Technical Writing Analysis, Plan, Glossary, and Referencing

This assignment analyzes five different types of technical writing documents: User Guide, Quick Start Guide, White Paper, Release Notes, and Policy Manual. It examines their presentation, clarity, formatting, and overall effectiveness. The assignment then tasks the student with planning the layout and headings for a shopping center floor plan, considering elements like property lines, parking, and landscaping. Further, it explores the importance of glossaries and reference lists, providing examples of Harvard referencing, a hypothetical glossary and index, and defines an annotated bibliography with an example. The analysis evaluates document structure, content organization, visual design, and the inclusion of essential elements like tables of contents, indexes, and references to ensure effective communication. The student provides their opinion on the clarity, content, and helpfulness of each document in locating information, and offers insights into how to improve the overall quality of technical writing.

SET TASK
1. Collect 5 different examples of technical writing documents. Describe the presentation of
each document. Does it create an immediate positive impression? Are the major topics
highlighted? Is the text easy to read? Is it justified or aligned to the left? Are there any
grammatical errors? Do ideas flow in a logical sequence? Are the graphics clear and relevant?
Is there a glossary or reference source attached? Does it reflect thoughtful visual design? Is
there ample white space? Is the message clear? How is the document formatted: does it have
a table of contents, executive summary or abstract, appendixes, glossary, references etc?
Examples of 5 different kinds of technical writings namely User Guide, Quick Start
Guide, White Paper, Release Notes and Policy Manual were chosen for this study. The
examples chosen are mentioned in references.
2. Imagine you are a professional technical writer. You have been given a brief from an
architect to re-write a floor plan for a major shopping centre in a style that is easily
understood by the builder and the architect’s client. Plan the document’s headings and layout
(what the document will look like overall). You do not need to write any of the content.
ASSIGNMENT
1. List the contents of each of the documents you analysed in Set Task 1.
In each case, state your opinion as to:
 Whether or not the contents are clearly defined (easy to find)
 Whether or not the content is what you expected from the title of the document
 Whether the document helps or does not help the reader locate information in it.
 Whether it contains all the parts that are expected or required for such a document (These
may include some or all of the following: table of contents, executive summary or abstract,
appendixes, glossary, references etc).
Explain your reasoning.
Contents of first paper are important safety instructions, about this manual, Kirby micro
magic HEPA filtration, getting started, upright & portable cleaner, canister cleaner and
attachments, optical accessories, operating/maintenance Tips. All the contents are clearly
defined with sub headings to each contents and relevant graphics. The contents in the document
is as expected. The document helps to locate the information easily and has an index which
makes it easier to locate the information. The document has no glossary or reference but it is
not required for such a document.
Contents of the second paper are the parts and use of Raspberry Pi quick start guide,
ways to set up the Raspberry Pi and the ways of preparing the SD card for use with Raspberry
Pi. All contents are clearly defined and the document has relevant graphics, the document is
small enough to locate information but the document has no table of contents, references,
glossary, index or appendix. But the contents presented in the text is relevant and is as expected
from it.
The contents of the next paper are Introduction, Limitations of fixed function hardware
modems, Nvidia software defined modem, deep execution processor architecture, benefits of
NVIDIA software defined radio, conclusion, appendix and document revision history. All the

