Technical Writing: A Practical Approach

by Pfeiffer, William S.

• ISBN13: 9780130938916
• ISBN10: 0130938912
• Edition: 5th
• Format: Paperback
• Copyright: 2003-01-01
• Publisher: Pearson College Div

Summary

This book offers an easy-to-use approach towards learning the fundamentals of technical writing. The author's writing style is user-friendly, and engages the reader by providing a comprehensive overview of current topics in technical writing. Chapter topics cover process in technical writing; ethics and globalism in the workplace; organizing information; page design; patterns of organization; process descriptions and instructions; letters, memos, and electronic communication; informal reports; formal reports; proposals and feasibility studies; graphics; oral communication; technical research; and style in technical writing. For professionals in the technical writing field.

Table of Contents

PART ONE	1	(130)
Process in Technical Writing	2	(38)
Collaboration at Work	2	(3)
Getting from Here to There	5	(5)
Features of Academic Writing	5	(1)
Features of Technical Writing	6	(4)
Discovering Your Purpose	10	(1)
Analyzing Your Readers	11	(7)
Obstacles for Readers	14	(1)
Ways to Understand Readers	15	(1)
Types of Readers	16	(2)
Collecting Information	18	(2)
Writing an Outline	20	(4)
Writing Initial Drafts	24	(1)
Revising Drafts	25	(1)
Writing in Groups	26	(6)
Benefits and Drawbacks of Group Writing	27	(1)
Guidelines for Group Writing	28	(4)
Communication Challenge--`` A Group Project Gone Bad''	32	(2)
Chapter Summary	34	(1)
Assignments	35	(5)
McDuff, Inc.: Ethics and Globalism in the Workplace	40	(34)
Collaboration at Work	40	(2)
Corporate Culture in the New Century	42	(3)
Elements of a Company's Culture	42	(2)
The Search for Quality	44	(1)
The Global Workplace	45	(5)
Strategies for Understanding Cultures	46	(2)
Strategies for Communicating Internationally	48	(2)
Background and Types of Projects	50	(3)
History of McDuff, Inc.	50	(2)
Projects	52	(1)
Corporate and Branch Offices	53	(5)
Headquarters	53	(3)
Branches	56	(2)
Writing at McDuff	58	(3)
Examples of Internal Writing	60	(1)
Examples of External Writing	61	(1)
Ethics on the Job	61	(5)
Ethical Guidelines for Work	62	(2)
Ethics in Writing	64	(2)
Communication Challenge--``McDuff's Moscow Buyout: Global Dilemmas''	66	(2)
Chapter Summary	68	(1)
Assignments	69	(5)
Organizing Information	74	(26)
Collaboration at Work	74	(2)
Importance of Organization	76	(1)
Three Principles of Organization	77	(4)
ABC Format for Documents	81	(4)
Document Abstract: The ``Big Picture'' for Decision-Makers	82	(1)
Document Body: Details for All Readers	83	(1)
Document Conclusion: Wrap-Up Leading to Next Step	84	(1)
Tips for Organizing Sections and Paragraphs	85	(2)
Document Sections	85	(1)
Paragraphs	86	(1)
Communication Challenge--``Telecommuting: The Last Frontier?''	87	(3)
Chapter Summary	90	(1)
Assignments	91	(5)
Models for Good Writing	96	(4)
ABC format in whole document	96	(2)
ABC format in document section	98	(1)
ABC format in paragraphs	99	(1)
Page Design	100	(31)
Collaboration at Work	100	(2)
Computers in the Writing Process	102	(4)
Using Computers to Plan	102	(1)
Using Computers to Draft	103	(1)
Using Computers to Revise	103	(2)
Problems to Avoid	105	(1)
Guidelines for Page Design	106	(13)
Paper	107	(1)
White Space	107	(4)
Headings	111	(6)
Lists	117	(1)
In-Text Emphasis	118	(1)
Fonts and Color	119	(2)
Size of Type	119	(1)
Font Types	120	(4)
Color	124
Communication Challenge--``The St. Paul Format Guide: Trouble in the River City''	121	(3)
Chapter Summary	124	(1)
Assignments	124	(4)
Models for Good Writing	128	(3)
