Technical Communication
, by Markel, Mike
- ISBN: 9780312679484 | 0312679483
- Cover: Paperback
- Copyright: 1/4/2012
Through clear advice and an accessible visual design, Mike Markel's Technical Communicationmodels the principles it teaches, offering practical strategies that students can put to use right away. Using a student-friendly voice, Mike Markel shows writers how to tackle the major types of documents and writing situations they will encounter in their professional lives. Excellent and always fresh sample documents and examples demonstrate effective techniques and offer plenty of opportunities for analysis, while interactive cases provide engaging scenarios for writing practice. The new edition incorporates the latest workplace and technology trends, offering new advice for how and why to use social media effectively in technical communication.
MIKE MARKEL is director of technical communication at Boise State University, where he teaches both undergraduate and graduate courses. The former editor of IEEE Transactions on Professional Communication, he is the author of numerous articles and six books about technical communication, including Ethics and Technical Communication: A Critique and Synthesis.
* New to this edition Preface for Instructors
Introduction for Writers PART 1: Understanding the Technical Communication Environment 1. Introduction to Technical Communication
What Is Technical Communication?
*What Are Your Roles as a Communicator?
Technical Communication and Your Career
Characteristics of a Technical Document
Addresses Particular Readers
Helps Readers Solve Problems
Reflects the Organization’s Goals and Culture
Is Produced Collaboratively
Uses Design to Increase Readability
Consists of Words or Images or Both
-Interactive Sample Document: Studying How Technical Communication Combines Words, Graphics, and Design
A Look at Three Sample Documents
Measures of Excellence in Technical Communication
Honesty
Clarity
Accuracy
Comprehensiveness
Accessibility
Conciseness
Professional Appearance
Correctness
Writer’s Checklist
Exercises
*Case 1: Using the Measures of Excellence in Evaluating a Résumé 2. Understanding Ethical and Legal Considerations
A Brief Introduction to Ethics
Your Ethical Obligations
Obligations to Your Employer
Obligations to the Public
Obligations to the Environment
Your Legal Obligations
Copyright Law -Guidelines: Determining Fair Use
-Guidelines: Dealing with Copyright Questions
-Ethics Note: Distinguishing Plagiarism from Acceptable Reuse of Information
Trademark Law
-Guidelines: Protecting Trademarks
Contract Law
Liability Law
-Guidelines: Abiding by Liability Laws
The Role of Corporate Culture in Ethical and Legal Conduct -Interactive Sample Document: Linking Values and Conduct
Communicating Ethically Across Cultures
Communicating with Cultures with Different Ethical Beliefs
Communicating with Cultures with Different Laws
Principles for Ethical Communication
Abide by Relevant Laws
Abide by the Appropriate Professional Code of Conduct
*Abide by Your Organization’s Policy on Social Media
Take Advantage of Your Employer’s Ethics Resources
Tell the Truth
Don’t Mislead Your Readers
Use Design to Highlight Important Ethical and Legal Information
Be Clear
Avoid Discriminatory Language
Acknowledge Assistance from Others
Writer’s Checklist
Exercises
*Case 2: The Ethics of Requiring That Students Subsidize a Plagiarism-Detection Service
3. Writing Technical Documents
Planning
Analyzing Your Audience
Analyzing Your Purpose
Generating Ideas About Your Subject
Researching Additional Information
Organizing and Outlining Your Document
-Tech Tip: How to Use the Outline View
Selecting an Application, a Design, and a Delivery Method
Devising a Schedule and a Budget
Drafting
-Guidelines: Drafting Effectively
Using Templates
-Tech Tip: How to Modify Templates
-Interactive Sample Document: Identifying the Strengths and Weaknesses of a Commercial Template
Using Styles
-Tech Tip: How to Use the Styles Group
Revising
Studying the Draft by Yourself
Seeking Help from Others
-Ethics Note: Acknowledging Reviewers Responsibly
Editing
Proofreading
Writer’s Checklist
Exercises
*Case 3: Understanding Why Revision Software Cannot Revise and Edit Your Document
4. Writing Collaboratively
Advantages and Disadvantages of Collaboration
Advantages of Collaboration
Disadvantages of Collaboration
Managing Projects
-Guidelines: Managing Your Project
Conducting Meetings
Listening Effectively
-Guidelines: Listening Effectively
Setting Your Team’s Agenda
-Guidelines: Setting Your Team’s Agenda
-Ethics Note: Pulling Your Weight on Collaborative Projects
Conducting Efficient Meetings
Communicating Diplomatically
-Guidelines: Communicating Diplomatically
Critiquing a Team Member’s Work
-Guidelines: Critiquing a Colleague’s Work
*Using Your Word Processor as a Collaboration Tool
-Tech Tip: How to Use the Review Tab
-Interactive Sample Document: Critiquing a Draft Clearly and Diplomatically
*Using Other Electronic Tools in Collaboration
*Messaging Technologies
*Videoconferencing
-Guidelines: Participating in a Videoconference
*Wikis and Shared Document Workspaces
*Virtual Worlds
*-Ethics Note: Maintaining a Professional Presence Online
Gender and Collaboration
Culture and Collaboration
Writer’s Checklist
Exercises
*Case 4: Accommodating a Team Member’s Scheduling Problems PART 2: Planning the Document 5. Analyzing Your Audience and Purpose
Using an Audience Profile Sheet
Determining the Important Characteristics of Your Audience
Who Are Your Readers?
Why Is Your Audience Reading Your Document?
What Are Your Readers’ Attitude and Expectations?
How Will Your Readers Use Your Document?
