Technical writing audience and purpose in business

Audience Analysis The audience of a technical report--or any piece of writing for that matter--is the intended or potential reader or readers. For most technical writers, this is the most important consideration in planning, writing, and reviewing a document. You "adapt" your writing to meet the needs, interests, and background of the readers who will be reading your writing.

Technical writing audience and purpose in business

Publish output Determining purpose and audience[ edit ] All technical communication serves a particular purpose—typically to communicate ideas and concepts to an audience, or instruct an audience in a particular task. Technical communication professionals use various techniques to understand the audience and, when possible, test content on the target audience.

Audience Analysis

Similarly, a sales manager who wonders which of two sites is better for a new store might ask a marketing professional to study the sites and write a report with recommendations. The process is not one of knowledge transfer, but the accommodation of knowledge across fields of expertise and contexts of use.

This is the basic definition of technical communication. Audience type affects many aspects of communication, from word selection and graphics use to style and organization. Most often, to address a particular audience, a technical communicator must consider what qualities make a text useful capable of supporting a meaningful task and usable capable of being used in service of that task.

A non-technical audience might misunderstand or not even read a document that is heavy with jargon—while a technical audience might crave detail critical to their work. Technical communication in the government is particular and detailed.

Depending on the segment of government and countrythe government component must follow distinct specifications.

Online Technical Writing: Audience Analysis

Information changes continuously and technical communications technical manuals, interactive electronic technical manuals, technical bulletins, etc. Collecting information[ edit ] Technical communicators must collect all information that each document requires.

They may collect information through primary first-hand research—or secondary research, using information from existing work by other authors. Technical communicators must acknowledge all sources they use to produce their work.

technical writing audience and purpose in business

To this end, technical communicators typically distinguish quotations, paraphrases, and summaries when taking notes. Organizing and outlining information[ edit ] Before writing the initial draft, the technical communicator organizes ideas in a way that makes the document flow well.

Once each idea is organized, the writer organizes the document as a whole—accomplishing this task in various ways: Used for documents that describe the parts of an object, such as a graphic showing the parts of a computer keyboard, monitor, mouse, etc.

Outlines make the writing process easier and save the author time. Setting aside blocks of an hour or more, in a place free of distractions, helps the writer maintain a flow.

Contents of This Chapter

Typically, the writer should start with the easiest section, and write the summary only after the body is drafted. The ABC abstract, body, and conclusion format can be used when writing a first draft of some document types.

The abstract describes the subject, so that the reader knows what the document covers. The body is the majority of the document and covers topics in depth.The module focuses on audience, purpose, and measures of excellence in technical documents.

In addition, you will learn what it means to be a good technical communicator. The references included at the end this module will serve as a perfect complement to the information described in the video lectures.

Online Technical Writing: Audience Analysis

An audience analysis is a tool that allows the technical writer to gain a more complete perspective of who the audience is and what their goals, interests, and needs are.

Completing an audience analysis is the first step in document preparation, and without it, you can’t effectively plan the document or start writing. Technical writing is different from other types of writing in that it is more informative.

The purpose of this type of writing is to explain a variety of topics to other people. Technical writing is commonly seen in how to manuals and other pieces that provide direction.

Business writing must include certain style and grammatical requirements and norms as follows: Know your audience. Also be mindful of your tone, which will vary depending on the message you wish to convey, notes "Technical & Business Writing."For example, a letter of complaint will have a far different tone than a grant proposal, says the reference guide.

company in business since This manual provides technical writing guidance and determine the purpose, use, and audience of your document to facilitate getting started. Introduction to Technical Writing Identify the Audience and What They Need A key to good writing is understanding the audience.

Determine purpose and audience; Collect information; Organize and outline information; Write the first draft; Revise and edit; Publish output; Determining purpose and audience. All technical communication serves a particular purpose—typically to communicate ideas and concepts to an audience, or instruct an audience in a particular task.

Audience Analysis Overview // Purdue Writing Lab