Technical Communication - Definition of Technical Terms

TECHNICAL COMMUNICATION

Definition:
Technical Communication refers to the process of conveying specialized or complex information in a clear, accurate, and easily understandable manner to a specific audience. The purpose is to help the reader understand concepts, perform tasks, or make decisions effectively. It focuses on clarity, precision, and usability rather than decorative language or literary style.

Technical communication appears in user manuals, lab reports, business emails, proposals, presentations, instructional videos, online help pages, and technical documentation.

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Key Features of Technical Communication

1. Accuracy and Objectivity:
   The information must be fact-based, correct, and free from personal bias.

2. Clarity and Conciseness:
   Ideas should be communicated in simple, direct language without unnecessary words.

3. Audience-Centered Approach:
   The level of detail and terminology should match the knowledge and needs of the intended audience.

4. Logical Organization:
   Information should be arranged in a clear structure using headings, subheadings, bullet points, and numbered steps.

5. Use of Visual Aids:
   Tables, charts, graphs, flowcharts, and diagrams help clarify complex information quickly.

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Writing Definitions in Technical Communication

A formal definition usually includes three parts:

1. Term – the word or concept being defined

2. Class – the category to which the term belongs

3. Differentiating Characteristics – features that distinguish it from others in the same class

Examples:

• Water is a liquid made up of hydrogen and oxygen in a 2:1 ratio.

• A prototype is a preliminary version of a product that is built to test and evaluate design features.

• Astronomy is a branch of science that studies celestial objects and space phenomena.

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Language Pattern for Definitions

Main Clause + Relative Clause (that / which)

Example:
A thermometer is a medical device that is used to measure temperature.

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Activity: Match the Main Clause with the Subordinate Clause to Form Correct Definitions

A

1. An antivirus is a software program

2. A database is an organized collection of data

3. A microprocessor is the central processing unit (CPU) of a computer

4. A router is a networking device

5. Telecommunication is the exchange of information

B
a. that stores, retrieves, and manages data in a structured manner.
b. that is designed to detect, prevent, and remove malicious software.
c. that enables communication between computer networks.
d. that acts as the brain of the computer system.
e. that enables users to send and receive information over a distance.

Answers:
1 → b
2 → a
3 → d
4 → c
5 → e

 Process Description

A process description is a detailed explanation of how something works or how a particular activity is carried out. It is commonly used in technical communication, instruction manuals, laboratory procedures, and academic writing. The primary aim of a process description is to present information logically, clearly, and step by step, so that the reader can understand the sequence of actions or events.

Tense Used in Process Description

The most appropriate tense is the simple present tense, often in the passive voice, because the steps describe actions that are generally true, repeated, or followed universally.

• Example tenses:

  • “The mixture is heated …”

  • “The user presses the button…”

  • “The machine mixes the ingredients,” 

  • or “The system automatically sends a confirmation mail.”

Using these forms makes the description neutral, objective, and easy to follow.

Use of Transitional Words

To ensure clarity and logical flow, process descriptions use transitional words and phrases such as first, next, then, after that, meanwhile, finally, in the last stage, subsequently, eventually, etc. These help the reader follow the sequence without confusion.

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Example 1: Process Description of How Electricity Is Generated in a Thermal Power Plant

Electricity generation in a thermal power plant follows a systematic and well-regulated sequence. First, coal is transported to the plant and crushed into fine powder to increase its burning efficiency. Next, this powdered coal is burned in a large furnace, where the heat produced converts water in the boiler tubes into high-pressure steam. Then, the steam is directed onto the blades of a turbine, causing it to spin rapidly. After that, the rotating turbine shaft is connected to a generator, which uses electromagnetic induction to convert mechanical energy into electrical energy. Meanwhile, the steam leaving the turbine is passed through a condenser, where it is cooled and converted back into water. Finally, this water is pumped back into the boiler to repeat the cycle. Throughout the process, strict monitoring systems ensure efficiency and safety. This entire procedure demonstrates how thermal energy is transformed into electrical power through a continuous and controlled mechanism.

