Practical strategies for technical communication : a brief guide

In Practical Strategies for Technical Communication, Mike Markel gives students the essentials they'll need to communicate successfully in today's workplace. The book offers concise and accessible yet thorough coverage of audience and purpose, research, style, and document design, and strategies for designing all of the major document types. For the second edition, Markel has worked with organizations to choose sample documents and annotate them with insights and advice from the employees who developed them. Throughout the text, a new set of engaging graphics provides visual explanations of key concepts.Practical Strategies for Technical Communication is now available with LaunchPad- a customizable course space featuring an ebook and an exciting array of digital resources including a test bank, adaptive quizzing, multimedia Document Analysis Activities, and more. About this Book Cover Page Inside Front Cover Text of accessibility page Halftitle Page Title Page Copyright Page Preface for Instructors Introduction for Writers Brief Contents Contents Halftitle Page Part 1 Working in the Technical-Communication Environment Chapter 1 Introduction to Technical Communication What Is Technical Communication? Understanding Purpose Understanding Audience Why Technical Communication Skills Are Important in Your Career The Challenges of Producing Technical Communication Audience-Related Factors Purpose-Related Factors Setting-Related Factors Document-Related Factors Process-Related Factors Skills and Qualities Shared by Successful Workplace Communicators A Look at Three Technical Documents Chapter 1 Wrap-Up Exercises Case 1: Using the Measures of Excellence in Evaluating a Résumé Chapter 2 Understanding Ethical and Legal Considerations A Brief Introduction to Ethics Your Ethical Obligations Obligations to Your Employer Obligations to the Public Obligations to the Environment Your Legal Obligations Copyright law The Role of Corporate Culture in Ethical and Legal Conduct Understanding Ethical and Legal Issues Related to Social Media Communicating Ethically Across Cultures Communicating with cultures with different ethical beliefs Communicating in countries with different laws Chapter 2 Wrap-Up Writer’s Checklist Exercises Case 2: The Ethics of Requiring Students to Subsidize a Plagiarism-Detection Service Chapter 3 Writing Collaboratively Managing Projects Conducting Meetings Listening Effectively Setting Your Team’s Agenda Conducting Efficient Meetings Communicating Diplomatically Critiquing a Team Member’s Work Using Electronic Tools in Collaboration Word-Processing Tools Messaging Technologies Videoconferencing Wikis and Shared Document Workspaces Crowdsourcing Platforms Gender and Collaboration Culture and Collaboration Chapter 3 Wrap-Up Writer’s Checklist Exercises Case 3: Accommodating a Team Member’s Scheduling Problems Part 2 Planning and Drafting the Document Chapter 4 Analyzing Your Audience and Purpose Understanding Audience and Purpose Using an Audience Profile Sheet Techniques for Learning About Your Audience Determining What you Already Know About Your Audience Interviewing People Reading About Your Audience Online Searching Social Media for Documents Your Audience Has Written Analyzing Social-Media Data Communicating Across Cultures Understanding the Cultural Variables “on the Surface” Understanding the Cultural Variables “Beneath the Surface” Considering Cultural Variables as you Write Using Graphics and Design for Multicultural Readers Applying What You Have Learned About Your Audience Writing for Multiple Audiences Determining Your Purpose Chapter 4 Wrap-Up Writer’s Checklist Exercises Case 4: Focusing on an Audience’s Needs and Interests Chapter 5 Researching Your Subject Understanding the Research Process Choosing Appropriate Research Methods Conducting Secondary Research Understanding Research Tools Library Catalogs Online Databases Newspaper and Periodical Indexes Abstract Services Web Search Engines Reference Works Types of secondary Research Sources Books Periodicals: Journals and Magazines Newspapers