Technical Writing

Chapter 3

Why is visualizing information important to Technical Writers?


  1. Increased Clarity

  2. Increased Efficiency

  3. Enhanced Adoption

  4. Increased Engagement

  5. Enhanced Accuracy

  6. Efficient Troubleshooting

    Warning Sign Usage


-Robin William’s C.R.A.P design principles

-Usage of pathos

  1. Audience Awareness: Must consider the audience

  2. Proper Placement: located where people will be able to be aware of the hazard

  3. High Visibility: Bright colors, understandability, communicate properly

  4. Clear Symbolism: clearly understandable and visible symbols

  5. Simple Wording: Use simple language that is easily comprehendible

  6. Urgent Tone: should show potential danger

  7. Consistent Format: Unity                 

Warning Sign Language

  1. Danger: most urgent word used on a warning sign; can warn of death or serious injury

  2. Warning: warns audience that something could cause serious injury but not always

  3. Caution: warns to take precautions to not result in an injury or death-

    Recommendation Report

-Problem Statement: one of the most important parts of the report

Structure

  1. Cover Letter

    2. Executive Summary: brief summary of entire report with keywords

  1. Problem Statement: Identify the Need (First thing to start off with)

  2. Background: Show the history of the problem

  3. Requirements/Criteria: show what would need to happen/ to be achieved to fix the problem

  4. Options: explain how you narrowed down the options and explain the options you decided on in depth

  5. Conclusions: provides takeaway from the options section relative to fixing the problem

  6. Recommendation: gives readers your choices for going forward, gesture towards the future

  7. References: APA end references, at least 5 sources, and one of them should be an academic article

  8. Appendix: Add supplementary information if needed to aid understanding


Why do we need crossing guards there? What is their purpose?

  • Crossing guards help make sure cars stop when necessary, especially so they do not hit the students while crossing. I feel that the crossing guards are efficient in that area because there is no stop light. Making it risky for students to cross.


Are crossing guards the best way to solve issues you identified?

  • I feel that a stop for pedestrians would better as an ADDITION to add, that way you have two acts of caution for students crossing. Especially in the later hours where crossing guards are not present.

-Problem Statement Example: Orefield needs more sidewalk accessibility in order for pedestrians to walk safely


-How to Write a Problem Statement

    -Introduction to the issue being targeted

    -Identify the problem and why it needs to be addressed

    -answer what exactly is the problem and why does it need to be solved

    -Explain methods, scope, and add recommendations


-Single spaced

-2-3 Paragraph

-Pay Attention to tone


  1. Vision

  2. Specific issue statement

  3. Relevance

  4. Proposed method and recommendation

Background Section

-Show history and be more specific about the section

-How To Write the Background Section

    -Lay the ground work

    -Who? What? When? Where? Why? and How?

    -Bring outside sources?

    -Interviews, statistics, surveys etc…

    -Second chance to convince.

    -Look how other places have fixed the issue

    -Options at the end

Criteria Section

-Bridge from opening (Problem Statement)

-Help you to compare and contrast your options

-Can’t make a final decision


1.Clarity (criteria should be clear)

2.Make sure criterion is relevant (should be aligned with the audience’s perspective)

3.Measurable (take something that is qualitative but make sure it is still quantifiable)

4.Balance (Avoid having criteria focus on one factor- address numerous factors)

5.Good Clarity are prioritized (primary criteria, then secondary criteria)


Is it necessary?

what would happen if the requirements were not met?

Is it verifiable?

How will you know when you achieved the requirement?

Is it attainable?


Number each criterion (at least bullet points them and start with the most important section first)

Include only one requirement for each criterion

Shoot for numerical value

Yes or no Values

Ratings


“The thing shall provide something to achieve this.”

“The new laptops must include sufficient storage”

“New laptops shall provide 1TB of storage to achieve the goal of having all employees archive all company video content”

Option Section” explain how you winnowed down the options and examine the options in depth

At least 3

Be sure to examine each option equally

-Give a brief paragraph on how you decided on these options

-Start with your chosen option first to compare and contrast base

-what do our options do best to the criteria(try to aim for hitting all)

-add visuals/tables

Formatting

-OPTION 1 explained in whole

1.1criterion

i.ii criterion b

i.iii Criterion C

Repeat for as many options

Part-by-Part Approach

-Successful criterion 1`

    1. Option one how it reaches

    2. Option two how it reaches

    3. Option three how it reaches

Decision Matrix at the end

-5 the best

-1 the worst

Writing the conclusion section

  1. Van A should not be considered

  2. Van B is the most affordable

  3. Van C is the most durable, but van B is the least durable

  4. Van B has the best storage capability and is of average durability

  5. Van C has more storage capacity


-Can put the final recommendation section after the conclusion

narrow it down and discuss how to move it forward

-has to be able to stand alone

Abstract

-Keywords: easier for searching

-Summarize your report in 5 words

Executive Summary:

-Around 250 words, keep it short.

-”Shrink the problem statement down”

-Motivation: Why should they care?

-Approach:How did you go about addressing the problem?

-Recommendation: Which options do you recommend and why?

-Keywords: At least 5 keywords

Reflection and Rhetorical Memo

-Helps for learning

-helps audience understand why you made some of the choices


-Format

-around two pages, single spaced

-You can use headings for: Composing Process, Rhetorical Choices


-Composing Process

-Why did you pick it?

-What changes did you make?

--Was peer feedback helpful at all?

-What section was the strongest in your work

-Where did you run into problems

-Connections to reading and discussions


-Rhetorical Choices:
-How did you use ethos, pathos and logos to achieve your purpose

-Do you think you will be successful in achieving your purpose

-Why did you choose design particular visuals and how do they affect your composition

-How did you design the documents the way you did?

Project 2: User Documentation

-How to find leitmotif’s in classical music

-How to play Tchaikovsky’s Swan Theme

-How To change out your windshield wipers

-How to read sheet music for piano    

    -Intro: Indicate what will be covered

    -Indicate what level of audience knowledge is expected

    -Set up your own ethos if needed (qualifications)

    -indicate any warnings at end of this section

-Watch out with passive voice

-Use action verbs

-Do not use too much “you” repetition

Textual