Technical Communication - Definition of Technical Terms

Writing Definitions

A formal definition is based upon a concise, logical pattern that includes as much information as  it can within a minimum amount of space. The primary reason to include definitions in your  writing is to avoid misunderstanding with your audience. A formal definition consists of three  parts: 

1. The term (word or phrase) to be defined 

2. The class of object or concept to which the term belongs 

3. The differentiating characteristics that distinguish it from all others of its class For example: 

• Water (term) is a liquid (class) made up of molecules of hydrogen and oxygen in the ratio  of 2 to 1 (differentiating characteristics).

• Comic books (term) are sequential and narrative publications (class) consisting  of illustrations, captions, dialogue balloons, and often focus on super-powered  heroes (differentiating characteristics). 

• Astronomy (term) is a branch of scientific study (class) primarily concerned with  celestial objects inside and outside of the earth's atmosphere (differentiating  characteristics). 

Language Focus: Writing Definitions 

 Main clause + Subordinate relative clause 

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

Activity: Match the main clause in column A with the subordinate clause in column B to write a  definition. Practice the structure of definitions.

	A	B
1.	Crypto-currency is a digital currency	That is used for reconnaissance or bombing
2.	Computer memory is one of three basic  components of a computer	that relies on shared computing resources rather than having  local servers or personal computer
3.	A drone is a a pilotless radio-controlled  aircraft	that lets you see, hear, and interact with holograms within an  environment such as a living room or an office space.
4.	An iPhone X is a new smartphone	that shows height, width, and depth.
5.	A prototype is a first or preliminary  version of a device or vehicle	that uses encryption techniques to regulate the generation of  units of currency and verify the transfer of funds, operating

		independently of a central bank.
6.	Cloud computing is a type of computing	that combines an iPod, a tablet PC, a digital camera and a  cellular phone.
7.	A HoloLens is essentially a holographic  computer built into a headset	which stores information for future use.
8.	A hologram is like a three-dimensional  photograph	from which other forms are developed./that is used for  developing other forms

 Process Description

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)

_______

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.

_______________

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.

_________

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).

________

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).

___________________________

 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.

___________

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.

_______________________________________________________