Technical Writing Save Time

  1. Why is technical writing important to business?

Technical writing is the style of writing used for everything in the workplace. It is the style of writing used for office policies and procedures, proposals, instruction manuals, tutorials. Technical writing helps the users of a product tackle the problems with technologies and technical content. It is important because it simplifies what usually would have been complex or complicated to a lay reader. Technical writing is essential in the workplace because it teaches one how to communicate successfully in a digital work environment with different audiences using different channels of communication and for different purposes. It is important because it teaches one how to analyze the audience or readers and their level of readability or understanding thereby setting the tone and style of writing. It teaches one how to express his or her views in a clear and concise manner to influence people. Conciseness and clarity in technical writing save time, reduce errors of comprehension and improve readability as well as help meet deadlines. The main aim of technical writing is to communicate effectively. Excellent technical writing improves the chances of a business receiving a grant from investors or the government.

2.Should one be concerned with the format when writing memos, e-mails, text messages, instant messages, and letters? Why or why not?

A format has to do with how one presents information in a document, and this includes the margins, line spacing, font size, and style, to indent or not to indent. It is imperative to use the standard format for writing the different types of documents because, their characteristics are different when it comes to formatting, destination, audience, topic, and tone. Also, following a format makes for clarity, readability, ease of locating information within the document, structure, and consistency in appearance as the appearance of a document makes the first impression about the level of intelligence of the sender.

3.Why is knowing one's audience important when constructing memos, e-mails, text messages, instant messages, and letters?

It is essential to know one's audience as this would help one determine what to say and how to say it. It helps one determine what the audience’s level of understanding regarding the subject matter is and also to minimize or eliminate issues of diversity as regards to gender, race, age, ethnicity, religion, status and so on. It also helps one know how to address the audience's main concerns about the subject and what tone of voice to use (formal or informal), for instance, the tone used in a letter written to a colleague or friend is different from the tone one would use in a letter to management. It also helps to know what style to use in one's writing, for example, if one is writing to highly technical people who do not have time to read long text, he or she can use graphs, flow charts or power points to convey the message.

4.Should one be concerned with planning or prewriting when writing memos, e-mails, text messages, instant messages and letters in the workplace? Why or why not?

One should be very concerned with planning or prewriting when communicating through writing because the reader can easily misunderstand the context of the writing. Distractions caused by grammatical errors or misplaced punctuation marks can also make words lose their meanings or intended message especially if writing is a significant part of one’s daily work experience. It is highly recommended that one plans and prewrites what message is to be effectively communicated. A well-written message gets the job done, saves time and resources and also makes the writer sound intelligent. So it is vital that for one to write effectively, he or she should follow the sequence of prewriting, writing, revising and refining.

  1. What is the most important email etiquette one should follow? Why?

The most important email etiquette one should follow is to include a clear, direct or meaningful subject line. This way, the receiver has a clear understanding of what the message could be. Most people decide whether to open an email based on the subject line as this helps them differentiate from spams and viruses.