Technical writing

1. Technical writing September 13, 2013

2. Today • Wrap-up the writing process • Memos

3. Review – The Writing Process • Step 1: Brainstorming & Planning • Step 2: Drafting (write a rough draft) • Step 3: Revising • Step 4: Editing

4. Step 3: Revising “Rethinking” Content: accuracy, relevance, adequate. Organization: Clear, effective, concise. Tone: Professional and sincere vs. arrogant.

5. Revising Example: Memo – First Draft To: Kelly AndersonFrom: Jack FitzgeraldDate: September 13, 2012Subject: Fall Clothes Line Promotion Market research and analysis show that the proposed advertising media for the new fall lines need to be reprioritized and changed. Findings from focus groups and surveys have made it apparent that we need to update our advertising efforts to align them with the styles and trends of young adults today. XYZ Company needs to focus advertising on internet sites that appeal to young people. According to surveys, 72% of our target market uses the internet for five hours or more per week. The following list shows in order of popularity the most frequented sites: Google, Facebook, Myspace, Ebay, iTunes. It used to be common to advertise for our products on shows like Friends and Seinfeld for our target audience, but even the face of television is changing. Young adults are tuning into reality television shows for their entertainment. Results from the focus group show that our target audience is most interested in shows like American Idol, The Apprentice, and America's Next Top Model.  By refocusing our advertising efforts of our new line of clothing we will be able to maximize the exposure of our product to our target market Just a mass of text Paragraphs notproperly divided Informationnot easy to find

6. Revising Example: Memo – First Draft Information isthe same. To: Kelly AndersonFrom: Jack FitzgeraldDate: September 18, 2012 Subject: Fall Clothes Line Promotion Market research and analysis show that the proposed advertising media for the new fall lines need to be reprioritized and changed. Findings from focus groups and surveys have made it apparent that we need to update our advertising efforts to align them with the styles and trends of young adults today.  Internet Advertising XYZ Company needs to focus advertising on internet sites that appeal to young people. According to surveys, 72% of our target market uses the internet for five hours or more per week. The following list shows in order of popularity the most frequented sites: -Google - Facebook - Myspace - Ebay - iTunes. Television Advertising It used to be common to advertise for our products on shows like Friends and Seinfeld for our target audience, but even the face of television is changing. Young adults are tuning into reality television shows for their entertainment. Results from the focus group show that our target audience is most interested in shows like  - American Idol - The Apprentice - America's Next Top Model.  By refocusing our advertising efforts of our new line of clothing we will be able to maximize the exposure of our product to our target market Document isdivided into logicalsections. Info much easierto find.

7. Step 3: Revising (Tone) Be confident… …but not TOO confident. i.e., “I am clearly qualified for the position.” “My qualifications in the areas of accounting and customer service meet your job requirements.” Vs.

8. Step 3: Revising (Tone) Be courteous and sincere… …not rude. i.e., You didn’t read the instructions carefully, thus your system has shut down. The system may automatically shut down if any installation errors occur. Vs.

9. Step 3: Revising (Tone) Use positive language i.e., “Since Mr. Edwards is cheap, we will have to negotiate.” “Due to Mr. Edwards’ economical nature, negotiations are necessary.” Vs.

10. Step 3: Revising (Tone) Consider your audience i.e., Writing to a colleague vs. your manager “I think we should go ahead with Amy’s plan for reorganization It seems like a safe option, and I don’t think we can lose.” “I think we should adopt the organizational plan developed by Amy Steglitz. Her recommendations are carefully researched and persuasively answer the questions our department has about solving the problem.” Vs.

11. Tone • We will have a closer look at tone later in the semester.

12. Step 4: Editing Sometimes called “Quality Control” Editing involves checking: - Sentences - Word choices - Punctuation and spelling - Grammar - Clarity

13. Subject line is wordy and unfocused. One long paragraph. Repeats ideas. Uses awkward and wordysentences. Does not indicate what the writer will do about the problem.

15. Step 4: Editing Some specifics: • Check each sentence for completeness. • Check mechanics (spelling, punctuation, capitalization). • Check for mistakes such as noun-verb agreement, verb tense, noun plurals, articles, etc. • Check for incorrectly used words. • Check for contractions **

16. Step 4: Editing b. Editing • Check each sentence for completeness. i.e., Since he came to Daegu. Because it is important. Dependent clauses (must be connected to a “complete thought”)- independent clause

17. Step 4: Editing • Check each sentence for completeness. Since he came to Daegu, Tony has lost 10 kg.He exercises everyday because it is important.

18. Step 4: Editing Check mechanics (spelling, punctuation, capitalization). - These kinds of mistakes make you appear lazy. - This is the worst way to lose grades. people often say the food in england is knot very good. Howevr, it is improving know.

19. Step 4: Editing Check for mistakes such as noun-verb agreement, verb tense, noun plurals, articles, etc. - This requires careful reading. - It is often helpful to record yourself reading your work, so you can hear mistakes you don’t see.

