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Technical Communication for Readers and Writers,9780618221738
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Technical Communication for Readers and Writers

by Sims, Brenda R.
Edition:
2nd
ISBN13:

9780618221738

ISBN10:
0618221735
Format:
Paperback
Pub. Date:
9/24/2002
Publisher(s):
Cengage Learning
  • Other versions by this Author
List Price: $194.66

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Summary

Sims' Technical Communication for Readers and Writers, Second Edition, guides students in planning, writing, and designing effective documents to meet the needs of users and readers. Thoroughly revised, expanded, and redesigned in full color, this edition gives students the tools they need to create appropriate technical documents for a multitude of writing situations and audiences. The text takes a process approach rather than the model-based approach of older tech writing texts. Up-to-date coverage of electronic research tools and the Web shows students how to effectively use and evaluate search engines, web sites, databases, online catalogs, and other electronic resources. An extensive web site offers a wealth of features to support instructors and students: an archive of sample documents; templates for memos, resumes, letters, and reports; interactive exercises; project worksheets; job resources; Instructor's Manual; diagnostic exams; chapter quizzes; sample syllabi; PowerPoint slides; and a bibliography.

Table of Contents

Preface xxiii
Writing, the Workplace, and This Book
1(13)
How Will Writing Impact Your Career?
2(1)
How Does the Workplace Affect What and How You Write?
3(5)
Expectations of Your Organization and Manager
3(1)
The Reader's Corner: Are You Ready to Be an Information Broker?
4(1)
Expectations of Your Readers
5(1)
Time and Budget Limitations
5(1)
Ethical Considerations
6(1)
Collaborative Writing
6(2)
What Makes Technical Communication Effective?
8(3)
Addresses Specific Readers
8(1)
Uses a Clear, Concise Style
8(1)
Taking It into the Workplace: Visiting with a Professional in Your Field
9(1)
Uses a Professional, Accessible Design
10(1)
Includes Complete, Accurate Information
10(1)
Follows the Conventions of Grammar, Punctuation, Spelling, and Usage
11(1)
What's Ahead in This Book?
11(3)
PART I Understanding the Role of the Writer
Understanding and Writing for Your Readers
14(21)
Principle 1: Determine Your Purpose for Writing
16(1)
Principle 2: Identify Your Readers
17(9)
Are Your Readers Internal or External?
17(1)
What Do Your Readers Know About the Subject?
18(3)
Taking It into the Workplace: Readers and the Web
21(5)
Will More Than One Person or Group Read Your Document?
26(1)
Principle 3: Determine Your Readers' Purpose, Needs, and Preferences
26(3)
Think About Your Readers' Purpose for Reading
27(1)
Consider Your Readers' Physical Surroundings and Time Constraints
27(1)
Consider Your Readers' Preferences
28(1)
Principle 4: Analyze Your Readers' Attitudes
29(3)
Analyze Your Readers' Attitudes About the Subject
29(1)
Analyze Your Readers' Attitudes Toward You and Your Organization
30(1)
The Reader's Corner: How We Read
31(1)
Conclusion
32(1)
Worksheet for Identifying Your Readers
32(1)
Exercises
33(2)
Case Study: Informing Students About Financial Aid
34(1)
Facing Ethical and Legal Challenges
35(31)
Understanding Ethics
36(8)
Making Ethical Decisions
44(1)
The Reader's Corner: ``Uh, Where Are We?''
45(1)
Principle 1: Ask the Right Questions
45(6)
Is the Action Legal?
46(1)
Is It Honest and Truthful? Is It Right?
47(1)
Taking It into the Workplace: Your Profession and Its Code of Conduct
48(1)
Are You Acting in the Best Interest of All Involved?
48(2)
Are You Willing to Take Responsibility for the Action or Communication Publicly and Privately?
50(1)
Does the Action Violate Anyone's Rights?
