Chapter 14

Chapter 14: Creating Definitions

By: Michael Adams

Objectives and Outcomes

• Avoid problems caused by multiple meanings, complexity of meanings, technical jargon, and symbols.
• Create several categories of definitions:
• Informal definitions: synonym, antonym, stipulation, negative, analogy, and illustration
• Formal definitions (species = genus + differentia)
• Operational definitions summarizing steps involved in a function
• Expanded definitions using etymology, history, and examples
• Make appropriate decisions about using definitions in glossaries, information notes, and appendixes

Changes in Word Meanings
Not only do the meanings of words change in life but new words are coming into our language everyday. While writine a technical document you will have to define critical terms and when you do that you will have to make sure you use a definition that your audience can grasp.

Multiple Meanings
Some words will take on different meanings when they are used in different enviroments. For example focus in biology means the localized area a disease is in while when used in earth science it means where the origin of an earthquake is. These multiple meanings can screw up your document especially if your audience is mainly nonexpert professionals. To get by this problem make sure to note who your audience will be and adjust your definition accordingly.


Complexity of Meaning
Complexity can be looked at in two ways, simple or detailed. Your choice on which style to choose relies on the audience and the situation. If it is to long for your audience they may lose track of what the topic of your paper is or they may just not understand because you had made the definition too vauge.

Technical Jargon
This is another thing that will need to be explained and is sometimes looked over when a professional is explaining a topic to someone not in that profession. The best way to explain a piece of jargon sometimes is to do this:

• Perhaps the most dangerous time exists when people are unaware of a robot's dwell-time. (Dwell-time is the time of inactivity between a robots motions)

Symbols
Not all parts of a technical document are verbal and sometimes you may use symbols. It is a very good tip to make sure you have an explaination of the symbols you used somewhere in your document so as to reduce confusion if your document is read by someone without a background in the topic.


Construction of Definitions
Effective definitions can answer many readers questions before they even ask them. After aswering the usual "What is it?" question your definition can answer questions concerning: Physical Appearance, Comparisons, Function, and Operation.

Formal Definition
Because dictionaries use a form of definition called formal definition many readers think that it is the only way to give a simple yet detailed definition of a subject. The format of a formal definition is always the same: Species equals Genus plus differentia.

• For example: A robin is a thrush with a red breast and yellow beak.

Formal definitions can be any where from short and simple like the example or as detailed as an encyclopedia but all of them will share the same format.

Informal Definitions
These are the types of definitions we will use in communications that we usually don't even realize we are using them. There are six types of these defintions: Synonym, Antonym, Negative, Stipulation, Analogy, and Illustration. Three of these will be explained farther because they are very usefull to use in technical documents and in presentations

• Analogies are very useful because they work great when trying to come up with a way to quickly define an object.
• Illustrations are also very useful because there will be times where you have to explain something but by the time you are done as they say a picture is worth a thousand words.
• Stipluations are when you will give examples of how you would use your object normally and are also very usefull.

Operational Definitions
This definition will outline the key steps in a function. Situations that need an operational definition mainly need to answer questions like "How does it work?" Many times this definition will go beyond and help the audience visualize the appearance of your subject too.

Expanded Definitions

Expanded definitions explain and clarify information. They also maintain audience interest and can adapt a document, oral presentation or visual for a wider audience. The most common forms are etymology, history, and examples.

• Presenting the etymology (the linguistic origin) of a term is appropriate for general audiences
• The history of a term is also appropriate for general audiences as well as an audiences with technical experience in that field
• Relevant examples have value to all audiences

Etymology

Etymologies anticipate questions such as: How did this object get its name? or how old is this word? By presenting the linguistic origin of a term sometimes gives insight into its current meanings. Etymology information is found in dictionaries or specialized reference books. Etymologies are a useful part of a definition if knowledge of the original meaning will increase your audiences understanding of the modern meaning and usage.

History

Presenting historical background about the development and use of the term or subject puts its current meaning into perspective. The historical background can cover thousands of years or decades.

Examples

Using specific examples to illustrate the application of a term effectively expands a definition.

Placement of Definitions

Writers of technical material have five basic choices for placing and incorporating definitions, although the choices are not mutually exclusive.

• Glossary
• Information notes and sidebars
• incorporation information
• appendixes
• online help

Glossary

A glossary is a mini-dictionary usually located are the beginning or the end of a technical document. The definitions are usually located on the page were the term initially appears. There are advantages and disadvantages to having the glossary at the beginning or at the end. For instance by having a glossary at the beginning of a technical document the reader may not have a frame of reference and may not be able to judge which terms to focus on.

Information Notes and Sidebars

When readers need extended information it may interrupt the flow of the text if included in the main discussion. Presenting this information as information notes or sidebars gives the reader the option of reading the additional information if they need it.

• Information notes may simply define a term. They also do many other things such as provide examples or cited related studies
• Sidebars provide more elaborate information than footnotes or endnotes

Appendixes

Lengthy documents intended for readers with widely varying backgrounds often have difficulty appealing to the entire range of readers. For example if someone may be confused if a document jumps into a subject that they do not understand. An Appendix can be useful because it can provide nonexperts with much needed information while not boring the experts with information they already know.

Online Help

Online help systems are designed to provide users with information immediately in different formats. Some online help features include:

• an alphabetic index of all help topics available to users of this software
• a list of frequently used topics that often save time
• on screen box that provides hints and wizards (shortcut to common practices)
• a searchable database to answer questions

Virtually all these online help options include various kinds of definitions to assist users who are confused or stuck