Techniques for Learning About Your Audience
Determining What You Already Know About Your Audience
Interviewing People
*Reading About Your Audience Online
*Searching Social Media for Documents Your Audience Has Written
Communicating Across Cultures
Understanding the Cultural Variables “on the Surface”
Understanding the Cultural Variables “Beneath the Surface”
Considering Cultural Variables as You Write
-Guidelines: Writing for Readers from Other Cultures
-Interactive Sample Document: Examining Cultural Variables in a Business Letter
Applying What You Have Learned About Your Audience
-Ethics Note: Meeting Your Readers’ Needs Responsibly
Using Graphics and Design for Multicultural Readers
Writing for Multiple Audiences
Determining Your Purpose
Gaining Management’s Approval
Revising Information for a New Audience and Purpose
Writer’s Checklist
Exercises
*Case 5: Reaching Out to a New Audience 6. Researching Your Subject
Understanding the Differences Between Academic and Workplace Research
Understanding the Research Process
Choosing Appropriate Research Methods
-Guidelines: Researching a Topic
Conducting Secondary Research
Understanding the Research Media
Using Traditional Research Tools
*Using Social Media and Other Interactive Resources
Evaluating the Information
-Guidelines: Evaluating Print and Online Sources
-Interactive Sample Document: Evaluating Information from Internet Sources
Conducting Primary Research
Observations and Demonstrations
Inspections
Experiments
Field Research
Interviews
-Guidelines: Conducting an Interview
Inquiries
Questionnaires
-Ethics Note: Reporting and Analyzing Data Honestly
Writer’s Checklist
Exercises
*Case 6: Revising a Questionnaire 7. Organizing Your Information
Understanding Three Principles for Organizing Technical Information
Analyzing Your Audience and Purpose
Using Conventional Patterns of Organization
Displaying Your Organizational Pattern Prominently
Using Basic Organizational Patterns
Chronological
-Guidelines: Organizing Information Chronologically
Spatial
-Guidelines: Organizing Information Spatially
General to Specific
-Guidelines: Organizing Information from General to Specific
More Important to Less Important
-Guidelines: Organizing Information from More Important to Less Important
Comparison and Contrast
-Guidelines: Organizing Information by Comparison and Contrast
-Ethics Note: Comparing and Contrasting Fairly
-Interactive Sample Document: Comparing and Contrasting Honestly
Classification and Partition
-Guidelines: Organizing Information by Classification or Partition
Problem-Methods-Solution
-Guidelines: Organizing Information by Problem-Methods-Solution
Cause and Effect
-Guidelines: Organizing Information by Cause and Effect
Writer’s Checklist
Exercises
*Case 7: Organizing a Document for Clarity—and Diplomacy
PART 3: Developing and Testing the Verbal and Visual Information 8. Communicating Persuasively
Considering the Context of Your Argument
Understanding Your Audience’s Broader Goals
Working Within Constraints
Crafting a Persuasive Argument
Identifying the Elements of Your Argument
Using the Right Kinds of Evidence
-Interactive Sample Document: Analyzing Evidence in an Argument
Considering Opposing Viewpoints Appealing to Emotions Responsibly
Deciding Where to Present the Claim
*Understanding the Role of Culture in Persuasion
Avoiding Logical Fallacies
Presenting Yourself Effectively
-Guidelines: Creating a Professional Persona
Using Graphics as Persuasive Elements
-Ethics Note: Seeming Honest Versus Being Honest in Persuasive Writing
A Look at Several Persuasive Arguments
Writer’s Checklist
Exercises
*Case 8: Analyzing the Fitness of Arguments 9. Writing Coherent Documents
*Reviewing the Whole Document for Coherence
Writing Coherent Titles
Writing Coherent Headings
-Guidelines: Revising Headings
Writing Coherent Lists
Writing Coherent Paragraphs
Structuring Paragraphs Clearly
-Ethics Note: Avoiding Burying Bad News in Paragraphs
-Guidelines: Dividing Long Paragraphs
Using Coherence Devices Within and Between Paragraphs
-Interactive Sample Document: Identifying the Elements of a Coherent Paragraph
Creating a Coherent Design
Using Headers and Footers to Enhance Coherence
Using Typefaces to Enhance Coherence
-Tech Tip: How to Modify and Create Styles
Writer’s Checklist
Exercises
*Case 9: Highlighting the Coherence of a Passage 10. Writing Effective Sentences
Structuring Effective Sentences
Use Lists
-Guidelines: Creating Effective Lists
-Tech Tip: How to Create Numbered and Bulleted Lists
Emphasize New and Important Information
Choose an Appropriate Sentence Length
Focus on the “Real” Subject
Focus on the “Real” Verb
Use Parallel Structure
Use Modifiers Effectively
Choosing the Right Words and Phrases
Select an Appropriate Level of Formality
Be Clear and Specific
-Ethics Note: Euphemisms and Truth Telling
Be Concise
-Interactive Sample Document: Revising for Conciseness and Simplicity
Use Inoffensive Language
-Guidelines: Avoiding Sexist Language
-Guidelines: Using the People-First Approach
Understanding Simplified English for Nonnative Speakers
Preparing Text for Translation
Writer’s Checklist
Exercises
*Case 10: Revising a Document for Nonnative Speakers and for Translation 11. Designing Documents and Web Sites
Goals of Document and Web Design
Understanding Design Principles
Proximity
Alignment
Repetition
Contrast
Planning the Design of Documents and Web Sites
Analyze Your Audience and Purpose
Determine Your Resources
Designing Documents
Size
Paper
Bindings
Accessing Tools
Designing Pages
-Tech Tip: How To Set Up Pages
-Guidelines: Understanding Learning Theory and Page Design
