Technical Writing : Process and Product

by Gerson, Sharon J.; Gerson, Steven M.

• ISBN13: 9780130981745
• ISBN10: 0130981745
• Edition: 4th
• Format: Paperback
• Copyright: 2003-01-01
• Publisher: Prentice Hall

Summary

For courses in Technical Writing, Business Communication, and Professional Writing. This text guides students through the entire writing processprewriting, writing, and rewritingdeveloping an easy-to-use, step-by-step technique for writing the types of documents they will encounter on the job. The authors' student-friendly style engages students in the writing process and encourages hands-on application as well as discussions about ethics, audience identification, electronic communication, and the role of technical writing in the workplace.

Table of Contents

Preface	xv
UNIT 1 DEFINING TECHNICAL WRITING	1	(96)
An Introduction To Technical Writing	2	(9)
Distinctions	2	(1)
Purposes	3	(1)
Importance	4	(2)
Teamwork	6	(5)
Business and Industry Expectations	6	(1)
Total Quality Management and Continuous Quality Improvement	6	(1)
Team Projects	7	(1)
Strategies for Successful Collaboration	7	(2)
Chapter Highlights	9	(1)
Activities	10	(1)
Quiz Questions	10	(1)
Producing the Product	11	(15)
The Writing Process: An Overview	12	(1)
The Rationale for Process	12	(5)
Prewriting	13	(2)
Writing	15	(1)
Rewriting	15	(2)
The Process in Practice	17	(9)
Prewriting	17	(1)
Writing	18	(1)
Rewriting	19	(4)
Chapter Highlights	23	(1)
Activities	23	(2)
Quiz Questions	25	(1)
Objectives in Technical Writing	26	(36)
Clarity	26	(6)
Provide Specific Detail	26	(1)
Answer the Reporter's Questions	27	(1)
Use Easily Understandable Words	28	(3)
Use Verbs in the Active Voice versus the Passive Voice	31	(1)
Conciseness	32	(8)
Limit Paragraph Length	34	(1)
Limit Word and Sentence Length	35	(5)
Accuracy	40	(2)
Organization	42	(3)
Spatial	42	(1)
Chronological	43	(1)
Importance	43	(1)
Comparison/Contrast	44	(1)
Problem/Solution	44	(1)
Ethics	45	(17)
Legalities	46	(1)
Practicalities	46	(1)
Ethicalities	46	(7)
Strategies for Making Ethical Decisions	53	(1)
Chapter Highlights	54	(1)
Activities	54	(6)
Quiz Questions	60	(2)
Audience Recognition and Involvement	62	(35)
Objectives	62	(1)
Audience Recognition	62	(9)
High-Tech Audience	63	(1)
Low-Tech Audience	64	(1)
Lay Audience	65	(3)
Multiple Audiences	68	(3)
Defining Terms for Different Audience Levels	71	(1)
Multicultural Audiences	72	(5)
Sexist Language	77	(2)
Omission	77	(1)
Unequal Treatment	77	(1)
Stereotyping	78	(1)
Pronouns	78	(1)
Nouns	78	(1)
Audience Involvement	79	(9)
Personalized Tone	79	(5)
Reader Benefit	84	(4)
Audience Checklist	88	(9)
Chapter Highlights	89	(1)
Activities	90	(6)
Quiz Questions	96	(1)
UNIT 2 CORRESPONDENCE	97	(99)
Memos	98	(25)
Objectives	98	(1)
The Differences Among Memos, Letters, and E-Mail	98	(3)
Criteria for Writing Successful Memos	101	(4)
Subject Line	102	(1)
Introduction	102	(1)
