Organization is really important when writing any sort of document. Technical writing also uses an introduction-body-conclusion structure, like most typical reports or essays. This chapter will teach you how to create informal and formal outlines, prepare storyboards for long documents, and shape effective paragraphs. I will also discuss how to determine the best sequence for your material, how to group your information into discrete units, and how to create an overview of a longer document.
In order for your reader to understand your writing, you must organize it in a way that makes sense to them. There are several questions to consider when organizing your document (Lannon, pg. 191):
· What relationships do the collected data suggest?
· What should I emphasize?
· In which sequence will users approach this material?
· What belongs where?
· What do I say first? Why?
· What comes next?
· How do I end presentations?
Since your organization must be logical from the reader’s perspective, the best pattern to follow is the standard introduction/body/conclusion format. The introduction will grab the reader’s attention and provide a brief overview of what will be contained in the document. The body of the document provides the evidence and data to support the claim you initially made. And the conclusion summarizes the contents of the document by taking a position and making recommendations to the reader.
Outlining is an essential part of writing because it can help you visualize your document; especially if it’s long, and it can help you make sure that your document flows logically. A first step in creating your outline is to create a list of the essential information you want to include. You can then organize this list into an outline with an introduction, body and conclusion section. A formal outline is only necessary for a longer document, because it requires much more than just a simply list. Also, alphanumeric notation is replaced by decimal notation for technical documents—this form is usually preferred in the workplace, as it makes things easier to reference. Your outline can also convert into a sentence outline, which is oftentimes preferred in a collaborative project where different team members prepare different sections of the document. Your finished outline won’t be finalized until your final draft, and it is more of a model to check that you document has a clear line of thinking.
Storyboarding is another helpful tool, if you are preparing a long document, as it allows you to visualize each section of your outline. This is most helpful when you are collaborating in a group project, and it can be displayed on whiteboards, poster boards, flip charts, or computer screens.
Paragraphs can take on many different forms as well, and each support paragraph should be able to stand alone in meaning. The topic sentence is the sentence to which all sentences relate in a given paragraph. Each topic sentence should include an idea or argument for your case, while at the same time explaining the point. The topic sentence also appears as the first sentence in a body paragraph. A paragraph is considered to be unified when all sentences relate back to the topic sentence, so keep this in mind when constructing your paragraphs. Coherent paragraphs are where everything not only belongs, but is linked together. This can be damaged by choppy sentences, sentences in the incorrect order, bad transitions, or a faulty line of reasoning. Paragraph length also depends on the purpose of the document and the reader’s capacity for understanding. Highly technical documents will probably use short paragraphs, or even a list. The most important thing, however, is how well a given paragraph makes your point.
Sequencing is also an important element of document formatting. Information should always be arranged in a logical presentation—a single paragraph will follow one sequence, but a longer document will probably have several sequences. Spatial sequencing begins at one location and ends at another, and it is most useful when you are describing something. Chronological sequence is an actual sequence of events, and it explains how to do something or how something was done. Effect-to-cause sequencing is a problem solving analysis, while cause-to-effect sequencing follows an action to its results. Emphatic sequencing makes certain things stand out, by offering reasons of support to a specific viewpoint. Problem-causes-solution first describes the problem, then diagnoses it, and finally solves it. Comparison-contrast sequencing evaluates given items on their similarities or differences.
Chunking breaks information down into smaller units, based on a given reader’s needs or the document’s purpose. Material that is well chunked will be easy to follow and visually appealing.
An overview of your document is all about showing the “big picture”, and you should first start out with the things that the readers really want to know, like the purpose of the document, why they want to read it, and what information they will get from it. Overviews are placed near the beginning of the document, and their size and shape will vary for each document.
Group Discussion Question: One thing that this chapter did not bring up is the thesis statement, which is normally found in the introductory paragraph. Do you think this is essential in a technical document? Why?
Tuesday, May 31, 2011
Saturday, May 28, 2011
Chapter 9: Summarizing Research Findings and Other Information
As equally important as finding accurate and pertinent information, it is very important to be able to summarize and get the most out of your information. Summaries play an important role in workplace communication, but there are four different types of summaries, such as closing summaries, informative abstracts, descriptive abstracts, and executive abstracts. Again, you must also consider ethical issues when you are writing summaries. It's also important to plan your summary when you have to write a long document.
A summary restates the main ideas in a long document, and they convey the general meaning of something without losing the main ideas. Writing a summary means that you must provide only the essential information in your own words without leaving out things that would cause you to lose the original point.
It's important to consider your audience and purpose when writing a summary because this shapes how you will write it. Your summary may be a research aid, or it may be a part of something you use at work. For example, when working with long reports, proposals, and other complex documents, you usually precede them with a summary.
The purpose of summaries, of course, is to provide an overview with essential facts. No matter what you are summarizing, you need to describe what the original document is about, give readers the chance to decide whether they will read the whole document or parts of it, and it give the reader a way to understand the whole document, given that they even plan to read it.
For shorter documents, such as letters and memos, only an opening thesis or topic sentence is necessary to present the information.
