Untitled Flashcards Set

Chapter 6 : The overview of TWP

The Technical Writing Process

•    The technical writing process includes components such as researching, planning, drafting, and revising, similar to other writing disciplines, but with notable differences:

◦                      Consultation with Experts

▪                                        Research often involves discussions with technical experts.

◦                      Audience Analysis

▪                                        Analyzing audience needs and expectations is crucial.

◦                      Workplace Dynamics

▪                                        Navigating complex organizational settings and “office politics” is essential.

Critical Thinking in the Technical Writing Process

1.     Work with ideas and information

2.     Plan the document

3.     Draft the document

4.     Evaluate and review the document

Chapter 11 :

Editing for Clarity

•    Clear writing ensures each sentence is read only once to grasp its full meaning.

•    Suggestions for editing for clarity:

◦                      Avoid ambiguous pronoun references:

▪                                        Pronouns (he, she, it, their, etc.) must clearly refer to the nouns they replace.

◦                      Avoid ambiguous modifiers:

▪                                        Position modifiers to reflect the intended meaning, especially when distance can cause ambiguity.

◦                      Unstack modifying nouns:

▪                                        Too many nouns in a row can create confusion.

◦                      Arrange word order for coherence and emphasis:

▪                                        Ensure each sentence builds upon the preceding one and leads into the next.

◦                      Use active voice whenever possible:

▪                                        Readers understand active voice (e.g., "I did it") more quickly than passive voice (e.g., "It was done by me").

◦                      Use passive voice selectively:

▪                                        When the agent is unknown or unimportant to the audience.

◦                      Avoid overstuffed sentences:

▪                                        Limit the information in one sentence to what readers can process easily.

Editing for Conciseness

•    Concise writing conveys maximum information using minimal words, without omitting necessary details.

•    Suggestions to edit for conciseness:

◦                      Avoid wordy phrases:

▪                                        Replace phrases like "due to the fact that" with "because."

◦                      Eliminate redundancy:

▪                                        Redundant expressions say the same thing twice, e.g., "fellow colleagues."

◦                      Avoid needless repetition:

▪                                        Unnecessary repetition clutters writing and dilutes meaning.

◦                      Avoid "there" sentence openers:

▪                                        Many "There is" or "There are" sentence openers can be eliminated.

◦                      Avoid some "it" sentence openers:

▪                                        Avoid beginning a sentence with "it" unless it clearly refers to something in the prior sentence.

◦                      Delete needless prefaces:

▪                                        Get straight to the point instead of delaying new information.

◦                      Avoid weak verbs:

▪                                        Prefer verbs expressing a definite action (open, close, move, continue, begin).

▪                                        Avoid weak verbs with no specific action (is, was, are, has, give, make, come, take).

◦                      Avoid excessive prepositions:

▪                                        Replace lengthy prepositional phrases: "with the exception of" to "except for."

◦                      Avoid nominalizations:

▪                                        Nouns manufactured from verbs (e.g., "give consideration to") are harder to understand than the verbs themselves (e.g., "consider").

◦                      Make negatives positive:

▪                                        A positive expression ("Please be on time") is easier to understand than a negative one ("Please do not be late").

◦                      Clean out clutter words:

▪                                        Clutter words stretch a message without adding meaning (very, definitely, quite, extremely, rather, somewhat, really, actually, currently, situation, aspect, factor).

◦                      Delete needless qualifiers:

▪                                        Qualifiers (I feel, it seems, I believe, in my opinion, I think) express uncertainty or soften the tone.

Editing for Fluency

•    Fluent sentences are easy to read, providing clear connections, variety, and emphasis.

•    Suggestions to edit for fluency:

◦                      Combine related ideas:

▪                                        Don’t force readers to insert transitions or decide which points are most important.

◦                      Vary sentence construction and length:

▪                                        Avoid relying only on long, complex sentences.

◦                      Use short sentences for special emphasis:

Effective when used sparingly.

Adjusting Your Tone

•    Tone is your personal trademark, depending on your reader distance and subject attitude.

•    Strategies to edit for tone:

◦                      Consider using the occasional contraction:

▪                                        Use contractions unless formality is required (balance "I am" with "I’m").

◦                      Address readers directly:

▪                                        Use personal pronouns like "you" and "your."

◦                      Use "I" and "We" when appropriate:

▪                                        Refer to yourself or your organization directly.

◦                      Prefer the active voice:

▪                                        Creates a less formal tone.

◦                      Emphasize the positive:

▪                                        Focus on benefits rather than flaws when giving advice.

