Technical Writing 314: 2012

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

Ch. 20: Types of Technical Descriptions

Understand the role of audience and purpose in technical description

Descriptions are for people who will use, operate, assemble, or manufacture a mechanism
Decide why the audience needs a description

Differentiate between product and process descriptions

Product description

readers can visualize the parts of the mechanism and the relationship between them

Process description

readers can visualize the sequence of events

Appreciate the requirement for objectivity in such descriptions

Descriptions have ethical implications
Subjective descriptions represent a point of view
Objective descriptions represent details any one could observe

Recognize the main components of a technical description

Clear and limiting title
Appropriate level of detail and technicality
Visuals
Clearest descriptive sequence

spatial
functional
chronological

Write a product and/or process description

Product Description

Introduction: general description
Description and function of parts
Conclusion and operating description

Process Description

Introduction
Stages in the process
Conclusion

Write a set of specifications

Specifications

methods
materials
size, shape, and weight
testing, maintenance, inspection procedures

Consider audience and purpose
Use industry and government standards
Include a brief introduction/ descriptive title
List all parts and materials
Use standard terms

Write a technical marketing document

Research your decision makers so that you can persuade those who will purchase it
Use the product's name frequently
Compare and contrast to related products
Emphasize the appeal
Use dynamic language
Use visuals
Provide any technical information you need

Ch. 19: Technical Definitions

Appreciate the role of definition in technical communication

Explain specialized terms/ concepts
Definitions have to be precise for people in and out of the field

Know how audience and purpose indicate the need for definition

Determine how knowledgeable your audience is in that area
Tool definitions to have appropriate technicality
Define a term the first time you use it

Consider the role of definitions within and beyond the workplace

Definitions have legal, ethical, societal, and global implications.

Legal- you are legally in charge of the documents you create
Ethical- Just because something is right on paper doesn't mean it is ethical. Because of the bureaucracy in place, the Challenger shuttle exploded, resulting in the deaths of all seven crew members.
Societal- social issues
Global implications- if your document is meant for a global audience, be mindful of what is acceptable in your document

Be informative

Differentiate among levels of detail in a definition

Parenthetical

synonyms and clarifying phrases

Sentence

more elaboration than a parenthetical
Includes term, class, and distinguishing features

Expanded

longest explanation- ranges from a paragraph to several pages

Select the right level of detail as your situation requires

Definitions can be a few words or several pages
The audience's familiarity with the subject could vary

Write an expanded definition

Methods of expansion

Etymology
History
Negation
Operating Principle
Analysis of Parts
Visuals
Comparison and Contrast
Required conditions
Examples

You can use more than one method
Expansions might be required for semitechnical or nontechnical readers

Place definitions effectively in your document

The best definition is one that is easily accessible with little to no disruption to the reader
A glossary can also be used if there are several terms that need definitions

Ch. 18: Résumés and Other Job-Search Materials

Identify your personal assets as a job applicant

What skills can you offer to a potential employer?

Search for a job systematically

Make a plan
Focus your search
Use the internet
Network with people

Create an effective print résumé

Include

contact information
career objectives
education
work experience
personal data
references

Leave out

desired salary/ benefits
photographs

List relevant experience
Never lie about your credentials
Use quality paper
Always proofread!

Adapt your print résumé for scanning, emailing, or posting online

Today, résumés are often submitted digitally
Make sure your résumé is scannable
Use standard print and avoid fancy highlighting
All text should be flush to the left margin
Save in "text only" or "rich text" format
Use keywords
If online, make sure the résumé can be downloaded quickly

Write an effective application letter

Develop a draft of the letter
Customize each letter
Never be vague and do not exaggerate
Be enthusiastic
Be concise
Make several drafts before settling

Prepare a dossier, portfolio, or webfolio

A dossier contains credentials
Portfolios and webfolios contain résumés and examples of your work

Succeed in a job interview

Don't show up unprepared
Make a positive first impression
Know the appropriate length for answers
Be friendly, attentive, and smile
Ask intelligent questions

Ch. 17: Workplace Letters

Know when to correspond by letter instead of memo or email

Consider audience and purpose
Letters are appropriate for more formal and personal correspondance

Identify the standard and optional parts of a standard letter

Standard Parts

Heading and date
Inside address
Salutation
Text
Complimentary Closing
Signature

Optional Parts

Attention Line
Subject Line
Typists Notation
Enclosure Notation
Distribution Notation
Postscript