There are several elements that are usually in an effective summary. These include accuracy, completeness, readability, conciseness, and a nontechnical style. There are also guidelines that may help you summarize your information. The first is that you must first completely read the entire document; then reread it, and underline what is most important. Next, take time to edit the information that you underlined. Then, rewrite the most important information in your own words-- this is your first draft, which must next be edited. You should also cross-reference your summary to the original document. Rewrite your edite version again, respecting a stipulating word limit. Finally, you are ready to document your source, making sure to cite the exact source below your summary.
In addition to summarizing reports, proposals, and other documents, you will probably have to summarize your own works at some point. There are several different types of summaries which you will probably create at some point. A closing summary appears in the conclusion and it reviews the main findings in the previous sections. By looking at "the big picture", readers can appreciate the conclusions and recommendations that will follow a closing summary. An informative abstract precedes a full report, while condensing what the entire document contains. Readers oftentimes appreciate when a long report or proposal is condensed. The term informative abstract is not actually used much nowadays, but it is termed, simply, "summary" instead. A descriptive abstract appears on the title page, and it describes only what the document covers. It is usually one to three sentences, and it doesn't give the report's main points. This abstract helps people decide whether they actually want to read the report or not. These are also used more often in sciences and social sciences because they most focus on methodology rather than actual results. An executive abstract also precedes the full report, as well as helping to guide the thinking of decision makers. It's a special type of informative abstract, and it's geared towards decision makers instead of a technical audience. It generally has a more persuasive emphasis, as its purpose is to get the readers to act on the presented information. This abstract is critical when its reader has no time to actually read the document.
More information in summary format nowadays is increasingly important to reader's today because they oftentimes feel bombarded by information-overload. However, there are several ethical pitfalls that are brought up by summarizing information. First, condensed versions of information in a complex document oftentimes neglect to communicate just how complicated a document is. A summarizer also has to choose what to leave in and what to leave out, and during this selection process, they may leave an important piece of information out. Also, when you are summarizing someone else's writing, the voice of the document will disappear, in addition to the writer's viewpoint or intent. A distortion of the original writer's viewpoint is considered a form of plagiarism.
An important thing to remember is that even though summaries are crucial to corporate work today, when a topic or document is more complex, readers will need the complete story to have an accurate idea about the document.
Group Discussion Question: Have you ever had to summarize a document in a corporate job? What about in a research project? What sorts of things did you consider when you constructed your summary? What do you consider when you write the summaries for this class?
A summary restates the main ideas in a long document, and they convey the general meaning of something without losing the main ideas. Writing a summary means that you must provide only the essential information in your own words without leaving out things that would cause you to lose the original point.
It's important to consider your audience and purpose when writing a summary because this shapes how you will write it. Your summary may be a research aid, or it may be a part of something you use at work. For example, when working with long reports, proposals, and other complex documents, you usually precede them with a summary.
The purpose of summaries, of course, is to provide an overview with essential facts. No matter what you are summarizing, you need to describe what the original document is about, give readers the chance to decide whether they will read the whole document or parts of it, and it give the reader a way to understand the whole document, given that they even plan to read it.
For shorter documents, such as letters and memos, only an opening thesis or topic sentence is necessary to present the information.
There are several elements that are usually in an effective summary. These include accuracy, completeness, readability, conciseness, and a nontechnical style. There are also guidelines that may help you summarize your information. The first is that you must first completely read the entire document; then reread it, and underline what is most important. Next, take time to edit the information that you underlined. Then, rewrite the most important information in your own words-- this is your first draft, which must next be edited. You should also cross-reference your summary to the original document. Rewrite your edite version again, respecting a stipulating word limit. Finally, you are ready to document your source, making sure to cite the exact source below your summary.
In addition to summarizing reports, proposals, and other documents, you will probably have to summarize your own works at some point. There are several different types of summaries which you will probably create at some point. A closing summary appears in the conclusion and it reviews the main findings in the previous sections. By looking at "the big picture", readers can appreciate the conclusions and recommendations that will follow a closing summary. An informative abstract precedes a full report, while condensing what the entire document contains. Readers oftentimes appreciate when a long report or proposal is condensed. The term informative abstract is not actually used much nowadays, but it is termed, simply, "summary" instead. A descriptive abstract appears on the title page, and it describes only what the document covers. It is usually one to three sentences, and it doesn't give the report's main points. This abstract helps people decide whether they actually want to read the report or not. These are also used more often in sciences and social sciences because they most focus on methodology rather than actual results. An executive abstract also precedes the full report, as well as helping to guide the thinking of decision makers. It's a special type of informative abstract, and it's geared towards decision makers instead of a technical audience. It generally has a more persuasive emphasis, as its purpose is to get the readers to act on the presented information. This abstract is critical when its reader has no time to actually read the document.
More information in summary format nowadays is increasingly important to reader's today because they oftentimes feel bombarded by information-overload. However, there are several ethical pitfalls that are brought up by summarizing information. First, condensed versions of information in a complex document oftentimes neglect to communicate just how complicated a document is. A summarizer also has to choose what to leave in and what to leave out, and during this selection process, they may leave an important piece of information out. Also, when you are summarizing someone else's writing, the voice of the document will disappear, in addition to the writer's viewpoint or intent. A distortion of the original writer's viewpoint is considered a form of plagiarism.
