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Technical Writing: Using Graphics Effectively

by Surya Nair (Technical Editor @ ASCENT)

Graphics are an integral part of technical writing. Graphics can be an effective aid to improve content clarity. Appropriately placed graphics can help break the monotony of text-heavy content to retain reader interest.

As technical documentation is increasingly being created for a more global audience, the use of graphics has gained even greater relevance in content development. Graphics speak a universal language and help transcend barriers of language to better communicate an idea.

At ASCENT, we consider the following when using graphics:

• Quality
• Integration with text
• Placement
• Editing to improve effectiveness
• Cross reference

Graphics Quality

Poorly designed graphics often diminish the overall quality of your content rather than enhance it. Therefore, make sure that the graphics used are of sufficient quality where the details are clear and easy to read. Also, ensure that all relevant details are included in a graphic.

Sometimes, visually appealing graphics without much relevance to the topic are used in marketing material or on websites to improve the aesthetic value of a page. In technical writing, using such graphics may detract from the objective to inform or instruct.

Consider the example below.

The screenshot on the right does not show the Tangency panel that is referred to in the preceding text. The screenshot on the left shows the Tangency panel and therefore improves context for the reader.

Integration with Text

Integrating graphics well with the text helps in effectively communicating an instruction. The examples below show how graphics and text can be integrated to complement each other.

Placement

The location of a graphic is based on the context as well as the page balance (text-image-white space ratio on a page). If you are referring to a graphic in the text, try and place it as close to the relevant text. For print content, it is ideal if the referenced graphic appears either on the same page or the facing page of the text reference.

In the image shown above, figures 7-4 and 7-6 are on the same page as their reference and figure 7-5 is on a facing page.

Editing Graphics to Improve Effectiveness

Often you may need to edit a graphic to draw the reader’s attention to different parts of the graphic. This can be done using numbering and/or highlighting using arrows, boxes, circles, or callouts.  

The example graphic below shows the screenshot of an interface where various screen elements are numbered, and cross referenced in a table.

In the following image, note how the red oval box circles the “Side Cut Profiles and Front Cut Profile sketches”. This helps to draw the reader’s attention immediately to the two options described in step 2.  When using highlights, it is best to choose a colour that provides sufficient contrast to the screenshot colours and stands out from the rest of the image.

Another editing technique is to blur or crop out irrelevant details in the graphic. This helps to improve the graphic's effectiveness in supporting the accompanying text.

Consider the example below.

The figure on the left is a screenshot of the entire window. On the right, a more appropriate cropped version of the same screenshot is used with only the details relevant for the instruction in step 1.

You can avoid lengthy or wordy sentences by adding a graphic that is appropriately marked up. Consider the two examples below to see how the mark-up on the graphics has helped to reduce the amount of text required.  

Cross Reference

In technical content that spans several pages, it is best to include a numbered caption and clear descriptive labels. This makes it easy to refer to the graphic, as shown in the example below.

In conclusion, a picture may not be worth a thousand words, but it can certainly save you many. 😊

To learn about ASCENT’s technical editing services, please email us at [email protected].

Technical Writing: Tips for Self-editing

by Surya Nair (Technical Editor @ ASCENT)

A good writer may not be as good an editor, just as not all good editors can write from scratch.

In creative or journalistic writing, the person who reviews and edits the material is almost never the same as the author. In technical writing, however, it is more common for people to double up as writers and editors, particularly in small and lean organizations.

As people who create characters and entire fictional worlds from their imagination, creative writers naturally feel a sense of possession toward their work of art, which makes it more difficult for them to view it with an objective eye. Technical writers are less at risk because of the nature of the subject they deal with, which is always technical and factual in nature and often prepared from research and analysis of topics or by interviewing subject matter experts. This naturally allows for some distance and objectivity. Even so, self-editing lends itself to reduced objectivity.

As a technical writer who has needed to edit and proofread my own technical writing, the mantra I follow is - “be a mindful editor”. Throughout the editing process, I remain mindful of the fact that as the writer, I am intimately familiar with the text and the likelihood of skipping over errors is high. I re-read sentences carefully where I feel even the slightest ambiguity.

