Chapter 19: Technical Definitions

Since a technical document is, for lack of a better word, technical, it will undoubtedly contain some complex and unusual terminology. Therefore, you must learn how to appreciate the role of definition in technical communication.


Definitions explain terms and concepts that are unfamiliar to readers who are not experts on the particular field you are writing about. Precision is really important in definitions because uncommon and complex words can complicate the meaning of your document to many of your readers. It's important to consider your audience and the purpose of your document because this will shape how many of the terms you need to define. Like many of the other blog posts, your documents and definitions will have legal, ethical, societal, and global implications.


There are three categories of definitions: parenthetical, sentence, and expanded. Parenthetical definitions should be used to briefly clarify the meanings of words with more familiar synonyms in parentheses after the word. Sentence definitions are used when your term requires a more in-depth explanation. These are especially useful when you plan to use the word many times throughout your document. Expanded definitions are for a document and an audience that requires much more detail. This type of definition may be a short paragraph or it may reach several pages in length.


Several methods for actually expanding definitions are described in more detail below. Etymology describes a word's origin, and can be useful when clarifying a word's meaning. The history of a given term or concept may also be helpful in expanding a definition. Negation is expanding upon what the term does not mean, and an operating principle explains how something operates. Parts analysis creates a complete picture of a given mechanism if your document contains such items. Visuals can also be used, but they should be well labeled and credited if they are borrowed. Comparing and contrasting between new information and knowledge that your audience already knows also helps to bridge the information difference. This can also be used as a means of persuasion. Some processes or products also have required conditions, these should be included in the expanded definition. Examples are a great way of communicating things, but they should always be conformed to your audience's understanding.


Sometimes it's difficult to know where to place definitions in technical documents; a good place for definitions in printed documents is a glossary, which alphabetically lists terms and their explanations. A glossary is also nice because it doesn't break up the flow of your document, which a technical-minded person, or someone who is an expert about your topic, will like. If your medium is Web-based, try hyperlinking your definitions to the terms themselves.


Group Discussion Question: Have you read any company's technical documents? Were you able to follow them without a glossary or knowledge of the topic? I have found at my work that during my first couple of days I was at a loss for what documents meant because the only glossary was an acronym list!