and Online News Sources Government Documents Websites and Social Media Using Social Media and Other Interactive Resources Discussion Forums Wikis Blogs Tagged Content RSS Feeds Evaluating the Information Conducting Primary Research Analysis of sOcial-Media Data Observations and Demonstrations Inspections Experiments Field research Interviews Inquiries Questionnaires Asking Effective Questions Testing the Questionnaire Administering the Questionnaire Presenting Questionnaire Data in Your Document Chapter 5 Wrap-Up Writer’s Checklist Exercises Case 5: Revising a Questionnaire Chapter 6 Writing for Your Readers Presenting Yourself Effectively Using Conventional Patterns of Organization Writing Clear, Informative Titles Writing Clear, Informative Headings Writing Clear, Informative Paragraphs Structure Paragraphs Clearly The Topic Sentence The Supporting Information Paragraph Length Use Coherence Devices Within and Between Paragraphs Adding Transitional Words and Phrases Repeating Key Words Using dEmonstrative Pronouns Followed by Nouns Writing Grammatically Correct Sentences Avoid Sentence Fragments Avoid Comma Splices Avoid Run-On Sentences Avoid Ambiguous Pronoun References Compare Items Clearly Use Adjectives Clearly Maintain Subject–Verb Agreement Maintain Pronoun–Antecedent Agreement Use Tenses Correctly Structuring Effective Sentences Emphasize New and Important Information Write Effective Sentence Lists Choose an Appropriate Sentence Length Avoid Overly Long Sentences Avoid Overly Short Sentences Focus on the “Real” Subject Focus on the “Real” Verb Use Parallel Structure Use Modifiers Effectively Distinguish Between Restrictive and Nonrestrictive Modifiers Avoid Misplaced Modifiers Avoid Dangling Modifiers Choosing the Right Words and Phrases Select an Appropriate Level of Formality Be Clear Use Active and Passive Voice Appropriately Be Specific Avoid Unnecessary Jargon Use Positive Constructions Avoid Long Noun Strings Avoid Clichés Avoid Euphemisms Be Concise Avoid Obvious Statements Avoid Filler Avoid Unnecessary Prepositional Phrases Avoid Wordy Phrases Avoid Fancy Words Use Inoffensive Language Gender-Neutral Language People-First Language for Referring to People with Disabilities Chapter 6 Wrap-Up Writer’s Checklist Exercises Case 6: Emphasizing Important Information in a Technical Description Part 3 Designing User-Friendly Documents and Websites Chapter 7 Designing Print and Online Documents Goals of Document Design Planning the Design of Print and Online Documents Understanding Design Principles Designing Print Documents Navigational Aids Page Layout Page Grids White Space Columns Typography Typefaces Type Families Case Type Size Line Length Line Spacing Justification Titles and Headings Titles Headings Other Design Features Designing Online Documents Use Design to Emphasize Important Information Create Informative Headers and Footers Help Readers Navigate the Document Include Extra Features Your Readers Might Need Help Readers Connect with Others Consider Matters of Accessibility Design for Multicultural Audiences Designing Online Pages Aim for Simplicity Make the Text Easy to Read and Understand Create Clear, Informative Links Combining Print and Online Documents Chapter 7 Wrap-Up Writer’s Checklist Exercises Case 7: Designing a Flyer Chapter 8 Creating Graphics The Functions of Graphics Understanding the Process of Creating Graphics Planning Graphics Producing Graphics Revising Graphics Citing Sources of Graphics Using Color Effectively Choosing the Appropriate Kind of Graphic Illustrating Numerical Information Tables Bar Graphs Infographics Line Graphs Pie Charts Illustrating Logical Relationships Diagrams Organization Charts Illustrating Process Descriptions and Instructions Checklists Flowcharts Logic Trees Techniques for Showing Action or Motion Illustrating Visual and Spatial Characteristics Photographs Screen Shots Line Drawings Maps Creating Effective Graphics for Multicultural Readers Chapter 8 Wrap-Up Writer’s Checklist Exercises Case 8: Creating Appropriate Graphics to Accompany a Report Part 4 Learning Important Applications Chapter 9 