50(1)
Principle 2: Work Through Ethical Decisions
51(1)
Principle 3: Communicate Ethically
52(6)
Use Correct, Accurate Information
53(1)
Create Honest Impressions
53(2)
Use Clear Language
55(1)
Include All the Information That Readers Need or Have a Right to Know
55(2)
Avoid Deemphasizing Important Information or Emphasizing Misleading Information
57(1)
Take Ownership of Your Writing
57(1)
Acknowledge the Work of Others
57(1)
Turning to the Law When Faced with an Ethical Dilemma
58(2)
Understanding Copyright Laws
58(1)
Understanding Trademark Laws
59(1)
Understanding Liability Laws
59(1)
Understanding Federal Trade Commission Regulations
60(1)
Conclusion
60(2)
Worksheet for Ethical Communication
61(1)
Exercises
62(4)
Case Study: A Broken Promise
65(1)
Collaborating and the Writing Process
66(26)
Collaborative Writing in the Workplace
67(2)
Collaborating When Writing for Others
67(1)
Collaborating as a Team Member
68(1)
Principle 1: Collaborate to Analyze the Writing Situation and Plan the Document
69(5)
Analyzing the Writing Situation as a Team
71(1)
Setting a Schedule and Deciding How the Team Will Communicate
71(1)
Establishing Design and Style Guidelines
72(1)
Taking It into the Workplace: Collaborating Across Generations
73(1)
Gathering Information as a Team
74(1)
Organizing the Document
74(1)
Principle 2: Use Electronic Media to Collaborate
74(4)
Using Word-Processing Software
75(2)
Using Electronic Tools to Collaborate
77(1)
Principle 3: Collaborate Effectively
78(4)
Encouraging Team Members to Share Their Ideas
78(1)
The Reader's Corner: Conducting a Successful Teleconference
79(1)
Listening Intently and Respectfully
79(1)
Sharing Information Willingly and Asking Others to Share Their Ideas
80(1)
Disagreeing and Criticizing Respectfully
81(1)
Being Open to Criticism of Your Ideas and Writing
82(1)
Conclusion
82(2)
Worksheet for Successful Collaboration
82(2)
Exercises
84(8)
Case Study: A Public Relations Problem at Big Lake
86(6)
PART II Knowing the Tools of the Writer
Researching Information Using Primary and Secondary Sources
92(40)
Principle 1: Plan Your Research
93(1)
Principle 2: Select Appropriate Primary Research Techniques
94(11)
Interview to Gather Information
95(1)
Gather Information Through Questionnaires
96(8)
Observe People and Situations and Conduct Experiments
104(1)
Principle 3: Select Appropriate Secondary Research Strategies
105(16)
Understanding the Secondary Resources Available to You
106(1)
Taking It into the Workplace: Copyright Laws and ``Fair Use''
107(10)
Strategies for Finding Information from Secondary Sources
117(4)
Principle 4: Evaluate the Information and Sources
121(5)
The Reader's Corner: The Disadvantages of Web Research
124(2)
Conclusion
126(3)
Worksheet for Researching Information Using Primary and Secondary Sources
126(3)
Exercises
129(3)
Case Study: Discovering Job Prospects in Your Field
131(1)
Organizing Information for Your Readers
132(42)
Readers and Your Documents
133(2)
Principle 1: Decide How to Organize Your Document
135(4)
Consider Your Readers
138(1)
Consider the Workplace Context
139(1)
Principle 2: Consider Using the Standard Patterns of Organization
139(14)
Spatial Order
140(1)
Chronological Order
140(2)
General-to-Specific Order
142(2)
Classification and Division
144(1)
Partition
145(2)
Comparison/Contrast
147(3)
Problem and Solution
150(1)
Cause and Effect
151(2)
Order of Importance
153(1)
Principle 3: Prepare an Outline
153(7)
The Reader's Corner: Organizing Web Sites