Page Layout
Columns
-Tech Tip: How to Format Columns
Typography
-Tech Tip: How to Format Fonts
-Ethics Note: Using Type Sizes Responsibly
-Tech Tip: How to Modify Line Spacing
-Tech Tip: How to Modify Justification
Titles and Headings Other Design Features
-Tech Tip: How to Create Borders and Screens
-Tech Tip: How to Create Text Boxes
Analyzing Some Page Designs
-Interactive Sample Document: Analyzing a Page Design
Designing Web Sites
Create Informative Headers and Footers
Help Readers Navigate the Site
-Guidelines: Making Your Site Easy to Navigate
Include Extra Features Your Readers Might Need
*Help Readers Connect with Others
Design for Readers with Disabilities
Design for Multicultural Audiences
-Ethics Note: Designing Legal and Honest Web Sites
Designing Web Pages
Aim for Simplicity
-Guidelines: Designing a Simple Site
Make the Text Easy to Read and Understand
-Guidelines: Designing Easy-to-Read Text
Create Clear, Informative Links
-Guidelines: Writing Clear, Informative Links
Analyzing Some Web Page Designs
Writer’s Checklist
Exercises
*Case 11: Designing a Flyer 12. Creating Graphics
The Functions of Graphics
The Characteristics of an Effective Graphic
-Ethics Note: Creating Honest Graphics -Guidelines: Integrating Graphics and Text
Understanding the Process of Creating Graphics
Planning Graphics
Producing Graphics
-Tech Tip: How to Insert and Modify Graphics
Revising Graphics
Citing Graphics
Using Color Effectively
Choosing the Appropriate Kind of Graphic
Illustrating Numerical Information
-Guidelines: Creating Effective Tables
-Tech Tip: How to Use Tab Stops
-Tech Tip: How to Create Tables
-Tech Tip: How to Create Graphics in Excel
-Guidelines: Creating Effective Bar Graphs
-Tech Tip: How to Use Drawing Tools
-Guidelines: Creating Effective Line Graphs
-Guidelines: Creating Effective Pie Charts
Illustrating Logical Relationships
-Interactive Sample Document: Analyzing a Graphic
Illustrating Process Descriptions and Instructions
Illustrating Visual and Spatial Characteristics
-Guidelines: Presenting Photographs Effectively
-Tech Tip: How to Create and Insert Screen Shots
Creating Effective Graphics for Multicultural Readers
Writer’s Checklist
Exercises
*Case 12: Creating Appropriate Graphics to Accompany a Report 13. Reviewing, Evaluating, and Testing Documents and Web Sites
Understanding Reviewing, Evaluating, and Testing
Reviewing Documents and Web Sites
Revising
Editing
-Guidelines: Editing the Draft
Proofreading
Conducting Usability Evaluations
Conducting Usability Tests
The Basic Principles of Usability Testing
Preparing for a Usability Test
Conducting a Usability Test
-Ethics Note: Understanding the Ethics of Informed Consent
-Interactive Sample Document: Obtaining Informed Consent
Interpreting and Reporting the Data from a Usability Test
Writer’s Checklist
Exercises
*Case 13: Revising a Document for a New Audience PART 4: Learning Important Applications 14. Writing Correspondence
Understanding the Process for Writing Correspondence
Selecting a Type of Correspondence
Presenting Yourself Effectively in Correspondence
Use the Appropriate Level of Formality
Communicate Correctly
Project the “You Attitude”
Avoid Correspondence Clichés
Communicate Honestly
-Ethics Note: Writing Honest Business Correspondence
Writing Letters
Elements of a Letter
Format of a Letter
Common Types of Letters
Writing Memos
-Guidelines: Organizing a Memo
Writing E-mails
-Guidelines: Following Netiquette
-Interactive Sample Document: Following Netiquette in an E-mail Message
*Writing Microblogs
Writing Correspondence to Intercultural Readers
Writer’s Checklist
Exercises
*Case 14: Employing the “You Attitude” in a “Bad News” Letter 15. Writing Job-Application Materials
Understanding the Job-Application Process
Planning the Job Search
Understanding Eight Ways to Look for a Position
Understanding the Risks and Benefits of Social Media and the Job Search
Writing Paper Résumés
Appearance of the Résumé
Content of the Résumé
-Ethics Note: Writing Honest Job-Application Materials
Elements of the Chronological Résumé
-Guidelines: Elaborating on Your Education
Elements of the Skills Résumé
Writing Electronic Résumés
Content of the Electronic Résumé
Format of the Electronic Résumé
-Guidelines: Preparing a Plain-Text Résumé
-Interactive Sample Document: Preparing a Plain-Text Résumé
-Guidelines: Preparing a Scannable Résumé
Writing Job-Application Letters
The Concepts of Selectivity and Development
Elements of the Job-Application Letter
Preparing for a Job Interview
-Guidelines: Preparing for a Job Interview
Writing Follow-up Letters or E-mails After an Interview
Writer’s Checklist
Exercises
*Case 15: Adding “Social” to “Networking”
16. Writing Proposals
Understanding the Process of Writing Proposals
The Logistics of Proposals
Internal and External Proposals
Solicited and Unsolicited Proposals
The “Deliverables” of Proposals
Research Proposals
Goods and Services Proposals
Persuasion and Proposals
Understanding Readers’ Needs
Describing What You Plan to Do
Demonstrating Your Professionalism
-Guidelines: Demonstrating Your Professionalism in a Proposal
-Ethics Note: Writing Honest Proposals
Writing a Proposal
The Structure of the Proposal
Summary
Introduction
-Guidelines: Introducing a Proposal
Proposed Program -Interactive Sample Document: Writing the Proposed Program
Qualifications and Experience
Budget
Appendixes
-Tech Tip: How to Create a Gantt Chart
*Sample Internal Proposal
Writer’s Checklist
Exercises
*Case 16: Revising a Brief Proposal 17. Writing Informational Reports
Understanding the Process of Writing Informational Reports