Discussion	103	(1)
Conclusion	103	(1)
Audience	104	(1)
Style	104	(1)
Grammar	105	(1)
Process	105	(6)
Prewriting	105	(2)
Writing	107	(3)
Rewriting	110	(1)
Effective Memo Checklist	111	(1)
Process Log	112	(3)
Prewriting	112	(1)
Writing	112	(1)
Rewriting	113	(2)
Sample Memos	115	(8)
Chapter Highlights	120	(1)
Activities	120	(2)
Quiz Questions	122	(1)
Letters	123	(48)
Objectives	123	(1)
Letter Components	124	(5)
Essential Components	124	(3)
Optional Letter Components	127	(2)
Letter Wizards and Templates	129	(2)
Letter Formats	131	(5)
Criteria for Different Types of Letters	136	(21)
Letters of Inquiry	136	(1)
Cover Letters	137	(4)
Good-News Letters	141	(3)
Bad-News Letters	144	(4)
Complaint Letters	148	(1)
Adjustment Letters	149	(3)
Sales Letters	152	(5)
Process	157	(4)
Prewriting	157	(1)
Writing	158	(1)
Rewriting	159	(2)
Process Log	161	(10)
Prewriting	161	(1)
Writing	161	(1)
Rewriting	161	(5)
Chapter Highlights	166	(1)
Activities	166	(4)
Quiz Questions	170	(1)
The Job Search	171	(25)
Objectives	171	(1)
How to Find Job Openings	171	(2)
Criteria for Effective Resumes	173	(7)
Identification	174	(1)
Career Objectives	175	(1)
Employment	175	(1)
Education	176	(1)
Professional Skills	177	(1)
Military Experience	177	(1)
Professional Affiliations	177	(1)
Personal Data	178	(1)
References	178	(1)
Style	178	(2)
Internet Resumes	180	(2)
ASCII Resumes	181	(1)
HTML Resumes	182	(1)
Sample Resumes	182	(3)
Criteria for Effective Letters of Application	185	(1)
Letter Essentials	185	(1)
Introduction	185	(1)
Discussion	185	(1)
Conclusion	186	(1)
Style	186	(1)
Sample Letters of Application	186	(3)
Techniques for Interviewing Effectively	189	(1)
Criteria for Effective Follow-Up Correspondence	190	(1)
Sample Follow-Up Letter	190	(12)
Checklists	192	(4)
Chapter Highlights	193	(1)
Activities	194	(1)
Quiz Questions	195	(1)
UNIT 3 VISUAL APPEAL	196	(47)
Document Design	197	(18)
Objectives	187	(1)
Chunking	188	(13)
Order	201	(4)
Access	205	(1)
Variety	206	(5)
Summary	211	(4)
Chapter Highlights	212	(1)
Activities	212	(2)
Quiz Questions	214	(1)
Graphics	215	(28)
Objectives	215	(1)
Conciseness	216	(1)
Clarity	216	(1)
Cosmetic Appeal	216	(1)
Color	216	(1)
Three-Dimensional Graphics	217	(1)
Criteria for Effective Graphics	217	(1)
Types of Graphics	218	(25)
Tables	218	(2)
Figures	220	(19)
Internet Downloadable Graphics	239	(1)
Chapter Highlights	240	(1)
Activities	240	(2)
Quiz Questions	242	(1)
UNIT 4 TECHNICAL APPLICATIONS	243	(100)
Fliers, Brochures, and Newsletters	244	(26)
Objectives	244	(1)
Why Write Fliers?	245	(1)
Criteria for Writing Fliers	246	(3)
Process	247	(2)
Why Write Brochures?	249	(1)
Criteria for Writing Brochures	249	(3)
Title Page (Front Panel)	250	(1)
Back Panel	250	(1)
Body Panels (Fold-in and Inside)	251	(1)
Document Design	251	(1)
Audience Recognition and Involvement	252	(1)
Accuracy	252	(1)
Process	252	(4)
Prewriting	252	(3)
Writing	255	(1)