155(1)
An Informal Outline
155(1)
A Formal Outline
155(1)
Selecting an Outline Format
156(1)
Taking It into the Workplace: Organization Makes a Difference
157(3)
Principle 4: Tell Readers What You Are Writing About
160(4)
Use Overviews to Introduce Readers to Your Document
160(2)
Use Topic Sentences to Tell Readers Your Topic
162(2)
Principle 5: Use Headings to Show the Organization of Your Document
164(4)
Write Informative Headings
164(1)
Write Grammatically Parallel Headings
165(3)
Conclusion
168(3)
Worksheet for Organizing Your Documents
168(3)
Exercises
171(3)
Case Study: Writing Overviews and Headings
173(1)
Writing Reader-Oriented Sentences and Paragraphs
174(20)
Focus on Actors and Actions
176(1)
Principle 1: Make the Actors the Subjects of Your Sentences
176(4)
The Reader's Corner: Reader-Oriented Poetry
177(1)
Use People as Subjects Whenever Possible
177(1)
Generally, Use the Active Voice
178(2)
Occasionally, Use the Passive Voice
180(1)
Principle 2: Put the Action in Verbs
180(2)
Identify Sentences in Which the Verb Does Not Express the Action
181(1)
Keep the Actor and the Action Together
182(1)
Principle 3: Emphasize the Important Information in Your Sentences
182(1)
Put the Most Important Information at the End
182(1)
Put Unfamiliar Technical Terms at the End
183(1)
Principle 4: Tie Your Sentences Together
183(5)
Put Old Information Near the Beginning of a Sentence
184(1)
Taking It into the Workplace: How Are Your Editing Skills?
185(1)
Use Topics to Tie Sentences Together
185(2)
Use Transitions
187(1)
Repeat or Restate Key Words or Phrases
188(1)
Conclusion
188(2)
Worksheet for Writing Reader-Oriented Sentences and Paragraphs
189(1)
Exercises
190(4)
Using Reader-Oriented Language
194(26)
Principle 1: Use Specific and Unambiguous Language
195(5)
Using Specific Language
195(1)
Using Unambiguous Language
196(2)
The Reader's Corner: Localizing Documents for International Readers
198(2)
Principle 2: Use Only the Words Your Readers Need
200(5)
Eliminating Redundancy
200(3)
Eliminating Unnecessary Words
203(2)
Principle 3: Use Simple Words
205(2)
Principle 4: Use Positive Language
207(1)
Principle 5: Use Technical Terminology Consistently and Appropriately
208(1)
Principle 6: Use Nonsexist Language
209(2)
Principle 7: Consider Your Readers' Culture and Language
211(3)
Taking It into the Workplace: What Is Simplified English?
212(2)
Conclusion
214(2)
Worksheet for Using Reader-Oriented Language
214(2)
Exercises
216(4)
Case Study: Changing Old Habits
219(1)
Designing Documents for Your Readers
220(37)
How Design Makes Documents More Readable
221(1)
Principle 1: Consider the Design as You Plan Your Documents
221(6)
Principle 2: Choose Design Elements to Motivate Readers to Read
227(5)
An Engaging, Appropriate Cover
228(1)
Appropriate Binding
229(1)
Appropriate Paper
229(1)
Consistent Page Layout
230(2)
Principle 3: Choose Design Elements to Help Readers Locate Information
232(9)
Document-Level Locating Devices
232(1)
Chapter- or Division-Level Locating Devices
233(2)
Page- and Screen-Level Locating Devices
235(2)
Taking It into the Workplace: Using Color to Structure Information
237(4)
Principle 4: Choose Design Elements to Help Readers Read Your Documents
241(5)
Appropriate Typefaces
241(2)
Appropriate Type Sizes for Text and Headings
243(1)
Appropriate Type Styles and Case
243(1)
Unjustified Right Margin
244(1)
The Reader's Corner: Typography
245(1)
Conclusion
246(4)