Follow a conventional letter format

Letter Format: block or modified block
Subsequent page headers

Appreciate the importance of proper tone in any letter

Establish and maintain a "you" perspective-put the reader first
Be polite
Use plain English
Decide to be direct or indirect

Understand that letters can have global and ethical implications

As always: know your audience
Learn about cultural preferences starting with the salutation
Beware of controversial topics

Know how to convey bad or unwelcome news

Don't procrastinate
Be considerate
Be honest in your explanation
If an apology is necessary, do so immediately

Write inquiry letters, claim letters, sales letters and adjustment letters

Inquiry Letters

Ask questions and request a reply

Claim Letters

Complaint letter
Routine claims- direct approach
Arguable Claims- indirect approach

Sales Letters

Written to persuade

Adjustment Letters

Written in response to a claim letter
Granting-start with good news
Refusing- use indirect organizational plan

Ch. 16: Email and Instant Messaging

Identify the components of a workplace email message

Written workplace communication
Used to efficiently address as many people as necessary
Electronic paper trail

Organize an email message

Heading: To, From, Date, Subject
Introduction, body, and conclusion
Signature block at the end
Emails are more casual- consider your audience. Emails can easily be forwarded
Make sure the purpose is strictly work-related

Write an email using a professional style and tone

Watch spelling, grammar, and word choice
Avoid text message abbreviations
Don't let emails become excessively informal
Emails are not made for AVOIDING awkward situations
Some problems are too complicated to solve via email
Decide if the situation requires an email
Use basic fonts in black

Recognize copyright and privacy issues affecting email use

Email is subject to copyright

Privacy Issues

You never know who might receive your e-mail. Don't send personal messages, chain mail, or inappropriate jokes.

Write an email appropriate for a global audience

Email can be sent to anyone in the world with an email address
Avoid humor and slang
Write short, simple sentences
Be respectful and not too direct

Consider other media that may be more appropriate

If the situation requires something more personal, make a phone call
Email is not used for most formal correspondence

Understand the uses of instant messaging in workplace settings

Instant messages are a faster medium than email
Consider your audience
Schedule an IM conversation ahead of time
Keep conversations separate and brief
Maintain professional tone, style, and etiquette

Ch.15: Memos

Appreciate the vital role of memos in the workplace

Memos (memorandums) give directives, instruct, relay information, and make requests
Internal document- distributed within an organization and not to people outside the company

Picture a typical memo's audience and purpose

Who will receive this memo?
What is the purpose?
E-mails are less formal than a memo and might be ignored in a crowded inbox.

Know the parts and format of a standard memo

Memo or Memorandum is centered at the top of the page
A left-aligned heading identifies the parties involved, date, and subject
Distribution notation is located at the bottom- indicates if copies should be sent to anyone not listed in the "To" line
The body focuses on one topic
Use a short intro, a paragraph or two, and conclusion
Consistent formatting is important- memos are meant to be read quickly

Understand the importance of proper tone in all memos

What do the recipients want to know?
Avoid using a hostile, bossy, condescending, aggressive, or differential and passive tone.
Use an appropriate approach to the subject. Direct vs. Indirect
Informal, short memos can be sent digitally

Write various common types of memos

Transmittal Memo- accompanies a package of materials
Summary or Follow-up Memo- provides written record of a meeting or conversation
Routine Miscellaneous Memo- announcements, updates, request information/ action.
These are more frequently being sent via e-mail

Ch. 14: Designing and Testing Documents for Usability

Know how usability testing helps your readers

Usability testing makes sure the document allows people to do three things:

locate information they need
immediately understand information
use that information safely and successfully

Understand why a usable design is essential

A usable design without flaws is essential for safety and/or correct product-use.
More complicated products require usable documents

Achieve a usable design

Analyze the tasks involved, the people using the document, and the setting.
Who are the readers? Research
What should this accomplish? Performance Objectives
Under what conditions will the document be used?
Create a Design Plan appropriate for the document your are designing

Write, test, and revise your document

Draft the document, get someone to read it, and make changes based on what they find confusing. (Simplify the document)
Edit for technical terms and either define them or replace them with something simpler