Rewriting	256	(1)
Effective Brochure Usability Checklist	256	(2)
Why Write Newsletters?	258	(1)
Criteria for Writing Newsletters	258	(3)
The Flag	259	(1)
Columns	259	(1)
Headlines and Subheadings	259	(1)
Pop-up Quotes	259	(2)
Sidebars	261	(1)
Table of Contents	261	(1)
Initial Caps	261	(1)
Newsletter Style	261	(1)
Highlighting	261	(1)
Process	261	(2)
Prewriting	261	(1)
Writing	262	(1)
Rewriting	263	(1)
Effective Newsletter Usability Checklist	263	(7)
Chapter Highlights	265	(1)
Activities	266	(3)
Quiz Questions	269	(1)
Technical Descriptions	270	(19)
Objectives	270	(2)
Operations Manuals	270	(1)
Product Demand Specifications	271	(1)
Study Reports Provided by Consulting Firms	271	(1)
Sales Literature	271	(1)
Criteria for Writing Technical Descriptions	272	(4)
Title	272	(1)
Overall Organization	273	(1)
Internal Organization	273	(2)
Development	275	(1)
Word Usage	276	(1)
Process	276	(3)
Prewriting	277	(1)
Writing	277	(1)
Rewriting	278	(1)
Technical Description Checklist	279	(1)
Process Log	280	(6)
Prewriting	280	(1)
Writing	281	(1)
Rewriting	281	(5)
Sample Technical Description	286	(3)
Chapter Highlights	286	(1)
Activities	286	(2)
Quiz Questions	288	(1)
Instructions and User's Manuals	289	(54)
Objectives	289	(2)
Criteria for Writing Short Instructions	291	(8)
Title	291	(1)
Organization	291	(4)
Audience Recognition	295	(1)
Graphics	296	(1)
Style	297	(2)
Process	299	(3)
Prewriting	299	(1)
Writing	300	(2)
Rewriting	302	(1)
Effective Instruction Checklist	302	(2)
Process Log	304	(7)
Prewriting	305	(1)
Writing	305	(1)
Rewriting	305	(6)
Sample Instruction	311	(4)
Criteria for Writing a User's Manual	315	(4)
Usability Evaluation Checklist	319	(2)
Sample User's Manual with Screen Captures	321	(8)
Sample User's Manual	329	(14)
Chapter Highlights	340	(1)
Activities	340	(2)
Quiz Questions	342	(1)
UNIT 5 ELECTRONIC COMMUNICATION	343	(42)
E-Mail, On-line Help, and Web Sites	344	(41)
The Internet-The ``Information Superhighway''	344	(1)
The Intranet-A Company's Internal Web	345	(2)
The Extranet-A Web Within A Web	347	(1)
On-Line Technical Writing Applications: E-Mail, On-Line Help, and Web Sites	347	(28)
E-Mail	347	(1)
E-Mail Problems	348	(2)
Techniques for Writing Effective E-Mail	350	(5)
On-line Help	355	(1)
Techniques for Writing Effective On-line Help	356	(4)
Web Sites	360	(1)
Web Sites versus Paper Text	360	(2)
Criteria for a Successful Web Site	362	(6)
Process	368	(7)
Web Site Usability Checklist	375	(10)
Chapter Highlights	378	(1)
Activities	378	(5)
Quiz Questions	383	(2)
UNIT 6 REPORT STRATEGIES	385	(127)
Research	386	(21)
Objectives	386	(1)
Criteria for Writing Research Reports	386	(2)
Audience	387	(1)
Effective Style	387	(1)
Formatting	387	(1)
Process	388	(19)
Prewriting Research Techniques	388	(8)
Writing	396	(7)
Rewriting	403	(2)
Chapter Highlights	405	(1)
Activities	405	(1)
Quiz Questions	406	(1)
The Summary	407	(12)
Objectives	407	(1)