Writing Directives
-Interactive Sample Document: Writing a Persuasive Directive
Writing Field Reports
-Guidelines: Responding to Readers’ Questions in a Field Report
Writing Progress and Status Reports
-Ethics Note: Reporting Your Progress Honestly
Organizing Progress and Status Reports
Concluding Progress and Status Reports
-Guidelines: Projecting an Appropriate Tone in a Progress or Status Report
*Sample Progress Report
Writing Incident Reports
Writing Meeting Minutes
Writer’s Checklist
Exercises
*Case 17: Writing a Directive About Using Agendas for Meetings 18. Writing Lab Reports
Persuasion and Lab Reports
Understanding the Process of Writing Lab Reports
Understanding the Structure of the Lab Report
Title
Abstract
Introduction
-Guidelines: Writing Equations
Materials and Methods
Results
-Ethics Note: Presenting Data Honestly
Discussion
Conclusion
Acknowledgments
References
Appendixes
-Interactive Sample Document: Evaluating Lab Reports
Understanding the Role of Science and Engineering Articles
Sample Lab Report
Writer’s Checklist
Exercises
*Case 18: Introducing the Scientific Method Through a Lab Report 19. Writing Recommendation Reports
*Understanding the Role of Recommendation Reports
Using a Problem-Solving Model for Preparing Recommendation Reports
Identify the Problem or Opportunity
Establish Criteria for Responding to the Problem or Opportunity
Determine the Options
Study Each Option According to the Criteria
Draw Conclusions about Each Option
Formulate Recommendations Based on the Conclusions
-Ethics Note: Presenting Honest Recommendations
Writing Recommendation Reports
-Guidelines: Writing Recommendations
Writing the Body of the Report
Writing the Front Matter
-Tech Tip: How to Format Headers, Footers, and Page Numbers
-Tech Tip: How to Create a Table of Contents
-Guidelines: Writing an Executive Summary
-Interactive Sample Document: Analyzing an Executive Summary
Writing Back Matter
*Sample Recommendation Report
Writer’s Checklist
Exercises
*Case 19: Analyzing Decision Matrices 20. Writing Definitions, Descriptions, and Instructions
Writing Definitions
Analyzing the Writing Situation for Definitions
Determining the Kind of Definition to Write
-Guidelines: Writing Effective Sentence Definitions
Deciding Where to Place the Definition
Writing Descriptions
Analyzing the Writing Situation for Descriptions
Indicating Clearly the Nature and Scope of the Description
Introducing the Description Clearly
Providing Appropriate Detail
-Guidelines: Providing Appropriate Detail in Descriptions
Concluding the Description
A Look at Sample Descriptions
Writing Instructions
Designing a Set of Instructions
-Guidelines: Designing Clear, Attractive Pages
Planning for Safety
-Ethics Note: Protecting Your Readers’ Safety
Drafting Effective Instructions
-Guidelines: Drafting Introductions for Instructions
-Guidelines: Drafting Steps in Instructions
Revising, Editing, and Proofreading Instructions
A Look at Sample Instructions
-Interactive Sample Document: Presenting Clear Instructions
Writing Manuals
Writer’s Checklist
Exercises
*Case 20: Balancing Clarity, Conciseness, and Usability in a Description 21. Making Oral Presentations
Understanding the Role of Oral Presentations
Understanding the Process of Preparing and Delivering an Oral Presentation
Preparing a Presentation
Analyzing the Speaking Situation
Organizing and Developing the Presentation
-Guidelines: Introducing a Presentation
-Guidelines: Concluding a Presentation
Preparing Presentation Graphics
-Tech Tip: How to Create a Master Page Design in PowerPoint
-Tech Tip: How to Set List Items to Appear and Dim During a Presentation
-Interactive Sample Document: Integrating Graphics and Text on a Presentation Slide
Choosing Effective Language
-Guidelines: Using Memorable Language in Oral Presentations
Rehearsing the Presentation
Delivering a Presentation
Calming Your Nerves
-Guidelines: Releasing Nervous Energy
Using Your Voice Effectively
Using Your Body Effectively
-Guidelines: Facing an Audience
Answering Questions After a Presentation
-Ethics Note: Answering Questions Honestly
Sample Evaluation Form
Writer’s Checklist
Exercises
*Case 21: Understanding the Claim-and-Support Structure for Presentation Graphics 22. Connecting with the Public
*Understanding the Role of Connecting with the Public
Persuasion and Connecting with the Public
Presenting Information to the Public
Newsletters
-Guidelines: Designing an Effective Newsletter
-Interactive Sample Document: Evaluating the Design of a Newsletter
Brochures
-Guidelines: Creating a Brochure
White Papers
-Guidelines: Writing a White Paper
-Ethics Note: Marketing Your Organization Honestly
Podcasts
*Collaborating with the Public Through Social Media
Discussion Boards
-Guidelines: Participating in Discussion Boards
Blogs
-Guidelines: Being a Responsible Blogger
Wikis
-Guidelines: Using and Participating in Wikis Effectively
Writer’s Checklist
Exercises
*Case 22: Considering a One-to-Many Model on Your Company’s Site APPENDIX: Reference Handbook
Part A: Skimming Your Sources and Taking Notes
Paraphrasing Quoting Summarizing
Part B: Documenting Your Sources
APA Style
IEEE Style
MLA Style
Part C: Editing and Proofreading Your Documents
Grammatical Sentences
Punctuation
Mechanics
Proofreading Symbols and Their Meanings
Part D: Guidelines for Multilingual Writers (ESL)
Cultural and Stylistic Communication Issues
Sentence-Level Issues References
Selected Bibliography
Index
Introduction for Writers PART 1: Understanding the Technical Communication Environment 1. Introduction to Technical Communication
What Is Technical Communication?
