Mastering Technical Writing: Efficiency, Persuasion, Ethics

Written Report Toluwalase Kayode Sheridan College COMM13729: The Art of Technical Communication Thura Aljubury October 20 th , 2023 1

Table of Contents Introduction ............................................................................................................................................. 2 Writing Efficiently ..................................................................................................................................... 2 Writing Persuasively ................................................................................................................................. 4 Writing Ethically ....................................................................................................................................... 6 Conclusion ............................................................................................................................................... 7 References ............................................................................................................................................... 9 Appendix ................................................................................................................................................ 10 Appendix A ..................................................................................................................................... 10 Appendix B ..................................................................................................................................... 11 Appendix C ..................................................................................................................................... 12 Appendix D .................................................................................................................................... 13 Appendix E ..................................................................................................................................... 14 Appendix F ..................................................................................................................................... 15 Appendix G .................................................................................................................................... 16 Introduction 2

Three aspects of technical communication have had the greatest influence on my academic and professional communication ability over the period of half the semester. Writing efficiently, persuasively, and ethically. A series of topics designed to equip students with a knowledge of the writing processes and tools needed to generate excellent technical documents. Writing Efficiently Chapter 3 of Technical Communication 8 th Canadian edition delves into the process of writing a technical document from start to finish and renders a broader understanding of the purpose of writing. As said by Robert Gunning, “Writing is an art. but when it is writing to inform it comes close to being a science itself”. This means there is a scientific method, a structured approach to writing technical documents whose purpose is to inform the reader. (Robert Gunning, 1968). The rate at which technical documents are created in a professional setting requires an effective production process that is quick but without undermining quality. The adoption of the “Efficient writing process” covered in Chapter 3 has molded my approach to technical writing in the workplace and school. After answering the question, “What am I trying to say?” or “What is the writer’s purpose?”, as is described in the textbook, the writing process ensues. From gathering and choosing content to finishing the document, the introduction and utility of writing tools and technologies such as cluster diagrams for brainstorming, a word processor for composition, an audience profile, and a time audit tool have reduced the average time I spend on completing short to long reports and resulted in an assessment of my writing proficiency with every document. In the final phase of writing a document, I ask, “Have I met 3

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the audience's needs?”. This allows me to determine if all requirements have been satisfied before publishing. For further knowledge and understanding, I watched a lecture by Larry McEnerney, Director of the University of Chicago's Writing Program, on helpful writing rules, skills, and resources students can use to further develop their writing style. Through the course of the lecture, I implemented the three active listening skills covered in week 2 (reflect, clarify, and summarize) which improved my comprehension of the topic. This modular approach to writing allows for a streamlined thought process that allows the writer to link ideas together, carve a topic to the specification of the audience’s needs, and easily make necessary corrections or revisions at any point in the process. This activity translates from a writer’s perspective to that of a reader or listener: when reading documents, I can recognize and follow their structure, comprehend the content message, and make deductions and decisions. As a result, I can provide feedback in the form of questions and assertions that contribute positively to interactions and further dialogue. Ultimately, the application of the Efficient writing process increased my confidence in my ability to produce clear, concise, and well-structured documents promptly. Writing Persuasively “In science, the credit goes to the man who convinces the world, not the man to whom the idea first occurred” (Sir William Osler). To convince or to persuade can sometimes be the writer's purpose for 4

creating a document. When writing a document to persuade or inform an audience, there are two possible reactions to the document a reader can have: the reader can either resist or yield to the persuasion. Although the desired outcome is for the audience to yield to persuasion, a writer must be mindful of how that result is achieved. There are three ways readers yield to persuasion (Compliance, Identification, Internalization. Each one with an adjunct ethical consequence. The ideal result is for the audience to yield to your persuasion with internalization . Internalization means that the reader is convinced the information in the document is sensible and aligns with their interests. This is the opposite of compliance . Compliance is when the audience yields because of pressure due to power dynamics or fear of consequence. This sort of persuasion can in some instances cross into the realm of unethical and is discouraged except necessary. Writers might have difficulty convincing the reader to accept their interpretation and evaluation of the facts and recommended actions (John M et al., 2021, Chapter 5.1). Sender and receiver behaviors (roles, needs, attitudes, and emotions) covered in Chapter 2 explain how certain apparent and subtle traits can seep into an interaction and cause a breakdown in communication. Essentially, the onus falls on the writer to understand the possible challenges a target audience presents and assuage the readers' questions or hesitance. To further expand my understanding of the persuasion challenge in chapters 2 and 5 of Technical Communication 8th Canadian edition, I came across a nifty writing tool called a Persuasion map . A persuasion map is like an outline of your argument, designed as a writing tool to help writers organize their thoughts. While there are different formats to choose from, they all typically involve listing out your main points and then the evidence and examples to back up each of those points. It is a great tool to use before you write your outline, so you know everything you want to include before deciding on the order. 5

