
some estimates suggest that around 70 to 80% of communication is non-verbal! Nonverbal
messages have been recognized for centuries as a critical aspect of communication. The list of
non-verbal communication is not exhaustive, but we should concentrate our attention on the
following types of non-verbal communication :
• Kinesics
• Proxemics
• Vocalics
• Chronemics
• Haptics
• Artifacts
1.Kinesics
Kinesics literally means ‘body movement’. Bodily movement, gesture and body language is an
important factor, especially in face-to-face communication. Kinesics includes –
i)Facial expressions ii) Eye contact iii) Posture iv) Gesture
2.Proxemics
Just as Kinesics is the study of body language , Proxemics is the study of how we communicate
with the space around us. Personal space is your ‘bubble’ – the space you place between yourself
and others. This invisible boundary becomes apparent only when someone bumps or tries to
enter your bubble or space. People has their own personal portable ‘air bubble’ or space that they
carries around with them. Edward T. Hall coined theses air bubbles or spaces as proxemics and
describes four types of informal spaces to know human relationships - like intimate, personal,
social and public.
• Intimate zone – 1.5 feet
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• Personal zone – 1.5 to 4 feet
• Social zone – 4 to 12 feet
• Public zone – 12 or above 12 feet to the range of eyesight and hearing.
The impact of use of space on the communication process is related directly to the environment
in which the space is maintained.
3.Vocalics
It is the study of voice quality, speech rate and manner of speaking beyond the said words. The
volume, tone, pace and pitch of voice used by the sender for communicating a message to the
receiver is known as vocalics or paralanguage. It gives clue about speaker’s social standing and
his/her personality. The important thing to gain from this is that voice is necessary , not just as
the conveyor of the message, but as a complement to the message.
4.Chronemics
The use of time in communication is chronemics, which speaks about the personality of the
sender / receiver like punctuality, the time of speech, etc. Time can be an indicator of status. How
long will you give the people who wish to speak to you? How long will you make them wait to see
you? In healthy organization, the manager and his subordinates use time to communicate their
mutual respect to each other.
5.Haptics
It is a form of non- verbal communication using a sense of touch. Some forms of Haptics
communication is Handshake, or a gentle pat on back, or a high five. The sense of touch allows
one to experience different sensations. People should know the effectiveness of using touch while
communicating to their sub-ordinates, but need to be cautious and understand how touch can be
misunderstood. A hand on shoulder may supportive for one person whereas for other person it
may be negative for another. We use handshake to gain trust and introduce ourself. Haptics rules
changes according to different cultures, context and status of relationships. In US the main form
of greeting is handshake, though with friends they may hug each other. In Japan people bow at
each other upon meeting and touching is rather considered rude.
6.Artifacts
The appearance of a person speaks about his personality. Artifacts , in the context of body
language would include clothing, carrying jewellery, lifestyle, etc. All these may seem unrelated
to body language, but upon a closer look, we find that they are very meaningfully related to our
communication styles. These things should be judged in context of the local customs and culture
of the community. A famous writer has said , “ A man is recognized by his Dress and Address.”
Dress doesn’t need any explanation, By address, he means the way a person speaks to another.
Every occasion has its own particular type of dress. It is not just the dress or clothes that are
important for any occasion but also the choice of shoes, hair style, make-up and perfume that
convey meaning in a non-verbal communication.
Key Differences between Verbal and Non-verbal Communication
The following points explain the difference between verbal and non-verbal communication in
detail:
1. The use of words in communication is Verbal communication.
The communication which is based on signs, not on words is Non-verbal communication.
2. There are very fewer chances of confusion in verbal communication between the sender
and receiver.
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3.
4.
5.
6.
Conversely, the chances of misunderstanding and confusion in non-verbal communication
are very much as the use of language is not done.
In verbal communication, the interchange of the message is very fast which leads to rapid
feedback.
In opposition to this, the non-verbal communication is based more on understanding
which takes time and hence it is comparatively slow.
In verbal communication, the presence of both the parties at the place of communication
is not necessary, as it can also be done if the parties are at different locations.
On the other hand, for an effective non-verbal communication, both the parties must be
there, at the time of communication.