Here are a few tips that have helped me in self-editing:

• Compartmentalize - Have a plan on how to go about the editing process and break the task into manageable chunks, so you can stay focused.
• Wear your editor’s cap - Make a conscious effort to set your writer-ego aside and stay focused on the objective of the document and the intended audience.
• Take breaks - Take breaks and step away from your work to maintain distance and to improve objectivity.
• Read out - This may sound silly, but this has worked for me. I can pick up spelling errors, typos, and other inconsistencies when I read out content instead of eye-reading.
• Be aware - Be aware of your own writing habits because one tends to overlook them while self-editing (examples - repetitive words or phrases, run on sentences, etc.).

To share your experiences in self-editing or to learn about ASCENT's technical editing services, please email us at [email protected]

Technical Editing Tip: Using e.g. vs. i.e.

by Breanne MacDonald

As a technical editor at ASCENT, I often come across two abbreviations that are frequently misused. When should you use i.e. and when is e.g. more appropriate?

e.g.

This stands for exempli gratia in Latin and means “for example”.  It should be followed by a comma and is used when providing a list of examples – just as you would use “for example” in a sentence.

i.e.

This stands for id est, which translates to “that is.” It is used when providing an alternate wording or clarification in a sentence. You can use it the same way you would use “that is” or “in other words” and, like e.g., it should be followed by a comma.

 

Below are some example sentences showing correct and incorrect uses of e.g. and i.e.:

Correct:

Use the sketch tools (e.g., line, 3-point arc, fillets, etc.) to create the sketch.

This is correct because we are using e.g. to introduce a list of examples of the different sketch tools. In this sentence, e.g. could be replaced with “for example” (so we know it is used correctly):

Use the sketch tools (for example, line, 3-point arc, fillets, etc.) to create the sketch.

Incorrect:

If multiple symmetries can be set when you are assigning circular symmetry, the possible symmetries are listed (i.e., 2-sided, 4-sided, 8-sided, etc.).

In this example, i.e. should be replaced with e.g. because we are providing a list of the possible symmetries and not an alternate explanation.

Correct:

Construction features created in a form feature in the FORM environment are listed in the BROWSER, but they cannot be modified (i.e., their offset or angular values cannot be changed).

This is correct because we are providing an alternate explanation for “cannot be modified.” In this sentence, i.e. could be replaced with “that is” (so we know it is used correctly):

Construction features created in a form feature in the FORM environment are listed in the BROWSER, but they cannot be modified (that is, their offset or angular values cannot be changed).

Incorrect:

Select the next loop of edges (e.g., the 4th loop working your way up from the bottom).

In this example, e.g. should be replaced with i.e. as we are providing further clarification on what is meant by “the next loop.”

 

It can be tricky to figure out which abbreviation is the appropriate choice for your sentence, but if you keep their translations in mind, you will find it’s easier to choose the correct one.

Inventor Read-only Mode

By Jennifer MacMillan

With the installation of Inventor 2020 you now have access to a Read-only version of Inventor. This eliminates the need to install Inventor View as part of the installation. Once installed you can simply run it as Inventor Read-only Mode 2020. It does not require a license of Inventor to be used.

The interface looks much like Inventor, just with fewer tabs and options. It enables you to load projects and open parts, assemblies, drawings, and presentation files. Once a file is opened, you will have a limited number of tabs available that focus your experience on reviewing the model. You can review the following:

• Use the Model Browser to review the features that were used in the model. You can additionally control the visibility of sketches and work features used to create the geometry using the right-click menu.
• Use the Model Browser to review the component names and view the constraints used to assemble them.
• Use the Inspect tab to measure, analyze interference, and use the analysis tools (parts only).
• Use the View tab to control appearances and visibility as is available in the full version of Inventor.
• Use the View Cube and Navigation pane to control the view orientation of the model.
• For assemblies, you can also review the Bill of Materials for the model using the Assemble tab.

I am guessing the next question you are going to ask is … “ Where do I get it?”. Autodesk is recommending that for those that do not have access to Inventor 2020, simply download the full trial version and run it as read-only. I hope that this is great new way for you to view your models.

Jennifer

Using Two-Point Perspectives Through Cameras

By default, camera and perspective viewports show three-point perspective views. You can display a two-point perspective by adding a Camera Correction modifier to the camera object. To do so, select Camera Correction in Modifiers > Cameras. Two-point perspective causes vertical lines to remain vertical rather than converge over distance.