An important thing to remember is that even though summaries are crucial to corporate work today, when a topic or document is more complex, readers will need the complete story to have an accurate idea about the document.
Group Discussion Question: Have you ever had to summarize a document in a corporate job? What about in a research project? What sorts of things did you consider when you constructed your summary? What do you consider when you write the summaries for this class?
Chapter 8: Evaluating and Interpreting Information
Learning how to get the most out of your information is so important that it needed its own chapter! Again, I will look at the role that critical thinking plays in the research process, while also assessing dependability in information sources and quality in evidence. You need to be able to interpret your findings accurately and without bias, and you must understand that "certainty" in research is extremely hard to find. You should also be aware of the common errors in reasoning and statistical analysis, and also know that research, by its nature, carries the potential for error.
It is true that not all information is equal-- the same is true for interpretations of that information. Collecting information is probably the easiest part of your research, it's sifting through that information that is the challenge. When evaluating your sources, there are several things to consider. First, you must determine the currency of your sources. Also, you should find the reputation of your printed sources-- see the publication's copyright page to find if the work was published by a university, professional society, museum or respected news organization. Also, check the perspective of your internet or database sources. You should also consider why a given study was funded-- what were there motives? It's also important to cross-check your sources against other similar sources.
You also need to evaluate the evidence that you obtained. Evidence is information that either supports or refutes your claim. First look at the sufficiency of the evidence-- do you have enough? Next, separate your hard and soft evidence. Hard evidence is facts, expert opinions, and statistics, and soft evidence is essentially evidence that cannot be verified. Also look at whether your information is balanced and reasonable, and consider how your facts are being framed.
Interpreting your findings is getting to the truth of the matter, whether or not your research adds to the conclusion you are trying to make. Research can yield three distinct and different levels of certainty. The first is the ultimate truth, which is the conclusive answer. These are the research outcomes that we want to find. The second is the probable answer, or research that stands a change of being accurate and true. The third is the inconclusive answer, which is not a good enough answer for your research!
You should also consider how underlying assumptions will affect your research. Also, watch out for personal biases and rationalization taking the place of reason. Try to look at all angles of interpretation.
Finding proof is normally a process of elimination. In order to rule out bad reasoning, you ought to ask yourself the following questions (Lannon, pg. 159):
You should also not the there are several limitations to research. For example, there are obstacles to validity and reliability in surveys. And there can also be flaws in research studies, including epidemiological studies (studies of various populations), laboratory studies, and human exposure studies (studies that have a control group). The public can also get deceptive reporting on certain scientific findings, because it is true that bad science can make really good news.
To summarize, it is important to evaluate your sources, evaluate your evidence, interpret your findings, and check all of your research for weak spots. There is a lot of bogus information available the more technological advances increase, but this also means that we have greater access to awesome information from very trusted people and organizations. Just be extra careful to triple check your final information-- there is a lot of ways that facts and statistics can be misused and misleading.
Group Discussion Question: Have you ever made a mistake and reported inaccurate findings? How did you correct yourself and what were the consequences?
It is true that not all information is equal-- the same is true for interpretations of that information. Collecting information is probably the easiest part of your research, it's sifting through that information that is the challenge. When evaluating your sources, there are several things to consider. First, you must determine the currency of your sources. Also, you should find the reputation of your printed sources-- see the publication's copyright page to find if the work was published by a university, professional society, museum or respected news organization. Also, check the perspective of your internet or database sources. You should also consider why a given study was funded-- what were there motives? It's also important to cross-check your sources against other similar sources.
You also need to evaluate the evidence that you obtained. Evidence is information that either supports or refutes your claim. First look at the sufficiency of the evidence-- do you have enough? Next, separate your hard and soft evidence. Hard evidence is facts, expert opinions, and statistics, and soft evidence is essentially evidence that cannot be verified. Also look at whether your information is balanced and reasonable, and consider how your facts are being framed.
Interpreting your findings is getting to the truth of the matter, whether or not your research adds to the conclusion you are trying to make. Research can yield three distinct and different levels of certainty. The first is the ultimate truth, which is the conclusive answer. These are the research outcomes that we want to find. The second is the probable answer, or research that stands a change of being accurate and true. The third is the inconclusive answer, which is not a good enough answer for your research!
You should also consider how underlying assumptions will affect your research. Also, watch out for personal biases and rationalization taking the place of reason. Try to look at all angles of interpretation.
Finding proof is normally a process of elimination. In order to rule out bad reasoning, you ought to ask yourself the following questions (Lannon, pg. 159):
- To what extent can these findings be generalized?
- Is Y really caused by X?
- To what extent can the numbers be trusted, and what do they mean?
You should also not the there are several limitations to research. For example, there are obstacles to validity and reliability in surveys. And there can also be flaws in research studies, including epidemiological studies (studies of various populations), laboratory studies, and human exposure studies (studies that have a control group). The public can also get deceptive reporting on certain scientific findings, because it is true that bad science can make really good news.
To summarize, it is important to evaluate your sources, evaluate your evidence, interpret your findings, and check all of your research for weak spots. There is a lot of bogus information available the more technological advances increase, but this also means that we have greater access to awesome information from very trusted people and organizations. Just be extra careful to triple check your final information-- there is a lot of ways that facts and statistics can be misused and misleading.
