Reporting Technical Information

Abstract

* Each chapter ends with Exercises Preface 1. AN OVERVIEW OF TECHNICAL WRITING Some Matters of Definition The Substance of Technical Writing The Nature of Technical Writing The Attributes of Good Technical Writers The Qualities of Good Technical Writing A Day in the Life of Two Technical Writers Marie Enderson: Computer Specialist and Occasional Technical Writer Ted Freedman: Technical Writer and Company Editor PART I. FOUNDATIONS 2. COMPOSING Situational Analysis Topic and Purpose Audience and Persona Discovery Brainstorming Using Arrangement Patterns for Discovery Other Successful Discovery Techniques Arrangement Drafting and Revising The Rough Draft Revision Editing Checking Mechanics Checking Documentation Checking Graphics Checking Document Design Editing with Word Processing Programs 3. WRITING COLLABORATIVELY Planning Drafting Dividing the Work Drafting in Collaboration One Person Doing the Drafting Revising and Editing Revising Editing Collaboration in the Workplace Collaboration on the Internet E-Mail FTP Sites Synchronous Discussions Group Conferences Conference Behavior Group Roles 4. WRITING FOR YOUR READERS Goals of Communication The Planning Process Determining Your Readers Asking Questions to Analyze Your Readers Determining Your Purpose Understanding Your Role as a Writer Planning the Content Anticipating the Context in which Your Writing Will Be Received Thinking about Your Readers: A Summary of Considerations 5. ACHIEVING A READABLE STYLE The Paragraph The Central Statement Paragraph Length Transitions Lists and Tables Clear Sentence Structure Sentence Length Sentence Order Sentence Complexity and Density Active Verbs Active and Passive Voice First-Person Point of View A Caution about Following Rules Specific Words Pomposity Empty Words Elegant Variation Pompous Vocabulary Good Style in Action Choosing a Style for International Readers 6. WRITING ETHICALLY Understanding Ethical Behavior What Makes an Act Unethical? Why Should We Act Ethically? Recognizing Unethical Communication Plagiarism Deliberately Using Imprecise or Ambiguous Language Making False Implications Manipulating the Data Using Misleading Visuals Behaving Ethically Dealing with Unethical Behavior in Others 7. WRITING FOR INTERNATIONAL READERS Establishing a Perspective on International Communication Understanding Readers from Various Cultures Individualism versus Collectivism: Valuing Either Individuals or Groups Separation of Business and Private Relationships Power Distance between Social Ranks Universal or Relative View of Truth Whether the Entire Message Is Contained in the Text Whether Uncertainty Is to Be Avoided or Accepted The Power and Value of Time Masculine versus Feminine Considering Culture in the Planning Process Example International Documents for Examination Writing Business Communications to Readers in Other Cultures Culture and Graphics A Final Word Guides to Doing Business in Cultures around the World PART II. TECHNIQUES 8. GATHERING, EVALUATING, AND DOCUMENTING INFORMATION Asking the Right Questions Looking for Answers Interviews Newsgroups World Wide Web Library Evaluating Answers Citing Sources 9. PRESENTING INFORMATION Chronology Topical Organization Exemplification Analogy Classification and Division Definition Sentence Definition Extended Definition Placement of Definitions Description Visual Language Mechanism Description Process Description 10. ANALYZING INFORMATION Classical Argument Major Proposition Minor Propositions and Evidence Organization Pro and Con Induction and Deduction Induction Deduction Logical Fallacies Comparison Alternatives Criteria Toulmin Logic Applying Toulmin Logic Arranging Your Argument for Readers 11. DOCUMENT DESIGN Understanding the Basics of Document Design Know What Decisions You Can 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 Leave Ample Margins Use Blank Space to Group Information Set the Spacing for Easy Reading Use a Medium Line Length Use a Ragged Right Margin Choosing Readable Type Choose a Legible Type Size Choose a Typeface (Font) That Is Appropriate for the Situation Use Special Typefaces Sparingly Use Highlighting Effectively Use a Mixture of Cases, Not All Capitals Use Color Carefully Helping Readers Locate Information Write Descriptive Headings Design Headings to Organize the Page Use Page Numbers and Headers or Footers in Print Documents Appreciating the Importance of Document Design 12. USING ILLUSTRATIONS Choosing Illustrations Consider Your Purpose Consider Your Audience Consider Your Audience Again Consider Your Purpose Again Creating Illustrations Designing Tables Designing Bar and Column Graphs Designing Circle Graphs Designing Line Graphs Designing Illustrations Ethically PART III. APPLICATIONS 13. CORRESPONDENCE Determining Your Purpose Analyzing the Audience Composing Letters, Memos, and E-Mail Finding the Appropriate Style Direct vs. Indirect Style Conversational Style Special Considerations for E-Mail Special Considerations for International Correspondence Keeping Copies of Correspondence 14. THE STRATEGIES AND COMMUNICATIONS OF THE JOB HUNT Preparation Self-Assessment Information Gathering Networking The Correspondence of the Job Hunt Letter of Application The Resume Follow-Up Letters Interviewing The Interview Negotiation Before and After the Interview 15. PROPOSALS AND PROGRESS REPORTS The Relationship between Proposals and Progress Reports Proposals The Context of Proposal Development Effective Argument in Proposal Development Standard Sections of Proposals Progress Reports Physical Appearance of Proposals and Progress Reports Style and Tone of Proposals and Progress Reports Other Forms of Proposals and Progress Reports 16. RECOMMENDATION REPORTS An Informal Report: The Church Repair Project The Situation Important Features of Report A Formal Report: The Oil Spill Problem The Situation Important Features of Report A Feasibility Report: Department Store Location Logic of the Feasibility Study Preparation of the Feasibility Report The Situation Important Features of Report A Final Word 17. EMPIRICAL RESEARCH REPORTS Audience Adaptation Introduction and Literature Review Statement of Objectives Choice of Materials or Methodology Rationale for Investigation Verb Tense in Literature Reviews Materials and Methods Design of the Investigation Materials Procedures Methods for Observation, Analysis, and Interpretation Voice in Materials and Methods Section Results Discussion A Final Word 18. INSTRUCTIONS Situational Analysis for Instructions What Is the Purpose of My Instructions? What Is My Reader's Point of View? How and Where Will My Reader Use These Instructions? What Content Does My Reader Really Need and Want? How Should I Arrange My Content? Possible Components of Instructions Introduction Theory or Principles of Operation List of Equipment and Materials Needed Description of the Mechanism Warnings How-To Instructions Tips and Troubleshooting Procedures Glossary Accessible Format Reader Checks 19. ORAL REPORTS Preparation Delivery Techniques The Extemporaneous Speech The Manuscript Speech Arranging Content Introduction Body Conclusion Presentation Physical Aspects of Speaking Audience Interaction Visual Aids Purpose of Visual Aids Criteria for Good Visual Aids Visual Content Visual Presentation Tools Appendix A: Handbook Appendix B: Formal Elements of Document Design Report Format Letter and Memorandum Format Documentation Designing a World Wide Web Site Outlining Chapter Notes Index

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