What Skills Help You Analyze Functional Documents? Feature Menu Analyzing Structure and Format Finding the Main Idea Taking Notes Comparing and Contrasting Details Your Turn

Functional documents are arranged to transmit information effectively. By analyzing the structure and format of documents, you will be able to use them more easily understand them better Analyzing Structure and Format

The structure of a document is the way it is organized. Different types of documents follow different logical sequences. Product reviews may list products from highest rating to lowest rating, or vice versa. Employee Handbook Section I. Dress Code A.Staff B.Supervisors Legal documents are often arranged point by point. How-to instructions usually follow a step-by-step order.

Analyzing Structure and Format The format of a document consists of the elements that make it up: headers type fonts paragraphs line spacing header boldface type single- spaced paragraph numbered paragraph

Analyzing Structure and Format A document’s format also includes graphics such as: tables charts illustrations cartoons maps

Analyzing Structure and Format Quick Check You’ve probably seen fliers and posters like this one on utility poles and bulletin boards. [End of Section] How do the structure and format help to transmit the information on the poster?

Analyzing Structure and Format Quick Check The structure is very simple: It has one instruction (“Call Today!”). The format consists of huge, bold words, so that it can be seen from a distance. “10” stands out on a black background. There are strips at the bottom to tear off and take away, so a person doesn’t have to write down the phone number.

Functional documents can be full of jargon and technical language. Finding the Main Idea Readers often feel overwhelmed by new or difficult terms. You’ll probably have to learn the meaning of such terms at some point, but even without knowing them, you can still understand the document’s main ideas.

One meaning of jargon is the special technical terminology used by a particular group. For example, people in a specific profession often use vocabulary, abbreviations, and acronyms that the general public does not always understand—or understands differently. Finding the Main Idea

To understand the main ideas of a document—the central points the writer wants to make—good readers use the document’s structure and format. Finding the Main Idea sequence—how the document is organized headers—how the text is divided into parts Pay close attention to graphics—how the information is supported by illustrations, charts, tables, or maps

Think about the purpose of the document. For example: Finding the Main Idea If the purpose of the document is to provide instructions for installing, assembling, or using something, look for the steps and focus on following them.

If the purpose of the document is to provide information about returning an item to the manufacturer, Finding the Main Idea look at headers or in the table of contents for sections about conditions and restrictions. How long do I have to return the item after purchasing it? Will the manufacturer take it back if I don’t have the original packaging?

Finding the Main Idea Quick Check Look at the titles of these related documents. How might the purpose of each document differ from the others?

This document probably instructs parents about protecting children from the sun. Finding the Main Idea Quick Check The purpose of this document is to inform readers about skin cancer. This document provides step- by-step instructions for protecting oneself from too much sun exposure.

Finding the Main Idea Quick Check What do you think the main ideas of these documents are? [End of Section]

Finding the Main Idea Quick Check All of these documents are about the dangers of too much exposure to the sun and about protecting your skin (and eyes).

Taking Notes Taking notes while you read a functional document will help clarify your understanding. If you have a personal copy of the document, you may want to highlight important steps or answers to problems. How to Install Your New Software 1. Remove the “Your Software” CD from packaging. 2. Insert CD in CD-RW drive. 3. Follow instructions that appear on your monitor. Close all open applications!

Taking Notes Here are several options for taking notes: Take notes in a separate notebook or on notecards. Write in the margins or highlight important phrases, sentences or paragraphs (if you have your own copy).

Taking Notes Here are several options for taking notes: Use self-adhesive notes to mark places and jot down ideas. Type notes into your computer. — Check warranty expiration date! 6 months? — Keep the packaging and box!

Make sure your notes include all the information you need. Taking Notes Note details you need to find the information again—page number, URL, date, source title Write quotations exactly as they are written. I’m sorry, Sir, but can you tell me where in the user manual it says that? Where did you find that information? [End of Section]

So do functional documents of the same type. Comparing and Contrasting Details Products of the same type—such as cell phones—all have similar elements, or basic parts. These are both income tax returns (forms), but one is for individuals, and the other is for some kinds of businesses. The documents differ in their features, or specific details.

you should also compare and contrast details in functional documents. Comparing and Contrasting Details Just as you would compare and contrast various phones and calling plans before you made your purchase,

You probably compare features when you buy shoes or clothes. You check the label for the size, the fabric, and the care instructions. Comparing and Contrasting Details Comparing features is especially helpful when you are trying to decide between two similar products. Comparing terms of contracts and warranties is important if you want to get a good deal.

Comparing and Contrasting Details Quick Check How would you use these details to make a decision about a new cell phone? Why might you choose one calling plan over the other? Calling plan #1 200 peak minutes Unlimited off-peak minutes $0.05 per text message One-year contract Calling plan #2 500 peak minutes Unlimited off-peak minutes Unlimited text messages Three-year contract

Comparing and Contrasting Details Quick Check If you text a lot, plan #2 might be a better choice for you. On the other hand, the contract period for plan #1 is shorter; you have to commit to plan #2 for three years. Calling plan #1 200 peak minutes Unlimited off-peak minutes $0.05 per text message One-year contract Calling plan #2 500 peak minutes Unlimited off-peak minutes Unlimited text messages Three-year contract

Comparing and Contrasting Details Quick Check What else would you need to know to make your decision? [End of Section] Calling plan #1 200 peak minutes Unlimited off-peak minutes $0.05 per text message One-year contract Calling plan #2 500 peak minutes Unlimited off-peak minutes Unlimited text messages Three-year contract

Comparing and Contrasting Details Quick Check You would need to know the price difference. Plan #1 is probably less expensive per month, but if you talk and text a lot, it could actually cost you more. So you also need to know about your own phone usage and needs. Calling plan #1 200 peak minutes Unlimited off-peak minutes $0.05 per text message One-year contract Calling plan #2 500 peak minutes Unlimited off-peak minutes Unlimited text messages Three-year contract

Apply Reading Skills Your Turn Visit the home page of your favorite Web site and then respond to these questions: 1. How is the information on the Web page organized? 2. How does the designer of the Web page use headers, fonts, and graphics? 3. What are the main idea and purpose of the Web page? 4. How could the Web page be improved? If you do not have access to the Internet, analyze a magazine or newspaper article. [End of Section]

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