Technical Communication A Practical Approach Chapter 2 Process

Process in Technical Communication n n n Determining the Purpose Analyzing Your Readers Collecting

Writing Process Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K.

Determining the Purpose n Question 1: Why am I writing this document? n n

Analyzing Your Readers n n n Obstacles for Readers Ways to Understand Readers Types

Analyzing Your Readers n Obstacles for Readers n n Readers are always interrupted Readers

Analyzing Your Readers n Ways to Understand Readers n n Write down what you

Analyzing Your Readers n Types of Readers n n Managers Experts Operators General readers

Analyzing Your Readers n Types of Readers n Managers n These readers expect n

Analyzing Your Readers n Types of Readers n Experts n These readers expect n

Analyzing Your Readers n Types of Readers n Operators n These readers expect n

Analyzing Your Readers n Types of Readers n General readers (laypeople) n These readers

Analyzing Your Readers n Decision-Making Levels n n n Decision makers Advisers Receivers Technical

Analyzing Your Readers n Decision-Making Levels n First-level audience: decision makers n n Second-level

Analyzing Your Readers Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and

Collecting Information n n Decide What Kind of Information You Need Devise a Research

Collecting Information Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K.

Completing an Outline n n Record Your Random Ideas Quickly Show Relationships Draft a

Completing an Outline Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and

Writing Initial Drafts n n Schedule at Least a One-Hour Block of Drafting Time

Revising Drafts n n n Adjust Content Edit for Style Edit for Grammar Edit

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Technical Communication A Practical Approach Chapter 2: Process in Technical Communication William Sanborn Pfeiffer Kaye Adkins

Process in Technical Communication n n n Determining the Purpose Analyzing Your Readers Collecting Information Completing an Outline Writing Initial Drafts Revising Drafts Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 2 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

Determining the Purpose n Question 1: Why am I writing this document? n n n Answer in one or two sentences Move to the beginning of your outline Question 2: What response do I want from readers? n Pinpoint what you want your audience to know, think, or feel Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 4 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

Analyzing Your Readers n n n Obstacles for Readers Ways to Understand Readers Types of Readers Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 5 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

Analyzing Your Readers n Obstacles for Readers n n Readers are always interrupted Readers are impatient Readers lack your technical knowledge Most documents have more than one reader Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 6 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

Analyzing Your Readers n Ways to Understand Readers n n Write down what you know about your reader Talk with colleagues who have written to the same readers Find out who makes decisions Remember that all readers prefer simplicity Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 7 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

Analyzing Your Readers n Types of Readers n n Managers Experts Operators General readers Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 8 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

Analyzing Your Readers n Types of Readers n Managers n These readers expect n n background information definitions of technical terms lists and other format devices that highlight points clear statements about what should happen next Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 9 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

Analyzing Your Readers n Types of Readers n Experts n These readers expect n n thorough explanations of technical details data placed in tables and figures references to outside sources used in writing the report clearly labeled appendices for supporting information Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 10 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

Analyzing Your Readers n Types of Readers n Operators n These readers expect n n clear table of contents easy-to-read listings for procedures or instructions definitions of technical terms clear statement of how document affects their jobs Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 11 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

Analyzing Your Readers n Types of Readers n General readers (laypeople) n These readers expect n n n definitions of technical terms frequent use of graphics, such as charts and photos clear distinction between facts and opinions Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 12 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

Analyzing Your Readers n Decision-Making Levels n n n Decision makers Advisers Receivers Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 13 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

Analyzing Your Readers n Decision-Making Levels n First-level audience: decision makers n n Second-level audience: advisers n n Translate information into action Give advice to those who make decisions Third-level audience: receivers n Receive information contained in document Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 14 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

Collecting Information n n Decide What Kind of Information You Need Devise a Research Strategy Record Notes Carefully Acknowledge Your Sources Keep a Bibliography for Future Use Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 16 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

Completing an Outline n n Record Your Random Ideas Quickly Show Relationships Draft a Final Outline Consider Where to Use Graphics Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 18 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

Writing Initial Drafts n n Schedule at Least a One-Hour Block of Drafting Time Do Not Stop to Edit Begin with the Easiest Section Write Summaries Last Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 20 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

Revising Drafts n n n Adjust Content Edit for Style Edit for Grammar Edit for Mechanics Review Layout and Graphics Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 21 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.