◦                      Avoid an overly informal tone:

▪                                        Conversational tone shouldn't mimic casual talk.

◦                      Avoid personal bias:

▪                                        Maintain impartiality.

◦                      Avoid sexist usage:

▪                                        Avoid unwarranted assumptions that may offend readers (e.g., referring to all doctors as "he").

◦                      Avoid offensive language of all types:

▪                                        Use common sense; be specific about cultural/national backgrounds; avoid judgmental expressions; use person-first language for disabilities; avoid demeaning expressions.

Considering the Global Context

•    Adjust guidelines based on cultural considerations:

◦                      Some cultures prefer long sentences and elaborate language.

◦                      Value expressions of respect, politeness, praise, and gratitude more than clarity or directness.

◦                      Prefer passive voice.

◦                      Consider informality and humor inappropriate.

Legal and Ethical Implications of Word Choice

•    Imprecise word choice leads to issues like libel, deceptive advertising, and defective information.

•    Word choice is critical when:

◦                      Assessing risk.

◦                      Offering a service or product.

◦                      Giving instructions.

◦                      Comparing products.

◦                      Evaluating an employee.

Chapter 12:

Why Visuals Matter

•    Readers seek shaped and enhanced information for quick understanding.

•    Visuals address readers' questions:

◦                      Which information is most important?

◦                      Where should I focus?

◦                      What do these numbers mean?

◦                      What should I be thinking or doing?

◦                      What should I remember?

◦                      What does it look like?

◦                      How is it organized?

◦                      How is it done?

◦                      How does it work?

When to Use Visuals

•    Use visuals when they clarify points better than text alone or enhance the text.

•    Visuals should clarify and support the discussion, not just decorate the document.

•    Use visuals to direct audience focus or aid memory.

Types of Visuals

•    Four main categories:

◦                      Tables: Display organized data in rows and columns for comparison.

◦                      Graphs: Translate numbers into shapes, shades, and patterns.

◦                      Charts: Depict relationships using geometric elements, arrows, and lines.

◦                      Graphic Illustrations: Rely on pictures rather than data or words.

Choosing the Right Visuals

•    Consider the following questions:

◦                      What is the purpose of the visual (facts and figures, mechanism parts, directions, relationships)?

◦                      Who is the audience (expert, general, global)?

◦                      What form of information best achieves the purpose (numbers, words, shapes, pictures, symbols)?

Chapter 18:

Types of Technical Descriptions

•    Product descriptions: Useful for learning to use a device (e.g., a stethoscope).

•    Process descriptions: Useful for understanding steps in a complex event (e.g., lightning production).

Objectivity in Technical Descriptions

•    Descriptions can be subjective (based on feeling) or objective (based on fact).

•    Technical descriptions should be objective (except for marketing materials).

•    Objectivity presents an impartial view, filtering out personal impressions.

•    Focus on details any viewer could observe.

•    Provide visual, not emotional, details.

•    Use precise and informative language.

Elements of Descriptions

•    Clear and limiting title: Promises exactly what the document will deliver.

•    Appropriate level of detail and technicality: Enough detail to convey a clear picture without overburdening readers.

•    Visuals: Drawings, diagrams, or photographs with captions and labels.

•    Clearest descriptive sequence:

◦                      Spatial sequence: The way an item appears as a static object.

◦                      Functional sequence: The order in which an item’s parts operate.

◦                      Chronological sequence: The order in which an item’s parts are assembled or stages occur.

Specifications

•    A specification is an exacting type of description.

•    It prescribes standards for performance, safety, and quality.

•    Specifications ensure compliance with codes, standards, and laws.

•    They detail:

◦                      Methods for manufacturing, building, or installing a product.

◦                      Materials and equipment to be used.

◦                      Size, shape, and weight of the product.

◦                      Specific testing, maintenance, and inspection procedures.

Technical Marketing Materials

•    Designed to sell products or services.

•    Common types:

◦                      Web pages

◦                      Brochures

◦                      Fact sheets

◦                      Letters

◦                      Large color documents

Guidelines for Technical Marketing Materials

•    Research the background and experience of decision makers.

•    Situate your product in relation to others of its class.

•    Emphasize the special appeal of this product or service.

•    Use upbeat, dynamic language.

•    Use visuals and color.

•    Provide technical specifications, as needed.

•    Consider including a FAQ list.

Chapter 19:

Audience and Purpose

•    Audience: Anyone needing to complete a task.

•    Consider audience's prior knowledge.

•    Purpose: Ensure task completion and safety.

•    Address key questions:

◦                      Why am I doing this?