(Matt Ellis, 2022). After creating a persuasion map, the next step is to structure your arguments in an emphatic order i.e., from strongest to weakest or vice versa. Include opposing point(s) of view for each argument and explain why they are incorrect (Humber College Writing Center). Addressing the opposition will strengthen your arguments and increase the likelihood of a rational connection with the audience. At the core of persuasion is a connection with the audience. Three strategies can be employed individually or simultaneously by a writer. They are power connection, relationship connection, and rational connection. The type of connection created determines in what manner the audience yields to persuasion: power connection is to compliance; relationship connection is to identification; and rational connection is to internalization. A rational connection communicates respect for the reader’s intelligence and the relationship between the writer and the reader. (John M et al, 2021, Chapter 5.2) Convincing readers to accept your ideas, recommendations, or conclusions is difficult, and it becomes considerably more difficult when you are addressing a wide range of audiences. Communication with decision-makers is essential in a technical sector like mine. When I am in a leadership role, I will be responsible for making requests on behalf of a team or company — that are often tethered with financial costs — to board members and investors who may not understand the technical jargon of my field. As a result, translating such technical needs into easily digestible business language familiar to them will increase the chances of achieving successful approvals. Many of my professional and social interactions will involve the need to persuade or be persuaded. It is incumbent on me to always be aware of my role relative to that of the receiver or sender and be respectful. 6

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Writing Ethically An effective, efficient, persuasive, and informative document is not ethical by default. There must be an intentional focus on ensuring adherence to ethical industry and legal standards in every document or presentation, as well as an individual moral compass. The ethical challenge comprises of factors such as workplace pressure, “groupthink”, ethnocentrism, selfish interests, and others can lead to unethical communication. Expectations from stakeholders can be overwhelming and personal interests can be tempting. One must not succumb to the pressure of satisfying demands or satiating selfish desires at the cost of jeopardizing the truth and fairness obligated to the audience. The establishment and maintenance of trust is solely the responsibility of a technical communicator (Toluwalase Kayode, 2023). Persuasion is in most cases the writer’s purpose and can act as a driving force to make dishonest and manipulative attempts to trick an audience. Some writers have published documents that appear to be unbiased on the surface, but they have been biased in their selection of opposing views and arguments intended to buttress their points. For example, an author purposefully selects a weak counterargument to persuade the reader of their point of view. This form of bias is problematic because it deprives the reader of the ability to explore the various points of view and make informed decisions. (ProEssayWriter, 2021). For a technical communicator, using critical thinking, recognizing obligations, maintaining ideals, and understanding consequences will help maintain ethical decision-making even in the face of ethical dilemmas. It is also my responsibility as a student and professional to always speak up whenever I witness any form of unethical and abusive behavior in the workplace, online, classroom, and amongst my professional colleagues. The more apparent honesty, fairness, and commitment to the facts are reflected in the documents I create, the more likely the audience is to trust the content message and be 7