Corresponding in Print and Online Understanding the Process of Writing Correspondence Presenting Yourself Effectively in Correspondence Use the Appropriate Level of Formality Communicate Correctly Project the “You Attitude” Avoid Correspondence Clichés Communicate Honestly Writing Letters Elements of a Letter Common Types of Letters Inquiry Letter Response to an Inquiry Claim Letter Adjustment Letter Writing Memos Writing Emails Writing Microblogs Writing Correspondence to Multicultural Readers Chapter 9 Wrap-Up Writer’s Checklist Exercises Case 9: Writing a Memo Chapter 10 Applying for a Job Establishing Your Professional Brand Crafting Your Professional Brand Finding the Right Position Understanding Job-Search Strategies Writing Résumés Elements of the Chronological Résumé Identifying Information Summary Statement Education Employment History Interests and Activities References Other Elements Elements of the Skills Résumé Preparing a Plain-text Résumé Considering Nontraditional Résumés Writing Job-Application Letters Preparing for a Job Interview Following Up After an Interview Chapter 10 Wrap-Up Writer’s Checklist Exercises Case 10: Writing a Cover Letter Chapter 11 Writing Proposals The Logistics of Proposals Internal and External Proposals Internal Proposals External Proposals Solicited and Unsolicited Proposals Solicited Proposals Unsolicited Proposals The “Deliverables” of Proposals Research Proposals Goods and Services Proposals Persuasion and Proposals Understanding Contexts Internal Contexts External Contexts Describing What You Plan To Do Demonstrating Your Professionalism The Structure of the Proposal Summary Introduction Proposed Program Qualifications and Experience Budget Appendixes Task Schedule Tables Bar Charts Network Diagrams Description of Evaluation Techniques Sample Internal Proposal Chapter 11 Wrap-Up Writer’s Checklist Exercises Case 11: Writing an Introduction for a Proposal Chapter 12 Writing Informational Reports Writing Directives Writing Field Reports Writing Progress and Status Reports Organizing Progress and Status Reports Concluding Progress and Status Reports Sample Progress Report Writing Incident Reports Writing Meeting Minutes Chapter 12 Wrap-Up Writer’s Checklist Exercises Case 12: Writing a Directive Chapter 13 Writing Recommendation Reports Understanding the Role of Recommendation Reports Using a Problem-Solving Model for Preparing Recommendation Reports 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 Writing Recommendation Reports Writing the Body of the Report Introduction Methods Results Conclusions Recommendations Writing the Front Matter Letter of Transmittal Cover Title Page Abstract Table of Contents List of Illustrations Executive Summary Writing the Back Matter Glossary and List of Symbols References Appendixes Sample Recommendation Report Chapter 13 Wrap-Up Writer’s Checklist Exercises Case 13: Writing a Recommendation Chapter 14 Writing Definitions, Descriptions, and Instructions Writing Definitions Analyzing the Writing Situation for Definitions Writing Sentence Definitions Writing Extended Definitions Writing Descriptions Analyzing the Writing Situation for Descriptions Indicating Clearly the Nature and Scope of the Description Introducing the Description Clearly Providing Appropriate Detail Ending the Description with a Brief Conclusion A Look at Several Sample Descriptions Writing Instructions Understanding the Role of Instructional Videos Designing a Set of Written Instructions Planning for Safety Drafting Effective Instructions Drafting Titles Drafting General Introductions Drafting Step-by-Step Instructions Drafting Conclusions Revising, Editing, and Proofreading Instructions A Look at Several Sample Sets of Instructions Writing Manuals Chapter 14 Wrap-Up Writer’s Checklist Exercises Case 14: Writing Instructions Chapter 15 Making Oral Presentations Understanding the Role of Oral Presentations Preparing the Presentation Analyzing the Speaking Situation Analyzing Your Audience and Purpose Budgeting Your Time Considering Setting Organizing and Developing the Presentation Preparing Presentation Graphics Characteristics