Chapter 4 By Nicole Tripp

What is Collaborative Writing? People working together to create a document. Proposals, reports, memos, books, and manuals

Advantages of Collaborative Writing Improves communication among employees. Greater skill base Greater knowledge base

Disadvantages of Collaborative Writing Takes more time Can lead to groupthink Can create unequal workloads

Setting Group Agenda’s Define the task Choose a group leader Define tasks for each group member Establish working procedures Establish a procedure for resolving conflict Establish a work schedule

Conducting Efficient Meetings Arrive on time. Stick to an agenda. Record the important decisions made at the meeting Summarize the meeting

Communicating Diplomatically Listen carefully Let the speaker finish; don’t interrupt Give everyone a chance to speak Avoid personal remarks and insults Don’t get emotionally attached to your ideas

Critiquing Group Members Drafts Start with a positive comment Talk about the writing, not the writer Focus on how the document will fit into the group’s document

Communicating Electronically Use the comment, revisions and highlight feature on a Word Processor Use to send files Use Groupware

Groupware A software that lets people plan, draft, revise and track a document Sharing files Carrying out discussions with team members Distributing announcements Creating automated change notifications

Summary Collaborative Writing Set Group’s Agenda Conduct Efficient Meetings Communicate Diplomatically Critique Drafts Communicate electronically Groupware

Chapter 5 By Michelle Denham and Lisa Obenauf

Analyzing an Audience Thinking Listening Classifying

Identifying Primary and Secondary Audiences Primary Audience – have a direct role in responding to your document Secondary Audience – will not directly act on or respond to your document

Basic Categories of Readers Try to classify your readers according to their knowledge of your subject. The Expert The Technician The Manager The General Reader

Individual Characteristics of Readers Who is your reader? What are your reader’s attitudes and expectations? Why and how will your reader use your document?

Writing for Multiple Audiences Modular Report Abstract – primarily for the technical reader Executive Summary – primarily for the manager Body of Report – for any interested readers, including technical readers, managers, experts and others Appendices – Primarily for technicians and experts

The Audience Profile Sheet Template available at: in the “Forms for Technical Communication” section.

Communicating Across Cultures Requires understanding of culture Requires understanding of cultural variables What language(s) should you use? What political, social, and economic factors will influence how readers interpret what you write? 1

Some “On the Top” Cultural Variables to Consider Political Economic Social Religious Educational Technological Linguistic

Understanding what “Beneath the Surface” Cultural Variables Mean There are also six “Beneath the Surface” variables to be considered. Each represents a spectrum of attitudes They do not line up in a clear pattern Different organizations within the same culture can vary greatly Cultural Values are fluid, not static

Understanding cont. Variables do not offer answers, instead questions to be considered. Can help you study the communications from people and become more aware of underlying values that affect communication.

Cultural Variables “Beneath the Surface” See Table 5.1 for details Focus on individuals or groups Distance between business life and private life Distance between ranks Nature of truth Need to spell out details Attitudes toward uncertainty 1

Considering Cultural Variables as you Write The challenge with communicating with a person from another culture is that you are communicating with a person, not a culture. You cannot be sure which cultures have influenced that person.

Considering Cultural Variables cont. To the person you’re communicating with, you are the one from another culture. You cannot be sure how much they are trying to accommodate your culture patterns. Communication between the two of you creates a hybrid of the two cultures.

Considering Cultural Variables cont. Research what you can about the culture you are writing for. If possible, ask for assistance by someone native to the culture. Seek examples of the type of writing you will be doing so you can study the format.

Strategies for Intercultural Communication Limit your vocabulary Keep sentences short Define abbreviations and acronyms in a glossary Avoid jargon unless you know your readers are familiar with it Avoid idioms and slang Use the active voice whenever possible Be careful with graphics Be sure someone from the target culture reviews your document

Generating Graphics and Design for Multicultural Readers Graphics and Design – One way to overcome the language barrier. Graphics and design can differ from culture to culture. Study samples of documents written from the culture to learn important differences in document layout.

Generating Graphics and Design cont. Documents from different cultures are becoming more unified. International Business is increasing each year The use of the Web is increasing dramatically Most communicators around the world are using the same word processing software

Determining your Purpose Ask yourself: “What do I want this document to accomplish?” What do you want your readers to know/believe? What do you want your readers to do? Your document should help your readers carry out a task, understand a concept, or hold a particular belief.

Determining your Purpose cont. Think of a verb that represents your purpose. Is your real purpose different from your expressed purpose? Many readers don’t want to be “persuaded” but are willing to learn new facts or ideas.

Determining your Purpose Examples Communicating Verbs To describe To explain To inform To illustrate To review To outline To authorize To define To summarize Communicating Verbs To assess To request To propose To recommend To forecast To evaluate

Gaining Management’s Approval Consider gaining your manager’s approval before proceeding too far into the project. It is wise to make sure that you are on the right track before investing too much time and effort into it.

Questions Please feel free to ask any questions you may have at this time.