The Essentials of Technical Communication

Part One: Principles1 Characteristics of Writing at WorkWriting at Work versus Writing at SchoolAchieving job goalsAddressing a variety of readers who have different perspectivesExcessive paperwork and e-mailsUnknown readers over an infinite timeLegal liability for the writer and the organizationUsing a variety of documentsThe Foundations of Effective Writing at WorkThe Qualities of Good Technical WritingExercises 2 Writing for Your ReadersUnderstand Your Readers-The Heart of the Planning ProcessDetermine your readers and their perspectivesDetermine your purposeUnderstand your role as a writerPlan the contentAnticipate the context in which your writing will be receivedCase 2-1Case 2-2The Basic Parts of the Composing ProcessAnalyzing the writing situation-purpose, readers, and contextChoosing/discovering contentArranging contentDraftingRevisingEditingCase 2-3Planning and Revision Checklist: Audience, Purpose, and ContextExercises 3 Writing EthicallyYour Professional ObligationsCodes of ConductRecognizing Unethical CommunicationPlagiarism and theft of intellectual propertyDeliberately imprecise or ambiguous languageManipulation of numerical information Use of misleading illustrationsPromotion of prejudiceManaging Unethical SituationsEthics Decision ChecklistExercises 4 Achieving a Readable StyleThe ParagraphExamples for studyBasic Principles of Effective StyleDetermine your readers' knowledge of the subjectDetermine whether a particular style is expectedAdjust the style to the purpose, the readers, and the contextKeys to Building Effective SentencesSelect your level of language; adjust the density of informationWatch sentence lengthKeep subjects and verbs close togetherWrite simple, squeaky-clean proseAvoid pompous language; write to express, not to impressAvoid excessive use of is/are verb formsUse active voice for clarityWord ChoiceStyle ChecklistExercises 5 Designing DocumentsUnderstanding the Basics of Document DesignKnow what decisions are yours to makeChoose a design that fits your situationPlan your design from the beginningReveal your design to your readersKeep your design consistentDesigning Effective Pages and ScreensUse blank space to frame and group informationSpace the lines of text for easy readingSet the line length for easy readingUse a ragged right marginHelping Readers Locate InformationUse frequent headingsWrite descriptive headingsDesign distinctive headingsUse page numbers and headers or footersDocument Design ChecklistExercises 6 Designing IllustrationsTablesBar and Column GraphsCircle GraphsLine GraphsOrganization ChartsFlow ChartsDiagramsPhotographsDesigning Illustrations EthicallyIllustration ChecklistExercises Part Two: Applications7 E-mails, Memoranda, and LettersE-mailsMemos and LettersGuidelines for Ensuring QualityAppropriate Tone in E-mails, Memos, and LettersPhrases to avoidWriting that sounds phony or arrogantWriting that sounds tactlessGuidelines for Creating an Appropriate TonePlanning and Writing Common Types of Memos and LettersCase 7-1: Informational memoCase 7-2: Instructional memoCase 7-3: Letter requesting informationCase 7-4: Unfavorable news letterCase 7-5: Persuasive letterCase 7-6: Letter of replyReview of Principles: Questions for PlanningCorrespondence ChecklistExercises 8 Technical ReportsKinds of ReportsReport HeadingSubject lineReferenceAction requiredDistribution ListParts of a Technical ReportIntroductionSummaryIntroduction + summaryConclusionRecommendationsAttachmentsDeveloping ReportsCase 8-1Additional report examplesElements of Formal ReportsPrefatory elementsAbstracts and summariesDiscussion, or body of the reportCase 8-2ConclusionRecommendationsAppendixesLetter ReportsReport for StudyChecklist for Developing Proposals and Progress ReportsExercises 9 Proposals and Progress ReportsProposalsExample RFPThe context of proposal developmentEffective argument in proposal developmentStandard sections of proposalsCase 9-1: Research proposalCase 9-2: Project proposalProgress ReportsStructure of progress reportsCase 9-3Case 9-4Style and Tone of Proposals and Progress ReportsChecklist for Developing Proposals and Progress ReportsExercises 10 Instructions, Procedures, and PoliciesInstructions versus ProceduresPlanning Instructions and ProceduresStructure and OrganizationIntroductionTheory governing the procedure or instructionWarnings, cautions, hazards, and notes regarding safety or qualityConditions under which the task is to be performedName of each stepCase 10-1: Process instructionsCase 10-2: Instructional reportCase 10-3: Instructional letterOnline InstructionsCase 10-4Reflections on Developing Effective InstructionsCase 10-5Checklist for Developing Instructions and ProceduresExercises 11 Oral ReportsUnderstanding the Speaking-Writing RelationshipAnalyzing the AudienceDetermining the Goal of Your PresentationChoosing and Shaping ContentAnalyzing the ContextChoosing the OrganizationChoosing an Appropriate Speaking StyleChoosing Visuals to Enhance Your Purpose and MeaningPlanning Your Presentation-Questions You Need to AskAudiencePurposeContext ContentGraphicsStyleSpeaking to Multicultural AudiencesDesigning Each SegmentChoose an interesting titleDevelop your presentation around three main divisionsPlan the introduction carefullyDesign the bodyDesign the conclusionChoosing an Effective Delivery StyleTechniques to enhance audience comprehensionDesigning and Presenting the Written PaperStructuring the written speechWriting the speechPracticing the presentationChecklist for Preparing Oral ReportsExercises 12 Resumes and Job ApplicationsThe Correspondence of the Job SearchLetter of applicationThe resumeFollow-up lettersInterviewingThe interviewNegotiationBefore and after the interviewJob Search Checklist Exercises Appendix A Brief Guide to Grammar, Punctuation, and UsageAppendix B Documentation Systems: MLA, CMS, and APA