Technical Writing 314

Ch. 27: Blogs, Wikis, and Social Networks

Differentiate between internal and external audiences

Internal audiences don't require as much explanation as external audiences
Internal audiences will want straightforward content
External audiences may know little about the topic and require more information

Understand how to write for blogs and wikis

Blogs

Internal blogs are an alternative to emails in the workplace
They are useful for collaborating and solving problems- using a forum to discuss solutions
External blogs are useful for getting customer feedback and enhancing marketing and PR

Wikis

Internal wikis provide employees with information about a project or topic and allows them to update the content
External wikis allow people to use and update content specific to their expertise

Write differently for internal and external audiences
Pay attention to your tone
Check entries for credibility

Recognize different types of social networks

Connecting people to each other and sites of mutual interests

Facebook
MySpace
LinkedIn
Twitter
YouTube
Flickr

Understand uses of social networks for workplace communication

Can be used for

Outreach and marketing campaigns
Measuring customer behavior

Be friendly, but professional
Stay focused
Be discreet

Consider the legal and ethical implications of these media

Online media provides opportunities for information abuse
Beware of stealth marketing and paid-for product reviews
Follow the policies within a company that govern social networks

Understand how these media are changing the ways we work and learn

This class is an example of how learning is changing in that we are required to write a blog for each chapter.

Ch. 26: Web Pages

Identify audience and purpose for Web pages

Decide who the primary readers will be and what sort of information they will be looking for
Use questions and links to address readers' main concerns

Understand what readers expect from Web pages

Accessibility
Worthwhile content
Sensible arrangement
Clean, crisp page design
Good use of visuals and special effects

Write appropriate Web-based content

Use chunking
Use a readable style
Short sentences
Short paragraphs
Write in a a factual, neutral tone
Keep interactive features in mind
Most web pages are globally accessible

Design a basic Web page

F-shaped reading pattern
Use plenty of white space
Large margins
Unjustified right margin
Use links
Consistent style
Underlining is not used for emphasis- only hyperlinks
Use effective visuals
Balanced colors

Identify software used for creating Web pages

Word- basic basic web pages
Dreamweaver an NVU for more complex pages

Recognize the role of teams in Web design

Teams are used to create websites because of the many different areas involved in making a successful site.

Create Web pages for intercultural audiences

Use clear and simple English to make translation easier
Don't make cultural references
Have different language options
Use appropriate colors and visuals

Legal Considerations

Everything is copyrighted so don't copy/paste without permission
Use copyright-free visuals
Large amounts of personal information is stored on the web- create privacy statements

Ch. 25: Oral Presentations and Webinars

Analyze your audience and purpose

Talks may be designed to inform, instruct, persuade, or all three

Select the type of presentation you want to make

Oral Presentations

Advantages

Interactive
Use body language
Allows for give and take
You can adjust to your audience's reactions

Disadvantages

Written reports allow you time to think about what you're saying and how you're saying it
One attempt for an oral report
Limited in complexity
You can lose listeners

Things to avoid

no eye contact
hiding behind a lectern
fidgeting
rambling
too much material
nonexistent visuals
visuals that are difficult to see
visuals that are difficult to interpret
settings that are too noisy, hot, cold, large, small, bright, or dark

Select a Type of Presentation

Informative
Training/ Instructional
Persuasive
Action Plan
Sales

Select a Delivery

Memorized
Impromptu
Scripted
Extemporaneous

Choose the appropriate technology
Perform research, write an outline, prepare visuals

Research your topic
Aim for simplicity
Anticipate questions
Outline the presentation

Introduction
Body
Conclusion

Create audience-friendly slides using presentation software

Tables
Graphics
Charts
Illustrations
Diagrams
Create a presentation story board
Be realistic about your visuals
Be selective
Use presentation software like powerpoint or Prezi

Don't rely too heavily on technology
Have a backup plan
Balance text and visuals
Keep it simple
End with a conclusions/ questions slide

Deliver your presentation

Rehearse
Check on the setting
Build a relationship with your audience
Guide listeners
Plan how you will use on- computer visual aids

Understand how and when to use webinars or slide sharing tools

Webinars allow for presentations through the internet
Changes in time zones prevent some people from being present for a webinar
Slide sharing is better in these cases because someone can view the presentation later and they can edit it

Ch. 24: Proposals

Understand the persuasive purpose of proposals

Proposals are meant to persuade an audience to take an action

authorize a project
accept a service or product
support a specific plan for solving a problem
improving a situation

Understand the expectations of people who read proposals

Decision makers want to know

What the problem or need is
Why they should spend time, money, effort
What your plan is
Why they should accept the costly items in your plan
What action they are supposed to take

Differentiate between solicited and unsolicited proposals

Solicited proposals are requested by a manager, customer, or client
Unsolicited proposals have not been requested by anyone