persuaded. The audience will not only identify with my ideals but may also come to use works that I am involved in creating as an ethical litmus test for other published documents of the same subject. Conclusion “In a recent survey of over 1000 professionals from various professions, over 70% of engineers and almost 50% of programmers rated the quality of their writing as either “very important” or “extremely important” to the performance of their jobs.” (J. Swartz et al, 2018). In most careers, as one progresses in seniority and responsibility, more time will be spent engaging in various forms of communication, particularly writing. Your value to any organization depends on how clearly and persuasively you communicate. Therefore, on the job, your everyday memos, reports, and correspondence will be a yardstick by which your professional performance can be measured. (John M et al., 2021, Chapter 1.2). Each aspect of writing covered in this report requires meticulous and continuous practice to sharpen my skillset as a technical communicator. Every lesson and assessment in each course are opportunities to apply the learning and tools provided in this course, Introduction to Technical Communication, and the external resources that aid the writing process. In the coming years of my education and early career, experience will provide the necessary exposure, competency, and knowledge I need to become a proficient writer. It is the expectation that I communicate efficiently, effectively, and persuasively if required, with heed to widely accepted ethical standards in all forms of communication I am engaged in. An expectation I intend to make my standard. 8

References A. Robert Gunning. (1968), The techniques of clear writing, New York McGraw-Hill. B. J. Swartz, S. Pigg, J. Larsen, J. Helo Gonzalez, R. De Haas, and E. Wagner. (2018). "Communication in the workplace: What can NC State students expect?" Professional Writing Program. North Carolina State University. https://docs.google.com/document/d/1pMpVbDRWIN6HssQQQ4MeQ6U-oB- sGUrtRswD7feuRB0/edit 9

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C. John M et al. (2021). Technical communication 8 th Canadian edition. Pearson Canada . https://www.pearson.com/en-ca/subject-catalog/p/technical-communication-canadian- edition/P200000002522/9780137596270 D. Larry McEnerneyy. (2014, June). Leadership lab: the craft of writing effectively. University of Chicago Social Science. [Video] YouTube. https://youtu.be/vtIzMaLkCaM?si=qRZtLNH-xyJJMCGG E. Matt Ellis. (2022, June). 6 successful persuasive writing strategies. Grammerly.com https://www.grammarly.com/blog/persuasive-writing/ F. Admin Editor. The writing centers guide to persuasive writing, Humber College Writing Center, https://liberalarts.humber.ca/assets/files/writing_centre/effective_writing/The%20Writing %20Centres%20Guide%20to%20Persuasive%20Writing.pdf G. Admin Editor. (2021, October 8th). Why is ethics important in writing. ProEssayWriter.net . https://proessaywriter.net/blog/ethics-important-writing/ H. Toluwalase Kayode, (2023, October). “COMM13729 What is Communication?”. Toluwalase Kayode. Appendix Appendix A Book: The techniques of clear writing Currency: The timeliness of the information.  Older sources are acceptable for this report.  This is a revised edition. Relevance: The importance of the information for your needs. 10

 Relation: The book is closely related to the report.  Intended audience: Students, academics, educators, and other professionals.  Information level of technicality: Semi-technical Authority: The source of the information.  Author’s credentials and qualification: Newspaper writer and author.  Contact information/Publisher: McGraw-Hill Customer Service and Technical Support (site.com) Accuracy: The reliability, truthfulness and correctness of the content.  Evidence-based: Satisfactory.  Review or Referenced: Satisfactory.  Source verification: Satisfactory.  Grammer and Structure: Satisfactory. Purpose: The reason the information exists.  Writer’s purpose: To inform and teach.  Legitimacy of information: Research and opinion based.  Bias/Unbiased: Unbiased Appendix B Technical Report: Communication in the workplace. Currency: The timeliness of the information.  Recent and satisfactory. Reliability: The importance of the information for your needs. 11

 Relation: Communication and writing in the workplace.  Intended audience: Students.  Information level of technicality: Semi-technical. Authority: The source of the information.  Author’s credentials and qualification: Faculty at the Professional Writing Department.  Contact information/Publisher: North Carolina State University.  URL Top-level domain: Published on Google Docs. Accuracy: The reliability, truthfulness and correctness of the content.  Evidence-based: Sources, analysis, studies, and observations included.  Reviewed or Referenced: Satisfactory.  Source verification: Satisfactory.  Grammer and Structure: Satisfactory. Purpose: The reason the information exists.  Writer’s purpose: Inform and educate students.  Legitimacy of information: Satisfactory.  Bias/Unbiased: Unbiased. Appendix C Online Book: Technical communication 8 th Canadian edition Currency: The timeliness of the information.  Recent and satisfactory. 12

