1 Technical Communication A Reader-Centred Approach First Canadian Edition Paul V. Anderson Kerry Surman

2 Drafting Paragraphs, Sections, and Chapters Chapter 14

3 (c) 2007 Nelson, a division of Thomson Canada Limited Learning Objectives Draft segments of text that are usable and persuasive, regardless of length Draft segments of text that are usable and persuasive, regardless of length Develop an awareness of the human consequences of what you are drafting Develop an awareness of the human consequences of what you are drafting

4 (c) 2007 Nelson, a division of Thomson Canada Limited Usability: Drafting Paragraphs, Sections, and Chapters Regardless of a segment’s size, readers must perform the same set of mental tasks as they seek to understand and use its content Regardless of a segment’s size, readers must perform the same set of mental tasks as they seek to understand and use its content – Have to determine what its topic is – Have to figure out how its various parts fit together

5 (c) 2007 Nelson, a division of Thomson Canada Limited Persuasiveness: Drafting Paragraphs, Sections, and Chapters Regardless of a segment’s size, readers mentally process its persuasive claims and evidence in the same way Regardless of a segment’s size, readers mentally process its persuasive claims and evidence in the same way – Look for benefits to their organization and themselves – Spontaneously raise counterarguments

6 (c) 2007 Nelson, a division of Thomson Canada Limited Guidelines for Drafting Text Begin by announcing your topic Begin by announcing your topic Present your generalizations before your details Present your generalizations before your details Move from most important to least important Move from most important to least important

7 (c) 2007 Nelson, a division of Thomson Canada Limited Guidelines for Drafting Text (continued) Reveal your communication’s organization Reveal your communication’s organization Consult conventional strategies when having difficulties organizing Consult conventional strategies when having difficulties organizing Consider your readers’ cultural background when organizing Consider your readers’ cultural background when organizing

8 (c) 2007 Nelson, a division of Thomson Canada Limited Begin By Announcing Your Topic Topic statements increase usability Topic statements increase usability Readers engage in two kinds of mental processing Readers engage in two kinds of mental processing – Bottom-up processing – Top-down processing, which is more efficient

9 (c) 2007 Nelson, a division of Thomson Canada Limited Indicating The Topic of A Segment Use a sentence, especially at the beginning of a segment Use a sentence, especially at the beginning of a segment – “There are many ways to make these statements” – See Figure 14.1, page 345 Use a single word Use a single word – “First, identify the specific purpose” Use a question Use a question – “How do topic statements increase usability?”

10 (c) 2007 Nelson, a division of Thomson Canada Limited Present Your Generalizations Before Your Details At work, you will be presenting detailed facts to explain or support a general point you want your readers to understand or accept At work, you will be presenting detailed facts to explain or support a general point you want your readers to understand or accept State your topic at the beginning of each segment State your topic at the beginning of each segment Also, state your general point about your topic before you present your details Also, state your general point about your topic before you present your details

11 (c) 2007 Nelson, a division of Thomson Canada Limited How Initial Generalizations Improve Usability Help your readers Help your readers – Figure out what your general point is – Use segment more efficiently – Determine whether conclusion is valid – Assess whether support for conclusion is adequate

12 (c) 2007 Nelson, a division of Thomson Canada Limited How Initial Generalizations Improve Persuasiveness Left to themselves, different readers will draw different conclusions from the same facts Left to themselves, different readers will draw different conclusions from the same facts Present your generalizations before your readers begin to formulate their own Present your generalizations before your readers begin to formulate their own

13 (c) 2007 Nelson, a division of Thomson Canada Limited Sometimes You Shouldn’t Present Generalizations First If your generalization is likely to provoke a negative reaction, delay If your generalization is likely to provoke a negative reaction, delay Instead, use the indirect organizational pattern to lay the relevant groundwork with your details Instead, use the indirect organizational pattern to lay the relevant groundwork with your details

14 (c) 2007 Nelson, a division of Thomson Canada Limited Combine Topic and Generalization Instead of separate sentences, combine topic and generalization in a single sentence Instead of separate sentences, combine topic and generalization in a single sentence Be more concise and forceful Be more concise and forceful

15 (c) 2007 Nelson, a division of Thomson Canada Limited Move From Most Important to Least Important In a segment with parallel pieces of information, proceed in descending order of importance In a segment with parallel pieces of information, proceed in descending order of importance Initial placement makes your key information more accessible Initial placement makes your key information more accessible Occasionally, chronological order may make more sense Occasionally, chronological order may make more sense

