Chapter 6 Understanding the Technical Writing Process Chapter 6 describes the process of creating technical documents. The reality of communicating in a workplace in which the rhetorical complexities transcend linear notions of merely “transmitting” information is illustrated by the case of Glenn Tarullo. The intent here is not to overwhelm students, but to help them define the kinds of problems they need to solve, the range of decisions they need to make, and the types of strategies they might employ for effective decision making.

Learning Objectives Identify unique aspects of the technical writing process Appreciate the role of critical thinking during that process Follow one working writer through an everyday writing situation Observe the steps in planning, drafting, and revising a document

Learning Objectives (continued) Understand why proofreading is an important final step Appreciate the advantages and drawbacks of digital writing tools

The Technical Writing Process Although the writing process (researching, planning, drafting, and revising) is similar across all disciplines, the process for technical writing differs from the process for essay writing in some ways. For example: Research often involves discussions with technical experts. Analysis of audience needs and expectations is critical. Complex organizational settings and “office politics” play an important role.

The Technical Writing Process (continued) Colleagues frequently collaborate in preparing a document. Many workplace documents are carefully reviewed before being released. Proper format (letter, memo, report, brochure, and so on) for a document is essential. Proper distribution medium (hard copy or digital) is essential. Deadlines often limit the amount of time that can be spent preparing a document.

The Technical Writing Process (continued) An illustration of the technical writing process:

Questions to Consider as Your Work with the Ideas and Information Have I defined the issue accurately? Is the information I’ve gathered complete, accurate, reliable, and unbiased? Can it be verified? How much of it is useful? Is a balance of viewpoints represented? What do these facts mean? What conclusions seem to emerge? Are other interpretations possible?

Questions to Consider as Your Work with the Ideas and Information (continued) What, if anything, should be done? What are the risks and benefits? What other consequences might this have? Should I reconsider?

Questions to Consider as You Plan the Document What do I want it to accomplish? Who is my audience, and why will they use this document? What do they need to know? What are the “political realities” (feelings, egos, cultural differences, and so on)? How will I organize? What format and visuals should I use? Whose help will I need? When is it due?

Questions to Consider as You Draft the Document How do I begin, and what comes next? How much is enough? What can I leave out? Am I forgetting anything? How will I end? Who needs to review my drafts?

as You Evaluate and Revise Questions to Consider as You Evaluate and Revise the Document Does this draft do what I want it to do? Is the content useful? Is the organization sensible? Is the style readable? Is everything easy to find? Is the format appealing? Is the medium appropriate? Is everything accurate, complete, appropriate, and correct?

as You Evaluate and Revise the Document (continued) Questions to Consider as You Evaluate and Revise the Document (continued) Is the information honest and fair? Who needs to review and approve the final version? Does it advance my organization’s goals? Does it advance my audience’s goals?

Make Proofreading Your Final Step Basic errors distract the reader and make the writer look bad. Proofreading for the following: Sentence errors Punctuation errors Usage errors Mechanical errors Format errors Typographical errors

Guidelines for Proofreading Keep in mind the following guidelines when proofreading a document: Save it for the final draft Take a break before proofreading your final document Work from hard copy Keep it slow Be especially alert for problem areas in your writing Proofread more than once Never rely only on the computer

Digital Technology and the Writing Process A variety of digital tools and programs exist that provide support for the technical writing process. Consider using such options as brainstorming and storyboarding software, wikis, tracking systems, social media for research, flowcharting and mapping software, and more.

Review Questions 1. What are the four stages of the writing process? 2. What are five questions to ask when working with ideas and information? 3. What are five questions to ask when planning the document? 4. What are five questions to ask when drafting the document? 5. What are five questions to ask when evaluating and revising the document? Answers 1. Researching, planning, drafting, and revising. 2. Any of the following: Have I defined the issue accurately? Is the information I’ve gathered complete, accurate, reliable, and unbiased? Can it be verified? How much of it is useful? Is a balance of viewpoints represented? What do these facts mean? What conclusions seem to emerge? Are other interpretations possible? What, if anything, should be done? What are the risks and benefits? What other consequences might this have? Should I reconsider? 3. Any of the following: What do I want it to accomplish? Who is my audience, and why will they use this document? What do they need to know? What are the "political realities" (feelings, egos, cultural differences, and so on)? How will I organize? What format and visuals should I use? Whose help will I need? When is it due? 4. Any of the following: How do I begin, and what comes next? How much is enough? What can I leave out? Am I forgetting anything? How will I end? Who needs to review my drafts? 5. Any of the following: Does this draft do what I want it to do? Is the content useful? Is the organization sensible? Is the style readable? Is everything easy to find? Is the format appealing? Is the medium appropriate? Is everything accurate, complete, appropriate, and correct? Is the information honest and fair? Who needs to review and approve the final version? Does it advance my organization's goals? Does it advance my audience's goals?

Review Questions (continued) 6. Why is proofreading important as a final step? 7. What are six types of errors to look for when proofreading? 8. When should you proofread? 9. How many times should you proofread? 10. What are three digital technologies that enhance the writing process? Answers (continued) 6. If you don’t correct basic errors, you will distract the reader and make yourself look bad. 7. Sentence errors, punctuation errors, usage errors, mechanical errors, format errors, and typographical errors. 8. When you are working on your final draft. 9. More than once. 10. Any of the following: brainstorming and storyboarding software, wikis, tracking systems, social media, flowcharting and mapping software.