Worksheet for Designing Documents for Your Readers
246(4)
Exercises
250(7)
Case Study: A ``Disastrous'' Design
253(4)
Creating Effective Visual Aids for Your Readers
257(49)
Principle 1: Look for Areas Where Visual Aids Will Help You Communicate
259(9)
Show How to Follow Instructions or Explain a Process
260(1)
Show What Something Looks Like
261(1)
Show and Summarize Relationships Among Data
261(3)
Emphasize and Reinforce Information
264(1)
Show How Something Is Organized
264(2)
Simplify Complex Concepts, Discussions, Processes, or Data
266(1)
Add Interest to a Document
267(1)
Principle 2: Design Visual Aids That Are Clear
268(7)
Use Simple, Uncluttered Visual Aids
269(1)
Give Each Visual Aid a Number and a Specific Title
270(2)
Consider Whether International Readers Will Use the Visual Aids
272(1)
Use Color to Enhance and Clarify Visual Aids
272(1)
Taking It into the Workplace: The International Language of Graphics
273(2)
Principle 3: Select the Appropriate Visual Aid
275(21)
Bar Graphs
276(2)
Diagrams
278(1)
Drawings
279(4)
Flow Charts
283(2)
The Reader's Corner: Visual Aids in Space
285(1)
Line Graphs
285(3)
Organizational Charts
288(1)
Photographs
289(1)
Pictographs
290(2)
Pie Charts
292(1)
Tables
293(3)
Principle 4: Integrate Visual Aids into the Text
296(2)
Introduce and Refer to Each Visual Aid by Number
297(1)
Tell Readers What Is Important About Each Visual Aid
297(1)
Place Each Visual Aid As Close As Possible to Its Text Discussion
298(1)
Principle 5: Use Computer Software to Create Professional-Looking Visual Aids
298(1)
Conclusion: Ethics and Visual Aids
299(3)
Worksheet for Creating Effective Visual Aids for Your Readers
300(2)
Exercises
302(4)
Preparing Front and Back Matter
306(44)
Principle 1: Prepare the Front Matter
307(19)
Letter of Transmittal
308(1)
The Reader's Corner: The First ``Covers''
309(1)
Cover
309(2)
Title Page
311(4)
Table of Contents
315(2)
List of Illustrations
317(3)
Abstract and Executive Summary
320(6)
Principle 2: Prepare the Back Matter
326(3)
Works Cited List or List of References
326(1)
Glossary
326(2)
List of Abbreviations or Symbols
328(1)
Appendixes
328(1)
Principle 3: Number the Pages
329(1)
Conclusion
330(5)
Taking It into the Workplace: Moving Front and Back Matter into the World of Online Communication
332(1)
Worksheet for Preparing Front and Back Matter
333(2)
Exercises
335(15)
PART III Producing Effective Documents and Presentations for Your Audience
Writing Reader-Oriented Proposals
350(36)
Principle 1: Find Out About the Readers of Your Proposals
354(1)
Principle 2: Prepare to Answer Readers' Questions
355(3)
Principle 3: Use the Conventional Elements of Proposals
358(12)
Summary
359(1)
The Reader's Corner: Presidential Proposals
360(1)
Description of the Proposed Project
360(7)
Qualifications
367(1)
Taking It into the Workplace: The Future of Proposals
368(1)
Budget
369(1)
Conclusion
370(1)
Two Sample Proposals
370(14)
Worksheet for Writing Reader-Oriented Proposals
382(2)
Exercises
384(2)
Case Study: Working for the Community
385(1)
Writing Reader-Oriented Informal Reports
386(32)
Principle 1: Find Out About the Readers
388(1)
Principle 2: Prepare to Answer Readers' Questions
388(1)
Principle 3: Determine the Appropriate Format and Conventional Elements for the Report
389(1)
Writing Progress Reports
390(6)
Using the Conventional Elements of Progress Reports
392(1)
Taking It into the Workplace: Progress Reports and Telecommuting
393(3)
Writing Meeting Minutes
396(8)
