September 1, 2011

 Analyzing  Choosing and Arranging  Drafting and Revising  Editing

 Why you are writing ◦ What you want to achieve ◦ Situation or problem warranting the document  Consider ALL readers ◦ Consider anyone who will or might see your document  Respond to situation and readers in that situation Source: “Reporting Technical Information” Houp, Pearsall, Tebeaux, Dragga

 When choosing information keep in mind: ◦ Why are you writing? ◦ What information does the reader need? ◦ How does the reader perceive the topic of the document? ◦ What do you want the reader to know and do with this info?  List ideas that will help you develop your topic Source: “Reporting Technical Information” Houp, Pearsall, Tebeaux, Dragga

 Sources ◦ Reports, internet, technical journals, textbooks, interviews, etc. ◦ Seminal reference ◦ Literature review  Theorizing ◦ State your thoughts about the subject ◦ Provide supporting information Source: “Reporting Technical Information” Houp, Pearsall, Tebeaux, Dragga

 In what order should content be presented ◦ Abstract, summary, introduction ◦ Discussion (supporting information) ◦ Conclusions/recommendations – state up front, or at end?  Inductive vs. deductive reasoning  Modify arrangement to suit needs of report ◦ Needs of topic, readers, and purpose of document  Sort content into groupings ◦ Easier to find information when drafting Source: “Reporting Technical Information” Houp, Pearsall, Tebeaux, Dragga

 Begin collecting information and ideas into a document  Revise only for meaning ◦ Adjust structure, spelling, and grammar later Source: “Reporting Technical Information” Houp, Pearsall, Tebeaux, Dragga

 Review your aim ◦ Keep main writing goals in view ◦ Try not to digress  Set writing goals ◦ Set an objective for a section ◦ write it in one sitting if possible  Maintain momentum ◦ Just keep writing ◦ Start wherever comfortable, even if out of sequence Source: “The MIT Guide to Science and Engineering Communication” Paradis, Zimmerman

 Revise in hard copy ◦ Printed out text can help you get a better sense of document as a whole  Expect several draft/printout cycles ◦ Don’t put all your time into first draft Source: “The MIT Guide to Science and Engineering Communication” Paradis, Zimmerman

 Logic ◦ Does presentation make sense? ◦ Is material arrangement appropriate for purpose and readers?  Completeness ◦ Is information correct? ◦ Is all required information included? ◦ All sources cited? Source: “Reporting Technical Information” Houp, Pearsall, Tebeaux, Dragga

 Style ◦ Is each paragraph opened with topic sentence? ◦ Are sentences concise? ◦ Eliminate sentences that provide little support.  Visuals ◦ Photos, illustrations, tables, etc. ◦ Are visuals required to help readers remember key ideas? Source: “Reporting Technical Information” Houp, Pearsall, Tebeaux, Dragga

 Mechanics ◦ Spelling, punctuation, sentence structure, etc. ◦ Relying on Spell Check not sufficient  Citing Sources ◦ Cite sources of all information used ◦ Cite any graphic that you didn’t create yourself  Document as a whole ◦ How does it look and sound? ◦ Is information easy to find?  Don’t look for every error at once  Have someone else read it Source: “Reporting Technical Information” Houp, Pearsall, Tebeaux, Dragga

 Your university has established a special committee to deal with parking problems. One recommendation requires increasing parking fees to help pay for a new parking facility, to be built in less than three years. The parking office has asked students for their input. Since the parking fee will increase $75 per semester under this plan, you decide to write the director of parking. Think about your response. ◦ What is your purpose? ◦ What should you say or not say? ◦ What is the risk? ◦ How should you sound? ◦ Can you support your claims with facts, history, surveys, etc? Source: “Reporting Technical Information” Houp, Pearsall, Tebeaux, Dragga Exercise

 One of most important considerations in composing technical documents  Writing is adapted to meet needs, interests, and backgrounds of readers  Identify all potential readers of document Source: “Online Technical Writing: Audience Analysis”

 Executives ◦ Decision makers  Business, economic, administrative, legal, etc. ◦ Often have little technical knowledge of topic  Non-specialists or General Public ◦ Little to no technical knowledge ◦ Want to know how topic affects them (e.g. new construction) ◦ May be curious, want to learn more about topic Source: “Online Technical Writing: Audience Analysis”

 Experts ◦ Understand details of topic very well ◦ Often have advanced degrees and high level of technical knowledge  Academic Readers* ◦ Similar background to yours ◦ Peers assess accuracy of content  Combined Audience ◦ Wide variability in background of audience ◦ Write for majority of readers, provide reference information where needed Source: “Online Technical Writing: Audience Analysis” *“Reporting Technical Information” Houp, Pearsall, Tebeaux, Dragga

 Background, knowledge, experience, training ◦ How much knowledge do you expect readers to have? ◦ Should you include background in document?  Needs and Interests ◦ How will readers use document?  Other demographic characteristics ◦ Age, gender, political and religious preferences, etc. ◦ International audiences  Acceptable norms, etc. Source: “Online Technical Writing: Audience Analysis”

 How do you use information from audience analysis? ◦ Add information necessary for understanding.  Is there key information missing?  Important background for non-specialists, key terms ◦ Omit unnecessary information.  Unnecessary information can be confusing  (ex) omit theoretical information from basic instructions Source: “Online Technical Writing: Audience Analysis”

 How do you use information from audience analysis? ◦ Change level of current information.  When you have correct information, but aimed at wrong audience ◦ Add examples to aid in understanding.  Examples very powerful in connecting with readers Source: “Online Technical Writing: Audience Analysis”

 How do you use information from audience analysis? ◦ Change organization of information.  (ex) should background be presented upfront, or woven into text when needed? ◦ Use more or different graphics.  Non-specialists audiences may require more and simpler graphics  Experts tend to need less graphics Source: “Online Technical Writing: Audience Analysis”

 How do you use information from audience analysis? ◦ Break up or consolidate text into meaningful sections  Shorter paragraphs helpful for non-specialist readers ◦ Add cross-references for important information  Pointing out background resources helpful for non-specialists in understanding technical documents. Source: “Online Technical Writing: Audience Analysis”

 Audience: Patient  What type of audience is this? ◦ Non-specialist  What type of information is expected? ◦ Background information of disease/illness ◦ How medication fights this in very general terms ◦ Safety information and side effects  Use of graphics? ◦ Several graphics that help explain process better index.m

 Audience: Physician  What type of audience is this? ◦ Expert  What type of information is expected? ◦ Concise explanation of indications, little background ◦ Detailed information of warnings ◦ Highly technical language  Use of graphics? ◦ Little or no graphics needed

 Go to CE 399 Website: /Undergraduate/Courses/CE399 - Choose 1 of the two articles - Print article - Read - Bring to recitation (Sept 6/Sept 8) for activity