contents are clearly defined with relevant graphics and locating information in the document is
not that easy as no index is provided. The document doesn’t have an executive summer,
reference, glossary or index.
The fourth paper has the following contents AMD product support, operating systems
supported, new features, resolved issues for windows vista, resolved issues for windows XP,
resolved issues for windows 7, Web Content, known issues under windows vista, known issues
under windows XP, known issues under windows 7, installing Catalyst Vista software driver
and Catalyst crew driver feedback. All the contents are clearly defined with relevant graphics
but locating information in the document is not that easy as no index or page number is
provided in the table of contents. The document does not have a glossary, reference or index.
The next document has the following contents employment definitions and provisions,
employment cycle, compensation policies and information, employee benefits, training,
assignment protocol, incident reporting and PESG employee corrective action, safety and
related policies, required and optional training, additional PESG policies, miscellaneous
provisions, PESG contacts and PESG, AESOP training and LLC 401(K) plan summary plan
description. The contents are very well defined and as expected form the document title. The
content of the document is extensive so locating information is not hard but if index was
provided it would have been easier. The document is well written but most of the graphics lack
clarity. The document has no glossary, reference, conclusion, appendix or index. An index,
glossary and appendix should have been provided.
2. Describe the presentation of each document you analysed in Set Task 1. Consider such
factors as:
 Creating an immediate positive impression
 Clear identification of main ideas
 Easiness to read
 Consistency of formatting and layout
 Use of visual design
 Use of white space
 Appropriateness and clarity of fonts and formatting
 Appropriateness of tone and style of presentation.
The presentation by Kirby Home Care System (2012) is a user manual which starts with a
title page, congratulation message to the customer, important safety instructions and table of
contents. Then the main text of the document is presented after which there is a question and
answer for troubleshooting problems. There is a well written index at the end. The manual is
well written with a large number of figures for better understanding the contents and it
definitely creates a positive impression. The major topics are highlighted and the text is easy
to read. The text is aligned to left, there are no grammatical errors and the contents are
arranged in a structured manner. The paper contains clear and relevant graphics, with good
visual design, ample white space and a well written index, but the paper has no glossary or
references.
The presentation by Raspberry Pi (2013) is a quick start guide which doesn’t have any
title page, acknowledgement or table of contents. It starts with a graphics showing the various
parts and uses of the Raspberry Pi module which is simple and to the point. It then describes
the method to setup the module which is tabulated clearly. Then it describes the procedure to
mount SD card when the module is used with various operating systems. The paper contains
no index, glossary or references. But for a quick start guide it is well written with the text

aligned to left and has no grammatical errors. The contents are arranged in a structured
manner with relevant graphics, good visual design and ample white space.
The third paper considered is a white paper written by Nvidia (2013) which starts with the
title page, then table of contents and introduction. Followed by body of the paper which is
well written and to the point, it creates a positive impression and the major topics are
highlighted. The document is easy to read and the text is justified with no grammatical errors.
Relevant graphics are given and the flow in text is good. The document ends with conclusion
followed by appendix, there is no reference, glossary. The document is well formatted with
ample white space and the message is clearly delivered.
The paper presented by AMD (2012) is a release note for its Catalyst Software Suite. This
document begins with the heading followed by an abstract but the heading of abstract is not
given, the main contents of the document is mentioned next with no page number. Then it
describes the contents. The major topics are highlighted and the text is aligned to the left with
no grammatical errors and good logical flow. There are no graphics in the text which would
have improved the document visually. The document has no conclusion, glossary or
reference. The document has a good design with ample white space and a clear message.
Overall it is a well formatted document.
The next document is written by Professional Educational Services Group, (2011). The
document starts with the title and an extensive table of contents. The document creates a good
impression and the major topics are highlighted and the text is easy to read. The text is
justified with no grammatical errors and the ideas flow in a logical sequence. Most of the
graphics are not clear but they are relevant. There is no conclusion, reference, glossary or
appendix in the document. It does reflect good visual design with ample white space and a
clear message.
3. Submit your Set Task 2 plan and layout.
The document should be written in the following format. First the title of the
document “Shopping Center’s Floor Plan”. Then the table of contents followed by a brief
introduction after which the documents body which should include the floor plan, the things
to include in the floor plan are Property lines, Existing conditions, Proposed conditions,
Distance between property lines and buildings, Parking, Driveways, Surrounding Streets,
Ground sign locations, Landscaped area, Easements and Fire hydrants. Then the document
should have a conclusion, appendices, glossary, references and index.
4. What is the importance of providing a glossary of terms and a reference list?
The definitions of most of the important topics which cannot be mentioned in the body
of the text as it disrupts the flow of the text is given in the glossary of terms. The credit for
previous work carried out by researchers in the field of study of the document should be
acknowledged by providing the list of documents referred during preparation of the document
in the reference section. It also helps to avoid plagiarism.
5. Provide examples of correct referencing from a variety of different sources in a field of your
choice.
Examples of Harvard Referencing is as follows

