ENGL2560 Final

What does the word "register" mean in the context of "analyze a genre to determine the register"?

"form of language customarily used in particular circumstances"

What is the standard generic format for a proposal?

- Problem Statement/Background Methods/Procedures Qualifications/Resources Work Schedule Budget

What are three ways to create a strong logical appeal in a proposal?

- Show the need for a solution to the problem that you identify - Show how your solution will be superior to the other proposed solutions to the problem - Explain the benefits of your approach

What are the four types of proposals?

- internal - solicited - unsolicited - sole-source contracts

If your main focus is to let readers to know what size lead to use in a mechanical pencil, which of the following sentences places the main idea as the subject of the sentence?

0.7mm lead is used in the ZeroShin mechanical pencil.

What basic structure is suggested for a positive message?

1. Briefly present the main points and share any good news, 2. Add details and include all relevant information that readers need, 3. State any negative elements as positively as possible, 4. Show readers how this message benefits them, Close with a goodwill ending

What basic structure is suggested for a solution-finding message?

1. Establish common ground with your readers, 2. Describe the shared problem, 3. Explain the proposed solution, 4. Explain why the action requested is necessary, 5. Show how readers benefit from this solution

How should you structure a solution-finding email to your boss?

1. Identify and describe the problem, 2. Give whatever background is necessary, 3. Describe options for solving the problem, 4. Recommend a solution and offer assistance to solve the problem

What are the three methods of information collection when researching technical subjects?

1. Interviewing subject matter experts 2. Effective survey design and development 3. Finding and evaluating print and online sources

What are the two methods of achieving cohesion?

1. Linking sentences from start to start 2. Linking sentences from end to start.

What is one of the basic structures suggested for a negative message?

1. Open with a buffer, 2. State the negative information once clearly, 3. Present any possible alternatives or compromises, 4. Close with a positive, goodwill ending

What are the three stages to complete a successful interview?

1. Prepare for it 2. Conduct it 3. Write it up

What basic structure is suggested for an informative message?

1. Present main points briefly, 2. Add details and include all relevant information, 3. State any negative elements as positively as you can, 4. Include additional details to highlight how readers benefit from this information, 5. End with a goodwill closing

What is the other main essential component of the writing situation, in addition to understanding the audience (user)?

A clear understanding of all the facets you hope to achieve with your technical document - your purpose or aim.

Why might a line drawing be more effective than a photograph?

A line drawing can omit distracting detail to focus the viewer's attention on a specific aspect

Which of the following sentences correctly locates the verb close to the subject?

A method is disclosed for the reactive plating of substrates to produce transparent conducting films and photoactive coatings.

Which of the following are questions a well-written proposal must answer?

A well-written proposal must answer all the questions listed.

Which of the following are actual citation style guides?

APA, CMS, and MLA

In order to use citation systems properly, what kinds of information should you keep note of as you research?

All items listed need to be included in notes during research (page numbers, date of access, details of publication)

Which of the following factors should be considered when developing a user profile?

All of the above should be considered

In a proposal, the main claims that the writer would make include which of the following?

All of the claims listed should be included in a successful proposal

What elements should you consider when analyzing the style of a genre?

All of the listed elements should be considered

Which of the following types of statements should be included in an application letter?

All of these statements should be included

Which of the following general techniques can you use to show readers that helping you will help them meet their own goals?

All the listed general techniques are good ways to connect the writer's goals with the reader's needs.

Which of the following is NOT a guideline to help you write good survey questions?

Ask loaded questions

Survey research can help a technical writer at what two stages in the writing process?

Before writing begins and as part of usability testing

Trademarks refer to items that do what?

Establish a brand

Who is meant to utilize a statement of values created by a large organization?

Everyone listed in all the choices (board of directors, employees, corporate)

How does cohesion help readers interpret meaning?

Ideas are clearly linked from one sentence to the next.

On surveys, why will you want to limit your use of open-ended questions?

Open-ended questions take longer to answer, which means subjects are more likely to not finish the survey

In addition to making or responding to requests, what other four goals are often central to each technical communication?

Persuading, informing, building good will, and ending the need for further communication

Which of the technical writing genres are broader than just technical communication, but are also the primary genres of business and professional writing?

Proposals, letters, memos, and oral presentations

What is active listening?

Rephrasing the speaker's comments to state what you think you heard

What three aspects of a technical document should you examine to identify the key features of the genre?

Style, structure, and register

What is "boilerplate" text?

Text that was created within the organization that can then be "reused" in other documentation produced by the organization

Which of the following is one of the key components of a well-written application letter?

The applicant's credentials that are noted in the letter match the job's described requirements

The Secondary Audience of technical writing is which of the following?

The expert who will use your work as a reference

Credibility or ethos refers to what?

The extent to which readers respect you and trust what you say as a writer

The Watchdog Audience of technical writing is which of the following?

