Yuri's Lesson 4: Technical Documentation & Passive Voice

🔊 Shadowing Pacer: System Architecture Description

Shadowing Focus: Listen for passive forms (is divided, is hosted, is restricted, are documented) and article prominence (the switch, the server, the database).

Speaking Tempo

Stand-up update style — mixed active/passive, contractions, natural flow. Default mode for speaking practice.

00:00

Record yourself, then compare with the model

🎯 Key Targets for Yuri (Recycle Focus)

1. Article Omission on Technical Nouns

Remember: "the switch", "the server", "the database". Don't drop the article before countable technical items.

2. Passive vs Active Voice Confusion

In technical documentation, use passive voice: "The switch was replaced" not "We replaced the switch". Focus on the action, not the agent.

📖 Grammar: Passive Voice for Technical Documentation

Present Passive

Form: Subject + is/are + past participle (+ by agent)

Subject + is/are + V₃ (past participle)

"All traffic is monitored by the security team."
"Access is restricted to authorized personnel."
"Changes are documented in the system."

Past Passive

Form: Subject + was/were + past participle (+ by agent)

Subject + was/were + V₃ (past participle)

"The legacy switch was replaced last month."
"The firmware was updated during maintenance."
"The VLANs were reconfigured for better isolation."

⚙️ When to Use Passive Voice

The agent is unknown: "The server was accessed at 3 AM."
The agent is obvious: "The patch was deployed." (obviously the IT team)
The agent is unimportant: "The database backup was scheduled."
Focus on the action/result, not the person

📋 Rule of Thumb:

"In technical documentation, passive is preferred because the process matters more than the person."

                  Active: "The security team monitors all traffic."

                  Passive: "All traffic is monitored by the security team."

                  Active: "We replaced the legacy switch."

                  Passive: "The legacy switch was replaced."

🎲 Game 1: Scenario Dice — Firewall Configuration

Click "Roll Scenario" to randomly select an IT procedure. Yuri must describe the full procedure using passive voice (e.g., "First, the firewall rule is configured. SSH access is blocked...").

SCENARIO_DICE_ROULETTE.EXE STATUS: READY

Press Roll to get a scenario...

Scenario 1

Configure Firewall Rule

Block SSH access from external IPs.

Scenario 2

Deploy Security Patch

Deploy patch to all clinical workstations.

Scenario 3

Create New VLAN

Create a VLAN for the guest network.

Scenario 4

Schedule Database Backup

Back up the pharmacy system database.

Scenario 5

Update SSL Certificate

Update the SSL certificate on the main web server.

Scenario 6

Restrict USB Access

Restrict USB access on nurse station terminals.

📝 Change Log Documentation Simulator

Scenario: You're mentoring a junior admin who writes change logs in informal, active voice. Translate their notes into professional passive voice for the official documentation. Write your version, then reveal the official doc.

Junior's Notes → Official Documentation

Junior's Note #1: "I configured the server yesterday."

Junior's Note #2: "We monitor all network traffic 24/7."

Junior's Note #3: "The vendor updated the firmware."

Junior's Note #4: "We reconfigured the VLANs for better isolation."

Junior's Note #5: "I document all changes in Jira."

Junior's Note #6: "Someone scheduled the database backup for 3 AM."

🔑 Quick Reference

Present Passive:

is / are + past participle

Past Passive:

was / were + past participle

Remember:

The agent (by ...) is optional
Use passive when the action matters more than the person
Technical documentation prefers passive voice

🏗 Scaffold Builder — IT Status Report (5-Step Progression)

Construct a professional IT status report step-by-step. Each step targets a specific passive voice form. Pacing: 5 min write → 2 min speak.

Phase 1: Write

5:00

Phase 2: Speak

2:00

Step 1: Current Status (Present Passive)

e.g., "The system is currently..." / "All services are operational."

Step 2: Recent Action (Past Passive)

e.g., "Yesterday, the server was updated..." / "The firmware was patched..."

Step 3: Issue/Observation (Past Passive)

e.g., "However, high latency was observed..." / "An error was detected..."

Step 4: Next Steps (Present/Future Passive)

e.g., "The network will be reconfigured..." / "A full audit will be conducted..."

Step 5: Sign-off (Present Passive)

e.g., "All updates are documented in the ticket."