Technical Communication Fundamentals Chapter 1 Introduction to Technical

Process in Technical Communication n n Defining Technical Communication Determining the Purpose of Your

Defining Technical Communication Features of Academic Writing n n n Features of Technical Communication

Academic Writing n Purpose n n Your Knowledge of Topic n n Demonstrate your

Academic Writing n Criteria for Evaluation n n Statistical and Graphic Support n n

Technical Communication n Purpose n n Your Knowledge of Topic n n Accomplish a

Technical Communication n Criteria for Evaluation n n Clearly organized ideas that meet the

Defining Technical Communication n Features of Technical Communication n Examples n n n In-house

Defining Technical Communication Academic Writing n n n Technical Communication Displays your knowledge n

Defining Technical Communication Fundamentals, 1 st Edition W. S. Pfeiffer and K. Adkins 10

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 Technical Levels n n Managers Experts Operators General Readers Technical

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 - “Laypersons” n These

Analyzing Your Readers n Decision-Making Levels n n n Decision-Makers Advisers Receivers Technical Communication

Analyzing Your Readers n Decision-Making Levels n First-Level Audience: Decision-Makers n n Second-Level Audience:

Analyzing Your Readers Technical Communication Fundamentals, 1 st Edition W. S. Pfeiffer and K.

Planning Your Documents Technical Communication Fundamentals, 1 st Edition W. S. Pfeiffer and K.

Three Principles of Organization n Write Different Parts for Different Readers Emphasize Beginnings and

Three Principles of Organization n Write Different Parts for Different Readers n Readers use

Three Principles of Organization Technical Communication Fundamentals, 1 st Edition W. S. Pfeiffer and

Three Principles of Organization n Emphasize Beginnings and Endings n Busy readers expect to

Three Principles of Organization n Repeat Key Points n Use the redundant approach to

ABC Format for Documents n n n Abstract: The “Big Picture” for Decision. Makers

ABC Format for Documents n Abstract: The “Big Picture” for Decision. Makers n Includes

ABC Format for Documents n Abstract: The “Big Picture” for Decision. Makers n Common

ABC Format for Documents n Body: Details for All Readers n Includes supporting information

ABC Format for Documents n Body: Details for All Readers n n Separate fact

ABC Format for Documents n Conclusion: Wrap-Up Leading to the Next Step n n

ABC Format for Documents n Conclusion: Wrap-Up Leading to the Next Step n Common

ABC Format for Documents n Conclusion: Wrap-Up Leading to the Next Step n Drive

Ethics on the Job n n Ethical Guidelines for Work Ethics and Legal Issues

Ethics on the Job n Ethical Guidelines for Work n n n Be Honest

Ethics on the Job n Ethical Guidelines for Work n Be Honest n n

Ethics on the Job n Ethical Guidelines for Work n Do No Harm n

Ethics on the Job n Ethical Guidelines for Work n Be Fair n n

Ethics on the Job n Ethical Guidelines for Work n Honor Intellectual Property Rights

Ethics on the Job n Respect Confidentiality n n Remember that you are acting

Ethics on the Job n Be Professional n n n Represent your profession well

Ethics on the Job n Ethics and Legal Issues in Writing n n Acknowledge

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Technical Communication Fundamentals Chapter 1 Introduction to Technical Communication William Sanborn Pfeiffer Kaye Adkins Technical Communication Fundamentals, 1 st Edition W. S. Pfeiffer and K. Adkins 1 © 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. • All Rights Reserved.

Process in Technical Communication n n Defining Technical Communication Determining the Purpose of Your Documents Planning Your Documents Ethics in the Workplace Technical Communication Fundamentals, 1 st Edition W. S. Pfeiffer and K. Adkins 2 © 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. • All Rights Reserved.

Defining Technical Communication Features of Academic Writing n n n Features of Technical Communication Purpose Knowledge of your topic Audience Criteria for Evaluation Graphic elements Technical Communication Fundamentals, 1 st Edition W. S. Pfeiffer and K. Adkins n n n 3 Purpose Knowledge of your topic Audience Criteria for Evaluation Graphic elements © 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. • All Rights Reserved.

Academic Writing n Purpose n n Your Knowledge of Topic n n Demonstrate your knowledge of the topic Less than the teacher Audience n The teacher Technical Communication Fundamentals, 1 st Edition W. S. Pfeiffer and K. Adkins 4 © 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. • All Rights Reserved.

Academic Writing n Criteria for Evaluation n n Statistical and Graphic Support n n Depth, logic, clarity, unity, and grammar Sometimes used to explain and persuade Examples n n n Essays Exams Papers Technical Communication Fundamentals, 1 st Edition W. S. Pfeiffer and K. Adkins 5 © 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. • All Rights Reserved.