The government or another regulatory organization that reviews the products

Why would an individual or company submit an unsolicited proposal?

The individual or company has identified a problem and devised a solution that the proposal presents.

Who is the audience for an internal proposal in which you suggest a change of procedure that will save your organization money?

The individual or group with the power to implement your solution

The Initial Audience of technical writing is which of the following?

The individual who will approve your work

The Primary Audience of technical writing is which of the following?

The major group of users who will use your instructions

What is a "Whistleblower"?

The term given to people who not only refuse to go along with what they have been directed to do when they feel that those directions are wrong, but also expose an ethical dilemma.

What are Gantt charts used for?

To indicate timelines

What are patents used for?

To protect inventions

Photographs are effective visuals for what purposes?

To render exact detail or to show something being used

When analyzing a genre for structure, what should be considered?

Topic sentences, transitional elements, methods of idea development, and summary elements

Where should you place new information in a sentence?

Towards the end of the sentence, after the verb.

What does creating and submitting a detailed work schedule as part of a proposal help to demonstrate?

Trustworthiness

Which of the following is NOT a specific technique to help a technical writer connect his or her goals with the readers' needs?

Use "you" language when writing negative messages

What strategy can you use in the body of your application letter to provide a link to the organization?

Use the same specific phrases from the job ad to describe your previous work experience and job responsibilities

What writing technique demonstrates superior writing when incorporating references into an argument?

Well-written summaries

When is the use of a table as a visual a good choice?

When exact figures are important

When planning to interview a subject matter expert, when should you introduce yourself, explain your credentials, and describe the kind of information you need?

When you call or email to schedule the interview

How should you begin the body of a memo report?

With a short introductory paragraph that orients readers to the subject of the report

In a block style format letter, where do you position the closing and signature lines?

at the bottom, flushed left to the margin

What type of graph or chart is most effective to illustrate comparisons between items, to compare items over time, to show frequency or distribution, and to show correlation?

bar chart

Use familiar information at the start of each sentence to link ideas throughout a paragraph. A change in terminology can do what to the readers?

confuse the reader

Dot charts are used to show what?

correlations

A technical writer should only use motivation that strives to meet the readers' extrinsic needs, as technical writing is not personal.

false

A well-designed graph, table, or chart is self-explanatory, and does not need a title.

false

All answers to closed-ended questions are in yes/no form.

false

An advantage to using files in shared folders on a company intranet is that access to the files is open to the public.

false

Another element that distinguishes a winning proposal from an unsuccessful one is using a standard layout with .5" margins and a sans serif font.

false

As the purpose of the application letter is to sell yourself to the company, it is best to focus on your skills and qualities, and there is no need to show that you have knowledge of the organization.

false

Because the content of a technical document is of major importance, how information is laid out on a page has a minor impact on the users' experience with the text.

false

Definitions come in two kinds: brief and extended

false

If the document you are designing will be used mostly online and viewed on a screen, studies show you will want to use a serif font.

false

If you created a visual using data from someone else, you do not need to give credit to the source of the data.

false

Illustrations should often be used in place of difficult-to-understand technical information.

false

In a set of instructions, format warnings and cautions as part of the regular text.

false

In a set of instructions, if the steps must be done in chronological order, then they should be put in a bulleted list.

false

In an effort to show equality, it is best to not consider the status or power level of your readers.

false

In document design, boxes refer to text or icons that have a rectangular shape.

false

In order to avoid stereotyping or discrimination, age, gender, economic status, ethnicity, and class should not be considered when trying to understand your audience.

false

In the "Conclusion" section of a recommendation report, the writer attaches any notes, the references, and any appendixes.

false

Much of the text that you write in the workplace will be read thoroughly and evaluated by each reader (user).

false

Parallelism is lining up the text on a page.

false

Reports are characterized by four qualities: they contain a "systematic record of a particular technical study," they are usually written for others to read, they solve a problem, and they share good news.

false

Technical documents should NEVER use all caps.

false

The "Methods" and "Results" sections of a recommendation report are used to present the raw data of your research.

false

The easiest way to illustrate most computer or software manuals is to use detailed line drawings.

false

The executive summary in a recommendation report should be organized to reflect the same structure used in the body of the report.

false

The executive summary or abstract in a recommendation report is generally no more than two or three paragraphs.

false

The first step in designing a layout grid for a project is to organize all of the document elements into groups.

false

The only persuasive goal a writer should have in a status report is demonstrating his or her competence and ability as an employee.

false

The primary rule of contrast is that you make two items look obviously different.

false

The purpose of writing a status report is to show your individual competence in pursuing and completing a task.

false

The purpose section of a recommendation report is usually three to four pages long.

false

There are no legitimate situations in which you would not want to be clear in your writing.