*What Are Your Roles as a Communicator?
Technical Communication and Your Career
Characteristics of a Technical Document
Addresses Particular Readers
Helps Readers Solve Problems
Reflects the Organization’s Goals and Culture
Is Produced Collaboratively
Uses Design to Increase Readability
Consists of Words or Images or Both
-Interactive Sample Document: Studying How Technical Communication Combines Words, Graphics, and Design
A Look at Three Sample Documents
Measures of Excellence in Technical Communication
Honesty
Clarity
Accuracy
Comprehensiveness
Accessibility
Conciseness
Professional Appearance
Correctness
Writer’s Checklist
Exercises
*Case 1: Using the Measures of Excellence in Evaluating a Résumé 2. Understanding Ethical and Legal Considerations
A Brief Introduction to Ethics
Your Ethical Obligations
Obligations to Your Employer
Obligations to the Public
Obligations to the Environment
Your Legal Obligations
Copyright Law -Guidelines: Determining Fair Use
-Guidelines: Dealing with Copyright Questions
-Ethics Note: Distinguishing Plagiarism from Acceptable Reuse of Information
Trademark Law
-Guidelines: Protecting Trademarks
Contract Law
Liability Law
-Guidelines: Abiding by Liability Laws
The Role of Corporate Culture in Ethical and Legal Conduct -Interactive Sample Document: Linking Values and Conduct
Communicating Ethically Across Cultures
Communicating with Cultures with Different Ethical Beliefs
Communicating with Cultures with Different Laws
Principles for Ethical Communication
Abide by Relevant Laws
Abide by the Appropriate Professional Code of Conduct
*Abide by Your Organization’s Policy on Social Media
Take Advantage of Your Employer’s Ethics Resources
Tell the Truth
Don’t Mislead Your Readers
Use Design to Highlight Important Ethical and Legal Information
Be Clear
Avoid Discriminatory Language
Acknowledge Assistance from Others
Writer’s Checklist
Exercises
*Case 2: The Ethics of Requiring That Students Subsidize a Plagiarism-Detection Service
3. Writing Technical Documents
Planning
Analyzing Your Audience
Analyzing Your Purpose
Generating Ideas About Your Subject
Researching Additional Information
Organizing and Outlining Your Document
-Tech Tip: How to Use the Outline View
Selecting an Application, a Design, and a Delivery Method
Devising a Schedule and a Budget
Drafting
-Guidelines: Drafting Effectively
Using Templates
-Tech Tip: How to Modify Templates
-Interactive Sample Document: Identifying the Strengths and Weaknesses of a Commercial Template
Using Styles
-Tech Tip: How to Use the Styles Group
Revising
Studying the Draft by Yourself
Seeking Help from Others
-Ethics Note: Acknowledging Reviewers Responsibly
Editing
Proofreading
Writer’s Checklist
Exercises
*Case 3: Understanding Why Revision Software Cannot Revise and Edit Your Document
4. Writing Collaboratively
Advantages and Disadvantages of Collaboration
Advantages of Collaboration
Disadvantages of Collaboration
Managing Projects
-Guidelines: Managing Your Project
Conducting Meetings
Listening Effectively
-Guidelines: Listening Effectively
Setting Your Team’s Agenda
-Guidelines: Setting Your Team’s Agenda
-Ethics Note: Pulling Your Weight on Collaborative Projects
Conducting Efficient Meetings
Communicating Diplomatically
-Guidelines: Communicating Diplomatically
Critiquing a Team Member’s Work
-Guidelines: Critiquing a Colleague’s Work
*Using Your Word Processor as a Collaboration Tool
-Tech Tip: How to Use the Review Tab
-Interactive Sample Document: Critiquing a Draft Clearly and Diplomatically
*Using Other Electronic Tools in Collaboration
*Messaging Technologies
*Videoconferencing
-Guidelines: Participating in a Videoconference
*Wikis and Shared Document Workspaces
*Virtual Worlds
*-Ethics Note: Maintaining a Professional Presence Online
Gender and Collaboration
Culture and Collaboration
Writer’s Checklist
Exercises
*Case 4: Accommodating a Team Member’s Scheduling Problems PART 2: Planning the Document 5. Analyzing Your Audience and Purpose
Using an Audience Profile Sheet
Determining the Important Characteristics of Your Audience
Who Are Your Readers?
Why Is Your Audience Reading Your Document?
What Are Your Readers’ Attitude and Expectations?
How Will Your Readers Use Your Document?
