Technical Writing Mid-Term

what is people-first language? be prepared to recognize examples of appropriate people-first language.

person + disability NOT a disabled person

Be familiar with the following types of graphics and when you might use them.

Table: display precise numerical data and their relationships. Pie Chart: easily understood by most audiences. shows proportional relationship of parts to the whole and parts to the parts. Line graph: represents more data points than bar graph. shows round numbers effectively. emphasizes changes in physical quantity. Bar graph: shows trends over periods of time or summarize info. can show more than one type of data in graph.

what is plagiarism? what can you do to avoid plagiarism in technical writing?

plagiarism is the act of using someone else's words or ideas without giving credit to the original author. To avoid: - abide by the fair-use concept - seek permission - cite your sources accurately - consult legal counsel if you have questions

how can you go about choosing an appropriate sentence length in technical writing?

- Average 15 to 30 words per sentence is effective. - Revising a draft, use your software to compute the average sentence length of a representative passage

what is justification? what is the most common type of alignment or justification used in technical documents?

- Refers to the alignment of words along the left and right margins - Ragged right is the most common in word-processed text

what kind of material should always be documented?

- any quotation from a written source or an interview, event if it is only a few words - a paraphrased idea, concept, or opinion gathered from your reading - any graphic from a written or an electronic source

what are some basic guidelines for formatting an APA- style reference list?

- arranging entries - book titles - publication information - periodical titles - article titles - electronic sources - indenting - spacing - page numbers - dates

what are some strategies for writing clear, informative headings?

- avoid long noun strings - be informative - use a grammatical form appropriate to you audience - avoid back-to-back headings

what characteristics might be important to consider when analyzing your audience?

- educational background - cultural characteristics - professional experience - personal characteristics - job responsibility - reading, speaking, and listening preferences

what are the sections in a typical recommendation report?

- front matter - body - back matter

what are the tasks involved in writing a recommendation report?

- identify the problem or opportunity - establish criteria for responding to the problem or opportunity - determine the options - study each option according to the criteria - draw conclusions about each option - formulate recommendations based on the conclusions

how are proposals classified? in particular, what's the difference between a solicited and an unsolicited proposal?

- internal & external - solicited & unsolicited - solicited proposals respond to IFB or RFP, they detail the ability of your company to provide the service requested and provides details on time and cost - unsolicited proposals are not written in response to an official RFP, although the supplier was likely invited to submit the proposal in a less formal manner

what are some good methods for conducting secondary research?

- online engine searches & library databases.

what are the 4 principles of effective document design?

- proximity - alignment - repetition - contrast

what are some guidelines for creating effective lists? when might a writer use a bulleted vs. a numbered list?

- set off each listed item with a number, a letter, or a symbol (usually a bullet). - break up long lists - present the items in a parallel structure - structure and punctuate the lead-in correctly - punctuate the list correctly Bulleted lists: when avoiding either sequence or priority such as for lists of people Numbered lists: to suggest sequence (instructions) or priority

what are criteria? be ale to define this term.

- standards against which you measure your options - can be classified into 2 categories: necessary and desirable

what are some guidelines for integrating graphics and text?

1. place the graphics in an appropriate location. 2. introduce the graphic in the text. 3. explain the graphics in the text. 4. make the graphic clearly visible. 5. make the graphic accessible.

what are some principles for creating effective pie charts?

1. restrict the number of slices to no more than 7. 2. begin with the largest slice at the top and work clockwise in order of decreasing size. 3. put very small quantities together in one size. 4. place a label (horizontally) inside the slice. 5. to emphasize one slice, use a bright, contrasting color to separate the slice from the pie. 6. check to see that you software follows the appropriate guidelines for pie charts. 7. don't overdo fill patterns. 8. check that your percentages add up to 100.

what are some guidelines for reporting your progress honestly?

1. the deliverable won't be what you thought it would be. (without being defensive, describe the events that happened). 2. you won't meet your schedule. (explain why and when you plan to complete). 3. you won't meet the budget. (explain why and how much more you will need).

in what instances would a writer use a colon?

1. to introduce a word, phrase, or clause that amplifies, illustrates, or explains a general statement 2. to introduce items in a vertical list if the sense of the introductory text would be incomplete without the list 3. to introduce long or formal quotations

in what instances would a writer use a semicolon?

1. to separate independent clauses not linked by coordinating conjunction 2. to separate items in a series that already contains commas

what type size(s) are most commonly used for body text in technical documents?

10-, 11-, and 12- point

what's the difference between active and passive voice? why are readers critical of passive voice? when is using passive voice generally better than active voice? Hint: passive voice is often used to avoid sounding accusatory

Active: the subject is doing the action Passive: the subject is not doing the action Critical of passive because you don't want to blame someone. Passive best used when you don't know who did the action

what are the main elements of letter format? of memo format? who is the audience for a memo vs. the audience for a letter?

Audience: people outside your org. Letter Element: 1. Heading or letterhead 2. date 3. inside address 4. salutation 5. body 6. complimentary close 7. signature Audience: people in you org. Memo Format: 1. specific subject line 2. clear statement of purpose 3. a brief summary 4. informative headings 5. a prominent recommendation

what are fragments? how can you revise them? be prepared to recognize examples of fragments in sample sentences.