Group Discussion Question: Have you ever made a mistake and reported inaccurate findings? How did you correct yourself and what were the consequences?
Chapter 7: Thinking Critically about the Research Process
The importance of critical thinking has been mentioned numerous times in the previous chapters, but it has yet to be considered for the research process. In this blog post, I will discuss about critical thinking's importance in the research process. I will also differentiate between each stage of research, including primary and secondary research. The added influence of the internet to research development will also be looked at, as well as the traditional method of scouring textbooks, periodicals, and reference material. I will also look at inquiries, interviews and surveys as a means of gathering information, and finally conclude on the importance of copyrights in relation to the research process.
Research is not just a topic for collegiate professors; corporate companies make many of their biggest decisions based on research that is compiled into written reports. There are also differences in the procedural steps of research and the steps that are taken when you are critically thinking about the research process-- there are more steps and questions to be asked in the latter.
Good research is all about asking the right questions, and in order to do this, you must consider your topic from every angle. You need to remember that no one source will provide you with everything you need; an ethical researcher will take evidence that represents a fair balance of views.
Balanced research also includes a range of evidence, whose depth oftentimes determines its quality. Popular media items, such as newspapers, magazines, blogs, and TV, offer surface level depth because they are designed for general consumption. They provide information that skims the surface of an issue. Trade, business and technical publications are on the next level because they are designed for readers who know a bit more about the topic. Even though this information is usually really accurate, it will probably reflect some sort of bias depending on its source. The deepest level of material is the specialized literature, which is most likely journals from professional associations. This material is designed for practicing professionals, so it includes the most information, examples, reviews and refutations of the given topic. Government sources and corporate documents are also included in this deepest level-- these documents offer facts, discussion, and a normally un-biased viewpoint.
The depth of your sources will depend, largely, on the topic and the audience you are writing for.
It is also important to remember that not of your research findings will have an equal weight-- you must carefully evaluate your source by asking certain questions, like these from the textbook (Lannon, pg. 127):
- Is this information accurate, reliable, and relatively unbiased?
- Do the facts verify the claim?
- How much of the information is useful?
- Is this the whole or the real story?
- Do I need more information?
- What are my conclusions and do they address my original research question?
- Do any findings conflict?
- Are other interpretations possible?
- Should I reconsider the evidence?
- What, if anything, should be done?
Primary sources and secondary sources differ because primary sources come directly from the source through interviews, surveys, and observation, and secondary sources are obtaining through reading a reference material of some kind. It is a good idea to include both forms of sources in your research. Primary sources allows you to expand on what people have already researched, and secondary sources gives you some sort of background for your topic.
There are a vast number of secondary sources available to the public today that range from hard copy to digital forms. Some of the best web-based secondary sources are found through subject directories, which are maintained by editors, and search engines, which are operated by computers not people. Google searches are oftentimes the initial starting point for anyone, from student to professional, conducting research. These searches are great for initial brainstorming and developing plans to get started, but you will need to narrow down your findings at some point-- sites from universities or the government are better suited for most research. Wikipedia is the most popular online encyclopedia, but it should really only be used as a starting point for your research.
The internet has many options when it comes to research-able information, and there are a few important guidelines that you should follow when researching from the internet. You should first expect limited results from any one search engine-- a single search won't be able to find everything that you need. Also, when using a search engine you should select keywords or search by phrases that are varied and technical. When using a form of encyclopedia (including Wikipedia), you should always check out the footnotes and citations, because they will probably direct you to the best information. Also, consider the domain type of the site; these range from .com (commercial use), .edu (educational institution), .gov or .mil (government or military), .net (general usage), and .org (nonprofit organization). You should also check out the site's purpose and sponsor-- this exposes sales traps or a bias! Sometimes informational sites are not always the most attractive ones, so try to look past the general style of the site. Try to look for the most current information as well-- some cites contain outdated information. To validate accuracy, check out the site for the author's credentials and assertions. Bookmarks on your browser will also help you to collect your information for future reference. Be sure to save or print your research before moving on as well. Finally, only download what you need-- ethics is still important in your research and you must obtain permission and remember to cite your sources.
Traditional secondary sources are hard-copy sources, such as books, periodicals, and reference works. Reference works are general informational sources that can lead you to more specific information, and they include: bibliographies, indexes (from newspapers, periodicals, citations, technical reports, and patents), encyclopedias, dictionaries, handbooks, almanacs, directories, and abstracts.
After you have explored all the various options through secondary sources, you can begin doing your own primary research. An unsolicited inquiry is the most basic form of primary research, and it includes phone calls, emails to experts, and information that you have already collected. This type of research can be intrusive and offensive to some, so don't make this part of your research extensive, and limit it to only a few questions. Informational interviews are a great primary source that oftentimes leads to original, unpublished material. However, an expert's opinion is not always reliable because it can be mistaken or biased, like anyone else's.