The Reader's Corner: Dramatizing Progress Reports
401(1)
Using the Conventional Elements of Meeting Minutes
401(3)
Writing Field and Lab Reports
404(2)
Using the Conventional Elements of Field and Lab Reports
406(1)
Writing Trip Reports
406(4)
Using the Conventional Elements of Trip Reports
407(3)
Sample Informal Reports
410(5)
Worksheet for Writing Reader-Oriented Informal Reports
412(3)
Exercises
415(3)
Case Study: Relocating an Office
417(1)
Writing Reader-Oriented Formal Reports
418(44)
The Types of Formal Reports
419(4)
The Reader's Corner: Reports and the Free Press
420(1)
Informational Reports
420(2)
Analytical Reports
422(1)
Recommendation Reports
422(1)
Principle 1: Identify the Readers and Purpose of Your Reports
423(3)
Principle 2: Formulate Questions and Research When Needed
426(1)
Principle 3: Make Conclusions and Recommendations Based on Sound Research
427(1)
Principle 4: Use the Conventional Elements When Writing Your Reports
428(8)
Introduction
428(2)
Methods
430(2)
Results
432(1)
Taking It into the Workplace: Personal Computers, the Web, and Corporate Information
433(1)
Conclusions
434(1)
Recommendations
435(1)
Writing Feasibility Reports
436(5)
Establishing Criteria for Evaluating the Options
437(1)
Identifying the Options
438(1)
Evaluating the Options
439(1)
Organizing the Results Section of a Feasibility Report
440(1)
Two Sample Reports
441(18)
Worksheet for Writing Reader-Oriented Formal Reports
457(2)
Exercises
459(3)
Case Study: Deciding Where to Live in the Fall
460(2)
Writing User-Oriented Instructions and Manuals
462(39)
Principle 1: Find Out How Much the Users Know About the Task
463(3)
Principle 2: Use an Accessible Design
466(5)
Design Instructions Suitable for the Users' Environment
466(1)
Design Layouts to Help Users Use the Instructions
467(3)
Taking It into the Workplace: A Note About Paper Versus Online Instructions
470(1)
The Reader's Corner: Liability and Instructional Writing: Can You or Your Company Be Liable?
471(1)
Principle 3: Use User-Oriented Language
471(4)
Use Action Verbs
472(1)
Use Imperative Sentences
472(1)
Use Simple and Specific Language
473(1)
Use Language Users Will Understand
474(1)
Principle 4: Test Your Instructions
475(2)
Principle 5: Use the Appropriate Conventional Elements of Instructions and Manuals
477(13)
Introduction
479(4)
Theory of Operation/Description of Equipment
483(3)
Step-by-Step Directions
486(1)
Troubleshooting Guide
487(1)
Reference Aids
488(2)
Sample Instructions
490(8)
Worksheet for Writing User-Oriented Instructions and Manuals
496(2)
Exercises
498(3)
Case Study: Collaborating on a Manual
500(1)
Creating User-Oriented Web Sites
501(30)
An Overview of the Process of Developing Web Sites
502(2)
Principle 1: Identify the Users and the Purpose of the Site
504(2)
Principle 2: Identify the Types of Content for the Site
506(3)
The Reader's Corner: Copyright, Intellectual Property, and the Web
507(2)
Principle 3: Determine the Overall Organization of the Site
509(2)
Principle 4: Design User-Oriented Pages
511(6)
Deciding on the Layout for Your Pages
512(3)
Selecting the Tool for Creating the Pages
515(1)
Taking It into the Workplace: Making Your Web Site Credible
516(1)
Principle 5: Create User-Oriented Content
517(2)
Principle 6: Help Users to Navigate the Site
519(1)
Principle 7: Test and Revise the Site
520(2)
Principle 8: Edit, Proofread, and Maintain the Site
522(2)
Sample Web Pages
524(5)
Worksheet for Creating User-Oriented Web Sites
526(3)
