1.2 Conventions and Characteristics

Different kinds of writing employ different strategies, depending on the purpose and intended audience. You are likely familiar with the idea of genre from studying novels, plays and poetry, and from enjoying different genres of movies, music, or video games. We think of these as genres because they adhere to certain conventions that are common to each category.  However, genres are more than simple categories based on form; genres are repeated patterns or “norms” of communication that have arisen out of situations that recur frequently enough for us to develop specific and “conventional” ways of responding. Following the conventions of the genre is a key way to meet the expectations of your audience in a given situation.

You might think of is a kind of “programming” or algorithm running in the backend of these specific interactions that provides guidance, not only on form, but also on style, content and structure we might use to effectively communicate in this situation. Genres provide us with patterns for effectively interacting — and meeting the expectations of our audience — in commonly recurring situations.

Technical writing situations may be similar in some ways to academic writing, and therefore some of conventions you may already be familiar with may apply. For example, readers of both genres expect evidence-based argument to support their claims, and a style of language that is fairly formal. However, there are some differences as well. For example, academic writing tends to have longer sentences and paragraphs than technical writing, and tends to use fewer formatting devices like headings, lists, and visuals. Why do you suppose that is?  Considering the needs and expectations of the different audiences might give you some insight.

Scholars read academic writing because they are interested and want to learn more about the complex research being done in a particular field. They may want to apply it to their own research. Therefore, they are willing to wade through dense prose that is not necessarily formatted for easy reading. In many cases, these are “professional readers” who don’t find this task onerous. The writing is designed for highly educated people with expertise in the field.

People read technical writing mostly because they have to; it’s necessary for them to do their job. The reader may or may not have a lot of technical expertise in the area, so writers need to design the content, format, and style to make the reader’s job as easy as possible. Thus, conventions have arisen out of this need that differ from academic ones. Choosing and appropriate genre and following the conventions allows us to “get stuff done.”

Readers of technical writing have come to expect certain features in documents to help them work through and understand the information efficiently. These include (a) use of headings to organize information into coherent sections, (b) use of lists to emphasize key information and present it concisely, (c) use of figures and tables to present visualize data and information, and (d) use of visual design to enhance readability. All of these topics are covered in detail in Chapter 3:  Information Design. These conventions arise out the need to fulfill specific purposes of technical writing, which include the following:

• Present technical or specialized information in an accessible and usable ways
• Provide clear instructions on how to do complete a task or process
• Convey information that advances the goals of the company or organization.

Technical documentation is intended to communicate information to the people who need it in a way that is clear and easy to read, to help make decisions, support productivity, and achieve goals. Designing technical communication is like designing any other product for an intended user:  the ultimate goal is to make it “user friendly.”

Key words here are accessible, usable, clear, goal-oriented, effective, and reader-centred. The characteristics of technical writing support these goals and concepts.