English & Communications for College

1. English & Communications for College (Part II)

2. Brief Contents • Chapter 7 Technical Communication • Chapter 8 Developing and Using Graphic and Visual Aids • Chapter 9 Communicating with Customers • Chapter 10 Nonverbal Communication • Chapter 11 Presentations and Meetings • Chapter 12 Getting Your Job

3. Chapter 7 Technical Communication • 7.1 writing to instruct • 7.2 writing to describe • 7.3 writing to persuade

4. 7.1 writing to instruct • Objectives: • 1. list the components of effective instructions • 2. describe how to write effective steps for instructions • 3. describe how a manual is similar to and different from instructions • 4. describe how to make information in a manual easy to locate

5. The purpose of instructions and manuals • Instructions tell readers how to do something. • Manuals are sets of instructions combined with explanations, descriptions, definitions, and other related information. • Both instructions and manuals should provide all the guidance readers need in order to carry out the tasks.

6. Components of Effective Instructions • Four components: 1. A clear and limiting title 2.An introduction and a list of needed tools or materials 3.Numbered steps in sequential order 4.A conclusion

7. Clear and limiting Title • The title should explain what the reader will do with the topic, limiting, specific enough for readers to know what it does and does not cover • Unclear and too broad: the ABC Modem • Clear and limiting: how to install the ABC Modem

8. Introduction and list of needed tools or materials • The introduction should explain: • 1.what the instructions should accomplish • 2.who should follow the instructions • 3.when and why to follow the instructions • List of needed tools or materials include: • 1.special skills or knowledge required • 2.time frame • 3. cautions • 4.definitions

9. Numbered steps in sequential order and conclusion • Provide everything readers need , without overwhelming them with details or unneeded information • Conclusion describe the expected results in the last sentence or summarized the major steps.

10. Guideline for Writing Effective Steps • Number each step and start it with a verb. • Put the steps in sequential order • Describe each step separately so readers will not overlook a step • Indent any explanations under the appropriate step • If a step should be carried out only under certain conditions, describe the conditions first. • If you have many steps or several pocedure, group them under subheadings

11. continuous • Single-space the information within a step,double-space between steps. • Include diagrams or other graphics whenever they will clarify the instructions • Highlight warnings and cautions so readers do not overlook them • Create a clear , inviting format by using number, letters , indentation, boldface, and lots of white space. • As part of the revision process, ask someone to try following your instructions

12. Writing Effective Manuals • Provide how a machine works and how use , maintain , and repair it. • Have a clear title and be well organized , clearly written , and appropriate for the intended readers. • Be divided into sections or chapters, one for each main procedure or process. • May have a glossary , a list of unfamiliar terms, abbreviations, or acronyms. • Might include an appendix , a collection of supplemental material at the end of the manual.

13. Writing Effective Manuals • Making Information Accessible in Manuals 1.Detailed table of contents 2.Introduction 3.Tabs or dividers 4.Graphics and diagrams 5.Modifications for different experience levels

14. 7.2 Writing to Describe • Objectives: • 1. explain how a process description differs from a set of instruction • 2.describe the components of objects and mechanism descriptions. • 3. explain how to write a description of an object or a mechanism • 4. list the components of a process description

15. Types of description Writing • A description is a verbal and visual picture of something. 1.Object description.P.10 2. Mechanism description. P.10 3. Process description.P10 Form description: one paragraph explanation Informal description: introduction, body , and conclusion.

16. Components of a Formal Object or Mechanism Description • 1.a clear and limiting title • 2. an introduction and overview • 3. a part-by-part description • 4. a conclusion

17. Guidelines for Writing Object and Mechanism Description • Describe the object or part by it shape, dimensions, size ,color, texture, position, and/ or material • For most of your descriptions, be objective. • Be specific and precise, avoiding vague or general terms • Compare the unfamiliar to the familiar

18. Writing a Process Description • Components of a process description • Clear and limiting title • Introduction • Step-by-step description • conclusion

19. 7.3 Writing to Persuade • Objectives: 1.Plan a persuasive letter 2.Organize a persuasive letter 3. Organize a sales letter and a collection letter. 4. Plan and organize a propsal

20. The purpose of Persuasive Writing • A lot of things to be persuaded to be done: to work overtime on a special project, to use a new form, to place orders, to pay the bill, etc. • Most persuasive letters occurs in memos, letters and proposals.

21. Planning a persuasive letter • Identify the objective • Identify the main idea • Determine the supporting information • Adjust the content to the reader

22. Organizing a persuasive letter • Persuasive letter are organized in indirect order—describe the need convincingly before making your request • Steps: • Gain the reader’s attention • Show the reader that he or she has a need • Explain your solution to that need—your requst • Present the supporting information • End by asking for s specific action

23. Writing Different Kinds of Persuasive Messages • Sales letters—persuade the potential customers to purchase a product or service. • Collection letters—persuade a customer to pay a past-due bill.

24. Four stages of collection letter • 1) the reminder stage—assumes has simply forgotten to make a payment, in a direct order. • ,2) the strong reminder—sent when no response to the first reminder, direct and firm. • 3) the discussion stage---to obtain the full payment , partial payment as temporary measure, or an explanation of why the customer has not made the appropriate payment, indirect way • 4) the urgency stage—to obtain payment and advise the customer of the consequence if payment is not made immediately, direct and the tone is firm.

25. Writing Proposals • A proposal is a formal report that describes a problem and recommends a solution. • when you write a proposal , you suggest or propose a practical way to meet the reader’s need. • Two kinds: solicited proposal—to ask for proposals to meet an identified need; unsolicited proposal—the receiver has not asked for this type of proposal.

26. Writing Proposals • Planning a proposal—what is most likely to motivate this receiver to accept this proposal? • Organizing a proposal –contain ten elements: introduction, background, need, scope of project ,action of project, schedule, cost, qualification, call for action, supporting information • Formatting a proposal: follow the RFP closely in solicited proposal; and use subheadings to make the document inviting to read and easy to skim in unsolicited proposal.