Fragments: independent sentences with what seems like a subject, but does not. revise by: - changing verb tense - making sure your sentences are independent clauses - if there is no verb, add one

what is an inquiry letter? a claim letter? an adjustment letter?

Inquiry: you ask questions Claim: a polite, reasonable complaint Adjustment: replying to the claim

what are the 4 different types of correspondence? when might each be appropriate? Hint: remember that a date and signature make letters binding legal documents.

Letters: formal/people outside or within your org. Emails: moderately formal/people outside you org. Memos: moderately formal/people within your org. Micro blog posts & Text Messages: informal/people outside or within your org.

what is parallel structure? how should it be used with lists and headings? also, be able to recognize issues with parallel structures in example sentences.

Parallel structure is if its coordinate elements follow the same grammatical form: for example, all the clauses are either infinitives or particles. A list is parallel if all items have the same grammatical form.

what are the purposes of the front matter? what elements are typically part of a report's front matter?

Purpose: - to orient the reader to the subject - to provide summaries for technical and managerial readers - to help readers navigate the report - to help readers decide whether to read the document Elements: 1. letter of transmittal 2. cover 3. title page 4. abstract 5. table of contents 6. list of illustration 7. executive summary

what are the purposes of back matter? what elements are typically part of a reports back matter?

Purpose: - to present supplementary information, such as more-detailed explanations than are provided in the body - to enable readers to consult the secondary sources the writers used Elements: 1. glossary 2. list of symbols 3. references 4. appendixes

what are comma splices and run-on sentences? how can you revise them? be prepared to recognize examples of these errors in sample sentences.

Run-on: when you put 2 or more independent sentences together without proper punctuation - separate with a comma or a semicolon Comma Splice: when you put 2 independent sentences together with just a comma. - connect them with a conjunction or semicolon

what is white space? why might it be used?

The area of the paper with no writing or graphics. - creates margins, can also set off and emphasize an element on the page - to draw attention to graphics and helps readers see that one section is ending and another is beginning

what are instructions? what issues do you need to consider when designing an effective set of written instructions?

a kind of process description, almost always accompanied by graphics, intended to enable a person to carry out a task. 1. what are your readers' expectations? 2. what are your readers' abilities? 3. do you need to create more than one set of instructions for different audiences? 4. what language should you use? 5. will readers be anxious about the information? 6. will the environment in which the instructions are read affect the document design?

what is the purpose of a proposal?

an offer to carry out research or to provide a product or service

what do the various signal words in instructions indicate: danger, warning, caution, and note?

danger: indicates an immediate and serious hazard that will likely be fatal. warning: indicates the potential for serious injury or death or serious damage to equipment. caution: indicates the potential for anything from moderate injury to serious equipment damage or destruction. note: indicates a tip or suggestion to help readers carry out a procedure successfully.

what are progress reports? what are the 2 most common organizational patterns?

describes an ongoing project. 1. time pattern 2. task pattern

what is a chronological resume? what are some typical sections that are included in this type of resume?

focuses on the record of employment, giving an applicant the opportunity to describe the duties and accomplishments related to each job. 1. identifying information 2. summary of qualifications 3. education 4. employment history 5. interests and activities

what is a skills/functional resume? how is this type of resume typically organized? in what situation might an applicant use a skills/functional resume?

highlights the skills (such as supervising others, managing a large department, reducing production costs) that the candidate demonstrated at several different companies. 1. this resume adds a section called "skills" or "skills and abilities."

what are the 9 measures of excellence used to evaluate technical documents?

honesty, clarity, accessibility, comprehensiveness, professional appearance, usability, accuracy, conciseness, and correctness

what information should go in the introduction to a set of instructions? what about the conclusion?

introduction provides preliminary information that readers will need to follow the instructions safely and easily. conclusions conclude by stating that the reader has now completed the task or by describing what the reader should do next.

how can you ensure safety in written instructions? in particular, what is the best location for safety information in written instructions?

is to be honest and write clearly, avoid complicated sentences. put the information wherever you think the reader is able to see it.

what are job application letters? how are they typically organized?

it allows the applicant to explain more clearly in a letter than in a resume how their qualifications match the employer's requirements. 1. introductory paragraph 2. education paragraph 3. employment paragraph 4. concluding paragraph

what is "you-attitude"? how can it be achieved in technical writing?

looking at the situation from the reader's point of view and adjusting the content, structure, and tone of the correspondence to meet that person's needs

what is the difference between primary and secondary research? provide examples

primary research involves discovering or creating technical information yourself (ex: interviews, surveys, diaries, etc.) secondary research involves finding information that other people have already discovered or created (ex: websites, library books, specialized handbooks, etc.)

what types of research might be required in the workplace?

primary research or field research

what are the differences between a primary audience, secondary audience, and tertiary audience?

primary: people to whom the communication is directed secondary: people who will not directly act on or respond to the document but need to be aware of it tertiary: people who might take an interest in the document

what's the difference between quotation, paraphrase, and summary? define each

quoting: you will quote a source, either to preserve the author's particularly will expressed phrasing to lead authority to your discussion. paraphrase: is a restatement, in your own words, of someone else's words. summarize: rewriting a passage in your own words to make it shorter while still retaining its essential message.

what does RFP mean?

request for proposal, outlines a more customized need or particular service a company wants to outsource

what are some guidelines that job applicants should consider when choosing references?

solicit references only from those who know your work best and for whom you have done your best work.