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Reliability: The importance of the information for your needs.  Relation: Technical communication for Technology students.  Intended audience: Students.  Information level of technicality: Semi-technical Authority: The source of the information.  Author’s credentials and qualification: Recognized Academics.  Contact information/Publisher: Create new possibilities with Pearson. Start learning today.  URL Top-level domain: ‘.com’. Pearson owns the website. Accuracy: The reliability, truthfulness and correctness of the content.  Evidence-based: Sources, analysis, studies, and observations included.  Reviewed or Referenced: Satisfactory.  Source verification: Satisfactory.  Grammer and Structure: Satisfactory. Purpose: The reason the information exists.  Writer’s purpose: Inform and educate.  Legitimacy of information: Satisfactory.  Bias/Unbiased: Unbiased Appendix D Video: The craft of writing effectively Currency: The timeliness of the information. 13

 Recent and satisfactory. Reliability: The importance of the information for your needs.  Relation: Communication and writing as a student.  Intended audience: Students.  Information level of technicality: Semi-technical Authority: The source of the information.  Author’s credentials and qualification: Recognized Academics.  Contact information/Publisher: University of Chicago published the video on YouTube  URL Top-level domain: University of Chicago owns the video and YouTube owns their website. Accuracy: The reliability, truthfulness and correctness of the content.  Evidence-based: Sources, analysis, studies, and observations included.  Reviewed or Referenced: Satisfactory.  Source verification: Satisfactory.  Grammer and Structure: Satisfactory. Purpose: The reason the information exists.  Writer’s purpose: Inform and educate  Legitimacy of information: Satisfactory.  Bias/Unbiased: Unbiased Appendix E Online Article: 6 successful persuasive writing strategies 14

Currency: The timeliness of the information.  Recent and satisfactory. Reliability: The importance of the information for your needs.  Relation: Understanding persuasive writing techniques.  Intended audience: Students.  Information level of technicality: Semi-technical. Authority: The source of the information.  Author’s credentials and qualification: Grammerly Editor.  Contact information/Publisher: Grammarly: Free Writing AI Assistance  URL Top-level domain: ‘.com’. Grammerly owns the website. Accuracy: The reliability, truthfulness and correctness of the content.  Evidence-based: Satisfactory  Reviewed or Referenced: Satisfactory.  Source verification: Satisfactory.  Grammer and Structure: Satisfactory. Purpose: The reason the information exists.  Writer’s purpose: Inform and educate.  Legitimacy of information: Satisfactory.  Bias/Unbiased: Unbiased 15

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Appendix F Online Resource: The writing centers guide to persuasive writing, Currency: The timeliness of the information.  Recent and satisfactory. Reliability: The importance of the information for your needs.  Relation: Persuasive writing  Intended audience: Students.  Information level of technicality: Semi-technical Authority: The source of the information.  Author’s credentials and qualification: Admin Editor of Pro Essay Writer.  Contact information/Publisher: Pro Essay Writer: Professional Essay Writing Service  URL Top-level domain: ‘.net’. Pro Essay Writer owns the website. Accuracy: The reliability, truthfulness and correctness of the content.  Evidence-based: Satisfactory  Reviewed or Referenced: Satisfactory.  Source verification: Satisfactory.  Grammer and Structure: Satisfactory. Purpose: The reason the information exists.  Writer’s purpose: Inform and educate.  Legitimacy of information: Satisfactory.  Bias/Unbiased: Unbiased 16

Appendix G Report: What is Communication? Currency: The timeliness of the information.  Recent and satisfactory. Reliability: The importance of the information for your needs.  Relation: Efficient, persuasive, and ethical writing.  Intended audience: Sheridan Instructor.  Information level of technicality: Semi-technical. Authority: The source of the information.  Author’s credentials and qualification: Student at Sheridan College.  Contact information/Publisher: SLATE identity  URL Top-level domain: NA. Accuracy: The reliability, truthfulness and correctness of the content.  Evidence-based: Satisfactory.  Review or Referenced: Satisfactory.  Source verification: Satisfactory.  Grammer and Structure: Satisfactory. Purpose: The reason the information exists.  Writer’s purpose: short report to faculty.  Legitimacy of information: sources referenced 17

 Bias/Unbiased: unbiased 18

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Written Report - Week 7

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