英语技术写作.docx
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英语技术写作.docx
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英语技术写作
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英语技术写作
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GuidelinestoSuccessfulTechnicalWriting
1.Revisingwithefficientsentences
Themainpurposeofatechnicaldocumentistoinformorpersuadethereaderthroughuseofefficientsentences,nottoimpressorentertainwithfancylanguagedisplays.So,technicaldocumentstransmitworthwhileinformation—evenhighlyspecializedinformation—inthemoststraightforwardwaytotheiraudience.
Readersoftechnicaldocumentsarebusyandimpatient.Theydonotwishtoputmoreintoreadingadocumentthantheycangetfromit.Theyhatewasteandexpectefficiency.Everysentenceinadocumentshouldberevisedtocarryitsownweight,inconveyingthewriter’smeaning.
Observethesameruleinadoptingsentencestyleasyouwouldinchoosingthedocument’scontent:
makeitlongenoughtobeunderstood,yetshortenoughtobetolerated.Whenwritingatechnicaldocument,consulttheguidelinesbelow,whichcanalsoserveasachecklistforyoursentencestyle:
Revisesentencestobeclearandavoidambiguity.
Aclearsentencecommunicatesitsprecisemeaningonfirstreading.Itsignalsrelationshipsamongitsparts,andemphasizesthekeythought.Intechnicalwriting,asentenceshouldhaveonlyonemeaning.Makesurethewords,phrases,andpunctuationareabsolutelyclear.
AmbiguousIcannotrecommendthiscandidatetoohighly.
RevisedThiscandidatehasmyhighestrecommendation.
AmbiguousManyexecutivesareskepticalaboutofficeautomationaswellasmanagers.
RevisedManyexecutivesaswellasmanagersareskepticalaboutofficeautomation.
AmbiguousBeingwell-knowninthecomputerindustry,ourprojectwouldbenefitalotfromtheTsinghuateam.
RevisedBecausetheTsinghuateamiswell-knowninthecomputerindustry,ourprojectwouldbenefitalotfromitshelp.
Useactiveratherthanpassivevoicemostofthetime.
Usually,theactivevoice(Joetestedthesoftware.)isbetterthanthepassivevoice(ThesoftwareistestedbyJoe.),butincertainsituationsitcanmakesensetousethelessnaturalpassivestyle.However,manywritersroutinelyusethepassivestylesimplybecausetheybelieveitismore“formal”and“acceptable”.Itisnot.Usingthepassivestyleisthemostcommonreasonforpoorlystructuredsentencesanditalwaysleadstolongersentencesthanarenecessary.Unlessyouhaveaverygoodreasonforthechangeinemphasis,youshouldalwayswriteintheactivestyle.
Thefollowingexamplesshowtheimprovementachievedbyswitchingfrompassivetoactive:
FaultyThereportwaswrittenbyPeter,andwasfoundtobeexcellent.
CorrectPeterwrotethereport,anditwasexcellent.
FaultyThelidshouldbesealedwithwax.
CorrectSealthelidwithwax.
BadThevaluesweremeasuredautomaticallybythecontrolsystem.
GoodThecontrolsystemmeasuredthevaluesautomatically.
Weak&ImpersonalAnofferwillbemadebyusnextweek.
StrongerWewillmakeyouanoffernextweek.
Avoidunnecessarywordsandrepetition.
Manysentencescontainunnecessarywordsthatrepeatanideaalreadyexpressedinanotherword.Thiswastesspaceandbluntsthemessage.Oftenwritersuseseveralwordsforideasthatcanbeexpressedinone.Thisleadstounnecessarilycomplexsentencesandredundancy.
RedundantTheprinterislocatedadjacenttothecomputer.
RevisedTheprinterisadjacenttothecomputer.
RedundantTheusercanvisiblyseetheimagemoving.
RevisedTheusercanseetheimagemoving.
RedundantTheproductisnotofasatisfactorynature.
RevisedTheproductisunsatisfactory.
Makesentencesfluent.
Fluentsentencesarepolished,graceful,andeasytoread.Variedlengthandwordordermakethemfreeofchoppinessandmonotony.Seethefollowingsuggestions:
Needless“that”Thisisaproblemthatbothersme.
FluentThisproblembothersme.
NeedlessqualifierItseemsthattheyhaveavalidargument.
RevisedTheyhaveavalidargument./Theyseemtohaveavalidargument.
ChoppyJoggingcanbehealthfulifyouhavetherightequipment.Mostimportantarewell-fittingshoes.Theyareimportantbecausewithoutthemyoutakethechanceofinjuringyourlegs.Yourkneesareespeciallypronetoinjury.
RevisedJoggingcanbehealthfulifyouhavetherightequipment.Well-fittingshoesaremostimportantbecausetheypreventinjuriestoyourlegs,especiallyyourknees.
Technicalwritingexercises
Thefollowingsentencesareunclearorlackfluencybecauseofambiguousphrasing,incorrectwordorder,ortoomuchinformation.Revisethemsothattheirmeaningsareclear.
AmaneatingsharkwasspottedintheSouthSea.
Wearingspecialequipment,theradioactivematerialfailedtoinjuretheoperator.
Thatisawholenewapproachthatneedsattentionandresearch.