Techniques for Learning About Your Audience
Determining What You Already Know About Your Audience
Interviewing People
*Reading About Your Audience Online
*Searching Social Media for Documents Your Audience Has Written
Communicating Across Cultures
Understanding the Cultural Variables “on the Surface”
Understanding the Cultural Variables “Beneath the Surface”
Considering Cultural Variables as You Write
-Guidelines: Writing for Readers from Other Cultures
-Interactive Sample Document: Examining Cultural Variables in a Business Letter
Applying What You Have Learned About Your Audience
-Ethics Note: Meeting Your Readers’ Needs Responsibly
Using Graphics and Design for Multicultural Readers
Writing for Multiple Audiences
Determining Your Purpose
Gaining Management’s Approval
Revising Information for a New Audience and Purpose
Writer’s Checklist
Exercises
*Case 5: Reaching Out to a New Audience 6. Researching Your Subject
Understanding the Differences Between Academic and Workplace Research
Understanding the Research Process
Choosing Appropriate Research Methods
-Guidelines: Researching a Topic
Conducting Secondary Research
Understanding the Research Media
Using Traditional Research Tools
*Using Social Media and Other Interactive Resources
Evaluating the Information
-Guidelines: Evaluating Print and Online Sources
-Interactive Sample Document: Evaluating Information from Internet Sources
Conducting Primary Research
Observations and Demonstrations
Inspections
Experiments
Field Research
Interviews
-Guidelines: Conducting an Interview
Inquiries
Questionnaires
-Ethics Note: Reporting and Analyzing Data Honestly
Writer’s Checklist
Exercises
*Case 6: Revising a Questionnaire 7. Organizing Your Information
Understanding Three Principles for Organizing Technical Information
Analyzing Your Audience and Purpose
Using Conventional Patterns of Organization
Displaying Your Organizational Pattern Prominently
Using Basic Organizational Patterns
Chronological
-Guidelines: Organizing Information Chronologically
Spatial
-Guidelines: Organizing Information Spatially
General to Specific
-Guidelines: Organizing Information from General to Specific
More Important to Less Important
-Guidelines: Organizing Information from More Important to Less Important
Comparison and Contrast
-Guidelines: Organizing Information by Comparison and Contrast
-Ethics Note: Comparing and Contrasting Fairly
-Interactive Sample Document: Comparing and Contrasting Honestly
Classification and Partition
-Guidelines: Organizing Information by Classification or Partition
Problem-Methods-Solution
-Guidelines: Organizing Information by Problem-Methods-Solution
Cause and Effect
-Guidelines: Organizing Information by Cause and Effect
Writer’s Checklist
Exercises
*Case 7: Organizing a Document for Clarity—and Diplomacy
PART 3: Developing and Testing the Verbal and Visual Information 8. Communicating Persuasively
Considering the Context of Your Argument
Understanding Your Audience’s Broader Goals
Working Within Constraints
Crafting a Persuasive Argument
Identifying the Elements of Your Argument
Using the Right Kinds of Evidence
-Interactive Sample Document: Analyzing Evidence in an Argument
Considering Opposing Viewpoints Appealing to Emotions Responsibly
Deciding Where to Present the Claim
*Understanding the Role of Culture in Persuasion
Avoiding Logical Fallacies
Presenting Yourself Effectively
-Guidelines: Creating a Professional Persona
Using Graphics as Persuasive Elements
-Ethics Note: Seeming Honest Versus Being Honest in Persuasive Writing
A Look at Several Persuasive Arguments
Writer’s Checklist
Exercises
*Case 8: Analyzing the Fitness of Arguments 9. Writing Coherent Documents
*Reviewing the Whole Document for Coherence
Writing Coherent Titles
Writing Coherent Headings
-Guidelines: Revising Headings
Writing Coherent Lists
Writing Coherent Paragraphs
Structuring Paragraphs Clearly
-Ethics Note: Avoiding Burying Bad News in Paragraphs
-Guidelines: Dividing Long Paragraphs
Using Coherence Devices Within and Between Paragraphs
-Interactive Sample Document: Identifying the Elements of a Coherent Paragraph
Creating a Coherent Design
Using Headers and Footers to Enhance Coherence
Using Typefaces to Enhance Coherence
-Tech Tip: How to Modify and Create Styles
Writer’s Checklist
Exercises
*Case 9: Highlighting the Coherence of a Passage 10. Writing Effective Sentences
Structuring Effective Sentences
Use Lists
-Guidelines: Creating Effective Lists
-Tech Tip: How to Create Numbered and Bulleted Lists
Emphasize New and Important Information
Choose an Appropriate Sentence Length
Focus on the “Real” Subject
Focus on the “Real” Verb
Use Parallel Structure
Use Modifiers Effectively
Choosing the Right Words and Phrases
Select an Appropriate Level of Formality
Be Clear and Specific
-Ethics Note: Euphemisms and Truth Telling
Be Concise
-Interactive Sample Document: Revising for Conciseness and Simplicity
Use Inoffensive Language
-Guidelines: Avoiding Sexist Language
-Guidelines: Using the People-First Approach
Understanding Simplified English for Nonnative Speakers
Preparing Text for Translation
Writer’s Checklist
Exercises
*Case 10: Revising a Document for Nonnative Speakers and for Translation 11. Designing Documents and Web Sites
Goals of Document and Web Design
Understanding Design Principles
Proximity
Alignment
Repetition
Contrast
Planning the Design of Documents and Web Sites
Analyze Your Audience and Purpose
Determine Your Resources
Designing Documents
Size
Paper
Bindings
Accessing Tools
Designing Pages
-Tech Tip: How To Set Up Pages