16 (c) 2007 Nelson, a division of Thomson Canada Limited Reveal Your Communication’s Organization Provide a map for sequence and relationship Provide a map for sequence and relationship – See Figure 14.2, page 349 Four techniques for revealing organization Four techniques for revealing organization – Forecasting statements – Transitions – Headings – Visual arrangement of your text on the page

17 (c) 2007 Nelson, a division of Thomson Canada Limited Forecasting Statements Tell readers the organization of what lies ahead Tell readers the organization of what lies ahead – “To solve this problem, the department must take the following three actions” May be combined in one sentence with a topic statement May be combined in one sentence with a topic statement – “Our first topic is the trees – both native and imported – found in the Canadian Southwest”

18 (c) 2007 Nelson, a division of Thomson Canada Limited Writing Forecasting Statements Say something about the segment’s arrangement that reader will find helpful Say something about the segment’s arrangement that reader will find helpful Say only as much as readers can easily remember Say only as much as readers can easily remember Forecast only one level at a time Forecast only one level at a time

19 (c) 2007 Nelson, a division of Thomson Canada Limited Transitions Transitional statements help readers move between segments Transitional statements help readers move between segments – Tell what the upcoming segment is about – Indicate the relationship of what is coming and what has just ended May occur at the beginning of the new segment, the end of the segment being concluded, or through visual design May occur at the beginning of the new segment, the end of the segment being concluded, or through visual design

20 (c) 2007 Nelson, a division of Thomson Canada Limited Headings Headings act as signposts Headings act as signposts – See Figure 14.3, page 352, and Figure 14.4, page 353 Provide headings where there is a major shift in topic Provide headings where there is a major shift in topic Where quick access is required, use them to create a table of facts Where quick access is required, use them to create a table of facts

21 (c) 2007 Nelson, a division of Thomson Canada Limited Creating Text for Headings Three ways to create text Three ways to create text – Ask the question that the segment will answer for your readers – State the main idea of the segment – Use a key word or phrase Use parallel phrasing for parallel logic Use parallel phrasing for parallel logic Visual design indicates a heading’s place Visual design indicates a heading’s place

22 (c) 2007 Nelson, a division of Thomson Canada Limited Designing Headings Visually Make headings stand out from text Make headings stand out from text Make major headings more prominent Make major headings more prominent Give the same visual treatment to heading at the same hierarchical level Give the same visual treatment to heading at the same hierarchical level – See Figure 14.5, page 355

23 (c) 2007 Nelson, a division of Thomson Canada Limited Visual Arrangement of Your Text Adjust the location of your blocks of type Adjust the location of your blocks of type – Indent: see Figure 14.6, page 356 – Leave space – Begin a new page Use lists Use lists – Numbered – Bulleted

24 (c) 2007 Nelson, a division of Thomson Canada Limited Consult Conventional Strategies When Having Difficulties Organizing Six patterns for organizing information Six patterns for organizing information – Classification – Description of an object – Description of a process – Comparison – Cause and effect – Problem and solution Combination of patterns may be used Combination of patterns may be used

25 (c) 2007 Nelson, a division of Thomson Canada Limited Consider Your Readers’ Cultural Background When Organizing Different cultures use different organizational patterns Different cultures use different organizational patterns – Less linear patterns are used in China and India – Paragraphs do not stick to one unified thought or idea Structure your entire message to suit the customs of the readers’ culture Structure your entire message to suit the customs of the readers’ culture

26 (c) 2007 Nelson, a division of Thomson Canada Limited Ethics Guideline: Remember the Human Consequences Avoid becoming so focused on the technical subject matter that you overlook the impact on people Avoid becoming so focused on the technical subject matter that you overlook the impact on people Ensure that you make readers aware of the human consequences of recommendations and conclusions Ensure that you make readers aware of the human consequences of recommendations and conclusions

27 (c) 2007 Nelson, a division of Thomson Canada Limited Avoid Accidentally Treating Others Unethically When beginning work on a communication, identify its stakeholders When beginning work on a communication, identify its stakeholders Determine how the stakeholders will be affected by your communication Determine how the stakeholders will be affected by your communication Draft your communication in a way that reflects proper care for these individuals Draft your communication in a way that reflects proper care for these individuals

28 (c) 2007 Nelson, a division of Thomson Canada Limited In Summary Increase the usability and persuasiveness of your communications by using tools to draft paragraphs, sections, and chapters Increase the usability and persuasiveness of your communications by using tools to draft paragraphs, sections, and chapters Ensure your readers know what you are talking about and how your various points relate to one another Ensure your readers know what you are talking about and how your various points relate to one another Remember the human consequences of what you are drafting Remember the human consequences of what you are drafting