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Example 2: Process Description of How Plastic Bottles Are Recycled

The recycling of plastic bottles involves a series of carefully organized steps designed to reduce waste and promote sustainability. To begin with, used plastic bottles are collected from households, recycling bins, and waste management centres. Next, these bottles are transported to a recycling facility, where workers and machines sort them based on colour, type, and material composition. Then, the sorted bottles are thoroughly washed to remove labels, adhesives, and any remaining liquid. After that, the clean bottles are fed into a shredding machine, which cuts them into small flakes. Subsequently, these flakes are melted at controlled temperatures to form plastic pellets. In the next stage, the pellets are cooled, dried, and packed for distribution to manufacturing companies. Finally, these pellets are used to produce new items such as clothing fibres, containers, or even new bottles. By following this process, the recycling industry ensures that plastic waste is transformed into reusable material through a structured and efficient method.

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Example 3: Process Description of How an ATM Withdrawal Works

Withdrawing money from an Automated Teller Machine (ATM) is a straightforward process that operates with a combination of software and mechanical functions. First, the user inserts their ATM card into the machine’s card slot, which activates the system. Next, the user is prompted to enter their confidential Personal Identification Number (PIN). Then, the machine verifies the details with the bank’s server to authenticate the user. After successful verification, the user selects the withdrawal option and enters the desired amount. Following this, the ATM checks the availability of funds in the user’s account. If the request is approved, the cash-dispensing unit counts and dispenses the correct amount through the cash outlet. Meanwhile, the system records the transaction and updates the user’s account balance. Finally, the machine prints a receipt (if selected) and returns the card. This sequence shows how digital processing, security checks, and mechanical operations work together to complete a simple banking task.

What is a Process?

Process Description

What Does Describing a Process Mean?

•    Describing a Process means writing about how something is made or how something happens.

•    Examples:

•    i) Rainwater Cycle

•    ii) how coffee is grown

•    iii) how glass is made

Process Description-How to make Tea

Note: Use Transitional Devices/ words/ phrases/expressions while writing the process description.

Link to know about Transitional Devices: Transitional Devices/ Words/ Phrases/ Expressions Explained

Process Description –Example

How to Make Chocolate

Chocolate is a known favorite among people of all age group. The process of preparing chocolate is an age-old method. The main ingredients required for the preparation of chocolate is cocoa. Initially the cocoa beans are first roasted in a temperature of 300 degrees for 30 minutes.
The cocoa beans are then felt for cooling. The husk is removed. The cocoa beans are then made into small pieces, which are crushed using a pepper grinder. Next, these crushed particles are turned into brown mush, after which the cocoa bean paste is ready.
Then this coca bean paste is heated in large pan which is then grinded through mortar grinding. Next sugar, milk and flavor is added which is poured into mold of desired shape and size. At last, this is left to cool which is cut into small bars. Finally, they ready to serve and eat.

Minutes of a Meeting - An Official Document

Minutes of a Meeting - An Official Document of Meetings

A Minutes (of a Meeting) is an official document that is prepared during (rough draft) and after (final draft) a meeting.

It is an official record of the discussions held and decisions taken during a meeting.

Minutes is written in past tense, possibly in reported speech.

(eg: It was decided that the venue was to be fixed by the next meeting/ Mr. Rahul was chosen as the team lead of the decoration committee)

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Why maintain a Minutes of a Meeting?

A minutes is an important document because

- Human memory is inaccurate (we might forget)

- A written record of decisions taken/ roles & responsibilities assigned/ recommendations made will help the members/ group/ team to be informed.

- This written record will serve as a base for actions to be taken.

- It will help the absentees to know what had happened in that particular meeting.

- It will also be useful to refer later as it is documented.

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Contents of a Minutes:

- Date, time and venue of a meeting held.

- Important points of discussion.

- Conclusions reached.

- Tasks assigned to individuals.

- Recommendations suggested/ made.