In verbal communication, the documentary evidence is maintained if the communication
is formal or written.
But, there is no conclusive evidence in case of non-verbal communication.
Verbal communication fulfills the most natural desire of humans – talk. In the case of Nonverbal communication, feelings, status, emotions, personality, etc are very easily
communicated, through the acts done by the parties to the communication.
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Assertive Communication
Assertive communication is the ability to express positive and negative ideas and feelings in an
open, honest and direct way. It recognizes our rights whilst still respecting the rights of others. It
allows us to take responsibility for ourselves and our actions without judging or blaming other
people. Unfortunately, there's no way to control how other people will decide to communicate
with us. But we have the choice like how we communicate back. Accepting responsibility for our
own communication is the first step in improving communication with others.
Examples :
Here is one situation with three possible responses. The goal in the situation is to keep a partner
from spending too much money outside the budget.
Aggressive: “You idiot, I can’t believe you bought all that crap. You always mess things up. You’re
selfish.”
Passive: “Oh well, it isn’t important.” (Or doesn’t bring the issue up at all)
Assertive: “I would like to know a good time we could talk about the budget. I am concerned.”
Assertive communication is magical. It’s magic is in it's contagiousness. When we make the choice
to be assertive, we will likely shock those around us who expect us to either behave aggressively
or passively.
Q: Which of the following statements are assertive?
•
You stupid jerk! Stop tapping your pencil!
•
I would really like to talk to you about the phone bill.
•
Where did you hide the remote this time? In the couch again?
•
You can have it. I'll just have some milk instead of ice-cream.
An understanding of assertive communication can also help you handle difficult family, friends,
and co-workers more easily, reducing drama and stress. Ultimately, assertive communication
empowers you to draw necessary boundaries that allow you to get your needs met in relationships without alienating others and without letting resentment and anger creep in. This helps
you to have what you need in relationships while allowing your loved ones to have their needs
met too. Although many people equate assertive communication with conflict and confrontation, assertiveness actually allows people to be closer. Assertive communication does take
practice. Many people mistake assertiveness for aggressiveness, but assertiveness is actually
the balanced middle ground between aggressiveness and passivity. Aggressiveness leads to
hurt feelings and fractured relationships. Passivity leads to stress and resentment, and sometimes even lashing out in the end.
Improve Your Communication Style
Learning to speak assertively enables you to respect everyone's needs and rights—including your
own—and to maintain boundaries in relationships while helping others feel respected at the
same time. These steps can help you to develop this healthy communication style (and relieve
stress in your life in the process).
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1. Be factual, not judgmental, about what you don't like.
When approaching someone about a behavior you’d like to see changed, stick to factual
descriptions of what they’ve done, rather than using negative labels or words that convey
judgments. For example:
Situation: Your friend, who habitually runs late, has shown up 20 minutes late for a lunch date.
Inappropriate (aggressive) response: "You’re so rude! You’re always late."
Assertive communication: "We were supposed to meet at 11:30, but now it’s 11:50."
Don’t assume you know what the other person’s motives are, especially if you think they’re
negative. In this situation, don't assume that your friend deliberately arrived late because they
didn't want to come or because they value their own time more than yours.
2. Be accurate about the effects of this behavior. Don't judge or exaggerate.
Being factual about what you don't like in someone's behavior, without overdramatizing or
judging, is an important start. The same is true for describing the effects of their behavior. Don’t
exaggerate, label or judge; just describe:
Inappropriate response: “Now lunch is ruined.”
Assertive communication: “Now I have less time to spend at lunch because I still need to be back
to work by 1:00.”
Body language and tone of voice matter in assertive communication. Let yours reflect your
confidence: Stand up straight, maintain eye contact, and relax. Use a firm but pleasant tone.
3. Use “I messages.”
When you start a sentence with “You...”, it comes off as a judgment oran attack and puts people on
the defensive. If you start with “I,” the focus is more on how you are feeling and how you are
affected by their behavior. Also, it shows more ownership of your reactions and less blame. This
helps minimize defensiveness in the other person, model the act of taking responsibility, and
move you both toward positive change. For example:
You Message: “You need to stop that!”
I Message: “I’d like it if you’d stop that.”
