Revision as of 13:32, 8 April 2008

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Overview

Now that you know what this chaper is all about lets get into what defintions and descriptions are.

Definitions

Definitons are technical terms known only to those in your profession.

Descriptions

Descriptions are a way of explaing the steps in a process in a way that the reader understands how to do that process. This is often confused with an instruction which is a way of describing a sequence of steps in a process so that the reader can perform those steps.

Writing Good Descriptions

Know your audience

Knowing your audience when writing proper decriptions is key. You should ask yourself several questions before you start writing: (Textbook citation)

- How much detail are you supposed to include in your description?
- What is the technical background of the persons who will be reading your description?
- Are all the readers of the same techinical background?

Considering who you will be writing for will make sure you write something that is understandable for everyone. Remember when writing for an audience that is of mixed backgrounds that you should write for the members of the audience with the least amount of knowledge. In this way you will be sure that everyone that is to read your descriptions can understand them.

Follow the ABC format

The ABC format (Abstract / Body / Conclusion) should be followed when writing a description.

In the Abstract you should include:
- A summary of your topic.
- You should also answer the five W's. (Who, What, Where, When, Why)

In the Body you should include:
- Step by step process that moves through the steps involved in the process. This can be done either by writing a paragraph or by having a list of steps. 

In the conclusions
- Conclude the entire process.
- This section helps end the description without just stopping with the last step in the process. 

Use an objective point of view

Remember that when you are writing a description you are explaining to a user the list of steps involved in a process, not telling them how to do it. Steps in descriptions should not be written in the personal point of view.

Examples
- Objective point of view
  The carpenter then cuts the wood.

- Personal point of view
  You should then cut the wood. 

Choose the right amount of detail

Remember to consider who you are writing for to determine how much detail you really need to include when writing descriptions.

Examples

Common Mistakes

Writing Good Definitions

Even the best written document would be nothing without proper defintions. Without defintions readers will be left wondering of the meaning of certain techinical terms. When writing definitions you should use the following guidelines.

Keep it simple

When writing a definition keep it simple. Writing a defintion that is overly long with other technical terms in it is just going to defeat the purpose of writing that definition in the first place. When writing a definition there are three formats you can choose from.

1. Informat Definition
   Very brief. This is often in parentheses right by the word being defined. 
2. Formal Definition
   This is a full sentence. 
3.  Expanded Definition
   This is the most lengthy of the three formats to choose from. This type of definition may be a paragraph or more.

Example

Common Mistakes