There are several guidelines that you should follow to make your informational interview the most effective. First, you need to know exactly what you are looking for and from whom-- this means doing your homework and making arrangements via phone, letter or email. Next, each question should be clear and specific and you should avoided load questions, which invite or promote a given bias. The most difficult or complex questions should be asked last, and you should write each of your questions on a separate notecard. When starting your interview, be courteous and respectful of cultural differences, and let your interviewee do most of the talking. This means that you must be a good listener. Also, stick to your interview plan, ask for clarification if you need it and stay on point. It's a good idea to think up follow up questions, and also keep your note taking to a minimum. Finally, ask for closing comments and ask for permission to contact your source again. Thank you source and leave promptly, and as soon as possible write a summary of you interview.
Surveys allows you to collect fresh viewpoints from multiple sources. There are also several guidelines that you should stick to when conducting surveys. First, you ought to define the survey's purpose and target population. Then, you must identify a sample group and define your survey method. You must decide on the types of questions you will ask next. There are both open-ended and closed-ended questions. Also, you should develop an engaging introduction and provide adequate information up front. Each question should be ambiguous and it is best to avoid biased questions. Your survey should be brief, easy to understand, and inviting and it is in best practice to allow an expert to review your questionnaire before you use it.
Observations and experiments are the last step in your research process, and you should use them as a means up backing up your assumptions about your topic.
Group Discussion Question: Have you ever had to do any forms of research with primary sources? What were your experiences? Who and what did you collect your information?
Thursday, May 26, 2011
Chapter 6: An Overview of the Technical Writing Process
This chapter attempts to tackle the question of how one goes about writing a technical document. It notes that there are several aspects that make technical writing different than any other kind of writing, but it does not detract from the fact that, like all other forms of writing, critical thinking must be used during the process. I will also review the processes of planning, drafting and critiquing a document that will precede the publishing of your technical writing. I will also cover the maybe self-explanatory point that proofreading must be the final step before publication. There are also many tools available nowadays that enable us to write technically-- these all have advantages and disadvantages.
It is true that the writing process, in general, is similar throughout all fields, but technical writing also has some uniques aspects. Research often precedes technical writing, and the type of audience to which you are writing will greatly influence how you will compile your document. When working in a corporate setting, you will also have to follow company guidelines and legal obligations when writing your document. Proper formatting is necessary, and distributing your document via hard copy or digital will make a large difference in the effectiveness of the information you are presenting. It should also be stated that deadlines will limit your writing more frequently when you are working in a corporate setting.
Critical thinking must also be applied across all the processes of the writing process. First, you must gather, evaluate, and interpret all of the information and ideas you have collected. Next, you should decide on how you will construct your document, including your purpose statement and how you will appeal to your chosen audience. Then, you must begin drafting your document. After you have some material, review and revision by a peer or manager is critical and after evaluations are collected you need to redraft your document. Finally, after your redraft and final proofread is complete, your document is finished and ready to be published!
One illustration that may be helpful to sum up the entire technical writing process that we have covered over the past six chapters is to consider the writer as a problem solver, and persuasion, ethics, information and collaboration are the problems that you seek to solve. This is a great example because it encompasses all of the processes and aspects of a typical writing problem that one may encounter is a corporate situation.
Proofreading should be the last step before your document is published, because there may be one or several easily correctable mistakes that may have been missed in the revision stage. Some of these errors include, but are not limited to, sentence errors like fragments or run-ons, punctuation errors like misplaced commas or missing apostrophes, and usage errors, which can mean a multitude of things ("it's" instead of "its"; "their" for "there"; etc.). Other errors include mechanical ones like misspelled words or inaccurate abbreviations, and formatting errors such as lack of page numbers (or mis-numbered) or incorrect formatting of sources. Typographical errors may also be found in a final document.
In addition to looking specifically for the above-mentioned common errors, you should also follow a few guidelines for proofreading. It should also be saved for the final draft-- proofreading any earlier may lead to unnecessary delays, like writer's block. I would suggest that you also take a break from your document before you do your final proofread. If you immediately proof a final document, you are more than likely to miss things. You should also do your proofing on a hard copy-- you seen things better, and are able to correct more, when it is in print! Also, slowly read over your final document-- this assures that you won't miss anything. You should also watch out for things you may have difficulty with while you are proofreading. For example, I am guilty of long run-on sentences and extra large paragraphs, so I watch for those things when proofing a lab report or other technical document. Also, you should proof your document more than once-- it's another way to avoid missing things. Finally, and this is probably the most important and the most often overlooked, don't avoid on the computer's spell check to find everything! It's not a person, so it doesn't know what you mean all of the time-- always, always, always remember that nothing replaces your own personal proofreading.
As technical writing has become more necessary in our technology-driven society, programs have been developed to better facilitate it. For example, Microsoft Word encompasses an outline feature which is great for early outlining of your document. There is also brainstorming and storyboarding software to better house your early ideas. The Diggo program also helps you archive important resources that you may need for your project. Powerpoint is an awesome tool for formatting presentations as well. Visio software also facilitates flowcharting and mapping. A useful tool for collaboration is Google Docs, which allows team members to simultaneously update a given document over the internet. Emails, text messages, and instant messages also help facilitate quick and easy group communication. Overall, even though there is so much technology at our hands to help us write technical documents, you must remember that it is ultimately your mind that creates the document and nothing is more powerful than your own personal critical thinking skills.