Identify ethical and global issues that affect usability

Document use is sometimes determined by society- IE: Car seats are usually handed down without a manual- the instructions are now glued on.
Respect cultural differences in ethics

Differentiate usability of print versus online/ multimedia documents

Online documents

Used for "doing" things rather than reading long, detailed explanations
Usually guide readers interactively
More visual than a printed document (Things can be animated or interactive)
Flexible organization
More structure to sections of content

Ch. 13: Page Design in Workplace Documents

Understand why document design is important

Well-designed pages are much easier to navigate and become more engaging
People would prefer to skim a document and be able to find specific sections
An audience judges first by what they see-is this too much work to read?
Page design should promote chunking

Learn design skills that are needed in today's workplace

Desktop Publishing:

combines word processing, typesetting, and graphics
Adobe InDesign, Adobe Framemaker, Quark

Electronic Publishing

documents in digital format for the Web
Adobe RoboHelp, Adobe Dreamweaver

Style Sheets and Style Guides

Style sheets provide consistent formatting throughout a document (typefaces, fonts, headings)
Style guides ensure consistent formatting between different types of documents

Know how to use white space and margins

Consistency is key
Different types of paper can be used for different documents
Use page numbers, headers, and footers so that readers can easily navigate the document
Grids are useful for creating a balanced design
White space can add emphasis to an area by isolating related elements
Margins help to de-clutter the page
Line Length and Spacing

Line length needs to be appropriate for the document.
8½ x 11 in. document- 60-70 characters per line
Long lines tire and bore the reader; Short lines disrupt the normal rhythm of reading.
Line spacing needs to be consistent

Paragraphs

Long paragraphs are used for history/ background information.
Short paragraphs make complex information easier to digest
Avoid orphans and widows at the beginning and end of a paragraph.

Lists

Embedded lists are used within the running text (commas)
Vertical lists are dropped out of the running text to draw attention
Vertical lists use a verbal or visual signal to indicate each element
Use parallel grammatical form

Know how to choose typefaces and type sizes

Typeface (font) refers to all the letters and characters within one particular family
Different typefaces convey different feelings and are useful for different situations
There are serif typefaces and sans serif typefaces
Serif typefaces make printed copy more readable
Sans serif type is ideal for marginal comments,headings, examples, tables, and captions
Typeface height is determined in points between the ascender and descender
Body copy runs between 10 and 12 point
The book says to use full caps sparingly and save them for section headings or highlighting words/phrases.
(Full caps are actually more difficult to read, which makes people more likely to ignore them. Although it is common practice to use all caps for things like WARNING and headings, this is not the most effective method of getting someone to read. Emphasis can be achieved by using bold, underlined, different sized, different colored fonts. Warning or Warning or Warning or Warning or Warning is more effective than WARNING.)

Know how to use color, shading, and other highlighting elements

Indents, horizontal rules, background screens, boldface, italics, and color can all add emphasis, however, these things should all be used sparingly or a document will become cluttered.

Know how to use headings, subheads, and running heads

Headings should determine level
Types of Headings:

Topic: Words or short phrases; When you have several headings
Statement: Sentence; When you want to assert something specific about the topic
Question: Questions posed the same way a reader might ask it; When you want to invite the reader to be actively involved

Headings should be visually consistent and grammatically parallel
Running heads and feet help readers find material and stay oriented

Understand that on-screen documents have special design requirements

One of the most important things to do before designing a document is determining the media for viewing.
Web pages have to be designed to accommodate small screen sizes, decreased resolution, and resistance to scrolling.
Ordinary word processors are not very useful for creating good-quality web pages.
Online help pages require consistency
Adobe Acrobat and PDF Files retain their formatting on screen and in print . They can be linked to as a normal web page as well as downloaded and e-mailed.

Ch.12: designing Visual Information

· Understand the role of visuals in technical communication

o Visuals help people to process information

§ What does it look like?

