Technical description is basically giving a characteristic to a person, place, or thing. Questions about size, color, purpose, and importance could be answered. The depth in which you describe something can vary from a few words to a few pages depending on how detailed you want it to be. Technical Descriptions are very important in that if not given enough emphasis, a reader might underestimate its importance. When deciding how to describe something ask yourself:
- Will a description help accomplish your purpose of providing info, persuade readers or listeners, or help them complete a task.
- Will a description help people gather info, make decisions or complete an activity or action
- Will it help prevent problems
Technical Descriptions are used in many different fields. They can help new employees learn how a program work or instruct students on how to set up or use the campus website. However they are used, they can help make thins easier and more understandable. Using simple readable words letting the reader know it is “you the reader” I am projecting my information to are key in helping someone use this information. Also Giving specific information related to the field, Making sure the materials are easily comprehensible and accessible so it can be easily found.
Ways that Technical Descriptions may be used.
- Technical Manuals- describe mechanisms or systems that the manual deals with
- Training Materials- helps teach someone how to do a task or how to use a helpful tool
- Proposals and Reports-gives an overview then appropriate details directed at the reader
- Marketing and Proposal Pieces- usually give information and then tell the positive sides of it. They will try to persuade you into liking or putting there product or material.
- Public Information and Education- gives substantial information and descriptions about things simply because people need to be informed before making decisions about things
When deciding what information to give to the audience, you must first answer some questions. What is the task, and what do they want to know? Are you trying to help them make a decision, or do they just want a simple overview? Answering these questions will help the reader stay interested as long as you direct the technical descriptions to their needs.
Two components of descriptions:
- Structural parts comprise the physical aspects of the device, without regard to purpose.
- Functional parts perform clearly define tasks in the operation of the device
When conveying the descriptions to an audience you must very precise so that your information is verifiable. Three ways of doing this are…
- Audience –Appropriate Terms- The audience is what you want to think about when deciding how specific of info you want to give. Non experts need more detail than do experts and would probably need the details in simple terms.
- Accurate Terms- Make sure that you clear and concise words when describing things. One good example is when someone says ball, a ball is supposed to be a round object but not always. A triangle is different than a pyramid. If you find the terms you want to use to be more difficult or unclear to your audience you may want to use different words or even a diagram.
- Figurative Language- another way to ensure precision is to use metaphors, similes, and analogies that are clear and appropriate descriptions for the audience.
Visuals
Visual Aids are another great way to help the audience understand what you are telling them. The visuals can be anything from photos to videos, as long as it helps the reader form a mental picture. Some descriptions are difficult without visuals so put some thought in when deciding how to describe them.
Organization
Organization is a critical factor when designing any technical document. You want make sure that is easy to follow and make sure every step is understandable and concise. Descriptions should be titled so it is easy for someone to identify. The beginning should be a small overview of the overall purpose. Some Directions use history background that would interest the reader. The body of the description should be part by part and explain the purpose of the document At the end, a conclusion can be incorporated by stating use, benefits/problems and, who uses it, although not all descriptive documents have a summary and just end with the final step.