When in a discussion, don’t forget to listen and ask questions! It’s important to understand the
other person’s point of view.
4. Put it all together.
Here’s a great formula that puts it all together: “When you [their behavior], I feel [your feelings].”
When used with factual statements, rather than judgments or labels, this formula provides a
direct, non-attacking, more responsible way of letting people know how their behavior affects
you. For example: “When you yell, I feel attacked.”
5. List behavior, results, and feelings.
A more advanced variation of this formula includes the results of their behavior (again, put into
factual terms), and looks like this: “When you [their behavior], then [results of their behavior],
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and I feel [how you feel].”
For example: “When you arrive late, I have to wait, and I feel frustrated.”
Or, “When you tell the kids they can do something that I’ve already forbidden, some of my
authority as a parent is taken away, and I feel undermined.”
Try to think win-win: See if you can find a compromise or a way for you both get your needs met.
In the case of the always-late friend, maybe a different meeting place would help them be on time.
Or you can choose to make plans only at times when your schedule is more open and their
lateness won't cause you as much stress.
M.Sc (Agri) / TECHNICAL COMMUNICATION
Electronic communication
Electronic communication plays a vital role in our day to day lives. But, have you ever wondered
how electronic communication can be defied? There are various ways in which Electronic
Communication can be defined.
An electronic communication is defined as “any transfer of signs, signals, writing, images, sounds,
data, or intelligence of any nature transmitted in whole or in part by a wire, radio, electromagnetic,
photoelectronic or photooptical system that affects interstate or foreign commerce.” United States v.
Reed, 575 F.3d 900 (9th Cir. Cal. 2009)
The transfer of any kind of a sign or a signal or intelligence of any given nature is called as
Electronic Communication. Let us also have a look at various other definitions of the same.
• Electronic communication is one general term that talks about communication that is
computer-mediated.
• It is a concept where communication occurs through electronic means.
• In simple terms, Electronic Communication can also be defined as the transfer of
intelligence or data of any given nature which is transmitted as a whole or in parts.
• Communicating using electronic media is also known as Electronic Communication.
• As per various dictionaries, Electronic Communication is a kind of communication where
the data is transferred electronically.
• Let us now try and understand the advantages and disadvantages of electronic
communication.
The Advantages of Electronic Communication
• Electronic communication is fast.
• It is a cost-effective option.
• Electronic communication is convenient and also helps people stay in touch with one
another.
• Electronic Communication also provides mobility.
• Mobility in Tarn helps people to get online, even in public locations.
• It is instantaneous.
• Write an option of regular backups and the saint and protects the data against hacking
theft or loss.
• Electronic communication saves time. For example, a number of colleges prefer to post
their study material on the campus website to save time.
• It provides a speedy transmission.
• It also offers a wide coverage, long-term storage and easy access to the data stored.
• Electronic communication is also cheaper when compared to the traditional methods.
• Electronic media enables the exchange of positive feedback.
• Users can manage a global operation with ease using Electronic Communication.
• Helps improve work efficiency.
Disadvantages of Electronic Communication
Let us now have a look at the disadvantages of Electronic Communication.
• Electronic media can intrude into your personal space.
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• Lack of security can put your personal details at risk of theft.
• Electronic media can cause distractions.
• Security has always been a major concern.
• People are prone to cyber and online attacks.
• Online websites like chat rooms act as predators to lure innocent kids.
• The volume of data handled is huge.
• The development cost of electronic communication is high.
• Frequent changes in the technology always demand more investment.
• The data can get distorted, but will not have a value in the eye of law.
• Data can at times be undelivered.
• Increase in dependency.
• Electronic communication can make way into your personal time.
• Data transferred can be easily hampered.
• Electronic communication is a cyber-addiction.
It is thus wise to use electronic communication only when necessary. Spend the rest of your
quality time with your family and friends.
Types of Electronic Communication
Web Pages
World Wide Web users post content on websites for others to view. The content may be simple
text, but it might also contain multimedia files including images, sounds, videos or streaming
content. Unlike many other forms of electronic communication, most Web content is pulled from
the Web by users who are seeking information, rather than pushed to subscribers. While not as
permanent as traditional media like paper, Web pages can archive information for extended
periods.