Group Discussion Question: Do you remember the writing process when you were in elementary school? I remember hand writing my paper, then handing it over to my friend for revision with a red pen, and when I got it back, I re-wrote it by hand and turned it in. I have only worked in the corporate world for about two weeks, but I have wrote lab reports with a group numerous times and I feel like the revision process was minimal to non-existent! What are some ways that we can bring it back in a technology-driven world?
It is true that the writing process, in general, is similar throughout all fields, but technical writing also has some uniques aspects. Research often precedes technical writing, and the type of audience to which you are writing will greatly influence how you will compile your document. When working in a corporate setting, you will also have to follow company guidelines and legal obligations when writing your document. Proper formatting is necessary, and distributing your document via hard copy or digital will make a large difference in the effectiveness of the information you are presenting. It should also be stated that deadlines will limit your writing more frequently when you are working in a corporate setting.
Critical thinking must also be applied across all the processes of the writing process. First, you must gather, evaluate, and interpret all of the information and ideas you have collected. Next, you should decide on how you will construct your document, including your purpose statement and how you will appeal to your chosen audience. Then, you must begin drafting your document. After you have some material, review and revision by a peer or manager is critical and after evaluations are collected you need to redraft your document. Finally, after your redraft and final proofread is complete, your document is finished and ready to be published!
One illustration that may be helpful to sum up the entire technical writing process that we have covered over the past six chapters is to consider the writer as a problem solver, and persuasion, ethics, information and collaboration are the problems that you seek to solve. This is a great example because it encompasses all of the processes and aspects of a typical writing problem that one may encounter is a corporate situation.
Proofreading should be the last step before your document is published, because there may be one or several easily correctable mistakes that may have been missed in the revision stage. Some of these errors include, but are not limited to, sentence errors like fragments or run-ons, punctuation errors like misplaced commas or missing apostrophes, and usage errors, which can mean a multitude of things ("it's" instead of "its"; "their" for "there"; etc.). Other errors include mechanical ones like misspelled words or inaccurate abbreviations, and formatting errors such as lack of page numbers (or mis-numbered) or incorrect formatting of sources. Typographical errors may also be found in a final document.
In addition to looking specifically for the above-mentioned common errors, you should also follow a few guidelines for proofreading. It should also be saved for the final draft-- proofreading any earlier may lead to unnecessary delays, like writer's block. I would suggest that you also take a break from your document before you do your final proofread. If you immediately proof a final document, you are more than likely to miss things. You should also do your proofing on a hard copy-- you seen things better, and are able to correct more, when it is in print! Also, slowly read over your final document-- this assures that you won't miss anything. You should also watch out for things you may have difficulty with while you are proofreading. For example, I am guilty of long run-on sentences and extra large paragraphs, so I watch for those things when proofing a lab report or other technical document. Also, you should proof your document more than once-- it's another way to avoid missing things. Finally, and this is probably the most important and the most often overlooked, don't avoid on the computer's spell check to find everything! It's not a person, so it doesn't know what you mean all of the time-- always, always, always remember that nothing replaces your own personal proofreading.
As technical writing has become more necessary in our technology-driven society, programs have been developed to better facilitate it. For example, Microsoft Word encompasses an outline feature which is great for early outlining of your document. There is also brainstorming and storyboarding software to better house your early ideas. The Diggo program also helps you archive important resources that you may need for your project. Powerpoint is an awesome tool for formatting presentations as well. Visio software also facilitates flowcharting and mapping. A useful tool for collaboration is Google Docs, which allows team members to simultaneously update a given document over the internet. Emails, text messages, and instant messages also help facilitate quick and easy group communication. Overall, even though there is so much technology at our hands to help us write technical documents, you must remember that it is ultimately your mind that creates the document and nothing is more powerful than your own personal critical thinking skills.
Group Discussion Question: Do you remember the writing process when you were in elementary school? I remember hand writing my paper, then handing it over to my friend for revision with a red pen, and when I got it back, I re-wrote it by hand and turned it in. I have only worked in the corporate world for about two weeks, but I have wrote lab reports with a group numerous times and I feel like the revision process was minimal to non-existent! What are some ways that we can bring it back in a technology-driven world?
Chapter 5: Teamwork and Global Considerations
I think if you asked anyone in a corporate setting they would agree that teamwork plays a crucial role in any job. This is why it should not come as a surprise that teamwork also plays a role in the field of technical communication. From this chapter's reading, I will display how to manage a team project and hence oversee a successful meeting. I will also show how it is important to help team members overcome their personal differences and disagreements with each other, in addition to learning how to use listening and creative thinking skills in group settings. It is also important to learn how to critique the work of your peers, while also avoided unethical work. Finally, teamwork from a global perspective will be discussed considering that the economy is becoming more and more global with the advent of the internet in recent years.
Like I mentioned initially, teamwork is a huge part of corporate work, and technical documents for large companies are rarely produced from one person's work. A collaborative approach is frequently taken-- this chapter will look at how exactly collaboration ties into the production of a technical document in such a setting.