false

They typical structure of a recommendation report is as follows: - Title page - Recommendations - Report body - Executive summary - Notes, references, appendixes

false

To use proximity effectively, aim for an even number of items on one page (max 6).

false

Using arrows in document design is distracting and should be avoided.

false

When evaluating the quality of document design, you will want to consider the typeface choice, the headings, the length and number of paragraphs, all aspects of the visuals used, and the formatting and presentation of any instructions. Cautions and warning, however, are not part of the document design.

false

When preparing documents for online use, it is good to include blank pages, just as you would in a traditional book or report.

false

When selecting a typeface to use in a document, it is best to just stick with Times New Roman, as that is what is recommended by MLA format.

false

When writing a set of instructions, it is best to group the actions into as few steps as possible.

false

When writing a set of instructions, use one format for both actions and explanatory information.

false

When writing documents that will be used on line, address your reader in third person (i.e. he or she).

false

When writing for online use, you can leave off the commas at the end of each item in a bulleted list.

false

When writing text that will be read on line, use underlining as a way to emphasize key words.

false

When you are writing text that will be read online, you will want to use your thesaurus to add as much word variety as possible.

false

While there are several goals when publishing a white paper, the primary goal is to persuade.

false

White space - or space not inhabited by text or visuals - considered wasted space. Avoid leaving much white space in a document.

false

Where in the application letter is a good place to include a one-sentence overall summary of your primary qualifications?

in the first paragraph

What type of chart or graph works best to compare items over time, to show frequency or distribution, or to show correlations?

line graph

What visual is the best choice to show physical location?

map

Which of the following are not examples of technical communication?

narrative essay about your experiences, personal journal

Which of the following strategies to learn about your users is considered the most valuable?

not create a profile

To better help readers understand a technical document, the context, or familiar information, should be placed where on the page?

on the left

When interviewing a subject matter expert, it is best to limit your interview to what length of time?

one hour

When you have data that add up to 100 per cent, what type of graphic is an effective way to show relationships between the parts and the whole?

pie chart

A technical writer often acts as an intermediary between the ______ (who) and the reader?

subject matter experts

Pathos refers to what?

the legitimate use of readers' emotions and feelings to engage their minds

When a technical writer produces a report or manual for an organization, who owns the copyright?

the organization

As a rule, how many heading levels should you limit yourself to in a shorter report (fewer than ten pages)?

three

Technical documents generally share what main purpose?

to inform

A brief definition is the practice of clarifying the meaning of a word by substituting a more familiar synonym or restating a word in different terms to make its meaning clear.

true

A formal or categorical definition consists of three parts: the term, the class, and the features.

true

A memo or letter of transmittal usually accompanies a recommendation report in order to provide context for the reader, especially the reader who requested the report.

true

A ragged right margin margin is easier to read because it preserves the normal spacing between letters, and it is more interesting visually.

true

A recommendation report is a written outcome that often follows a study or research into a particular problem.

true

A status report is both an informative and a persuasive document.

true

A writer can use these strategies in an extended definition: operational definition, negative definition, description of parts, history/background, etymology, examples, cause and effect, and analogy/comparison.

true

Activity reports are generally used as a way for employees to update supervisors on how they have spent their workweek, noting accomplishments on various assigned tasks or alerting managers to potential or real problems that may be looming.

true

An operational definition explains how something works to define what it is.

true

Another element that distinguishes winning proposals from unsuccessful ones is they display "moxie."

true

Any type of process or procedure can be conceptualized as a series of stages that the user moves through; therefore, effective chunking gives visual organization to the process and helps users track their progress through it.

true

Arguments consist of the following three components: logic, credibility, and emotion.

true

As a technical communicator, part of your job is creating a visual that highlights rather than buries the point you want to make to your readers.

true

Captions for graphics can range from just a few words to one or two sentences.

true

Closed-ended questions in a survey will give you quantitative data, or answers that you can count.

true

Document design refers to the placement of visuals and information on a page and the visual connection between these elements, both on that page and throughout the other pages of a multi-page document.

true

Good instructions will include, at the beginning, some type of introduction to or overview of the content covered.

true

If there is a chronological or important order to the steps, then use numbers to emphasize the sequence; otherwise, use bullets.

true

If you are using color or pattern to identify items in a graphic, then the identifying boxes in the legend should be large enough for readers to distinguish one color or pattern from another.

true

If you understand who your readers are, you can better anticipate objections they may have that stop them from granting your request.

true

In a set of instructions, an appropriately placed and well-chosen drawing or photograph can make a complex step both simple and clear.

true

In a set of instructions, make the length of lines of text shorter than if you were writing an essay or report.

true

In a status report, include any problems that were encountered that have slowed your progress. Present those problems honestly, and, if possible, emphasize positive solutions to those problems.

true

In document design, repetition is useful to unify pages, add visual interest, and increase the likelihood the page will be read.