Page design in memorandum	128	(3)
PART TWO	131	(278)
Patterns of Organization	132	(44)
Collaboration at Work	132	(2)
Argument	134	(5)
Short Cases from McDuff: Argument	135	(1)
Guidelines for Writing Argument	136	(3)
Example of Argument	139	(1)
Definition	139	(6)
Short Cases from McDuff: Definitions	139	(1)
Guidelines for Writing Definitions	140	(4)
Example of Expanded Definition	144	(1)
Description	145	(4)
Short Cases from McDuff: Descriptions	145	(1)
Guidelines for Writing Descriptions	146	(2)
Examples of Description	148	(1)
Classification/Division	149	(5)
Short Cases from McDuff: Classification/Division	149	(1)
Guidelines for Classification	150	(1)
Example of Classification	151	(1)
Guidelines for Division	152	(1)
Example of Division	153	(1)
Comparison/Contrast	154	(3)
Short Cases from McDuff: Comparison/Contrast	154	(1)
Guidelines for Comparison/Contrast	154	(2)
Example of Comparison/Contrast	156	(1)
Communication Challenge--``A Dome Gone South: Argument in Action''	157	(3)
Chapter Summary	160	(1)
Assignments	161	(6)
Models for Good Writing	167	(9)
Memo report-example using argument	167	(2)
Detailed description	169	(2)
Technical description: Bunsen burner	171	(3)
Part-by-part comparison/contrast: three bulldozers	174	(2)
Process Descriptions and Instructions	176	(34)
Collaboration at Work	176	(2)
Process Descriptions Versus Instructions	178	(3)
Process Descriptions at McDuff	178	(2)
Instructions at McDuff	180	(1)
Guidelines for Process Descriptions	181	(3)
Guidelines for Instructions	184	(6)
Communication Challenge--``McDuff's Home of Hope: The Good, the Bad, and the Ugly?''	190	(3)
Chapter Summary	193	(1)
Assignments	194	(6)
Models for Good Writing	200	(10)
McDuff process description: electronic mail	200	(1)
McDuff instructions: electronic mail	201	(2)
Process description	203	(1)
A McDuff process description with a flowchart (both are included in an appendix to a report to a client)	204	(1)
Instructions for making travel arrangements (McDuff's departed Baltimore travel coordinator left a narrative description of the procedure he followed [original version], which was then reformatted and edited [revised version]	205	(2)
McDuff memo containing how-to instructions for a phone message recorder (rewritten from manufacturer's difficult-to-follow instructions)	207	(3)
Letters, Memos, and Electronic Communication	210	(48)
Collaboration at Work	210	(3)
General Guidelines for Letters and Memos	213	(5)
Specific Guidelines for Letters and Memos	218	(9)
Positive Letters	219	(1)
Negative Letters	220	(1)
Neutral Letters	221	(2)
Sales Letters	223	(2)
Memoranda	225	(2)
Email	227	(6)
Appropriate Use and Style of Email	227	(1)
ABC Format for Email	228	(1)
Guidelines for Email	229	(4)
Communication Challenge--``Ethics and Sales Letters''	233	(1)
Chapter Summary	234	(2)
Assignments	236	(7)
Models for Good Writing	243	(15)
McDuff sample letter	243	(1)
McDuff sample letter	244	(2)
Block style for letters	246	(1)
Modified block style (with indented paragraphs) for letters	247	(1)
Simplified style for letters	248	(1)
Memo style	249	(1)
Positive letter in block style	250	(1)
Negative letter in modified block style (with indented paragraphs)	251	(1)
Neutral letter (invitation) in block style	252	(1)
Neutral letter (placing order) in simplified style	253	(1)
Sales letter in simplified style	254	(1)
Memorandum: changes in procedures	255	(1)
Memorandum: changes in benefits	256	(1)
Simple email message	257	(1)
Informal Reports	258	(38)
Collaboration at Work	258	(2)
When to Use Informal Reports	260	(2)
Letter Reports at McDuff	261	(1)
Memo Reports at McDuff	261	(1)
General Guidelines for Informal Reports	262	(4)