Teamwork is successful when its members get along, there is a clear leader and roles for the rest, and also clear and constant communication between all the members. A manager should follow several guidelines when they are overseeing a collaborative project. After a group manager is appointed, a specific and definite goal should be set for the group's work. When a type of required document known, tasks can be divided between the group and a timetable can be established, after which a meeting schedule can be arranged, which includes how often the group will meet. A communication procedure should also be established (this class uses Twitter, for example), along with a system for naming and storing work in progress. A smart team should also establish a method for conflict resolution because it is almost inevitable that a team will have some conflict at some point during the duration of the project. A decision-making style should be decided upon (by vote, input, or managerial decision), and an evaluation process should be initiated. Finally, a project management report should be prepared and progress reports regularly submitted, to track activities or problems and the rate of progress made by the group.
Personal contact is absolutely vital when conducting collaboration projects, so face-to-face are very important. There are also guidelines for how to run a meeting. The first is setting an agenda, which spells out each talking point. The next is to be sure that each of your team members knows what they must prepare. Also, it would be a good idea for a different person to come in and oversee each meeting. A summary of the previous meeting is a good starting point, and all members should be given ample opportunity to share their opinions, while at the same time sticking to the issue at hand. Things should be kept moving (don't hang on any one point for too long), and the manager should guide the meeting, not lecture to its members. A major points summary should also be conducted before a final vote is taken, and the meeting should end on time.
Minutes are incredibly important to be taken during all meetings. They are important because they ensure that all team members are on the same page after each meeting.
When working in a team setting, conflict is nearly guaranteed because people are different, this is one of the facts of human existence. Conflict may arise from personality differences or working style, and gender codes may also create perceptions of inequality. Once again, culture can make an impact in a team setting-- this will be discussed more, however, at a later point in my essay.
In order for groups to reach common ground, conflicts should be addressed openly. This means that everyone should be given a chance to speak and you shouldn't be afraid to disagree with one another. Constructive criticism should be encouraged, and when a final group decision is made, it should be supported fully. Animosity can be reduced when finger-pointing or off topic attacks are avoided.
Listening is one of the best ways to both build relationships and learn. However, there is a difference between passive and active listening and there are also a few rules of active listening that you should try to adhere to. When you are the group moderator, don't dictate the conversation. Instead, be reception and open to differing views, which goes hand in hand with being courteous. You should also do your best to show genuine interest, in addition to hearing the speaker out fully and focusing on the message (not on the next task you're planning on accomplishing). If you have a question or confusion, you should ask for clarification and also observe the 90/10 rule-- spend 90 percent of your time listening and only 10 percent of your time speaking.
Creativity is a huge assest in a team setting, and group brainstorming much better than individual brainstorming because it engages more than one opinion. There are also several activities that greatly encourage creativity: brain-writing (anonymous idea recording), mind-mapping (structured form of brainstorming), and storyboarding (visual shape of the entire process).
When working in a team setting, an important skill to acquire or have is the ability to critique a group member's work. When doing so, you should read the entire document at least twice before commenting at all. It should also be noted that mechanical correctness does not necessarily translate to an effective document, but you should also realize that you are limited in your editing efforts. I would be honest, but fair and positive in your critique, focusing first on the bigger picture before you get into the nitty gritty details. Be extra explanatory when you make critiques, and be specific when making recommendations. Not all feedback has the same value, as well, because even people who edit work for a living disagree on things.
Another issue that should be brought up is ethical abuses in a team situation. This can take the form of many examples, but some are as follows: a domineering personality can be intimidating in a group setting, workplace plagiarism takes place when somebody else in your team claims your work as their own, and people also tend to hide their knowledge or information in a team setting.
Teamwork is also being increasingly utilized across a global setting because some of the newest technologies are making this more plausible. For example, email is a popular and easy tool of communication for business-use. Project management software has also recently been developing, which makes it easier to control complex team projects. Instant messaging, groupware, and digital whiteboards also provide for fast group collaboration. Blogs are also helpful for keeping chronological updates on the project. Teleconferencing and videoconferencing allow people in different buildings, cities, and countries to communicate with ease and comfort.
There are also some communication aspects that global teams will miss simply because of the nature of the situation. It is true that digital communication omits certain social cues that would be picked up when face-to-face, but cultural codes can also be misunderstood digitally. This also ties into the fact that humor or slang terms can be misinterpreted when in written form. It should also be mentioned that when working cross-culturally, language barriers are missed and some technical documents may be difficult to translate and therefore difficult for all team members to understand or contribute. You should also remember that when a technical piece of information is in written form, it takes away the listening aspect from communication, which can prove vital in understanding and cooperating with your team members.
Group Discussion Question: I am sure that most of you have worked in a team situation on a project, whether in a class or lab, or a working environment. Has there ever been a time when you had a difficult person, or someone that you didn't get along with on your team? What did you do to overcome that? Do you have any tips that did, or didn't, work for collaborating on team with someone whom you don't get along?
Like I mentioned initially, teamwork is a huge part of corporate work, and technical documents for large companies are rarely produced from one person's work. A collaborative approach is frequently taken-- this chapter will look at how exactly collaboration ties into the production of a technical document in such a setting.