§ How is it organized?

o Graphs instead of listed numbers- Numbers are easier to comprehend and compare

· Determine when to use visuals

o Use visuals when they can help clarify your point or enhance the text.

o Visuals are used to decorate but, more importantly, to support your discussion

o Four Categories of Visuals: tables, graphs, charts, graphic illustrations

o Tables: display organized data across columns and rows for easy comparison

o Graphs: translate numbers into shapes, shades, and patters

o Charts: depict relationships via geometric, arrows, lines, and other design elements

o Graphic Illustrations: rely on pictures rather than on data or words

· Select the right visuals for your readers

o What is the purpose of the visual?

o Who is my audience?

o How is my message best conveyed?

o All visuals require:

§ Title and number

§ Clean design

§ Labels and legends

§ Nearness to the associate text

§ Cited sources

· Create tables, graphs, charts, illustrations, photographs, and videos

o Tables shouldn’t be overly complex or contain too much information-complex tables can be used to bury information

§ Numerical Tables: Compare exact values

§ Prose Tables: Organize verbal information

o Graphs show comparisons and trends-can be used to show one or more relationships

§ Bar graphs: multiple, horizontal-bar, stacked-bar, 100-percent, 3-D

· Show comparison

§ Line graphs- helps readers synthesize large bodies of information: simple, multiline, deviation, band/area, multiple-band

· Show trends over time

§ Charts: pie [relate parts to a whole], exploded pie, flowcharts [steps], tree charts [relationships between ideas], Gantt and PERT (project planning), pictogram

§ Graphic Illustrations: diagrams (exploded, cutaway, block), maps, photographs, videos

o Different software has different uses

§ Graphics software, presentation software, spreadsheet software, word-processing programs

o Symbols and icons are often more easily understood than words- international audiences, children, people who have difficulty reading

o You can use the internet for graphics, but pay attention to copyright and licensing information

· Increase visual appeal by using color appropriately

o Color is used to make things appear more interesting and focus attention

o Color can help clarify complex relationships

o It can break up material and reveal structure

§ Headings

§ Checklists

§ Instructions

§ Examples

§ Key ideas

· Identify ethical issues when using visuals

o It is your responsibility to represent the real picture.

o Visuals make it easy to persuade people one way or the other by skewing numbers.

o Present the complete picture

o Distortion is not the same thing as emphasis- distortion is unethical

· Understand how cultural considerations affect your choice of visuals

o A visual is only universal if the graphic is not misinterpreted.

o Some cultures read right to left rather than left to right as in the US.

o Ireland: green and orange have political connotation

o Muslim cultures: green is a holy color

o US: green means go, safety

Ch. 11: Editing for a Professional Style and Tone

· Appreciate the role of style in any document

o First, the document needs to be readable- precisely chosen words and sentences that are easy to understand

o Sentence structure, sentence length, sentence connections, words and phrases, and tone are elements of writing style.

o Style needs to be clear, concise, fluent, exact, and likable.

· Write clear, concise, and fluent sentences

o Clarity

§ Pronouns have to clearly represent which noun they replace.

§ Clarify modifiers

§ Avoid putting too many nouns together

§ Word order should be based on coherence and emphasis.

§ Correct emphasis usually falls at the end of the sentence; at the beginning of the sentence for instructions

§ Use active voice unless the audience doesn’t need to know the agent-then use passive voice.

§ Keep the amount of information in once sentence low so that readers can process.

o Conciseness

§ Most information in the fewest amount of necessary words

§ Remove

· wordy phrases

· redundancy

· repetition

· “there is” and “there are” phrases

· Needless information at the beginning of a sentence

· Excessive prepositions

· Clutter Words

· Qualifiers

§ Use strong, direct verbs

§ Use positive language

o Fluency

§ Combine related ideas

§ Help readers make connections and keep them engaged by combining related things and using short sentences for emphasis.

· Use precise language

o Language can often hide the intended message rather than communicate it.

o Use simple wording that is relevant to the situation and avoid using jargon- simplify simplify.

o Keep in mind that someone might not understand an acronym

o Don’t use clichés or euphemism

o Don’t make overstatements and be specific

o Use analogies to explain things

· Achieve a tone that connects with your audience

o Your tone is your personality on paper.

o There are different tones, appropriate for different situation: informal, semiformal, formal

o For everything besides formal-toned documents, balance your use of contractions.

o Create a personal connection

o Use active voice and emphasize the positive.

o Don’t be too informal and definitely be appropriate

o Avoid sexist terms by using words that are more inclusive

· Understand that various cultures have various style preferences

o Some cultures prefer long, complex sentences; others are looking for respect and politeness over clarity.

o In some cultures, only animals are referred to as male or female.

o American cultural references don’t typically make sense outside of the US

· Understand that words can have unintended legal and ethical consequences

o Never downplay risks or promise more than you can deliver. Some words and phrases can set you up for failure

o Make sure instructions are clear. If instructions aren’t clear on certain products, someone could be injured.

o Don’t focus on attacking the competition; focus on your product instead. When you attack someone it usually speaks to your character more than theirs.

o When evaluating an employee, instead of offering judgments, talk about the specific, factual things they did that violated policy.