Email
Email is a method originally intended to imitate physical mail. Messages are delivered from one
specific address to one or more specific addresses. Users are alerted to the presence of new
messages in their inboxes by email clients that display the content and offer an opportunity to
reply. Messages are primarily text but may include file attachments of various types including
images and short movies. Unlike instant messages, emails are generally not expected to be read
immediately upon receipt. Most email readers keep track of conversations that include multiple
people through the use of threads. Thus email is ideally suited for long, involved conversations
between two people or among small groups of people.
Text and Instant Messaging
Text messaging uses cellular airwaves and protocols to deliver textual messages from one cellular
phone to another or from one phone to a group of other phones. Text messaging is usually
intended as near-instant communication and can be quicker than a phone call because the sender
doesn't have to wait for the recipiant to answer before delivering a message. Because text
messaging is informal and easy, it's sometimes called chatting. Text messaging can also facilitate
private discussions when there is a chance that a phone call could be overheard. Instant
messaging is similar to text messaging but is carried over the Internet rather than over cell phone
airwaves.
Social Networking
Social networking sites facilitate communication among people with common interests or
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affiliations. Sites such as Facebook and LinkedIn provide places for people to interact, sometimes
in real time. Microblogging services like Twitter, allow short textual messages of no more than
140 characters to be broadcast to a large audience. Unlike text messages, which are delivered to
only small groups, microblog posts are intended to be seen by all of a user's followers. Microblog
users can repost messages that they want to share with their own followers, so a microblog post
can spread quickly. A widely reposted message is called a viral post.
Video Chat
Like instant messaging, most video chatting is conducted over Internet protocols that stream
images from one device to another. At times, nothing beats a face-to-face conversation. Video
chats provide an immediacy to a conversation. Because a person's tone is often easier to read
when you can see his face, businesses often use videoconferencing to aid in virtual meetings.
M.Sc (Agri) / TECHNICAL COMMUNICATION
Proofreading and Editing
Editing
Editing is an Art. It requires much more input from an editor than proofreading. The editing
process involves improving the flow and quality of a written document and will generally include
work on the content, overall structure, quality of evidence and analysis, clarity, style and
referencing .Editors will often rewrite sections of text in order to improve the standard of the
writing and ensure that the objectives of the document are met. An editor will also check facts
and raise any discrepancies or questions with the writer, as well as correcting any grammatical,
spelling or punctuation errors.
Proofreading
Proofreading is a Science. It involves correcting all spelling, punctuation, grammatical and
typographical errors that appear within a document. Proofreading is a highly developed skill that
requires extensive knowledge of the English language and the ability to concentrate for long
periods of time. The human brain is extremely good at correcting small errors in text as we read a
document. This makes it very hard for people to spot mistakes in their own writing and even
those individuals who have advanced English language skills will often produce text that contains
errors. Proofreading is usually the final step in the process of preparing a document and should
only be performed once you are absolutely certain that the content is complete and that the
language used is as effective as it can be.
Difference between Editing and Proofreading
Editing and proofreading are two different stages of the revision process. Both demands close and
careful reading, but they focus on different aspect of writing and employ different techniques.
Proofreading is a part of editing, but editing is much more than proofreading.
a) Editing is done before proofreading and proofreading is done after editing and typesetting.
b) Editing is an art, but proofreading is a science.
c) Editing is focus on – style, clarity, logic. Organization . But proofreading is focus on
spellings, spelling mistakes, capitalization, missing words or phrase, punctuation. It
improve the language of a text.
d) Editing makes major changes but proofreading makes minor changes in a text.
e) Editing doesn’t check the consistency of layout, but proofreading does.
f) Editing is responsible for the overall quality of a text, but Proofreading ensures that the
editor and writer have not missed anything important.
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Dyadic Communication
Dyadic Communication is the form of verbal communication held face-to-face. This is the
communication between two individuals related to their mutual ideas, behaviour, thoughts,
perceptions, likes, dislikes etc. In sociology, dyad means a pair or group of two people, the
smallest possible social group. As an adjective, "dyadic" describes their interaction. The pair of
individuals in a dyad can be linked via romantic interest, family relation, interests, work, partners
in crime, and so on. The relation can be based on equality, but may be based on an asymmetrical
or hierarchical relationship (master–servant). The strength of the relationship is evaluated on the
basis of time the individuals spend together, as well as on the emotional intensity of their
relationship. Dyadic communication is said to the easiest form of verbal communication. The
different forms of dyadic communication are: Telephonic communications, Interviews, & Face-toface communication.