[1] Bartnikas, R. (2002). Partial discharge: their mechanism, detection and measurement.
IEEE Transactions on Dielectrics and Electrical Insulation, 9(5), pp. 763-808.
[2] Ma, X., Zhou, C. and Kemp, I.J. (2002). Automated Wavelet Selection and Thresholding
for PD Detection. IEEE Electrical Insulation Magazine, 18(2), pp.37-45.
[3] Chui, C.K. (1992). An Introduction to Wavelets. San Diego: Academic Press
Professional Inc., pp. 125-130.
[4] Clarkson, P.M. (1993). Optimal and Adaptive Signal Processing. Boca Raton: CRC
Press Inc., pp.202-210.
[5] Daubechies, I. (1992). Ten Lectures of Wavelets. Philadelphia: Society for Industrial and
Applied Mathematics, pp. 56.
6. On a subject of your choice, write a hypothetical glossary and index for a technical manual
(A minimum of eight items in each list). Look up examples for correct format.
Examples of Glossary
Arrester a device which prevents or stops a specified thing.
Atom The smallest particle of a chemical element that can exist.
Cortex an outer layer of tissue immediately below the epidermis of a stem or
root.
Neuron A specialized cell transmitting nerve impulses
Sociopath a person with a personality disorder manifesting itself in extreme
antisocial attitudes and behaviour.
Vortex a whirling mass of fluid or air, especially a whirlpool or whirlwind.
Wavelength the distance between successive crests of a wave.
Wavelet a small wave of water
Examples of Index
Adiabatic 95
Isothermic 79
Endothermic 96
Fourier 37
Nucleus 21
Ramp signal 156
Surge arrester 171
Volatile 24
7. Briefly define an annotated bibliography. Write an example of one item from an annotated
bibliography.
Annotated bibliography is defined as a list of citations followed by a brief description
called the annotation. The purpose of an annotation is to make the reader understand about
the importance, accuracy, quality and relevance of the cited sources.
Example: Ma, X., Zhou, C. and Kemp, I.J. (2002). The objective of denoising is to
remove noise from the measured data as effectively as possible while preserving the signal
features essential to the application. Automated Wavelet Selection and Thresholding for PD
Detection. IEEE Electrical Insulation Magazine, 18(2), 37-45.

References
[1] Kirby Home Care System, (2012). Sentria II Owner’s Manual. [online] Available at:
http://kirbywhq.powweb.com/manuals/se2/45B6BEDE315CBA7174350751ECA71E
5D/LV-260012-E%20Domestic%20Manual.pdf [Accessed 12 Aug. 2017].
[2] Raspberry Pi, (2012). Raspberry Pi Quick Start. [online] Available at:
http://www.raspberrypi.org/wp-content/uploads/2012/04/quick-start-guide-v2_1.pdf
[Accessed 12 Aug. 2017].
[3] Nvidia, (2013). NVIDIA SDR (Software Defined Radio) Technology The modem
innovation inside NVIDIA i500 and Tegra 4i. [online] Available at:
http://www.nvidia.com/docs/IO/116757/NVIDIA_i500_whitepaper_FINALv3.pdf
[Accessed 12 Aug. 2017].
[4] AMD, (2012). Catalyst Software Suite Version 9.4 Release Notes. [online] Available
at: http://www2.ati.com/relnotes/catalyst_94_release_notes.pdf [Accessed 12 Aug.
2017].
[5] Professional Educational Services Group, (2011). PESG Employee Policy Manual.
[online] Available at:
http://www.subpass.com/uploads/documents/PESG_Policy_Manual.pdf [Accessed 12
Aug. 2017].