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Technical Writing Essentials: Organization & Page Design

Explore the fundamental principles of organizing information effectively and enhancing page design for technical writing. Learn the ABC format, key structure rules, and page layout strategies. Discover the significance of abstract, body, and conclusion sections, along with the importance of graphics in conveying complex data. Master the art of using headings, lists, fonts, and white space to create visually appealing documents. Brush up on graphics terminology and guidelines for incorporating illustrations, tables, figures, charts, and technical drawings. Improve your technical writing skills with practical insights and hands-on exercises.

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Technical Writing Essentials: Organization & Page Design

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Presentation Transcript

  1. Chapter 2

  2. STRUCTURE • The arrangement of information (organization) and the techniques used to highlight information (page design)

  3. We will learn the basics of • organization • ABC format • page design

  4. Organization

  5. THE ONE CARDINAL RULE FOR TECHNICAL WRITING Write for your reader, not for yourself!

  6. Structure Rule #1 Write different parts for different readers • Readers do the following: • Quick scan • Read summaries, conclusions, recommendations, charts • Focused search • Look at headings and subheadings to find what they need • Short follow-ups • Return for important information

  7. Structure Rule #2 Emphasize beginnings and endings • Place important info where impatient readers want it—at the beginning and end • Look at figure 2-1 on page 25. • Where should this classic question be answered? “So what does this document mean to me?

  8. Structure Rule #3 Repeat key points • Especially in long documents • For example, key recommendations may be found in several places in a long report • Cover letter • Executive summary • Conclusion

  9. ABC Format • Abstract-Beginning • Body-Middle • Conclusion-Ending

  10. What Is the ABSTRACT? • introduces and summarizes • It may tell • why you are writing • what work you did • what main points are that decision-makers want to know • what main sections follow

  11. What Is the BODY?Gives supporting details • It may tell • what led up to the project • how you gathered the information • where you got the information • the field • the lab • the office

  12. In the Body • use lead-ins at the beginning of sections • include listings • use graphics • separate facts from opinions

  13. What is the CONCLUSION? • It provides a wrap-up • It may tell • conclusions and recommendations • what happens next • what single point you want to leave with the reader • what you can do to build goodwill/enhance your relationship with the reader

  14. Page Design • Make your document easy to read with the following 4 rules

  15. Design Rule #1 • Use white space liberally • Frame text with 1” to 1.5” margins • Experiment with double columns • Skip lines between paragraphs in single-spaced text • Use ragged right margins in short documents • Use slightly more space above headings than below them See figure 2-4 on page 33

  16. Design Rule #2 • Use headings and subheadings often • Use your outline to create headings and subheadings • Use words in your headings that reflect content • Be careful--if headings are too general, they don’t help • Background of Successful Fund Drive is better than Background • Establish a clear visual ranking of headings

  17. Design Rule #3 • Use lists frequently • Keep lists short (3-9 items) • Use bullets and numbers • Punctuate, space, and capitalize lists properly • Use proper lead-ins and parallel structure

  18. Design Rule #4 • Use fonts effectively • Use serif fonts for regular text • Example: Bookman - serif • Consider using a sans serif font for headings • Example: Arial - sans serif • Avoid too many font variations in a document

  19. Chapter 4 • Graphics

  20. Definition Any nontextual portion of documents or speeches

  21. Graphics can be used 1. to designate a field • He wanted to find a job in the graphics field. • She was talented in graphics. 2. to name graphical items • I put a graphic on the first page of my report.

  22. Reasons for Using Graphics • simplify ideas • reinforce ideas • create interest • appeal to universal understanding of visual media

  23. General Guidelines • Refer to all graphics in the text • Put graphics close to the text where it is mentioned • Position graphics vertically if possible. (People don’t like to turn the document.) • Avoid clutter • Provide titles, keys and source data

  24. The Term Illustrations • means the same as graphics, visual aids • keep them simple • label them accurately • be creative

  25. Tables • illustrations that place numbers or words in columns or rows or both • use for explaining complex data

  26. Figures • All graphics other than tables

  27. Bar Charts • use to show comparisons

  28. Pie Charts • use to show money and %

  29. Line Charts • use to show trends

  30. Technical Drawings • use to show detail • Produced with CAD programs • Exterior view (surface) • Cross-section view (slice) • Exploded view (shows relationships between parts by looking deeply inside) • Cutaway view (shows inner workings by removing exterior)

  31. When Is the Test on This? Wednesday, Oct. 1, 2008

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