In other words, Dyad means two things of similar kind or nature or group. Dyadic communication
means the interrelationship between the two, but in practice ,this relationship refer to dialogic
relations or face-to-face verbal communication between two persons. A sudden communication
between two strangers in the street and not continued afterwards or not having lasting aftereffect
on each other can not be termed as dyadic communication. Examples of dyadic communication
occur between Jesus and Peter, the Buddha and Ananda, or between Socrates and Plato,
where dialog is not only outward, superficial, or mechanical, but instead brings the two people
into a sphere where each person influences the other. A lasting communication of ideas between
two people for long duration of time or of any intensive duration of deeper impact may be called
dyadic communication.
In this kind of communication, a person shares his thoughts with another person. The
communicator can also use charts, graphs, animations, slides, music, sounds, video clips, his/her
own voice, gesture, body language, facial expressions, written reports, and still images to tell what
he/she wants to convey. People working in firms, government departments as well as people
discussing things in the groups of two, they cannot be afford to be impersonal with each other
because they addressing each other by being physically present in a room, office, garden or at any
other place. If they are talking over phone, or cellular phone, they are again personal (to some
extent) as voice of one person delivers many meanings and cues to the other person.
They are communicating with each other in an air of confidence and both the persons are
confident that they are understanding each others. They want result from each others. They want
these result in a short time frame. This is called Dyadic communication. It is an example of twoway communication because every person would respond to the statements, documents, tables,
and data provided by the other person. Example two persons can exchange information and
discuss topics that are of mutual interest. These topics could be political, social values,
neighborhood, environment, sports, etc.
A person can talk to another person, or he can send a letter or document to him. He can also show
him a visual clip, slide, diagram, chart, etc. Further, he can talk to him over telephone too. Now-adays, cellular phones are a popular form of communication for personal discussion. All these
techniques are a part of Dyadic communication. Even if two persons are talking over telephone,
their expressions, sights, disgruntled acknowledgements, and whispers can communicate a lot to
each other. When they are engaged in a face-to-face meeting their body language tells the real
tale. Words also help them communicate so do documents, handshakes, products, charts,
diagrams, samples of products, and live demonstrations. Media vehicles through which dyadic
communication can be regulated are : Oral communication, Communication through gestures,
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Communication through body language, Documentary communication, Pictorial communication,
Communication through products, charts, diagrams, etc.
There are three stages of dyadic communication, which are as stated below:
(i) Transaction: It is when people start to communicate; it is when people tend to exchange facial
expressions. They invite a talk based on mutual interests.
(ii) Interaction: This stage is the core of the communication. In this, the subject matter of the talk
is known/established.
(iii)Termination: It is when the goal of the communication is achieved. It is the end of the
communication.
Message Chunking
Message chunking involves breaking up the information you have to convey into smaller, well
organized and related pieces or chunks. Then, what you do is talk/write about the chunk, check
for understanding with the other person, allow the person to reflect, and THEN move to the next
chunk, making sure the person is clear about the relationship between one chunk and the next.
When communicating, we need to be aware that the other person can only listen to, process and
understand so much information without hitting information overload. It takes time for a person
to hear and assimilate what is being said (or written).
A good writer, for example, uses well organized paragraphs that flow into each other, and that's a
form of message chunking in written form. A good speaker does the same thing, also
incorporating pauses to allow the listeners time to reflect and understand before moving on. This
also applies to one-to-one conversations. For example, if you are offering someone feedback on
something, rather than dump the whole barrel onto the person, you chunk it. You offer one
element, then discuss, then move onto the next. The key element here is that the more you talk
without allowing people to assimilate what you are saying, the less likely they will be to
understand, and the more likely they will get lost completely.
Message Pacing
Pace is how fast something travels a particular distance, like a runner who tries to achieve a
consistent pace, running each mile in more or less the same amount of time. Pace comes from the
Latin word passus, meaning “a step.” Pace is a noun, meaning "the speed at which something
happens." Message pacing is the speed with which the reader moves through and absorbs a text.
