Techincal Description Memo
justmagic
tech_class_12.pptxCHAPTER 11: TECHNICAL DESCRIPTION AND SPECIFICATIONS
Write a professional memo that either:
1. Provides a clear description for a specific technical term from your field to a general, non-expert audience
OR
2. Argues for the implementation of a specific process or device in regard to some technical aspect of your field.
Make sure that your memo is properly researched and includes sources where appropriate.
800 words
Basic Features of Technical Descriptions
Title specific to the subject being described
Introduction with a definition and overall description of the subject
Introductory moves set a context for the body.
Main moves: Introduction--Definition of Subject--Purpose Statement--Main Point--Importance of Subject--Overall Description--List of Major Parts
Body paragraphs that partition the subject into its features, functions, or stages
Main moves: Definition and Purpose of Part--Minor Part--Minor Part--Minor Part
Graphics that illustrate the subject and its parts
Conclusion, if needed, that describes the subject in operation
The conclusion shows the subject working or in action.
Make a plan and do research
Define the Rhetorical Situation
Do Background Research: You should know as much as possible about your subject.
Describe the Context: Particularly, the context of your subject.
Create or Locate Graphics: Collect graphics that illustrate your subject, or create them yourself.
Partition your subject
Divide your subject into its features, functions, or its stages of a process:
by features—You might separately describe the subject’s parts or features.
For example, a description of a computer might describe it part by part, partitioning it into a monitor, keyboard, external hard drives, and a central processing unit (CPU).
by functions—You might note how the subject’s different parts function.
A description of the International Space Station, for example, might partition it function by function into research, power generation, infrastructure, habitation, and docking sections.
by stages of its process—You might break down the subject chronologically by showing how it works.
A description of Hodgkin’s disease, for example, might walk readers step by step through detection, diagnosis, staging, and remission stages.
A description of a machine might show how it moves step by step through its operations.
Logical (or mind) mapping
Pull up
1. Put the name of your subject in the middle of your screen or a sheet of paper.
2. Write down the two to five major parts in the space around it.
3. Circle each major part.
4. Partition each major part into two to five minor parts.
Organize and draft your technical description
Specific and Precise Title: The title of your technical description should clearly identify the purpose of the document.
Introduction with an Overall Description: Typically, the introduction will set a framework or context by including some or all of the following features:
Definition of Subject: A sentence definition of your subject includes three parts:
the term, the class in which the subject belongs, and the characteristics that distinguish the subject from the other members in its class.
The definition of the subject should appear early in the introduction, preferably in the first sentence.
Purpose Statement: Directly or indirectly state that you are describing something.
Main Point: Give your readers an overall claim that your description will support or prove.
Importance of the Subject: For readers who are unfamiliar with your subject, you might want to include a sentence or paragraph that stresses its importance.
Overall Description of the Subject: Descriptions sometimes offer an overall look at the item being described
List of the Major Features, Functions, or Stages: In many descriptions, the introduction will list the major features, functions, or stages of the subject.
You can then use this list of features, functions, or stages to organize the body of your description.
Description by features, functions, or Stages: The body of your description will concentrate on describing your subject’s features, functions, or stages.
Address each major part separately, defining it and describing it in detail. Within your description of each major part, identify and describe the minor parts.
Description through Senses: Consider each of your five senses separately, asking yourself,“How does it look?”“How does it sound?”“How does it smell?”“How does it feel?” and “How does it taste?”
Similes: describe something by comparing it to something familiar to the readers (“A is like B”).
Analogies: are like similes, but they work on two parallel levels (“A is to B as C is to D”).
Metaphors: used to present an image of the subject by equating two different things (“A is B”).
Conclusion: The conclusion of a technical description should be short and concise. Conclusions often describe one working cycle of the object, place, or process.
Style, design and medium
Your style should be simple and straightforward.
Use simple words and limit the amount of jargon.
Focus on the details your readers need to know, and cut the extras.
Keep sentences short, within breathing length.
Remove any subjective qualifier words like “very,”“easy,”“hard,”“amazing.”
Use the senses to add color, texture, taste, sound, and smell.
The design should clarify and support the written text.
Use a two-column or three-column format to leave room for images.
List any minor parts in bulleted lists.
Add a sidebar that draws attention to an important part or feature.
Use headings to clarify the organization.
Put measurements in a table.
Graphics
Use a title and figure number with each graphic.
Refer to the graphic by number in the written text.
Include captions that explain what the graphic shows.
Label specific features in the graphic.
Place the graphic on the page where it is referenced or soon afterward.
EXTENDED DEFINITION
An extended definition starts with a sentence definition and then expands on it in the following ways:
Word history and etymology: Use a dictionary to figure out where a technical term originated and how its meaning has evolved
(e.g.,“The word ion, which means ‘going’ in Greek, was coined by physicist Michael Faraday in 1834.”)
Examples: Include examples of how the term is used in a specific field
(e.g.,“For example, when hydrogen chloride (HCl) is dissolved in water, it forms two ions, H+ and Cl−.”)
Negation: Define your subject by explaining what it is not
(e.g.,“An ion is not a subatomic particle.”)
Division into parts: Divide the subject into its major parts and define each of those parts separately
(e.g.,“An ion has protons, electrons, and neutrons. Protons are sub-atomic particles with a positive charge found in the nucleus, while electrons . . .”).
Similarities and differences: Compare your subject to objects or places that are similar, highlighting their common characteristics and their differences
(e.g.,“An ion is an atom with a nucleus and electrons, except an ion does not have an equal number of protons and electrons like a stable atom.”)
Analogy: Compare your subject to something completely different but with some similar qualities
(e.g.,“An ion is like an unattached, single person at a dance, searching for oppositely-charged ions to dance with.”)
Graphics: Use a drawing, picture, diagram, or other kind of graphic to provide an image of your subject.