-Guidelines: Understanding Learning Theory and Page Design
Page Layout
Columns
-Tech Tip: How to Format Columns
Typography
-Tech Tip: How to Format Fonts
-Ethics Note: Using Type Sizes Responsibly
-Tech Tip: How to Modify Line Spacing
-Tech Tip: How to Modify Justification
Titles and Headings Other Design Features
-Tech Tip: How to Create Borders and Screens
-Tech Tip: How to Create Text Boxes
Analyzing Some Page Designs
-Interactive Sample Document: Analyzing a Page Design
Designing Web Sites
Create Informative Headers and Footers
Help Readers Navigate the Site
-Guidelines: Making Your Site Easy to Navigate
Include Extra Features Your Readers Might Need
*Help Readers Connect with Others
Design for Readers with Disabilities
Design for Multicultural Audiences
-Ethics Note: Designing Legal and Honest Web Sites
Designing Web Pages
Aim for Simplicity
-Guidelines: Designing a Simple Site
Make the Text Easy to Read and Understand
-Guidelines: Designing Easy-to-Read Text
Create Clear, Informative Links
-Guidelines: Writing Clear, Informative Links
Analyzing Some Web Page Designs
Writer’s Checklist
Exercises
*Case 11: Designing a Flyer 12. Creating Graphics
The Functions of Graphics
The Characteristics of an Effective Graphic
-Ethics Note: Creating Honest Graphics -Guidelines: Integrating Graphics and Text
Understanding the Process of Creating Graphics
Planning Graphics
Producing Graphics
-Tech Tip: How to Insert and Modify Graphics
Revising Graphics
Citing Graphics
Using Color Effectively
Choosing the Appropriate Kind of Graphic
Illustrating Numerical Information
-Guidelines: Creating Effective Tables
-Tech Tip: How to Use Tab Stops
-Tech Tip: How to Create Tables
-Tech Tip: How to Create Graphics in Excel
-Guidelines: Creating Effective Bar Graphs
-Tech Tip: How to Use Drawing Tools
-Guidelines: Creating Effective Line Graphs
-Guidelines: Creating Effective Pie Charts
Illustrating Logical Relationships
-Interactive Sample Document: Analyzing a Graphic
Illustrating Process Descriptions and Instructions
Illustrating Visual and Spatial Characteristics
-Guidelines: Presenting Photographs Effectively
-Tech Tip: How to Create and Insert Screen Shots
Creating Effective Graphics for Multicultural Readers
Writer’s Checklist
Exercises
*Case 12: Creating Appropriate Graphics to Accompany a Report 13. Reviewing, Evaluating, and Testing Documents and Web Sites
Understanding Reviewing, Evaluating, and Testing
Reviewing Documents and Web Sites
Revising
Editing
-Guidelines: Editing the Draft
Proofreading
Conducting Usability Evaluations
Conducting Usability Tests
The Basic Principles of Usability Testing
Preparing for a Usability Test
Conducting a Usability Test
-Ethics Note: Understanding the Ethics of Informed Consent
-Interactive Sample Document: Obtaining Informed Consent
Interpreting and Reporting the Data from a Usability Test
Writer’s Checklist
Exercises
*Case 13: Revising a Document for a New Audience PART 4: Learning Important Applications 14. Writing Correspondence
Understanding the Process for Writing Correspondence
Selecting a Type of Correspondence
Presenting Yourself Effectively in Correspondence
Use the Appropriate Level of Formality
Communicate Correctly
Project the “You Attitude”
Avoid Correspondence Clichés
Communicate Honestly
-Ethics Note: Writing Honest Business Correspondence
Writing Letters
Elements of a Letter
Format of a Letter
Common Types of Letters
Writing Memos
-Guidelines: Organizing a Memo
Writing E-mails
-Guidelines: Following Netiquette
-Interactive Sample Document: Following Netiquette in an E-mail Message
*Writing Microblogs
Writing Correspondence to Intercultural Readers
Writer’s Checklist
Exercises
*Case 14: Employing the “You Attitude” in a “Bad News” Letter 15. Writing Job-Application Materials
Understanding the Job-Application Process
Planning the Job Search
Understanding Eight Ways to Look for a Position
Understanding the Risks and Benefits of Social Media and the Job Search
Writing Paper Résumés
Appearance of the Résumé
Content of the Résumé
-Ethics Note: Writing Honest Job-Application Materials
Elements of the Chronological Résumé
-Guidelines: Elaborating on Your Education
Elements of the Skills Résumé
Writing Electronic Résumés
Content of the Electronic Résumé
Format of the Electronic Résumé
-Guidelines: Preparing a Plain-Text Résumé
-Interactive Sample Document: Preparing a Plain-Text Résumé
-Guidelines: Preparing a Scannable Résumé
Writing Job-Application Letters
The Concepts of Selectivity and Development
Elements of the Job-Application Letter
Preparing for a Job Interview
-Guidelines: Preparing for a Job Interview
Writing Follow-up Letters or E-mails After an Interview
Writer’s Checklist
Exercises
*Case 15: Adding “Social” to “Networking”
16. Writing Proposals
Understanding the Process of Writing Proposals
The Logistics of Proposals
Internal and External Proposals
Solicited and Unsolicited Proposals
The “Deliverables” of Proposals
Research Proposals
Goods and Services Proposals
Persuasion and Proposals
Understanding Readers’ Needs
Describing What You Plan to Do
Demonstrating Your Professionalism
-Guidelines: Demonstrating Your Professionalism in a Proposal
-Ethics Note: Writing Honest Proposals
Writing a Proposal
The Structure of the Proposal
Summary
Introduction
-Guidelines: Introducing a Proposal
Proposed Program -Interactive Sample Document: Writing the Proposed Program
Qualifications and Experience
Budget
Appendixes
-Tech Tip: How to Create a Gantt Chart
*Sample Internal Proposal
Writer’s Checklist
Exercises
*Case 16: Revising a Brief Proposal 17. Writing Informational Reports