Differentiate between formal and informal proposals

Formal proposals have the same format as a formal report
Informal proposals are in email or memo format

Understand the different functions of planning, research, and sales proposals

Planning proposal

offers solutions to a problem or suggestions for improvement

Research proposal

requests approval/ funding for a study

Sales proposal

offers services or products
solicited or unsolicited

Write a proposal

Introduction

Statement of problem and objective/ project overview
Background and review of the literature
Need
Benefits
Qualifications of personnel
Data sources
Limitations and contingencies
Scope

Plan

Objectives and methods
Timetable
Materials and equipment
Personnel
Available Facilities
Needed facilities
Cost and budget
Expected results
feasibility

Conclusion

Summary of key points
Request for action

Works Cited

Ch. 23: Formal Analytical reports

Appreciate the role of formal analytical reports in the workplace

Formal analytical reports can answer these questions:

What do we know?
What conclusions can we make?
What action or inaction should we consider?

Understand the role of audience and purpose for such reports

Formal reports are typically written for decision makers
The writer needs to know who will be reading the report
The purpose of the report is determined by the questions it ultimately answers

Identify three major types of analyses: causal, comparative, and feasibility

Causal Analysis: Answers questions about why something happens
Comparative Analysis: Compares competing items based on specified criteria
Feasibility Analysis: Determines if an idea or plan is practical

Know the criteria for sound analytical reasoning

The problem or purpose is clearly defined
There is a correct amount of data
The data that is used is accurate and balanced so readers can make an informed decision
That significance and meaning of that same data has been fully explained
Personal bias is excluded
Good visuals are included
There are valid conclusions and recommendations
Understand that things might go wrong in an analysis and you should be prepared adjust as necessary

Identify the parts that typically accompany a long report (front matter and end matter)

In this order:

Letter of transmittal- acknowledges those who helped, points readers to certain sections, discusses any limitations of the study, or urges readers to take action
Title page
Table of contents
List of tables and figures
Abstract
Text of the report
Glossary (if necessary)
Appendices (if necessary)
Works Cited page

Ch.22: Informal Reports

Understand the role and purposes of informal reports

For every formal report made, there are countless informal reports
Informal reports help people make decisions in different areas
Most often a memorandum

Differentiate between informal and formal reports

Informal reports

don't require extended planning
are created quickly
contain little/ no background information
no front or end matter supplements (title page, table of contents)

Differentiate between informational and analytical reports

Informational reports answer basic questions
Analytical reports offer information, interpretations, and conclusions

Write informational reports

Progress reports

Choose between email and memo
Use clear subject line
Present information efficiently
Anticipate/ answer questions

Activity reports

Email or memo
Clear subject line with time frame
Chunk information using headings, bullets, and lists

Trip reports

Take notes
State the exact trip and include dates
Record names of people/places
Note times/location

Meeting Minutes

Take notes
Complete immediately after meeting
Clear title and date
List all attendees
Describe all agenda items
Record all decisions
Proofread

Write analytical reports

Feasibility reports

Clear subject line
Provide necessary background
Offer the recommendation early
Follow up with details and data
End with a call to action

Recommendation reports

Clear subject line
Brief background
Summarize the situation
Be authoritative
Be informative
List benefits of taking action

Peer review reports

Begin with positives
Organize by topic
Constructive criticism
Support your critique with examples and advice
Close positively

Justification reports

State the problem/ recommended solution
Explain how to implement your plan
Encourage the reader to act

Ch.21: Instructions and Procedures

Know how instructions and procedures are used in the workplace

Procedures are used so that all members of a particular group follow the same steps for a task
Responsible jobs require you to write and read instructions

Recognize the various formats for hard-copy instructions

Manuals
Brief reference cards
Instructional brochures
Hyperlinked instructions
Online instructions

Understand how instructions have serious legal implications

Failure to instruct and caution users in the proper use of a product
Failure to warn against the hazards from proper use of a product
Failure to warn against the possible misuses of a product
Failure to explain a product's benefits and risks in language that average consumers can understand
Failure to convey the extent of risk with forceful language
Failure to display warnings prominently

Compare the benefits of print, digital, online, and video instructions

Digital and Online

PDFs allow instructions to be accessed online
Instructional CDs

Video

Allows people to see the full range of actions required

Write a set of Instructions

Elements of Effective Instructions

Clear and limiting title

Informed content
Visuals
Appropriate level of detail and technicality
Logically ordered steps
Notes and hazard notices
Readability
Effective Design

Outline for instructions

Introduction
Required steps
Conclusion

Understand how procedures differ from instructions

Instructions show a person how to perform a task
Procedures show someone who knows how to perform the task, how to follow accepted practice

Write a set of procedures

Procedures aren't always used for sequential actions and may not require numbers
They are used to streamline a set of actions in an organization

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