Specific Guidelines for Five Informal Reports	266	(8)
Problem Analyses	267	(1)
Recommendation Reports	268	(1)
Equipment Evaluations	269	(2)
Progress/Periodic Reports	271	(2)
Lab Reports	273	(1)
Communication Challenge--``A Nonprofit Job: Good Deed or Questionable Ethics?''	274	(2)
Chapter Summary	276	(1)
Assignments	276	(9)
Models for Good Writing	285	(11)
Recommendation report (letter format)	285	(2)
Equipment evaluation (memo format)	287	(2)
Problem analysis (memo format)	289	(2)
Progress report (memo format)	291	(2)
Periodic report (memo format)	293	(1)
Lab report (letter format)	294	(2)
Formal Reports	296	(46)
Collaboration at Work	296	(3)
When to Use Formal Reports	299	(1)
Strategy for Organizing Formal Reports	300	(2)
Guidelines for the Eight Parts of Formal Reports	302	(8)
Cover/Title Page	302	(1)
Letter/Memo of Transmittal	303	(1)
Table of Contents	304	(1)
List of Illustrations	305	(1)
Executive Summary	306	(1)
Introduction	307	(1)
Discussion Sections	308	(2)
Conclusions and Recommendations	310	(1)
Formal Report Example	310	(1)
Communication Challenge--``The Ethics of Clients Reviewing Report Drafts''	311	(1)
Chapter Summary	312	(1)
Assignments	313	(5)
Models for Good Writing	318	(24)
Title page with illustration (see explanation on page 303)	318	(1)
Letter of transmittal	319	(1)
Memo of transmittal	320	(1)
Table of contents (all subheadings included)	321	(1)
Table of contents (third-level subheadings omitted)	322	(1)
List of illustrations--formal report	323	(1)
Executive summary-formal report	324	(1)
Introduction-formal report	325	(1)
Formal report	326	(16)
Proposals and Feasibility Studies	342	(67)
Collaboration at Work	342	(3)
Proposals and Feasibility Studies at McDuff	345	(3)
McDuff Proposals	345	(2)
McDuff Feasibility Studies	347	(1)
Guidelines for Informal Proposals	348	(5)
Guidelines for Formal Proposals	353	(5)
Cover/Title Page	353	(1)
Letter/Memo of Transmittal	354	(1)
Table of Contents	355	(1)
List of Illustrations	356	(1)
Executive Summary	356	(1)
Introduction	356	(1)
Discussion Sections	357	(1)
Conclusion	358	(1)
Appendices	358	(1)
Guidelines for Feasibility Studies	358	(4)
Communication Challenge--``The Black Forest Proposal: Good Marketing or Bad Business?''	362	(2)
Chapter Summary	364	(1)
Assignments	365	(7)
Models for Good Writing	372	(37)
Letter proposal	372	(3)
Memo proposal	375	(2)
Formal proposal	377	(9)
Formal proposal	386	(21)
Feasibility study (one alternative)	407	(2)
PART III	409	(210)
Graphics	410	(54)
Collaboration at Work	410	(2)
Terms in Graphics	412	(1)
Reasons for Using Special Fonts, Color, and Graphics	413	(3)
Using Fonts	416	(3)
Font Types	416	(1)
General Guidelines	416	(3)
Using Color	419	(5)
The Cost and Time of Using Color	419	(1)
Developing a Color Style Sheet	420	(2)
Color Terms	422	(1)
Guidelines for Using Color	422	(2)
General Guidelines for Graphics	424	(3)
Specific Guidelines for Eight Graphics	427	(24)
Tables	427	(3)
Pie Charts	430	(4)
Bar Charts	434	(3)
Line Charts	437	(3)
Schedule Charts	440	(1)
Flowcharts	441	(3)
Organization Charts	444	(3)
Technical Drawings	447	(4)
Misuse of Graphics	451	(5)
Description of the Problem	451	(1)
Examples of Distorted Graphics	452	(4)
Communication Challenge--``Massaging McDuff's Annual Report''	456	(3)
Chapter Summary	459	(1)
Assignments	459	(5)
Oral Communication	464	(30)
Collaboration at Work	464	(2)
Presentations and Your Career	466	(1)
Guidelines for Preparation and Delivery	467	(7)
Guidelines for Presentation Graphics	474	(3)
Overcoming Nervousness	477	(3)
Why Do We Fear Presentations?	477	(1)
A Strategy for Staying Calm	478	(2)
Example of McDuff Oral Presentation	480	(5)