Understanding the Process of Writing Informational Reports
Writing Directives
-Interactive Sample Document: Writing a Persuasive Directive
Writing Field Reports
-Guidelines: Responding to Readers’ Questions in a Field Report
Writing Progress and Status Reports
-Ethics Note: Reporting Your Progress Honestly
Organizing Progress and Status Reports
Concluding Progress and Status Reports
-Guidelines: Projecting an Appropriate Tone in a Progress or Status Report
*Sample Progress Report
Writing Incident Reports
Writing Meeting Minutes
Writer’s Checklist
Exercises
*Case 17: Writing a Directive About Using Agendas for Meetings 18. Writing Lab Reports
Persuasion and Lab Reports
Understanding the Process of Writing Lab Reports
Understanding the Structure of the Lab Report
Title
Abstract
Introduction
-Guidelines: Writing Equations
Materials and Methods
Results
-Ethics Note: Presenting Data Honestly
Discussion
Conclusion
Acknowledgments
References
Appendixes
-Interactive Sample Document: Evaluating Lab Reports
Understanding the Role of Science and Engineering Articles
Sample Lab Report
Writer’s Checklist
Exercises
*Case 18: Introducing the Scientific Method Through a Lab Report 19. Writing Recommendation Reports
*Understanding the Role of Recommendation Reports
Using a Problem-Solving Model for Preparing Recommendation Reports
Identify the Problem or Opportunity
Establish Criteria for Responding to the Problem or Opportunity
Determine the Options
Study Each Option According to the Criteria
Draw Conclusions about Each Option
Formulate Recommendations Based on the Conclusions
-Ethics Note: Presenting Honest Recommendations
Writing Recommendation Reports
-Guidelines: Writing Recommendations
Writing the Body of the Report
Writing the Front Matter
-Tech Tip: How to Format Headers, Footers, and Page Numbers
-Tech Tip: How to Create a Table of Contents
-Guidelines: Writing an Executive Summary
-Interactive Sample Document: Analyzing an Executive Summary
Writing Back Matter
*Sample Recommendation Report
Writer’s Checklist
Exercises
*Case 19: Analyzing Decision Matrices 20. Writing Definitions, Descriptions, and Instructions
Writing Definitions
Analyzing the Writing Situation for Definitions
Determining the Kind of Definition to Write
-Guidelines: Writing Effective Sentence Definitions
Deciding Where to Place the Definition
Writing Descriptions
Analyzing the Writing Situation for Descriptions
Indicating Clearly the Nature and Scope of the Description
Introducing the Description Clearly
Providing Appropriate Detail
-Guidelines: Providing Appropriate Detail in Descriptions
Concluding the Description
A Look at Sample Descriptions
Writing Instructions
Designing a Set of Instructions
-Guidelines: Designing Clear, Attractive Pages
Planning for Safety
-Ethics Note: Protecting Your Readers’ Safety
Drafting Effective Instructions
-Guidelines: Drafting Introductions for Instructions
-Guidelines: Drafting Steps in Instructions
Revising, Editing, and Proofreading Instructions
A Look at Sample Instructions
-Interactive Sample Document: Presenting Clear Instructions
Writing Manuals
Writer’s Checklist
Exercises
*Case 20: Balancing Clarity, Conciseness, and Usability in a Description 21. Making Oral Presentations
Understanding the Role of Oral Presentations
Understanding the Process of Preparing and Delivering an Oral Presentation
Preparing a Presentation
Analyzing the Speaking Situation
Organizing and Developing the Presentation
-Guidelines: Introducing a Presentation
-Guidelines: Concluding a Presentation
Preparing Presentation Graphics
-Tech Tip: How to Create a Master Page Design in PowerPoint
-Tech Tip: How to Set List Items to Appear and Dim During a Presentation
-Interactive Sample Document: Integrating Graphics and Text on a Presentation Slide
Choosing Effective Language
-Guidelines: Using Memorable Language in Oral Presentations
Rehearsing the Presentation
Delivering a Presentation
Calming Your Nerves
-Guidelines: Releasing Nervous Energy
Using Your Voice Effectively
Using Your Body Effectively
-Guidelines: Facing an Audience
Answering Questions After a Presentation
-Ethics Note: Answering Questions Honestly
Sample Evaluation Form
Writer’s Checklist
Exercises
*Case 21: Understanding the Claim-and-Support Structure for Presentation Graphics 22. Connecting with the Public
*Understanding the Role of Connecting with the Public
Persuasion and Connecting with the Public
Presenting Information to the Public
Newsletters
-Guidelines: Designing an Effective Newsletter
-Interactive Sample Document: Evaluating the Design of a Newsletter
Brochures
-Guidelines: Creating a Brochure
White Papers
-Guidelines: Writing a White Paper
-Ethics Note: Marketing Your Organization Honestly
Podcasts
*Collaborating with the Public Through Social Media
Discussion Boards
-Guidelines: Participating in Discussion Boards
Blogs
-Guidelines: Being a Responsible Blogger
Wikis
-Guidelines: Using and Participating in Wikis Effectively
Writer’s Checklist
Exercises
*Case 22: Considering a One-to-Many Model on Your Company’s Site APPENDIX: Reference Handbook
Part A: Skimming Your Sources and Taking Notes
Paraphrasing Quoting Summarizing
Part B: Documenting Your Sources
APA Style
IEEE Style
MLA Style
Part C: Editing and Proofreading Your Documents
Grammatical Sentences
Punctuation
Mechanics
Proofreading Symbols and Their Meanings
Part D: Guidelines for Multilingual Writers (ESL)
Cultural and Stylistic Communication Issues
Sentence-Level Issues References
Selected Bibliography
Index
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