Technical writing - PowerPoint Presentation

Slide1

Technical writing

September 17, 2014Slide2

Today

Wrap-up the writing process

MemosSlide3

Review – The Writing Process

Step 1: Brainstorming & Planning

Step 2: Drafting (write a rough draft)

Step 3: Revising

Step 4: EditingSlide4

Write a memo…Details:

To: Bob

Noddington

From: Harry Henderson

-

Purpose

: Explain company retreat

-

Location

:

Haeundae

Beach, Busan

-

Details

:

- From Sept. 19 – 20

- Taking a bus (university provided)

- Purpose of retreat: team building

- What to bring: swim suit, hotel voucher,

bagged lunch, presentation notes, dept. t-shirt.Slide5

Step 3: Revising

“Rethinking”

Content

: accuracy, relevance, adequate.

Organization

: Clear, effective, concise.

Tone

: Professional and sincere vs. arrogant.Slide6

Revising Example: Memo – First Draft

To: Kelly Anderson

From: Jack Fitzgerald

Date: September 13, 2012

Subject: Fall Clothes Line Promotion

Market research and analysis show that the proposed advertising media for the new fall lines need to be reprioritized and changed. Findings from focus groups and surveys have made it apparent that we need to update our advertising efforts to align them with the styles and trends of young adults today. 

XYZ

Company needs to focus advertising on internet sites that appeal to young people. According to surveys, 72% of our target market uses the internet for five hours or more per week. The following list shows in order of popularity the most frequented sites

: Google, Facebook,

Myspace

,

Ebay, iTunes.It used to be common to advertise for our products on shows like Friends and Seinfeld for our target audience, but even the face of television is changing. Young adults are tuning into reality television shows for their entertainment. Results from the focus group show that our target audience is most interested in shows like American Idol, The Apprentice, and America's Next Top Model. By refocusing our advertising efforts of our new line of clothing we will be able to maximize the exposure of our product to our target market

Just a mass of text

Paragraphs notproperly divided

Information

not easy to findSlide7

Revising Example: Memo – First Draft

To: Kelly Anderson

From: Jack Fitzgerald

Date: September 18, 2012

Subject: Fall Clothes Line Promotion

Market research and analysis show that the proposed advertising media for the new fall lines need to be reprioritized and changed. Findings from focus groups and surveys have made it apparent that we need to update our advertising efforts to align them with the styles and trends of young adults today. 

Internet Advertising

XYZ Company needs to focus advertising on internet sites that appeal to young people. According to surveys, 72% of our target market uses the internet for five hours or more per week. The following list shows in order of popularity the most frequented sites

:

-Google

- Facebook

- Myspace

-

Ebay - iTunes.Television AdvertisingIt used to be common to advertise for our products on shows like Friends and Seinfeld for our target audience, but even the face of television is changing. Young adults are tuning into reality television shows for their entertainment. Results from the focus group show that our target audience is most interested in shows like  - American Idol - The Apprentice - America's Next Top Model. By refocusing our advertising efforts of our new line of clothing we will be able to maximize the exposure of our product to our target market

Information isthe same.

Document isdivided into logicalsections.

Info much easier

to find.Slide8

Step 3: Revising (Tone)

Be confident…

…but not TOO confident.

i.e.,

“I am clearly qualified for the position.”

“My qualifications in the areas of accounting and customer service meet your job requirements.”

Vs.Slide9

Step 3: Revising (Tone)

Be courteous and sincere…

…not rude.

i.e.,

You didn’t read the instructions carefully, thus your system has shut down.

The system may automatically shut down if any installation errors occur.

Vs.Slide10

Step 3: Revising (Tone)

Use positive language

i.e.,

“Since Mr. Edwards is

cheap

, we will have to negotiate.”

“Due to Mr. Edwards’

economical

nature, negotiations are necessary.”

Vs.Slide11

Step 3: Revising (Tone)

Consider your audience

i.e., Writing to a colleague vs. your manager

“I think we should go ahead with Amy’s plan for reorganization It seems like a safe option, and I don’t think we can lose.”

“I think we should adopt the organizational plan developed by Amy

Steglitz

. Her recommendations are carefully researched and persuasively answer the questions our department has about solving the problem.”

Vs.Slide12

Tone

We will have a closer look at tone later in the semester.Slide13

Step 4: Editing

Sometimes called “Quality Control”

Editing involves checking

:

- Sentences

- Word choices

- Punctuation and spelling

- Grammar

- Clarity Slide14

Subject line is wordy and

unfocused.

One long paragraph.

Repeats ideas.

Uses awkward and wordy

sentences.

Does not indicate what the

writer will do about the problem.Slide15
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Step 4: Editing

Some specifics:

Check each sentence for completeness.

Check mechanics (spelling, punctuation, capitalization).

Check for mistakes such as noun-verb agreement, verb tense, noun plurals, articles, etc.

Check for incorrectly used words.

Check for

contractions **Slide17

Step 4: Editing

b. Editing

Check each sentence for completeness.

i.e., Since he came to

Daegu

.

Because it is important.

Dependent clauses

(must be connected to

a “complete thought”)

- independent clauseSlide18

Step 4: Editing

Check each sentence for completeness.

Since he came to

Daegu

,

Tony has lost 10 kg

.

He exercises everyday

because it is important.Slide19

Step 4: Editing

Check mechanics (spelling, punctuation, capitalization).

- These kinds of mistakes make you appear lazy.

- This is the worst way to lose grades.

people often say the food in

england

is knot very good.

Howevr

, it is improving know

.