· Recognize the benefits and drawbacks of digital editing tools

o Spell check is limited. Saying “I new that” is incorrect, although the word “new” is a word.

o Pay attention to their and there.

o Always proofread!

Ch. 10: Organizing for Readers

Work from an introduction-body-conclusion structure

o The standard structure of any document is introduction, body, and then conclusion.
• Introduction: Gains attention, gives the writer’s viewpoint, lays out
framework for the rest of the document.
• Body: Sticks to the writer’s viewpoint by offering coherent support within the framework that was established in the introduction.
• Conclusion: Time for review—here’s what you just read and what to do
with this information. Makes a prediction, offers a solution,
or suggests more investigation

o Sometimes varied structure is effective with the use of visual guides that add interest

· Create informal and formal outlines

o You have to start somewhere—outlining strategy

• Make a list of the topics you plan to cover

• Reorganize your list logically by ordering the topics

I. Introduction

A. Topic

B. Topic

o Formal Outlines for technical documents use decimal notation

2.0 Section

2.1 Topic

2.1.1 subtopic

o Outlines can reveal methodical thinking or errors in thinking.

· Prepare a storyboard for a long document

o Storyboarding helps people envision the document by breaking it into modules.

o Works great for collaborative projects because it removes the disconnect between each person’s contribution.

· Shape effective paragraphs

o Support paragraphs should be able to stand on their own. The paragraph starts with a topic sentence, followed by explanation/ support, and then conclusion.

o The topic sentence is the main point at the beginning of the paragraph. It tells the reader what the paragraph is about. A topic statement is two or more sentences and used for complex ideas.

o When everything in a paragraph belongs, the paragraph has unity. The ideas following the topic sentence have to do their job. For example, your topic sentence (Pugs are the cutest dogs ever and everyone should have a pug) should not be followed with (If Superman ate kryptonite he would turn into a black hole). The ideas are not at all related.

o An effective paragraph is coherent. To achieve coherence, the sentences need to be longer, rather than short and they need to be in the correct order. There should also be transitions to link related ideas smoothly.

o Paragraph length is another important part of creating documents because the length of the paragraph can signal to the reader what type of document they are looking at. Highly technical or instructive documents will use short paragraphs or lists. When writing anything about concepts or attitudes, the support paragraphs will be from 100-300 words. The key thing to remember is to be thorough no matter the length.

· Determine the best sequence for your material

o Sequencing reveals a relationship and different forms of sequencing are used to show different relationships.

o Spatial sequencing begins at one location and ends at another and is used for describing an actual object. For example, a table might be described from the floor, to the legs, to the tabletop.

o Chronological sequencing follows events as they happen in time. Things described in steps are chronologically sequenced.

o Effect-to-cause sequencing begins with a problem and then goes backwards to find the causes.

o Cause-to-effect sequencing begins with the action and then follows the results.

o An emphatic sequence begins with the most important thing and then arranges the following reasons/ examples in order from greatest to least importance.

o Problem-causes-solution sequencing describes a problem, its causes, and then proposed solutions.

o Comparison-contrast sequences compares and contrasts two or more things either by listing information about each thing separately and parallel or by combining the two lists and comparing things on a point-by-point basis.

· Chunk information into discrete units

o Chunking groups together related information in smaller amounts so that readers can take in the information. The information can be chunked visually with the use of white space, headings, or other page design elements. Internet writing is chunked into smaller sections than printed writing because people expect information in a shorter amount of time and space. They want to be able to focus on what is important.

· Provide overviews of longer documents

o After organizing your entire document, prepare an overview (preview) for your readers. They want to know if the document is relevant to their needs. These overviews can be for a section of the document or for the entire thing.
o Different cultures expect information to be organized in different ways. American documents are abrupt and to the point while documents from Spain or Russia can contain digressions from the main point.

Do you want the bad news or good news first?

In America, letters and memos tend to begin with good or at least neutral information before easing into bad news. British letters and memos, however, begin with the bad news.