Definitions and Descriptions
Introduction
When writing you have to be sure that your reader understands the terms and topics you use in your writing. By properly using Definitions and Descriptions you can be sure that your audience always understands what you're writing about. Poor use of definitions and descriptions limits audience’s understanding of the content of your writing. Furthermore, it discourages the reader from reading and their attention is lost right away. In this section you will learn about what Definitions and Descriptions are and how they will help you write better.
Contents
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...by studentsIf you are ever going to write instructions on something technical, please read this
OverviewNow that you know what this chapter is all about lets get into what definitions and descriptions are. DefinitionsDefinitions are explanations of technical terms known only to those in your profession. DescriptionsA good way to explain what a description it to say it is like an expanded definition. As the name implies when you are writing a description you are trying to describe something. This is different than a definition because while when writing a definition you are clarifying a technical term, when writing a description you are describing an action. Writing Good DefinitionsEven the best written document would be nothing without proper definitions. Without definitions readers will be left wondering of the meaning of certain technical terms. Including definitions when writing lets readers of less technical backgrounds know what more advanced terms are. Readers that are more advanced also benefit because they can go back and reference terms that they aren't completely sure of. When writing definitions you should use the following guidelines. Keep it simpleWhen writing a definition keep it simple. Writing a definition 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. There are three formats you should choose from when writing definitions. 1. Informal 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. ExampleNow that you know the types of formats you should choose when writing a definition how do you decide which one to use?
E.g. You can use a browser (Software that allows you to view pages on the internet) to make deposits into your online banking account. As you see here the definition comes right after the word being defined. It is short and to the point.
E.g. A web browser is a computer program that allows a user to view pages on the internet. In the above example the browser is the term, computer program is the class, and view pages on the internet shows the features of the term being defined.
Writing Good DescriptionsA description should attempt to answer these 6 basic questions to the reader.
The depth of each answer depends on the audience and the type of definition you are writing. Certain questions may be omimtted, but always try to keep these questions in the back of your mind when writing a description. Know your audienceKnowing your audience when writing proper descriptions is key. You should ask yourself several questions before you start writing: (Textbook citation)
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, you should write for the members of the audience with the least amount of knowledge on the subject. This way everyone reading your descriptions can understand them. Accuracy is keyBeing accurate when writing a description allows the reader to understand what you are trying to describe. The length of your description will depend on it's purpose. Use an objective point of viewRemember 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. E.g. - 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 detailRemember to consider who you are writing for to determine how much detail you really need to include when writing descriptions. Have an Organization PlanJust as when you are writing a large document you need to plan out the sections of your description. Descriptions should be written to be read as stand alone sections. There are three ways to organize how you write your description:
E.g. Insert example
Use of Analogies and GraphicsVisualizing TestA sure fire way to test the effectiveness of the description you have just written is to give it the visualizing test. Read your description to someone who is not familiar with the topic you wrote about. If that person can draw a rough sketch of what you are describing then you have a good description. Examples==== Common Mistakes ==== |