Running Effective Meetings	485	(3)
Common Problems with Meetings	486	(1)
Guidelines for Good Meetings	486	(2)
Communication Challenge--``Ethics and the Technical Presentation''	488	(2)
Chapter Summary	490	(2)
Assignments	492	(2)
Technical Research	494	(60)
Collaboration at Work	494	(2)
Getting Started	496	(3)
Searching Online Catalogs	499	(7)
Searching in the Library	506	(10)
Library Services	507	(1)
Library Resources	508	(8)
Searching the Web	516	(6)
Fundamentals of Web Searching	516	(3)
Web Search Options	519	(3)
Using Questionnaires and Interviews	522	(7)
Questionnaries	523	(4)
Interviews	527	(2)
Using Borrowed Information Correctly	529	(5)
Avoiding Plagiarism	529	(2)
Following the Research Process	531	(3)
Selecting and Following a Documentation System	534	(4)
Varieties of Documentation	534	(1)
Author-Date System with Pages	535	(1)
Online Documentation	536	(2)
Writing Research Abstracts	538	(4)
Types of Abstracts	538	(2)
Guidelines for Writing Research Abstracts	540	(2)
Communication Challenge--``To Cite or Not to Cite''	542	(1)
Chapter Summary	542	(2)
Assignments	544	(3)
Models for Good Writing	547	(7)
Memo report citing research	547	(7)
The Job Search	554	(38)
Collaboration at Work	554	(2)
Researching Occupations and Companies	556	(3)
Job Correspondence	559	(7)
Job Letters	560	(2)
Resumes	562	(4)
Job Interviews	566	(5)
Preparation	566	(2)
Performance	568	(2)
Follow-Up Letters	570	(1)
Negotiating	571	(4)
Communication Challenge--``20-Something--Have Degree, Won't Travel''	575	(2)
Chapter Summary	577	(1)
Assignments	578	(3)
Models for Good Writing	581	(11)
Job letter (modified block) and chronological resume	581	(2)
Job letter (block style) and chronological resume	583	(2)
Job letter (modified block) and functional resume	585	(2)
Job letter (modified block) and functional resume	587	(2)
Combined resume	589	(1)
Combined resume	590	(1)
Resume with graphics--not effective for computer scanning	591	(1)
Style in Technical Writing	592	(27)
Collaboration at Work	592	(2)
Overview of Style	594	(1)
Definition of Style	594	(1)
Importance of Tone	595	(1)
Writing Clear Sentences	595	(3)
Sentence Terms	596	(1)
Guidelines for Sentence Style	596	(2)
Being Concise	598	(5)
Being Accurate in Wording	603	(1)
Using the Active Voice	604	(1)
What Do Active and Passive Mean?	604	(1)
When Should Actives and Passives Be Used?	604	(1)
Using Nonsexist Language	605	(3)
Sexism and Language	605	(1)
Techniques for Nonsexist Language	606	(2)
Communication Challenge--``An Editorial Adjustment''	608	(3)
Chapter Summary	611	(1)
Assignments	611	(8)
Appendix A: Online Technical Documents	619	(8)
What Is Online Documentation?	620	(3)
Types of Online Documents	621	(1)
Authoring Tools and Delivery Programs	622	(1)
How Does Reader Analysis Change?	623	(1)
How Does Document Organization Change?	624	(1)
How Does Page Layout Change?	625	(1)
Summary	625	(2)
Appendix B: Web Site Design	627	(20)
Introduction	627	(2)
How Documents Work on the Web	629	(4)
Client/Server Network	629	(1)
HTML: The Basic Language of the Web	630	(3)
Elements of Web Site Design	633	(3)
Elements of Design	633	(1)
Web Site Architecture	633	(1)
Information Design Elements of a Web Page	634	(1)
Visual Design	635	(1)
Architectural, Informational, and Visual Design Guidelines	635	(1)
Hypertext Links	636	(2)
Hypertext Tags	637	(1)
Keeping Readers Oriented	638	(1)
Conversion of Documents to Web Pages	638	(4)
Style Tags	639	(1)
Inserting a Table of Contents	640	(1)
Converting to a Web Page	640	(2)
Usability and Accessibility	642	(4)
Usability Testing	643	(2)
Accessibility	645	(1)
Summary	646	(1)
Appendix C: Handbook	647	(50)
Index	697