◦                      How do I do it?

◦                      What materials and equipment will I need?

◦                      Where do I begin?

◦                      What do I do next?

◦                      What could go wrong?

Formats for Instructional Documents

•    Manuals

•    Quick reference materials

•    Assembly guides

•    Web-based instructions

•    Online help

•    Must meet legal and usability requirements

Faulty Instructions and Legal Liability

•    Failure to instruct on proper use.

•    Failure to warn against hazards from proper use.

•    Failure to warn against misuse.

•    Failure to explain benefits and risks in understandable language.

•    Failure to convey the extent of risk forcefully.

•    Failure to display warnings prominently.

Elements of Effective Instructions

Key Parts:

•    Clear and Limiting Title: Preview the task.

•    Informed Content: Know the subject matter.

•    Visuals: Attract attention and minimize words.

◦                      Icons, diagrams, flowcharts, photos, tables.
*Appropriate level of detail and technicality:

◦                      Give enough background information so readers understand why they need to follow the instructions.

◦                      Give enough detail to show what to do.

◦                      Give enough examples so each step can be visualized clearly.

•    Logically Ordered Steps: Use chronological order.

•    Notes and Hazard Notices

◦                      Note: Clarifies points, emphasizes, describes options.

◦                      Caution: Prevents mistakes that could cause injury or equipment damage.

◦                      Warning: Alerts to potential hazards to life or limb.

◦                      Danger: Identifies an immediate hazard to life or limb.

•    Readability

◦                      Use direct address, active voice, and imperative mood.

◦                      Use short sentences.

◦                      Use parallel phrasing.

◦                      Phrase instructions affirmatively.

◦                      Use transitions.

•    Effective Design

◦                      Use headers, numbered steps, white space, bullets, and visuals.

•    Introduction, Body, and Conclusion

◦                      Introduction: Keep it short and get readers “doing” quickly.

◦                      Body: Steps, visuals, notes, and hazards.

◦                      Conclusion: Expected results, follow-up information, troubleshooting.

Chapter 22:

Audience and Purpose

•    The primary audience for a proposal is decision-makers.

•    To connect with the audience, address key questions early:

◦                      Clearly and convincingly define the problem.

◦                      Highlight the benefits of solving the problem.

◦                      Offer a realistic and cost-effective solution.

◦                      Address potential objections to your solution.

◦                      Persuade the audience to take action.

•    The main purpose of a proposal is to convince the audience to accept the proposed plan.

Proposal Process

•    The basic proposal process involves offering a plan for something that needs to be done, generally occurring in three stages:

◦                      A client identifies a need for a service or product.

◦                      Multiple firms (A, B, C) propose plans to meet the identified need.

◦                      The client selects the firm that offers the best proposal.

Types of Proposals

•    The three main types of proposals are:

◦                      Planning proposals: Offering solutions to problems or suggestions for improvements.

◦                      Research proposals: Requesting approval and funding for a study.

◦                      Sales proposals: Offering services or products (can be solicited or unsolicited).

Elements of a Persuasive Proposal

•    Forecasting title/subject line: Informative and specific.

•    Background information: Length varies based on the proposal.

•    Statement of the problem:

◦                      The problem and its solution are central.

◦                      Demonstrate understanding of client problems/expectations.

◦                      Offer an appropriate solution.

•    Description of solution: Specific suggestions for meeting needs.

•    Clear focus on benefits:

◦                      Reader-centric approach.

◦                      Address major concerns.

◦                      Anticipate questions/objections.

◦                      Highlight audience gains.

•    Honest and supportable claims:

◦                      Ethical and legal foundation is crucial due to financial and contractual implications.

•    Appropriate detail: Avoid vagueness and provide comprehensive information.

•    Readability: Straightforward, easy to follow, and understandable.

•    Tone: Confident and encouraging, motivating action.

•    Visuals: Use tables, flowcharts, etc., with proper introduction and discussion.

•    Accessible page design: Easy for the audience to find key information.

•    Supplements tailored for a diverse audience: Address the specific needs of various reviewers/readers.

•    Proper citation: Credit sources and contributors appropriately

An Outline and Model for Proposals

•    Introduction:

◦                      Demonstrate the need for the project.

◦                      Showcase your qualifications.

◦                      Display a clear understanding of the problem and procedures.

•    Body:

◦                      Prove the plan's effectiveness.

◦                      Detail the plan sufficiently for evaluation.

•    Conclusion:

◦                      Reaffirm the project's necessity.

◦                      Encourage action.

◦                      End with a confident and encouraging tone.