The Essentials of Technical Communication

Checklists
Preface

PART ONE: PRINCIPLES
1. Characteristics of Writing at Work
Writing at Work versus Writing at School
> Requires Acute Awareness of the Need for Strict Security Procedures; Poses Legal Liability for the Writer and the Organization; May Be Read by Readers Unknown to the Writer, Inside or Outside the Organization, for an Infinite Time
> Achieves Job Goals
> Addresses a Variety of Readers Who Have Different Perspectives
> Creates Excessive Paperwork and E-Mails
> Uses a Variety of Documents
The Foundations of Effective Writing at Work
The Qualities of Good Technical Writing
Exercises

2. Writing for Your Readers
Understand Your Readers--The Heart of the Planning Process
> Business Readers Want Answers Now
> Determine Your Readers and Their Perspectives
> Determine Your Purpose
> Understand Your Role as a Writer
> Plan the Content
> Anticipate the Context in Which Your Writing Will Be Received
> Case 2-1
> Case 2-2
The Basic Parts of the Composing Process
> Analyzing the Writing Situation--Purpose, Readers, and Context
> Choosing/Discovering Content
> Arranging Content
> Drafting
> Revising
> Editing
> Case 2-3
Planning and Revision Checklist
Exercises

3. Writing Ethically
Your Professional Obligations
Codes of Conduct
Recognizing Unethical Communication
> Plagiarism and Theft of Intellectual Property
> Deliberately Imprecise or Ambiguous Language
> Manipulation of Numerical Information
> Use of Misleading Illustrations
> Promotion of Prejudice
> Uncritical Use of Information
Managing Unethical Situations
Ethics Decision Checklist
Exercises

4. Achieving a Readable Style
The Paragraph
> Examples for Study
Basic Principles of Effective Style
> Determine Your Readers' Knowledge of the Subject
> Determine Whether a Particular Style Will Be Expected
> Adjust the Style to the Readers, the Purpose, and the Context
Keys to Building Effective Sentences
> Select Your Level of Language; Adjust the Density of Information
> Watch Sentence Length
> Keep Subjects and Verbs Close Together
> Write Squeaky-Clean Prose
> Avoid Pompous Language; Write to Express, Not to Impress
> Avoid Excessive Use of Is/Are Verb Forms
> Use Active Voice for Clarity
Word Choice
Style Checklist
Exercises

5. Designing Documents
Understanding the Basics of Document Design
> Know What Decisions Are Yours to Make
> Choose a Design That Fits Your Situation
> Plan Your Design from the Beginning
> Reveal Your Design to Your Readers
> Keep Your Design Consistent
Designing Effective Pages and Screens
> Use Blank Space to Frame and Group Information
> Space the Lines of Text for Easy Reading
> Set the Line Length for Easy Reading
> Use a Ragged Right Margin
Helping Readers Locate Information
> Use Frequent Headings
> Write Descriptive Headings
> Design Distinctive Headings
> Use Page Numbers and Headers or Footers
Document Design Checklist
Exercises

6. Designing Illustrations
Creating Illustrations
> Tables
> Bar and Column Graphs
> Circle Graphs
> Line Graphs
> Organization Charts
> Flow Charts
> Diagrams
> Photographs
> Animation Clips
> Film Clips
Designing Illustrations Ethically
Illustration Checklist
Exercises

PART TWO: APPLICATIONS
7. E-Mails, Texts, Memos, and Letters
E-Mail and Text Messages
Memos and Letters
Guidelines for Ensuring Quality
Appropriate Tone in E-Mails, Texts, Memos, and Letters
Guidelines for Dealing with Tone
Planning and Writing Correspondence
> Case 7-1: Informational E-Mail Message
> Case 7-2: Instructional Memo
> Case 7-3: Letter Requesting Information
> Case 7-4: Unfavorable News Letter
> Case 7-5: Letter of Reply
Correspondence Checklist
Exercises

8. Technical Reports
Kinds of Reports
Report Categories--Inf