Chapters 21 and 22: Technical Definition, Description, and Specifications
These two chapters provide a basic framework that allows you to build any components that you may need for an explanation. Although we deal with definition and description on a daily basis in our work and home lives, Lannon has separated each process into specific steps to allow the reader to understand exactly what each needs to include in order to be a success.
We recently discussed abstract and concrete words. Our emphasis, for communication, was on utilizing concrete words and either avoiding, or qualifying, our use of abstract words which only serve to confuse. If your memory is week on these, you may wish to reread the later segment of Unit 5 While either explaining a term that is specialized or unfamiliar to a audience, definitions often have legal and ethical considerations. Contracts, in particular, contain detailed definitions of a specific terms of an agreement. Faulty definitions, by intent or not, can result in disasters such as the Challenger tragedy described in this week's chapter reading. An application for the present can be illustrated in the popular use of definition questions for testing purpose. Many students feel that they answer a question, yet they continually receive points off for not writing enough/being specific enough. There are several methods to get those points, answer management's or a client's question, or explain to a two-year-old whose inquiring mind wants to know when dealing with the question of "What is is?"
A parenthetical definition occurs directly after the word's usage. It uses an accompanying synonym or clarifying phrase to qualify or detail the term used. This is helpful only so far as you can keep the qualifying phrase, etc. extremely brief. Longer explanations, or qualifications, require different types of definition.
A sentence definition, which by the way may actually utilize several sentences because of grammatical rules, occurs in a fixed pattern. First, the name of the item to be defined occurs, then it is followed by the class to which the item belongs, and lastly, the features that differentiate the item from all others in its class occurs. Look at it this way. A class of students is taking a philosophy test. The term to be defined is "miracle". 100% of students who were alert and conscious in class when this was being discussed and who studied will move to put the term in a class "A miracle is an event or action." Over half of these students will then stop writing, feeling that they have answered the question (defined) correctly. The problem is that there are many events or actions! What the students need to continue to do is differentiate how a miracle's events or actions are different from other events or actions (others in its class). Those students who continue writing with the following will have a complete definition. "A miracle is an event or action that contradicts natural law." Now, the students have been concrete, show that they know the differences between other items in the class, and therefore, they will perform better on any test following that format.
But let's say the same class of students is told to write a half page definition on the word, or the boss wants a half page definition to accompany the new product's introduction into the company catalog. Initial panic aside, many writers are dumbfounded by the expectation of producing more than a sentence or two about the term being described. Yet, the writer has to remember that the type and amount of definition that he/she provides is based on the audience's expectations, not the writer's. Therefore, the writer can expand the definitions by several options.
By exploring a word's origin, etymology, the writer
can be colorful, as well as informative, to aid the reader in understanding
the definition. Often the history and background may also
be included to provide additional insight into the definition under discussion.
By using negation, the author can illustrate what the item
IS as well as what it IS NOT. The operating principle, and an
analysis of parts, will allow the audience insight into the operating
process and relation of individual parts to the whole will be useful for
helping, particularly, lay persons to understand a technical subject.
You have heard the expression that "A picture is worth a thousand words."
A visual which is well labeled, and credited, will provide the reader
with a revealing actual look at the item which is the focus of the definition.
Comparison and contrast will allow the reader understand
by comparing the familiar to the unfamiliar. Required materials
or conditions may be necessary as important information to include
for the reader. Of course, use of examples is the final clarifying
concept and one we are all familiar with. However, most writers use
only one example. What if the reader "doesn't get it" from the one
example? Using two or three examples should guarantee that no confusion
will result from the definition.
Lastly, in defining terms for one's audience, the placement of definitions is critical. If the definition is essential to the entire document, it needs to appear immediately in the introduction. When it clarifies a major part of the subject being written about, place it at the beginning of the major section. Finally, if it serves only as a reference, place it in an appendix.
Descriptions are necessary for conveying information.
Use of concrete words, again, is vital to informative description.
It is not enough for a victim to tell a policeman, "My assailant was very
tall and mean looking." That is entirely abstract and subjective;
therefore, it certainly won't result in an arrest. It describes (subjectively)
half of the population! In the elements of usable description, Lannon
emphasized using a clear and limiting title, showing the overall appearance
and appropriate parts (where indicated), explaining the function of each
part, using visuals ,and an appropriate level of technicality much
like we read above in definition. Also stressed was that objectivity,
and precise language, i.e. concrete words, , not subjectivity as just previously
mention, must dictate the word choice of the description. Four methods
of descriptive sequence were the spatial (visualizing the item or
mechanism as static and moving left, right, etc.), functional (describing
a mechanism in action), chronological (time order), and the combination
of
one or more together.
Specifications are a particularly exacting type of description,
and they prescribe standards for performance, safety, and quality.
Specification are utilized by companies to ensure compliance with an authority's
rules. They appeal to a diverse audience such as the customer, designer,
contractor or manufacturer, supplier, workforce, and inspectors.
Each of these people needs to understand and agree on exactly what it is,
or needs to be done, and how it needs to be done. Specifications
range from parts, performance limits or rating, power requirements, etc.
Specifications also carry legal and ethical considerations because of the
intended use of the document and the positive, or negative, results that
its use brings.
Summary of Key Points 
Last Updated: January,
2003
Patricia
A. Hutchins
http://www.delta.edu/pahutchi/113unit12.html