 People England….not…However…nowSlide20

Step 4: Editing

Check for mistakes such as noun-verb agreement, verb tense, noun plurals, articles, etc.

- This requires careful reading.

- It is often helpful to record yourself reading your work, so you can hear mistakes you don’t see.Slide21

Step 4: Editing

Check for mistakes such as noun-verb agreement, verb tense, noun plurals, articles, etc.

- The people in the lobby has packages to deliver.

- Yesterday, several people from the safety committee go to the accident site.

- Two ship collided, which caused an oil spill.

- The Madagascar is island in Indian Ocean.Slide22

Step 4: Editing

The people in the lobby has packages to deliver.

 The people in the lobby

have

packages to deliver.

- Yesterday, several people from the safety committee go to the accident site.

 Yesterday, several people from the safety committee

went

to the accident site.

- Two ship collided, which caused an oil spill.

 Two ship

s collided, which caused an oil spill. - The Madagascar is island in Indian Ocean. Madagascar is an island in the Indian Ocean.Slide23

Step 4: Editing

Check for mistakes such as noun-verb agreement, verb tense, noun plurals, articles, etc.

NOTE

: Be careful of “to be” verbs

- They was go to

Everland

.

 They

went

to

Everland. - Tony and Andrew are meet for lunch every Saturday.  Tony and Andrew meet for lunch every Saturday.Slide24

Step 4: Editing

b. Editing

Check for incorrectly used words.

- Everyone was present accept Tom.

except

- Mark is successful in negotiations because people believe him.

trustSlide25

Step 4: Editing

Check for contractions

.**

Do not use “don’t” (or “can’t”, “shouldn’t”, etc.)

-**Except for personal communications.Slide26
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Memo

Short for

Memorandum

, Latin for

“something to be remembered

.”

Memos are brief

“in-house “ correspondences

sent

throughout companies and organizations.

“

in-house” = within a company/organization.Slide28

Memos

Memos serve a variety of

functions:

- making

an

announcement

- providing instructions

- clarifying

a

policy/procedure/issue

- changing

a policy or procedure- alerting employees to a problem or issue- offering general information

- providing a brief summary

- making a request, - offering suggestions

calling

a

meetingAND MORE!!Slide29

Memos

Memos are usually written for an in-house audience (people in your organization), but are sometimes used for short reports sent to another organization.

They keep track of:

What jobs are done and

where, when, and by whom.

Also report difficulties, delays, or cancellations.Slide30

Header

Introduction:

provides background and states purpose

Body:

Numbered list is used for easier reading

Conclusion:

“Call to action” – asks for comments.Slide31
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Memo Format

Generally, the headings are organized like this:

To:

From:

Date:

Subject:Slide34

Memo Format

To: H.K. Gunther, Manager

Campus bookstore

Identify the recipient clearly; use title (if he/she uses one).

Recipients may also be addressed as a group.

To: KAC sophomore students.Slide35

Memo Format

From: Prof. Bob

Noddington

Department of International Relations

Room 527, KAC

580-7896

Identify the author, and add title if the memo is going to someone not well known (i.e., another department or another company).

For more familiar audiences, the author needs only basic info.

From: Joan Campbell.Slide36

Memo Format

Date:

September 18,

2012

Write the date in this format

month date, yearSlide37

Memo Format

Subject: Request for new textbooks to support ongoing research ($800)

Give a clear, detailed identification of the subject.

Subject: Ways to improve workplace safety.

Subject: Introduction to new office network protocol.Slide38

Memo Format

To

:

H.K.

Gunther,

Manager

Campus bookstore

From

:

Prof. Bob

Noddington

Department of International Relations Room 527, KAC 580-7896Date: September 18, 2012Subject: Request for new textbooks to support ongoing research ($800)Slide39

Strategies for Organizing Memos

Organize your memos so that readers can find information quickly and act on it promptly. Slide40

Strategies for Organizing Memos

For longer, more complex memo communications, divide your memo into three parts

:

Introduction

Body

(Discussion

)

ConclusionSlide41

Strategies for Organizing Memos

Introduction:

Tell

readers clearly about the issue or policy, explain any background information the reader needs to know, and be specific about what you are going to accomplish in your memo

.Slide42

Strategies for Organizing Memos

Introduction:

“Starting January 1, we will introduce the following change in regard to our company policy with regard to annual leave: every year one employee from each department will be awarded special annual bonus leave for outstanding performance.”Slide43

Strategies for Organizing Memos

2. Body

(Discussion):

State

why a problem or procedure is important and who will be affected by it, indicate why changes are necessary, and give precise dates, times, locations, and costs.Slide44

Strategies for Organizing Memos

2. Body

(Discussion):

“The eligible employees will have additional five (5) days of annual leave credited on January 15. The bonus leave will be accounted for separately and will remain available until used, notwithstanding any other limitation of the total number of days annual leave that may be carried forward.Slide45

Strategies for Organizing Memos

3. Conclusion

:

Ask

readers to call you if they have questions, request a reply, and provide a list of recommendations.Slide46

Strategies for Organizing Memos

3. Conclusion

:

“We will have a meeting on December 15 at 10:00 a.m. to discuss the results of the 2012 performance evaluation and approve the final list of employees eligible for the bonus. The announcement to the employees will follow the meeting. If you have any questions or comments, please let me know before the meeting.”Slide47
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Homework

Assignment 1: Memo

Check the website’s “Assignments” section.

- Brainstorming

revision

- Outline

- Memo

Dates

: First Draft: Thursday Sept.

25

(11:59 pm)

Final Draft: Tuesday Sept. 30 (11:59 pm)