Thefollowingsentencesneedtoberewrittenintheactiveorpassivevoiceforbetteremphasis,moredirectnessorgreatereconomy.Makenecessarychangesandgivereasonsforeach.
a)Itisbelievedbyusthatthecontractisfaulty.
Specialhelmetsshouldbewornatalltimesduringthisproject.
Itwasreportedbythemanagerthattheprojectwasintrouble.
Careshouldbetakenintheoperationofthemachine.
GuidelinestoSuccessfulTechnicalWriting
2.Choosingtherightwordsandexpressions
Yourchoiceofwordsultimatelydeterminesthequalityofyourwriting.Keepyourexpressionsimple,jargon-free,original,convincing,precise,concreteandspecific.
Replacedifficultwordsandphraseswithsimpleralternatives.
Flowerydictionandneedlessjargonobscureyourmessageandforceyourreaderstoworktoohardforunderstanding.WorditinplainEnglish,andavoidinflateddiction.Donotusethreesyllableswhenonewilldo.Hereisalistofanumberofwordsandexpressionsthatshouldgenerallybeavoidedinfavorofthesimplealternative.
Owingtothesituationthat...=Because,since…
Shouldasituationarisewhere...=If…
Takingintoconsiderationsuchfactorsas...=Considering…
Also,unlessyouarediscussingbuildingmaintenanceorcomputergraphics,neverusetheverb“render”.
FaultyThetestingstrategyrendereditimpossibletofindallthefaults.
CorrectThetestingstrategymadeitimpossibletofindallthefaults.
Inotherwords,ifyoumean“make”thenwrite“make”not“render”.
Countthesyllablesandtrimwhenyoucan.Thefollowingisanexampleofbaddictioninflation:
InflatedRe-evaluatethedesignoftheentireuserinterfacetominimizedesignfactorswhichareresultinginsensitiveand/orcriticalmaintenanceandinspectionprocedures.
RevisedRedesigntheUIsotheyareeasiertomaintainandinspect.
Useverbsinsteadofnounsifpossible.
Lookatthefollowingsentence:
HalftheteamwasinvolvedinthedevelopmentofsystemY.
Thissentencecontainsaclassicexampleofacommoncauseofpoorwritingstyle.Thesentenceisusingtheabstractnoun“development”inplaceoftheverb“develop”.Thesimplerandmorenaturalversionofthesentenceis:
HalftheteamwasinvolvedindevelopingsystemY.
Turningverbsintoabstractnounsalwaysproducessentenceslongerthannecessary,soavoiddoingit.Thefollowingexamplesshowtheimprovementyoucanachievebyreplacingnounswithverbs:
FaultyHeusedtohelpinthespecificationofnewsoftware.
RevisedHeusedtohelpspecifynewsoftware.
FaultyClickingtheiconcausestheexecutionoftheprogram.
RevisedTheprogramexecuteswhentheiconisclicked.
FaultyTheanalysisofthesoftwarewasperformedbyFred.
RevisedFredanalyzedthesoftware.
FaultyItwasreportedbyJonesthatmethodZfacilitatedtheutilizationofinspectiontechniquesbythetestingteam.
RevisedJonesreportedthatmethodZhelpedthetestingteamuseinspectiontechniques.
Usejargononlyifithelpsyoucommunicatebetter.
ExpressionslikeMS/DOS,UI,ODBCandglitchareexamplesofjargon.Ingeneral,jargonreferstoaspecialvocabularyofaparticulargrouporactivity.Itisoftenshorthandorabbreviations,withspecializedusage.Ifyouareconfidentthateveryreaderofyourreportunderstandsthespecialty,thenitmaybeused.Forexample,ifyouronlypotentialreadersarecomputerspecialists,itisappropriatetosaythatacomputerisdownwithouthavingtoexplainwhat“down”means.Inallothercases(whicharealmostalways)jargonshouldbeavoided.Ifyoucannotavoidusingsuchexpressions,thendefinethetermthefirsttimeyouuseitorreferthereadertoaglossarywhereitisdefined.
NeedlessjargonIntercomutilizationwillbeusedtoinitiateovertimeprogrammer
operativeinvolvement.
RevisedProgrammerswhohavetoworkovertimewillbenotifiedonthe
intercom.
Beconsistentinnamingthesamesubjectorobject.
Therule“Neverusethesamewordtwice.”doesnotapplytoallformsofwriting.Somepeoplemayfeeltheymustusedifferentwordstodescribethesamething.Intechnicalwritingtheoppositeruleapplies:
“Youshouldalwaysusethesamewordtorefertothesamething.”Failingtodosomayconfuseandannoyreaders.
Consider,forexample,thefollowingparagraphthatwaswritteninagroupprojectfinalreport:
Inthefirstthreeweeksoftheprojectwewroteaprojectplanforthesystem.
Wewereambitiousinourrequirementsbecausewewantedthegroupprojecttobeasuccessandwewantedthesoftwaretobeofhighquality.Infact,weweredeterminedthatoursoftwarewouldbeverysatisfactory.Bydieendwerealizedthereweremajorproblemswiththeproject.Thefirstincrementoftheprojectwedeliveredwasinconsistentwiththerequirementsspecificationanditwasclearthefinalcodewouldnotbethebestsystemasthere
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