20. Step 4: Editing Check for mistakes such as noun-verb agreement, verb tense, noun plurals, articles, etc. - The people in the lobby has packages to deliver. - Yesterday, several people from the safety committee go to the accident site. - Two ship collided, which caused an oil spill. - The Madagascar is island in Indian Ocean.

21. Step 4: Editing • The people in the lobby has packages to deliver.  The people in the lobby have packages to deliver. - Yesterday, several people from the safety committee go to the accident site.  Yesterday, several people from the safety committee went to the accident site. - Two ship collided, which caused an oil spill.  Two ships collided, which caused an oil spill. - The Madagascar is island in Indian Ocean.  Madagascar is an island in the Indian Ocean.

22. Step 4: Editing Check for mistakes such as noun-verb agreement, verb tense, noun plurals, articles, etc. NOTE: Be careful of “to be” verbs - They was go to Everland.  They went to Everland. - Tony and Andrew are meet for lunch every Saturday.  Tony and Andrew meet for lunch every Saturday.

23. Step 4: Editing b. Editing Check for incorrectly used words. - Everyone was present accept Tom. except - Mark is successful in negotiations because people believe him. trust

24. Step 4: Editing Check for contractions.** Do not use “don’t” (or “can’t”, “shouldn’t”, etc.) -**Except for personal communications.

26. Memo • Short for Memorandum, Latin for “something to be remembered.” • Memos are brief “in-house “ correspondences sent throughout companies and organizations. “in-house” = within a company/organization.

27. Memos Memos serve a variety of functions: - making an announcement- providing instructions - clarifying a policy/procedure/issue - changing a policy or procedure - alerting employees to a problem or issue - offering general information - providing a brief summary - making a request, - offering suggestions • calling a meeting • AND MORE!!

28. Memos • Memos are usually written for an in-house audience (people in your organization), but are sometimes used for short reports sent to another organization. • They keep track of: • What jobs are done and where, when, and by whom. • Also report difficulties, delays, or cancellations.

29. Header Introduction: provides background and states purpose Body: Numbered list is used for easier reading Conclusion: “Call to action” – asks for comments.

32. Memo Format Generally, the headings are organized like this: To: From: Date: Subject:

33. Memo Format To: H.K. Gunther, Manager Campus bookstore • Identify the recipient clearly; use title (if he/she uses one). Recipients may also be addressed as a group. To: KAC sophomore students.

34. Memo Format From: Prof. Bob Noddington Department of International Relations Room 527, KAC 580-7896 • Identify the author, and add title if the memo is going to someone not well known (i.e., another department or another company). • For more familiar audiences, the author needs only basic info. From: Joan Campbell.

35. Memo Format Date: September 18, 2012 • Write the date in this format month date, year

36. Memo Format Subject: Request for new textbooks to support ongoing research ($800) • Give a clear, detailed identification of the subject. Subject: Ways to improve workplace safety. Subject: Introduction to new office network protocol.

37. Memo Format To: H.K. Gunther, Manager Campus bookstore From: Prof. Bob Noddington Department of International Relations Room 527, KAC 580-7896 Date: September 18, 2012 Subject: Request for new textbooks to support ongoing research ($800)

38. Strategies for Organizing Memos • Organize your memos so that readers can find information quickly and act on it promptly.

39. Strategies for Organizing Memos • For longer, more complex memo communications, divide your memo into three parts: • Introduction • Body (Discussion) • Conclusion

40. Strategies for Organizing Memos • Introduction: Tell readers clearly about the issue or policy, explain any background information the reader needs to know, and be specific about what you are going to accomplish in your memo.

41. Strategies for Organizing Memos • Introduction: “Starting January 1, we will introduce the following change in regard to our company policy with regard to annual leave: every year one employee from each department will be awarded special annual bonus leave for outstanding performance.”

42. Strategies for Organizing Memos 2. Body (Discussion): State why a problem or procedure is important and who will be affected by it, indicate why changes are necessary, and give precise dates, times, locations, and costs.

43. Strategies for Organizing Memos 2. Body (Discussion): “The eligible employees will have additional five (5) days of annual leave credited on January 15. The bonus leave will be accounted for separately and will remain available until used, notwithstanding any other limitation of the total number of days annual leave that may be carried forward.

44. Strategies for Organizing Memos 3. Conclusion: Ask readers to call you if they have questions, request a reply, and provide a list of recommendations.

45. Strategies for Organizing Memos 3. Conclusion: “We will have a meeting on December 15 at 10:00 a.m. to discuss the results of the 2012 performance evaluation and approve the final list of employees eligible for the bonus. The announcement to the employees will follow the meeting. If you have any questions or comments, please let me know before the meeting.”

48. Homework Assignment 1: Memo Check the website’s “Assignments” section. - Brainstorming revision - Outline - Memo Dates: First Draft: Tuesday Sept. 17 (11:59 pm) Final Draft: Tuesday Sept. 24