of an Effective Slide Graphics and the Speaking Situation Using Graphics to Signal the Organization of a Presentation Choosing Effective Language Using Language to Signal Advance Organizers, Summaries, and Transitions Using Memorable Language Rehearsing the Presentation Rehearsing the Extemporaneous Presentation Presenting to All Audiences Answering Questions After a Presentation Chapter 15 Wrap-Up Speaker’s Checklist Exercises Case 15: Writing an Oral Presentation Appendix: Reference Handbook Part A: Documenting Your Sources Note Taking Paraphrasing Quoting Summarizing APA Style IEEE Style MLA Style Part B: Editing and Proofreading Your Documents Punctuation Mechanics References Index Extended Descriptions The front cover of the book Practical Strategies for Technical Communication: A Brief Guide, Fourth Edition, Mike Markel and Stuart A. Selber The inside front cover of the book, Practical Strategies for Technical Communication shows a text at the center that reads, practical workplace advice that helps you navigate new technologies. An illustration is titled, Thinking Visually, Characteristics of a Technical Document An illustration is titled, Thinking Visually, Measures of Excellence in Technical Documents Figure 1.1 A Video That Educates the Public About a Technical Subject Figure 1.2 A Graphic Comparing Two Communication Media Figure 1.3 A Corporate Blog Post Presenting a Public-Policy Viewpoint Figure 1.3 A Corporate Blog Post Presenting a Public-Policy Viewpoint Figure 2.1 Selected Licensing Symbols from Creative Commons A document shows how to present guidelines for social media An illustration is titled, Thinking Visually, Principles for Ethical Communication Figure 3.1 A Quip Document and Chat Thread A report with five comments Figure 3.1 A Quip Document and Chat Thread Figure 3.2 Crowdsourcing Content for a Database An illustration is titled, Thinking Visually, Advantages and Disadvantages of Collaboration Figure 4.1 Analysis of Facebook Users Text shows a business letter Text shows a business letter Figure 4.2 Using Text and Graphics to Appeal to Readers’ Needs and Interests Figure 4.2 Using Text and Graphics to Appeal to Readers’ Needs and Interests Figure 4.3 Table of Contents for a Modular Report An illustration is titled, Thinking Visually, Determining the Important Characteristics of Your Audience An illustration is titled, Thinking Visually, Determining the Important Characteristics of Your Audience Figure 5.1 A Discussion Board Exchange Figure 5.2 Search Results for Pages Tagged with “Driverless Cars” Figure 5.3 A Website Offering RSS Feeds A screenshot shows a page from Corn Naturally with the heading Evaluating Information from Internet Sources A paragraph with notations shows how to create a professional persona Figure 6.1 A Topic Sentence Works Better at the Start of the Paragraph Figure 6.2 A Traditional Sentence and a Sentence List A passage shows how to revise for conciseness and simplicity Figure 7.1 Effective Use of Design Principles Figure 7.1 Effective Use of Design Principles Figure 7.3 Queuing Figure 7.4 Filtering Figure 7.5 Thumbnail Sketches Figure 7.6 Sample Grids Using Picas and Inches Figure 7.7 Typical Margins for a Document That Is Bound Like a Book An annotated illustration depicts how to format columns Figure 7.8 A Multicolumn Design Figure 7.9 A One-Column Design An illustration depicts type sizes in inches, points, and picas Figure 7.15 Line Spacing Used To Distinguish One Section from Another A page shows how rules are used in design An illustration shows how to use boxes when composing a page Annotated screen shots explain how to create borders and screens in Microsoft Word An illustration shows a page from a government report An illustration shows a page from a government report Figure 7.16 Screen for a Mobile Application Figure 7.18 Website Footer Figure 7.19 Site Map Figure 7.20 Table of Contents Figure 7.21 Maintaining Communities Figure 7.22 An About Us Page with Clear, Informative Links Figure 7.23 Excerpt from Online Instructions Incorporating Multiple Modalities Figure 7.23 Excerpt from Online Instructions Incorporating