Technical Communication n Purpose n n Your Knowledge of Topic n n Accomplish a task Greater than the reader Audience n Variety of people with differing technical backgrounds Technical Communication Fundamentals, 1 st Edition W. S. Pfeiffer and K. Adkins 6 © 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. • All Rights Reserved.

Technical Communication n Criteria for Evaluation n n Clearly organized ideas that meet the needs of busy readers Statistical and Graphic Support n Used to explain conditions and present alternative courses of action Technical Communication Fundamentals, 1 st Edition W. S. Pfeiffer and K. Adkins 7 © 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. • All Rights Reserved.

Defining Technical Communication n Features of Technical Communication n Examples n n n In-house correspondence Short reports Long reports Proposals Websites Technical Communication Fundamentals, 1 st Edition W. S. Pfeiffer and K. Adkins 8 © 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. • All Rights Reserved.

Defining Technical Communication Academic Writing n n n Technical Communication Displays your knowledge n Completed by a student for a teacher n Aims to satisfy one person, the teacher n Technical Communication Fundamentals, 1 st Edition W. S. Pfeiffer and K. Adkins 9 Plays a practical role on the job Completed by an informed writer to an uninformed reader Read by many readers © 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. • 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 Fundamentals, 1 st Edition W. S. Pfeiffer and K. Adkins 11 © 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. • All Rights Reserved.

Analyzing Your Readers n n n Obstacles for Readers Ways to Understand Readers Types of Readers Technical Communication Fundamentals, 1 st Edition W. S. Pfeiffer and K. Adkins 12 © 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. • 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 Fundamentals, 1 st Edition W. S. Pfeiffer and K. Adkins 13 © 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. • 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 Fundamentals, 1 st Edition W. S. Pfeiffer and K. Adkins 14 © 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. • All Rights Reserved.

Analyzing Your Readers n Technical Levels n n Managers Experts Operators General Readers Technical Communication Fundamentals, 1 st Edition W. S. Pfeiffer and K. Adkins 15 © 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. • 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 Fundamentals, 1 st Edition W. S. Pfeiffer and K. Adkins 16 © 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. • 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 Fundamentals, 1 st Edition W. S. Pfeiffer and K. Adkins 17 © 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. • 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 Fundamentals, 1 st Edition W. S. Pfeiffer and K. Adkins 18 © 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. • All Rights Reserved.

Analyzing Your Readers n Types of Readers n General Readers - “Laypersons” n These readers expect… n n n definitions of technical terms frequent use of graphics like charts and photos clear distinction between facts and opinions Technical Communication Fundamentals, 1 st Edition W. S. Pfeiffer and K. Adkins 19 © 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. • All Rights Reserved.

Analyzing Your Readers n Decision-Making Levels n n n Decision-Makers Advisers Receivers Technical Communication Fundamentals, 1 st Edition W. S. Pfeiffer and K. Adkins 20 © 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. • 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 Fundamentals, 1 st Edition W. S. Pfeiffer and K. Adkins 21 © 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. • All Rights Reserved.

Three Principles of Organization n Write Different Parts for Different Readers Emphasize Beginnings and Endings Repeat Key Points Technical Communication Fundamentals, 1 st Edition W. S. Pfeiffer and K. Adkins 24 © 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. • All Rights Reserved.

Three Principles of Organization n Write Different Parts for Different Readers n Readers use the “speed-read” approach for lengthy documents n n n Write in a way that responds to the “speedreader” Direct each section to those most likely to read that particular section Shift the level of technicality from section to section Technical Communication Fundamentals, 1 st Edition W. S. Pfeiffer and K. Adkins 25 © 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. • All Rights Reserved.

Three Principles of Organization Technical Communication Fundamentals, 1 st Edition W. S. Pfeiffer and K. Adkins 26 © 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. • All Rights Reserved.

Three Principles of Organization n Emphasize Beginnings and Endings n Busy readers expect to find information in predictable places such as… n n n The beginning of the entire document The beginnings of report sections The beginnings of paragraphs Technical Communication Fundamentals, 1 st Edition W. S. Pfeiffer and K. Adkins 27 © 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. • All Rights Reserved.

Three Principles of Organization n Repeat Key Points n Use the redundant approach to organization n n Repeat important information in different sections for different readers Help readers find the answer to “So what? ” Technical Communication Fundamentals, 1 st Edition W. S. Pfeiffer and K. Adkins 28 © 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. • All Rights Reserved.

ABC Format for Documents n n n Abstract: The “Big Picture” for Decision. Makers Body: Details for All Readers Conclusion: Wrap-Up Leading to Next Step Technical Communication Fundamentals, 1 st Edition W. S. Pfeiffer and K. Adkins 29 © 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. • All Rights Reserved.

