Technical writing

1. Technical writing November 9th , 2012

2. Today • Agreement errors in writing. • Introduction to short reports and proposals.

3. A note about grammar Too many professional, proper grammar are important. Especially in writing (but not on speaking). Because they are think proper grammar show competence. To many professionals, proper grammar is important, especially in writing (but not in speaking) because they think proper grammar shows competence.

4. Agreement Errors • One of the most common grammar errors for speakers of English as a second language. • Also one of the most noticeable errors (along with article use). • Mastering agreement helps your writing seem more natural.

5. What do you mean, “Agreement” ?!?! I is writing to apply for this job. A memo are for giving information to colleagues.

6. Agreement Errors Result when: a) Pronouns (I, he, she, they, it, etc.) do not correspond in number (singular vs. plural). b) Verbs used to modify a subject do not correspond in number (singular or plural), or with person (first, second, or third) with the subject’s “head”.  “Head” = the word the verb modifies. c) Demonstrative adjectives (this/that/these/those) used to modify a noun do not correspond in number.

7. Agreement Rules 1. A pronoun must agree in number and gender with its antecedent (the noun or phrase it represents). i.e., An accountant presents us with information they deem correct. - They does not agree with the antecedent (an accountant). Accountants present us with information they deem correct. Note: In situations like this, use the plural subject if possible.

8. Agreement Rules 2. A verb must agree in number and person with the subject’s head i.e., Few studies on income smoothing has directly investigated changes in firms’ reported earnings. - Has investigated does not agree in number with the head (studies). Few studieson income smoothing havedirectly investigated changes in firms’ reported earnings.

9. Agreement Rules She frequently cite external reports in board meetings.  She frequently cites external reports in board meetings.

10. Agreement Rules 3. A demonstrative adjective (this/that/these/those) must agree in number with the noun it modifies. i.e., When the political situation changes, this goods will lose their scarcity value. - This does not agree in number with the noun (goods). When the political situation changes, these goods will lose their scarcity value.

11. Fixing agreement errors Step 1: Make sure that the subject’s head agrees with the verb, even when the subject follows the verb. i.e., There are 13 members in the committee.

12. Fixing agreement errors Step 2: Identify the subject’s head. Do not get confused by long subjects. Make the verb agree with the head, not with the words between the head and the verb. i.e., The premiums paid under the new contract is $2,727,000 less than those under the existing contract. • The verb is does not agree with the subject’s head (premiums).  The premiums paid under the new contract are$2,727,000 less than those under the existing contract.

13. Fixing agreement errors Step 3: Treat a “collective subject” (company, board of directors, team, etc.) as a singular noun. i.e., F & N Computers increased the scope of their business. - Their does not agree with the collective subject (F & N Computers)  F & N Computers increased the scope of itsbusiness.

14. Fixing agreement errors Step 4: Treat most indefinite pronouns as singular: anybody, anyone, anything, each, either, everybody, everyone, everything, neither, nobody, no one, nothing, somebody, someone, something. i.e., Everyone in this company work a double shift, but they do not receive extra pay. - Everyone does not agree in number with work, they, or do not receive.  Everyone in this company works a double shift, but no one receives extra pay.

15. Note about all, any, more, none,, most, some • May be plural or single, depending on the noun/prnoun modified. i.e., Some of the employees have complained about the company’s compensation system. - some refers to employees; therefore, the verb is plural. Some of the equipment is broken. - some refers to equipment; therefore, the verb is singular.

16. Fixing agreement errors Step 5: Treat subjects with plural forms, such as politics, statistics, mathematics, economic, news, as singular words. i.e., Statistics is a science. The news is sad. Mathematics is difficult.

17. Fixing agreement errors Step 6: For compound subjects joined by either/or, or neither/nor, use: a) A singular verb if both subjects are singularb) A plural verb if both subjects are plural. i.e., a) Neither Igor nor Johnis responsible for your company’s income loss. b) Either SGG’s suppliers or its managersare responsible for the company’s income loss.

18. Fixing agreement errors Step 7: For compound subjects joined by either/or, or neither/nor: - make the verb agree with the CLOSEST subject if one subject is plural and the other is singular. i.e., Either Igor or SGG’s managers are responsible for the company’s income loss. Either SGG’s managers or Igor is responsible for the company’s income loss. NOTE: Try to mention the plural subject last. It sounds/looks better.