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Format of a Minutes

Name of the Organization

Date:    Time:

Venue:

Name of the Chairperson/ Chair:

Names of the Members present:

Names of the members absent:

Discussion:

1. Minutes of the last meeting whether read and confirmed by all.

2. Discussed subjects/ topics - What decisions taken/ responsibilities assigned/ recommendations made etc.

3. Discussed subjects/ topics - What decisions taken/ responsibilities assigned/ recommendations made etc.

4. Discussed subjects/ topics - What decisions taken/ responsibilities assigned/ recommendations made etc.

5. Discussed subjects/ topics - What decisions taken/ responsibilities assigned/ recommendations made etc.

6. Discussed subjects/ topics - What decisions taken/ responsibilities assigned/ recommendations made etc.

7. Signatures of the secretary, chairperson/ chair (and all members).

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Sample of a Minutes

Microsoft, Mumbai Campus

Date: 26.02.2024   Time: 10.30 AM

Venue: Meeting Hall-3

Name of the Chairperson/ Chair: Mr. Micheal

Names of the Members present: 

    1. Mr. Sahayraj

    2. Ms. Rosy

    3. Mr. Virat

    4. Mrs. Sonal

    5. Mr. Shoiab

    6. Ms. Sarah

    7. Mr. Mahi Singh

Names of the members absent:

    1. Ms. Kranthi

    2. Mr. Ganesh

    3. Mrs. Rajini

    4. Mr. Surya

Discussion:

1. Ms. Sonal, the secretary read out the Minutes of the last meeting held on 12.01.2024 and it was confirmed by all.

2. 04th March, 2024 is fixed as the Cultural Day.

3. It was decided that the venue for the Cultural Day will be the Function Hall-1.

4. Mr. Virat was chosen as the Head to oversee the Cultural Day events.

5. Ms. Sonal was chosen as the in-charge for the venue decoration.

6. Mr. Mahi was given the in-charge for the snacks and tea.

7. It was suggested that the Cultural Day must be celebrated without any hassles and everything must go as planned. 

8. Mr. Chiranjeevi, Telugu Film Actor & Padma Vibhushan Awardee was chosen as the chief guest for the event.

9. Hyderabadi band was chosen as the music band for the day.

- Signatures of the secretary, chairperson/ chair (and all members).

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 Agenda - An Official Document for Meetings

An agenda is an official document that is prepared ahead of/ before a meeting.

It contains an outline of what has to be discussed in an official meeting.

It is prepared ahead and sent at least two to three days before the meeting to all the members so that everyone who is supposed to attend the meeting is aware of the meeting.

For a meeting where participants have to give presentations, the agenda has to be sent at least a week away, so that the presenters have enough time to prepare.

It gives the members an opportunity and enough time to prepare and come for the meeting.

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Why do we need an Agenda for a meeting?

So that the meeting is held with a purpose and there will be productivity, and time management, unlike a meeting without an agenda.

Advantages of having an Agenda for a meeting:

- It gives precise information about a meeting's place, date and time. 

- It directs the course of the meeting with a checklist to discuss.

- It avoids any distractions in the meeting.

- It helps members to gather their points and come prepared.

- It keeps the meeting focussed and goal-oriented.

- It also facilitates for preparing minutes.

Here is the Format of an Agenda:🖗

Name of the Organization

Date:         Time:

Venue:

Agenda

1. Reading and Confirmation of the previous meeting's minutes.

2. .........................................................................................................

3.........................................................................................................

4........................................................................................................

5........................................................................................................

6. Any other matter.    

*All members are requested to be available for the meeting.

_______________________________________________________

Here is a Sample of an Agenda:🖗

Infosys - Hyderabad Campus

Date: 12.02.2024         Time: 10.00 AM

Venue: Conference Room-2

Agenda

1. Reading and Confirmation of the previous meeting's minutes.

2. Chairman's presentation (10:05 AM -10:30 AM)

3. Planning for the annual cultural day celebration

4. Deciding the date, time and venue for the event

5. Forming various committees with in-charges for each

6. Any other matter.

*All members are requested to be available for the meeting.

_______________________________________________________