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This is a short excerpt from the learning guide Autodesk 3ds Max 2019: Fundamentals.

 

Extruding Nested Splines

When linked or imported geometry is merged together (such as by layer with the weld option) or, when 2D objects become attached to form complex splines, these objects are called nested splines. When extruding a nested spline, the enclosed areas form solid masses and can be used for modeling wall systems and similar geometry.

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This is a short excerpt from the ASCENT Autodesk 3ds Max 2019: Fundamentals learning guide. 

Relocating Assembly Components in Autodesk Inventor

Viewing or selecting references in components of a large assembly can be challenging. Moving and rotating components is a simple way of temporarily relocating assembly components. To move components in an assembly, click (Free Move) in the Assemble tab > Position panel, and select the component to move in the graphics window. Alternatively, you can select the component in the graphics window, right-click and select Free Move. Hold the left mouse button, and drag the component to a new location. Once you have moved the component, release the mouse button to drop the component.

If the component being moved is constrained, the Free Move command displays relationships as elastic bands between the constraint references. Icons indicate the original constraint type. Relationships are not displayed between unconstrained components.

Select any of the constraint icons once a moved component has been placed and right-click to display the marking menu. The commands in the marking menu enable you to Edit, Suppress, Delete, or Modify (offset value) the selected constraint.

 

This is a short excerpt from ASCENT's learning guide, Autodesk Inventor 2019 Introduction to Solid Modeling.

About Arnold Lights in Autodesk 3ds Max

 

Although the Photometric lights work very well with the Arnold renderer, the 3ds Max software provides you with Arnold lights that are specifically meant to be used with this renderer. It has parameters that are geared towards rendering using Arnold.

You can open the Arnold lights from the Command Panel’s Create panel ( )> (Lights) by selecting Arnold from the list, as shown here.

In the Object Type rollout, click Arnold Light.

• In the General Properties rollout, you can toggle the light on or off. You can also set the light as either free or targeted. By default, Targeted is cleared, which automatically creates the light as a free light.
• In the Shape rollout, you can select the shape of the light. The shape selected controls how the light is emitted. By default, the Quad option is selected, which illuminates a rectangular area and emits the light only in one direction. The parameters in the Shape rollout are based on the type of light selected. The shape selected controls how the light is emitted. By default, the Quad option is selected, which illuminates a rectangular area and emits the light only in one direction. The parameters in the Shape rollout are based on the type of light selected.
  
• In the Color/Intensity rollout, you can set the color of the light source. Typically, you are required to adjust the Intensity or Exposure of the light source to get a good render of a scene. Exposure is an intensity multiplier and increases the intensity in multiple jumps.
  
• In the Rendering rollout, you can adjust the quality of specular highlight and shadows. Increasing the Samples value reduces the noise in shadow areas, but increases the render time.
• In the Shadow rollout, you can toggle the casting of shadows from the light on or off. The Atmospheric Shadows option controls the calculations of volumetric shadows.
  
• In the Contribution rollout, you can use the advanced options to control the aspects of light contribution in the final rendering. For physically accurate results, the various values should be left as a default of 1.0 and for Max. Bounces as 999. You can change those options for artistic control.
  

This is a short excerpt from ASCENT's learning guide, Autodesk 3ds Max 2019: Fundamentals.

 

Autodesk 3ds Max Tip: Using the Curve Editor and Dope Sheet

For the next few posts we'll be offering some tips for users of the Autodesk 3ds Max software, taken from ASCENT's learning guides.

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The Curve Editor and Dope Sheet are two animation data editors which graphically display and enable you to modify the animation controllers that are used to interpolate the objects in a scene.

• To open the Track View - Curve Editor, in the Main toolbar, click , or in the Menu Bar, select Graph Editors>Track View- Curve Editor.
• In the Curve Editor, the animation displays in the form of function curves. You can visualize and modify the motion by controlling the curves (i.e., tangent handles) at various keys.
  
  
• To open the Track View - Dope Sheet, in the Menu Bar, select Graph Editors>Track View- Dope Sheet.
• In the Dope sheet, the animation displays in the form of a spread sheet displaying keys and ranges. You can visualize and modify the motion by controlling the keys directly.
  
  

This short excerpt is from the Autodesk 3ds Max 2019: Fundamentals learning guide. For more information, visit https://www.ascented.com/.