Teamwork is successful when its members get along, there is a clear leader and roles for the rest, and also clear and constant communication between all the members. A manager should follow several guidelines when they are overseeing a collaborative project. After a group manager is appointed, a specific and definite goal should be set for the group's work. When a type of required document known, tasks can be divided between the group and a timetable can be established, after which a meeting schedule can be arranged, which includes how often the group will meet. A communication procedure should also be established (this class uses Twitter, for example), along with a system for naming and storing work in progress. A smart team should also establish a method for conflict resolution because it is almost inevitable that a team will have some conflict at some point during the duration of the project. A decision-making style should be decided upon (by vote, input, or managerial decision), and an evaluation process should be initiated. Finally, a project management report should be prepared and progress reports regularly submitted, to track activities or problems and the rate of progress made by the group.
Personal contact is absolutely vital when conducting collaboration projects, so face-to-face are very important. There are also guidelines for how to run a meeting. The first is setting an agenda, which spells out each talking point. The next is to be sure that each of your team members knows what they must prepare. Also, it would be a good idea for a different person to come in and oversee each meeting. A summary of the previous meeting is a good starting point, and all members should be given ample opportunity to share their opinions, while at the same time sticking to the issue at hand. Things should be kept moving (don't hang on any one point for too long), and the manager should guide the meeting, not lecture to its members. A major points summary should also be conducted before a final vote is taken, and the meeting should end on time.
Minutes are incredibly important to be taken during all meetings. They are important because they ensure that all team members are on the same page after each meeting.
When working in a team setting, conflict is nearly guaranteed because people are different, this is one of the facts of human existence. Conflict may arise from personality differences or working style, and gender codes may also create perceptions of inequality. Once again, culture can make an impact in a team setting-- this will be discussed more, however, at a later point in my essay.
In order for groups to reach common ground, conflicts should be addressed openly. This means that everyone should be given a chance to speak and you shouldn't be afraid to disagree with one another. Constructive criticism should be encouraged, and when a final group decision is made, it should be supported fully. Animosity can be reduced when finger-pointing or off topic attacks are avoided.
Listening is one of the best ways to both build relationships and learn. However, there is a difference between passive and active listening and there are also a few rules of active listening that you should try to adhere to. When you are the group moderator, don't dictate the conversation. Instead, be reception and open to differing views, which goes hand in hand with being courteous. You should also do your best to show genuine interest, in addition to hearing the speaker out fully and focusing on the message (not on the next task you're planning on accomplishing). If you have a question or confusion, you should ask for clarification and also observe the 90/10 rule-- spend 90 percent of your time listening and only 10 percent of your time speaking.
Creativity is a huge assest in a team setting, and group brainstorming much better than individual brainstorming because it engages more than one opinion. There are also several activities that greatly encourage creativity: brain-writing (anonymous idea recording), mind-mapping (structured form of brainstorming), and storyboarding (visual shape of the entire process).
When working in a team setting, an important skill to acquire or have is the ability to critique a group member's work. When doing so, you should read the entire document at least twice before commenting at all. It should also be noted that mechanical correctness does not necessarily translate to an effective document, but you should also realize that you are limited in your editing efforts. I would be honest, but fair and positive in your critique, focusing first on the bigger picture before you get into the nitty gritty details. Be extra explanatory when you make critiques, and be specific when making recommendations. Not all feedback has the same value, as well, because even people who edit work for a living disagree on things.
Another issue that should be brought up is ethical abuses in a team situation. This can take the form of many examples, but some are as follows: a domineering personality can be intimidating in a group setting, workplace plagiarism takes place when somebody else in your team claims your work as their own, and people also tend to hide their knowledge or information in a team setting.
Teamwork is also being increasingly utilized across a global setting because some of the newest technologies are making this more plausible. For example, email is a popular and easy tool of communication for business-use. Project management software has also recently been developing, which makes it easier to control complex team projects. Instant messaging, groupware, and digital whiteboards also provide for fast group collaboration. Blogs are also helpful for keeping chronological updates on the project. Teleconferencing and videoconferencing allow people in different buildings, cities, and countries to communicate with ease and comfort.
There are also some communication aspects that global teams will miss simply because of the nature of the situation. It is true that digital communication omits certain social cues that would be picked up when face-to-face, but cultural codes can also be misunderstood digitally. This also ties into the fact that humor or slang terms can be misinterpreted when in written form. It should also be mentioned that when working cross-culturally, language barriers are missed and some technical documents may be difficult to translate and therefore difficult for all team members to understand or contribute. You should also remember that when a technical piece of information is in written form, it takes away the listening aspect from communication, which can prove vital in understanding and cooperating with your team members.
Group Discussion Question: I am sure that most of you have worked in a team situation on a project, whether in a class or lab, or a working environment. Has there ever been a time when you had a difficult person, or someone that you didn't get along with on your team? What did you do to overcome that? Do you have any tips that did, or didn't, work for collaborating on team with someone whom you don't get along?
Wednesday, May 25, 2011
After Reading About Plagiarism....
So, since the chapter that I just finished reading ended with a discussion on the perils of plagiarism, I thought it would be a good idea to include a source listing of the book I am reading and writing from. I am in not copying or misrepresenting the information in the textbook, only recording my knowledge and thoughts. I just felt like this was a necessary piece to my blog.
Lannon, John M., and Laura J. Gurak. Technical Communication. 12th ed. Boston: Pearson, 2011. Print.
Lannon, John M., and Laura J. Gurak. Technical Communication. 12th ed. Boston: Pearson, 2011. Print.
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