It is how fast or slow the story unfolds. It helps to keep the reader interested and maintains a
desired atmosphere and tone. It refers to the speed, the ideas or events in a text develop and how
fast or slow these events or ideas are told to the reader. The pace is determined by the number of
words used to describe each event or idea and the use of punctuation or sentence structure that
made the reader go through a text of the message faster or slower.
Self-disclosure
Self-disclosure is a process of communication by which one person reveals personal information
about themself to another person. The information can be descriptive or evaluative, and can
include thoughts, feelings, aspirations, goals, failures, successes, fears, and dreams, as well as
one's likes, dislikes, and favorites. For example
- telling a hidden secret about yourself to another person
- sharing information about your family, childhood, hopes, dreams, fears, and feelings to another
person.
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It involves a willingness to reveal personal information, thoughts and feelings rather than
superficial or obvious characteristics. One characteristic of self-disclosure is that the information
cannot be readily visible or known by the recipient of the message. Thus, self-disclosure only
refers to new, personal information being communicated from the sender to the recipient. In faceto-face interactions, telling someone “I am a handsome man” would not be self-disclosure because
that person can perceive that about you without being told. However, revealing, “I am an
intelligent man. I can solve any problem.” or “My favorite kind of music is ‘electronic trance’ , or
“Jane Austen is my favorite novelist.” , would be examples of self-disclosure because these are
pieces of personal information others do not know unless you tell them.
Mirroring
Mirroring is the behaviour in which one person unconsciously imitates the gesture, speech
pattern, or attitude of another. Mirroring often occurs in social situations, particularly in the
company of close friends or family. The concept often affects other individuals' notions about the
individual that is exhibiting mirroring behaviors, which can lead to the individual building
rapport with others. Mirroring generally takes place unconsciously as individuals react with the
situation. It is common in conversation, as the listeners will typically smile or frown along with
the speaker, as well as imitate body posture or attitude about the topic. Individuals may be more
willing to empathize with and accept people whom they believe hold similar interests and beliefs,
and thus mirroring the person with whom one is speaking may establish connections between
the individuals involved. In infant-parent interactions, mirroring consists of the parent imitating
the infant's expressions while vocalizing the emotion implied by the expression. This imitation
helps the infant to associate the emotion with their expression, as well as feel validated in their
own emotions as the parent shows approval through imitation. Studies have demonstrated that
mirroring is an important part of child and infant development. According to Kohut's theories of
self-psychology, individuals need a sense of validation and belonging in order to establish their
concepts of self. When parents mirror their infants, the action may help the child develop a
greater sense of self-awareness and self-control, as they can see their emotions within their
parent's faces. Additionally, infants may learn and experience new emotions, facial expressions,
and gestures by mirroring expressions that their parents utilize. The process of mirroring may
help infants establish connections of expressions to emotions and thus promote social
communication later in life. Rapport may be an important part of social life, as establishing
rapport with an individual is generally the initial route to becoming friends or acquaintances with
another person. Mirroring can help establish rapport, as exhibiting similar actions, attitudes, and
speech patterns as another person may lead them to believe that one is more similar to them and
thus more likely to be a friend. Individuals may believe that because one replicates the
individual's gestures, that one may hold similar beliefs and attitudes as the individual. Mirroring
may be more pervasive in close friendships or romantic relationships, as the individuals regard
each other highly and thus wish to emulate or appease them. Additionally, individuals who are
friends may have more similarities than two strangers, and thus may be more likely to exhibit
similar body language regardless of mirroring. Mirroring is used to establish rapport with others,
to put others at ease. Mirroring is not manipulative because a person who senses another's vile
intentions can no and will not respond to mirroring, in fact, that person will display protective
body language. It is useful only if used for a very limited time, because if used for extended
periods of times become suspicious and uncomfortable for the person being mirrored. It can be
very useful at initial meetings, but becomes revealing (in a negative way) when used at high
frequency.
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Pagination
Pagination refers to the concept of breaking a large set of data in smaller chunks so that it can
easily be absorbed both by the application and the user.
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