ABC Format for Documents n Abstract: The “Big Picture” for Decision. Makers n Includes brief overview of document’s main points n n n Clear purpose statement Most important points for decision-makers List or description of main sections that follow abstract Technical Communication Fundamentals, 1 st Edition W. S. Pfeiffer and K. Adkins 30 © 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. • All Rights Reserved.

ABC Format for Documents n Abstract: The “Big Picture” for Decision. Makers n Common headings include… n n n Summary Executive Summary Introductory Summary Overview Introduction Technical Communication Fundamentals, 1 st Edition W. S. Pfeiffer and K. Adkins 31 © 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. • All Rights Reserved.

ABC Format for Documents n Body: Details for All Readers n Includes supporting information n Background of the project Field, lab, office, or other work upon which the document is based Details of any conclusions, recommendations, or proposals Technical Communication Fundamentals, 1 st Edition W. S. Pfeiffer and K. Adkins 32 © 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. • All Rights Reserved.

ABC Format for Documents n Body: Details for All Readers n n Separate fact from opinion Adopt a format that reveals much structure Use graphics whenever possible Headings identify topics in each section Technical Communication Fundamentals, 1 st Edition W. S. Pfeiffer and K. Adkins 33 © 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. • All Rights Reserved.

ABC Format for Documents n Conclusion: Wrap-Up Leading to the Next Step n n n Brings readers back to one or more central points mentioned in body Provides closure to the document Leads to the next step in writer’s relationship Technical Communication Fundamentals, 1 st Edition W. S. Pfeiffer and K. Adkins 34 © 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. • All Rights Reserved.

ABC Format for Documents n Conclusion: Wrap-Up Leading to the Next Step n Common headings include… n n Conclusion Closing Remarks Conclusions and Recommendations Technical Communication Fundamentals, 1 st Edition W. S. Pfeiffer and K. Adkins 35 © 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. • All Rights Reserved.

ABC Format for Documents n Conclusion: Wrap-Up Leading to the Next Step n Drive home your message using one of these two formats: n n Listings Summary paragraphs Technical Communication Fundamentals, 1 st Edition W. S. Pfeiffer and K. Adkins 36 © 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. • All Rights Reserved.

Ethics on the Job n n Ethical Guidelines for Work Ethics and Legal Issues in Writing Technical Communication Fundamentals, 1 st Edition W. S. Pfeiffer and K. Adkins 37 © 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. • All Rights Reserved.

Ethics on the Job n Ethical Guidelines for Work n n n Be Honest Do No Harm Be Fair Honor Intellectual Property Rights Respect Confidentiality Be Professional Technical Communication Fundamentals, 1 st Edition W. S. Pfeiffer and K. Adkins 38 © 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. • All Rights Reserved. 38

Ethics on the Job n Ethical Guidelines for Work n Be Honest n n Relate information accurately and on time Convey the same information to others that you would want presented Technical Communication Fundamentals, 1 st Edition W. S. Pfeiffer and K. Adkins 39 © 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. • All Rights Reserved.

Ethics on the Job n Ethical Guidelines for Work n Do No Harm n n n Use positive words and actions Consider the impact words and deeds have on others Make the working world a better place Technical Communication Fundamentals, 1 st Edition W. S. Pfeiffer and K. Adkins 40 © 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. • All Rights Reserved.

Ethics on the Job n Ethical Guidelines for Work n Be Fair n n Treat others fairly, regardless of differences in race, religion, disability, age, or gender Respect differences in culture Technical Communication Fundamentals, 1 st Edition W. S. Pfeiffer and K. Adkins 41 © 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. • All Rights Reserved.

Ethics on the Job n Ethical Guidelines for Work n Honor Intellectual Property Rights n n n Respect copyright, patent, and trademark laws Credit the work of others Show appreciation to collaborators Technical Communication Fundamentals, 1 st Edition W. S. Pfeiffer and K. Adkins 42 © 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. • All Rights Reserved.

Ethics on the Job n Respect Confidentiality n n Remember that you are acting on behalf of your employer and clients Obtain written permission before sharing employer or client materials Technical Communication Fundamentals, 1 st Edition W. S. Pfeiffer and K. Adkins 43 © 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. • All Rights Reserved.

Ethics on the Job n Be Professional n n n Represent your profession well Act honorably Meet deadlines Remain current on research and technology in your field Join a professional organization Technical Communication Fundamentals, 1 st Edition W. S. Pfeiffer and K. Adkins 44 © 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. • All Rights Reserved.

Ethics on the Job n Ethics and Legal Issues in Writing n n Acknowledge Sources for Information Other Than Common Knowledge Seek Written Permission Before Borrowing Extensive Text Seek Written Permission Before Borrowing Graphics Seek Legal Advice When You Cannot Resolve Complex Questions Technical Communication Fundamentals, 1 st Edition W. S. Pfeiffer and K. Adkins 45 © 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. • All Rights Reserved.