Criteria for Writing Summaries	408	(2)
Overall Organization	408	(1)
Internal Organization	409	(1)
Development	409	(1)
Style	410	(1)
Length	410	(1)
Audience Recognition	410	(1)
Grammar and Mechanics	410	(1)
Process	410	(3)
Prewriting	411	(1)
Writing	411	(1)
Rewriting	412	(1)
Summary Checklist	413	(1)
Process Log	414	(5)
Prewriting	414	(1)
Writing	414	(1)
Rewriting	414	(1)
Chapter Highlights	414	(3)
Activities	417	(1)
Quiz Questions	418	(1)
Reports	419	(41)
Objectives	419	(1)
Criteria for Writing Reports	420	(3)
Organization	420	(2)
Development	422	(1)
Style	422	(1)
Types of Reports	423	(18)
Trip Reports	423	(1)
Progress Reports	424	(3)
Lab Reports	427	(8)
Feasibility Reports (Recommendation Reports)	435	(1)
Incident Reports	436	(5)
Process	441	(5)
Prewriting	441	(1)
Writing	441	(4)
Rewriting	445	(1)
Report Checklist	446	(1)
Process Log	447	(13)
Prewriting	447	(1)
Writing	447	(1)
Rewriting	447	(6)
Chapter Highlights	453	(1)
Activities	453	(6)
Quiz Questions	459	(1)
Proposals	460	(34)
Objectives	460	(1)
Criteria for Proposals	461	(11)
Title Page	461	(2)
Cover Letter	463	(1)
Table of Contents	463	(2)
List of Illustrations	465	(1)
Abstract (or Summary)	465	(2)
Introduction	467	(2)
Discussion	469	(1)
Conclusion/Recommendation	470	(1)
Glossary	470	(1)
Works Cited (or References)	471	(1)
Appendix	472	(1)
Process	472	(5)
Prewriting	472	(1)
Writing	473	(2)
Rewriting	475	(2)
Proposal Checklist	477	(1)
Sample Proposal	477	(17)
Chapter Highlights	491	(1)
Activities	491	(2)
Quiz Questions	493	(1)
Oral Presentations	494	(18)
Objectives	494	(1)
Types of Oral Presentations	495	(1)
The Impromptu Speech	495	(1)
The Memorized Speech	495	(1)
The Manuscript Speech	496	(1)
The Extemporaneous Speech	496	(1)
Criteria for Effective Oral Presentations	496	(7)
Overall Organization	496	(1)
Development	497	(1)
Style	497	(1)
Delivery	497	(2)
Appearance	499	(1)
Body Language and Gestures	499	(1)
Visual Aids	499	(4)
Process	503	(6)
Prewriting	503	(1)
Writing	504	(5)
Presentation	509	(1)
Speaker's Checklist	509	(1)
Post Speech Activities	509	(3)
Chapter Highlights	510	(1)
Activities	510	(1)
Quiz Questions	511	(1)
UNIT 7 HANDBOOK	512	(35)
Grammar, Punctuation, Mechanics, and Spelling	513	(34)
Grammar Rules	514	(9)
Agreement between Pronoun and Antecedent (Referent)	515	(1)
Agreement between Subject and Verb	515	(2)
Comma Splice	517	(1)
Faulty or Vague Pronoun Reference	518	(1)
Fragment	518	(1)
Fused Sentence	519	(2)
Modification	521	(1)
Parallelism	522	(1)
Punctuation	523	(6)
Apostrophe	523	(1)
Colon	523	(1)
Comma	524	(1)
Dash	525	(1)
Ellipses	526	(1)
Exclamation Point	526	(1)
Hyphen	526	(1)
Parentheses	527	(1)
Period	527	(1)
Question Mark	528	(1)
Quotation Marks	528	(1)
Semicolon	529	(1)
Mechanics	529	(6)
Abbreviations	529	(4)
Capital Letters	533	(1)
Numbers	534	(1)
Spelling	535	(1)
Proofreader's Marks	536	(11)
Activities	536	(7)
Grammar Quiz	543	(4)
References	547	(4)
Index	551