true

In document design, use icons (or symbols) to unite sections of a page or document or to highlight associations between related steps or ideas.

true

In document design, use lines to direct your user's attention, separate elements on a page, and emphasize information.

true

In the introduction of a recommendation report, provide a brief overview of the problem that initiated the report and explain any background information that readers need to understand the topic.

true

It is good to include a short introduction on a survey form

true

Layout refers to how the information appears on the page; including, how the information is grouped, what kinds of headings are used to identify groups, where headings are aligned on the page, and where visuals are placed.

true

Many organizations have found PDFs (portable document files) to be extremely useful for distributing technical and company documents.

true

Negative definition describes what the term or concept is NOT to highlight what it IS.

true

One element that distinguishes a winning proposal from an unsuccessful one is the content is carefully and thoughtfully analyzed.

true

One of the four design principles, proximity refers to the grouping of related items together, and putting space between unrelated items.

true

One problem with sending email documents is the potential incompatibility of the senders' and recipients' operating platforms or word-processing software.

true

One way to tighten your writing is to eliminate unnecessary words, such as "very".

true

Qualitative date is data that cannot be counted easily but that can describe the qualities or details of an answer well.

true

Reader-based prose is organized around what the reader needs to know, rather than showing off what the writer knows.

true

Stage-setting visuals convey different information from the text, but they also forecast the content of the text ahead.

true

Status or progress reports generally focus on the progress of a particular project.

true

Tampering with your data in a lab report is a grievous sin in scientific research at any level.

true

The "Discussion" section of a recommendation report finally gives the writer the chance to discuss the results thoroughly and to explain the thinking behind the decisions.

true

The "Recommendation" section of a recommendation report is the only place where your recommendations are discussed fully, so include everything readers will need to know to understand and make decisions about your recommendations.

true

The essence of plain language is to write short sentences using specific, uncomplicated terms that your readers can understand quickly.

true

The initial step that directly affects the quality of a lab report is how well you record your experiment while conducting it.

true

The introductory overview and the order in which information is presented, especially if assembly is required, directly affects the users' experience with the product,

true

The length of an extended definition is based on the readers' needs and your purpose in writing it.

true

The literature review section of a recommendation report is essentially a specialized form of the background section in which you report on your reading of what has been written on the topic or subject of your report.

true

The main alignment design choice to avoid is using more than one alignment on the page.

true

The plain language movement aims to produce documents that enable readers to "find what they need; understand what they find; and use what they find to meet their needs"

true

The purpose of a white paper is generally threefold: - to inform readers, - to educate readers about the advantages of a new product or service, and - to persuade readers that this innovation is the superior solution to a particular problem.

true

The title page of a recommendation report should present this information: - The full title of the report - The names of the individuals who prepared the report - Whom it was prepared for - The release date of the report

true

To ensure a good visual design for an online document, divide the screen into functional areas, group related items, guide the users' eye movements, put action areas near where users will look for them, and use consistent design throughout.

true

Understanding the audience helps the writer to decide how to organize the the document and what kinds of vocabulary to use in the document.

true

Use your white space in a document to signal relationships between elements on the page, to add emphasis by the space around an important item, and to direct your user through the text.

true

Using all uppercase letters takes 30 percent more space on the page and slows down the reader.

true

Usually the content of a status report includes a summary of what has been accomplished, information about any problems, a description of actions taken to resolve problems, and an outline of upcoming plans.

true

When a technical document is meant to be used on line, there are three rules to write effectively: 1. Be succinct. 2. Write for scanability. 3. Use hypertext links to split up long information into multiple pages.

true

When creating cohesion in a document by linking sentences from end to start, you will take the new information from the end of one sentence and use it as the familiar information at the beginning of the next sentence.

true

When designing a survey, start with easy questions or factual answers to create a sense that the survey won't take too long to complete.

true

When preparing a document for online use, you will have to be especially aware of including navigational cues; such as, a prominently placed navigation bar or menu on each page, a site map, or a search function.

true

When preparing document for online use, make sure your background and text color choices are high contrast.

true

When trying to understand your audience, it is good to consider how information moves through an organization.

true

When writing a set of instructions, if conditions apply to the action, include the conditions in a phrase or dependent clause before the imperative.

true

When writing documents that will be used online, write simple sentences in the active voice (e.g. subject + verb + object).

true

When writing instructions, phrase the steps in the imperative, i.e., as commands (verb + object).

true

While we hope that technical writing is accurate and true, there can be considerable leeway between what may be factually correct and how the facts are represented.

true

Winning proposals make plain the benefits of this solution over the other possibilities.

true

Your goal in creating a grid for your project is to invent a visually interesting layout that also indicates the rhetorical links between the parts of the document.

true

What are the six basic journalists' tools that can help you write good interview questions?

who, what, where, when, why, and how