19. Fix the errors

20. Short Reports and Proposals Also known as “informal” or “semiformal” report is an organized presentation of relevant info/data on any topic. May indicate that: • Work is being completed • Schedules are being met • Costs have been contained • Sales projections are being met • Unexpected problems have been solved

21. Short Reports and Proposals There are many various types of short reports:

22. Types of Short Reports The six most common types of short reports are: • Periodic reports. Provide readers with information at regularly scheduled intervals. • Sales reports. Provide businesses with financial and managerial information. • Progress reports. Inform readers about the status of ongoing projects. • Travel reports. Document business trips and how they affect ongoing or future business. • Incident reports. Outline unexpected events that interfere or threaten normal, safe business operations.

23. Periodic Reports Depending on needs, periodic reports may be daily, weekly, bimonthly, monthly, or quarterly. They help a company or agency keep track of the quantity and quality of the services is provides and the amount and types of work done by employees.

24. Periodic Reports Sales reports fulfill two functions: Financial: As financial records, they list costs per unit, discounts or special reductions, and subtotals and totals. Managerial: As managerial tools, they help businesses make both short- and long-range plans.

25. Progress Reports Progress reports are intended for people who are not working alongside you but need to know your activities. They consist of three parts: • Introduction. Indicate why you are writing the report, provide any necessary project titles and codes with dates, and help readers recall the job you are doing for them. • Body. Provide significant details about costs, materials, personnel, and times for the major stages of the project. • Conclusion. Give a timetable for the completion of duties or submission of the next progress report.

26. Trip/Travel Reports Travel/trip reports may be field trip reports, site inspection reports, or home health or social work visits. Writing the travel/trip report will be easier and your report will be better if: • Before you leave, you obtain contact information, do background research, gather necessary documents, bring essential supplies, locate a map/get directions, organize appointments, and if necessary get permissions. • When you return, you write the report promptly, detail where you stayed/how long, exclude irrelevant details, and double check names and figures.

27. Incident Reports Incident reports must contain identification details: • the type of incident • the time and location of the incident • a description of what happened • an indication of what was done after the incident • an explanation of what caused the incident • recommendations.

28. Guidelines to writing short reports (simplified) 1. Anticipate how the audience will use your report. Consider how much your audience knows about your project and what types of information they most need.

29. Guidelines to writing short reports (simplified) 2. Do the necessary research. Take careful notes, record all necessary background information, collect relevant factual data, and interview key individuals.

30. Guidelines to writing short reports (simplified) 3. Be objective and ethical. Avoid guesswork, do not substitute impressions or unsupported personal opinions for careful research, avoid biased/skewed/incomplete data, and double check all facts/figures/specifications.

31. Guidelines to writing short reports (simplified) 4. Organize carefully. Include a purpose statement, findings, a conclusion, and recommendations.

32. Guidelines to writing short reports (simplified) 5. Use reader-centered headings, bullets, numbering, and visuals. Help readers locate and focus on key information in your report.

33. Guidelines to writing short reports (simplified) 6. Write clearly and concisely. Use an informative title/subject that gets to the point right away, write in plain English, use international English, adopt a professional yet personal tone, and do not include unnecessary background information.

34. Guidelines to writing short reports (simplified) 7. Use appropriate format and visuals. Make your report look professional, readable, and easy to follow; help readers locate and digest information quickly; be consistent in your design and format; include only the most essential visuals; and design, import, and place visuals appropriately.

35. Poor format: some paragraphs indented, some not, poor use of boldface. Vague subject line. Introduction doesn’t tell reader anything about the overall picture. Fact that don’t consider the reader’s needs. Irrelevant data. No proper analysis: just gives numbers. Confusing comparisons and contrasts.

36. Precise subject line. Begins with concise overview. Organizes crimes into categories. Easy-to-follow visuals. Table is highlighted for easy reading. Uses clear headings to show report’s organization.

37. Provides essential background and statistical information and Analysis. Logical conclusion. Easy-to-read sentences. Includes only data reader needs.. Summarizes the findings of the report. Offers specific actions/changes department should make. Uses bullet points.

38. Proposals Workplace discrimination (race, age, sex, culture, beauty, etc.) Hiring more faculty, student workers, office help Increasing the number of weekend, night or online classes in your major Adding more health conscious offerings to the school or company cafeteria menu Workplace dating