Exercises
529(2)
Case Study: Helping a Nonprofit Organization in Your Community
530(1)
Creating and Delivering Oral Presentations
531(27)
Understanding the Types of Oral Presentations
532(1)
Principle 1: Plan for the Audience and the Occasion
532(4)
Give the Audience Only the Information They Need
535(1)
Anticipate the Audience's Needs and Questions
535(1)
Principle 2: Plan Your Presentation
536(1)
Principle 3: Use Audience-Oriented Visual Aids
537(10)
The Reader's Corner: Overcoming Those Nervous Jitters
539(8)
Principle 4: Use Effective Strategies for Delivering the Presentation
547(4)
Rehearse Your Presentation and Prepare Ahead of Time
547(1)
Be Prepared for Emergencies
548(1)
Help the Audience Enjoy Your Presentation
548(1)
Provide Previews, Transitions, Examples, and Reviews
549(1)
Taking It into the Workplace: Taking Your Cues from the Audience
550(1)
Conclusion
551(3)
Worksheet for Creating and Delivering Oral Presentations
551(3)
Exercises
554(4)
Case Study: Working With a Team to Prepare an Oral Presentation
556(2)
PART IV Using the Writer's Tools to Correspond with Your Readers
Writing Reader-Oriented Letters, Memos, and E-Mail
558(33)
Principle 1: Determine the Objectives of Your Letter, Memo, or E-Mail
561(3)
Principle 2: Find Out About Your Readers and How They Will Perceive Your Message
564(1)
Principle 3: Use a Reader-Oriented Tone
565(3)
Principle 4: Determine the Most Effective Approach for Your Readers
568(5)
The Direct Approach
568(2)
The Indirect Approach
570(3)
Principle 5: Use an Appropriate Format
573(10)
Letters
573(1)
The Reader's Corner: Early Snail Mail
574(6)
Memos
580(1)
E-Mail
580(2)
Taking It into the Workplace: E-Mail and Netiquette
582(1)
Conclusion
583(3)
Worksheet for Writing Reader-Oriented Letters, Memos, and E-Mail
584(2)
Exercises
586(5)
Case Study: A ``Mixed-Up'' Situation
589(2)
Writing Reader-Oriented Job Correspondence
591(47)
Principle 1: Consider Various Methods for Locating Job Opportunities
592(2)
Principle 2: Determine What Information You Want Employers to Know About You
594(2)
Principle 3: Prepare an Effective Resume
596(16)
Organize Your Resume to Highlight Your Qualifications
596(1)
Include Specific, Appropriate Information About Your Qualifications
597(4)
The Reader's Corner: Ethically Challenged Resumes
601(4)
Use Dynamic, Persuasive Language That Demonstrates What You Can Do
605(1)
Taking It into the Workplace: The Electronic Job Search
606(1)
Create an Eye-Catching, Accessible Design for Paper Resumes
607(2)
Use a Simpler Design for Effective Electronic or Scannable Resumes
609(3)
Principle 4: Write a Reader-Oriented Letter of Application
612(7)
Your Purpose for Writing: The Introductory Paragraph
613(1)
Your Qualifications: The Education and Experience Paragraphs
614(2)
Your Goal: The Concluding Paragraph
616(3)
Principle 5: Use Letters to Follow Up
619(1)
Conclusion
619(4)
Worksheet for Writing Reader-Oriented Job Correspondence
621(2)
Exercises
623(3)
Appendixes
Appendix A: Documenting Your Sources
626(1)
APA Style
627(5)
Citing Information Using APA Style
627(1)
Preparing the Reference List Using APA Style
627(5)
MLA Style
632(6)
Citing Information Using MLA Style
632(1)
Preparing the List of Works Cited Using MLA Style
633(5)
Appendix B: Review of Common Sentence Errors, Punctuation, and Mechanics
638(23)
Common Sentence Errors
639(5)
Punctuation
644(12)
Mechanics
656(5)
Works Cited 661(8)
Index 669


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