Writing Reader-Focused Definitions and Descriptions

C H A P T E R 14

• What Are Definitions Versus Descriptions?• How Do You Prepare to Write a Definition or

Description?• What Are the Types of Definitions?• How Do You Write an Extended Definition? • What Are the Types of Descriptions?• How Do You Write Descriptions for Technical

Marketing Materials?• Where Are Technical Definitions and

Descriptions Commonly Found?

Presentation Overview

What Are Definitions Versus Descriptions?• Definitions tell readers what something is; it

can be as simple as a word or sentence or as complex as several paragraphs.

• Descriptions create a picture using words and graphics. Descriptions in technical communication provide information on a product or a process for readers who need to know about it or to use, produce, or possibly purchase it.

What Are Definitions Versus Descriptions?

Definition: what

something is

Description: what

something is like

Definition of the Global Positioning System

• “The Global Positioning System (GPS) is a U.S. space-based radionavigation system that provides reliable positioning, navigation, and timing services to civilian users on a continuous worldwide basis” (The National Space-Based Positioning, Navigation, and Timing Office).

Description of the Global Positioning System

• Free to all—it only requires a GPS receiver to be used

• Accurate because it pinpoints the exact latitude, longitude, and altitude of a GPS receiver

• Reliable because it works anytime, anywhere, as long as the GPS receiver has a clear view of the sky

What Are Definitions Versus Descriptions?

• Find out about your readers.• Anticipate and answer their questions.• Plan for precise language.• Design the visual information.

How Do You Prepare to Write a Definition or Description?

• Their present knowledge of what you are defining or describing

• Their purpose and the context in which they will be reading your definition or description

• Their place inside or outside of your organization

• The different groups reading your definition or description

• The level of technical terminology they will understand or expect

Find Out about Your Readers

Anticipate and Answer Their QuestionsReader Considerations

General Approach to Anticipating and Answering Their Questions

Their present knowledge of what you are defining or describing

Focus on what they don’t know rather than on what they do.

Their purpose and the context in which they will be reading your definition or description

Provide the appropriate type of information (theoretical versus practical) and level of detail according to their purpose.

Anticipate and Answer Their QuestionsReader Considerations

General Approach to Anticipating and Answering Their Questions

Their place inside or outside of your organization

Provide more background information and less technical information to those external to your organization or to those in administrative versus technical positions.

The different groups reading your definition or description

Write to the readers with the lowest level of technical knowledge, or compartmentalize the document containing your definition or description for different groups.

Anticipate and Answer Their QuestionsReader Considerations

General Approach to Anticipating and Answering Their Questions

The level of technical terminology they will understand or expect

Freely use technical terminology they have come to understand and expect. Either define or avoid technical terminology they will not understand or expect.

• Use precise– Measurements, weights, and dimensions– Locations and spatial relationships– Positions

Plan for Precise Language

Not PreciseOur pool tables are built to last.

PreciseOur pool tables are constructed with • Solid hardwood• Oversized, 1” thick Italian slate• Durable leather pockets• Top-of-the-line Simonis cloth

Plan for Precise Language

• Plan the visual information you want to use early in the process.

• Consider using – Line drawings– Diagrams– Flowcharts– Photographs

Design the Visual Information

• Parenthetical definitions• Sentence definitions• Extended definitions

What Are the Types of Definitions?

A brief definition appearing in parenthesis immediately following the word being defined

ExampleA double hit (hitting the cue ball twice during a shot) is an illegal stroke.

Parenthetical Definitions

A definition that is the length of a sentence and contains these formal elements:• Term • Class or genus• Differentia

Sentence Definitions

Term Class or Genus Differentia

The break is the shot that opens a game of pool.

Diamonds are markers atop the table rails that can be used as reference points for aiming shots.

An explanation of a term, concept, or process, usually one or more paragraphs in length.

ExampleEight-ball is a game played with a cue ball and 15 object balls. Balls 1-7 are solids; balls 9-15 are stripes. The first of two players breaks to begin play. If one or more object balls goes in on the break, he or she continues play by choosing a solid or striped object ball and calling the pocket that the ball will go in after the shot. Play alternates when a player fails to pocket a called ball. Once a player pockets either all solids or all stripes, he or she must pocket the 8-ball to win. Pocketing the 8-ball before this point (except for on the break) results in a loss.

Extended Definitions

1. Start with the basic definition. 2. Extend using one or more of the techniques

on the following slides.

How Do You Write an Extended Definition?

How Do You Write an Extended Definition?Example An illustrative item or case

Partition The division of an item into its individual parts

Principle of Operation

An explanation of how something works

Comparison and Contrast

A comparison between something familiar and something unfamiliar

Negation A description about what something is not

How Do You Write an Extended Definition?History Historical or background information

Etymology The derivation of a word

Stipulation The restriction of the meaning of a word for a particular situation

Graphics A visualization

• Descriptions of a process, or an action that brings about a result

• Descriptions of a mechanism, or a machine—with parts that work together

• Descriptions of an object, or a single item

What Are the Types of Descriptions?

How Do You Write Descriptions for Technical Marketing Materials?

Persuasive Language Accurate, Honest Information

Definitions• Textbooks• Instructions and manuals• Reports• Specification sheets

Descriptions• Instructions and manuals• Proposals• Reports• Web pages• Brochures• Specification sheets

Where Are Technical Definitions and Descriptions Commonly Found?

Technical marketing materials

Questions?