Multiple Modalities An illustration shows a page from a user guide for a Micron product Figure 7.2 Chunking Figure 7.14 Line Spacing Two annotated paragraphs show left justified and full justified paragraphs A bar graph shows a comparison between Wine 1 and Wine 2 in the areas of Color Intensity, Aroma Intensity, Trueness, and Overall Quality A radar graph conveys the same information as the previous bar graph, but it is harder to make a direct comparison A line graph shows dollars spent on men’s and women’s athletics for years 2017 through 2019 Five screenshots and text explain how to insert and modify graphics Figure 8.1 Color Used for Emphasis Figure 8.2 Color Used to Establish Patterns Figure 8.5 Colors Have Clear Associations for Readers An illustration depicts ways to highlight type to a reader with three text boxes Figure 8.6 Different Graphics Emphasizing Different Points An infographic, titled The Current Minimum Wage Is Not Enough for Workers and Their Families to Get Out of Poverty, contains a line graph showing changes to the poverty line over time An illustration titled Block-Diagram Version shows an organizational chart A table with the title Light Use contains check marks for various items A sample flowchart demonstrates use of various symbols Figure 8.7 Parts of a Table Figure 8.8 Structures of Horizontal and Vertical Bar Graphs Figure 8.9 Effective Bar Graph with Grid Lines Two sample bar graphs show how to proportion these graphs Two horizontal bar graphs show accurate and misleading axes A sample horizontal bar graph shows how to represent data if it is not practical to start the quantity scale at zero A sample grouped bar graph illustrates the format A sample subdivided bar graph illustrates the format A sample 100 percent horizontal bar graph illustrates the format A sample bar graph shows deviation from a norm A pie chart gives a critique of infographics Figure 8.12 Line Graph An infographic shows how to use drawing tools in Microsoft Word Figure 8.13 Pie Charts Figure 8.14 Diagram An illustration shows a graphic and associated text Figure 8.17 A Table Used To Illustrate a Maintenance Schedule Figure 8.18 Flowcharts Figure 8.19 Deployment Flowchart Figure 8.20 Logic Tree Figure 8.21 Showing Action from the Reader’s Perspective Figure 8.22 Showing Action or Motion Figure 8.23 Cropping a Photograph An illustration is titled, how to create and insert screen shots. It shows two screen shots, for Microsoft Word and Adobe Acrobat Reader, with accompanying text Figure 8.25 Line Drawing Figure 8.26 Phantom, Cutaway, and Exploded Views Figure 8.27 Map A bar graph shows the number of members of the U S Armed Forces in 2012 in thousands. The bars are replaced by images of a soldier in uniform of various heights A three-dimensional pie chart shows expenses at Hillway Corporation A line graph shows costs of the components of a P C A three-dimensional stacked bar graph displays 2019 sales of Series 1 and 2 by quarters A three-dimensional cluster bar graph displays 2019 sales of Series 1 and 2, by quarters A grouped bar graph displays 2019 sales of Series 1 and 2, by quarters A bar chart and an accompanying text illustrate characteristics of effective graphics Figure 8.15 Organization Chart Figure 9.4 Response to an Inquiry Figure 9.5 Claim Letter Figure 9.6 “Good News” Adjustment Letter Figure 9.7 "Bad News" Adjustment Letter Figure 9.8 Identifying Information in a Memo Figure 9.9 Sample Memo A screenshot of an email draft with annotations explains the points to be kept in mind while using email for business correspondence Figure 9.10 Netiquette A screenshot shows an email draft with the subject Re: meeting minutes to jjensen at the rate procom dot com Figure 9.1 Sample Emails With and Without Clichés Figure 9.2 Elements of a Letter Figure 9.2 Elements of a Letter Figure 9.3 Inquiry Letter Figure 10.1 Excerpts from a Professional’s LinkedIn Profile Figure 10.1 Excerpts from a Professional’s LinkedIn Profile Figure 10.2 Chronological Résumé of a Traditional Student Figure 10.5 Visually Enhanced Résumé Figure 10.6 Infographic Résumé Figure 10.7 Video Résumé: Astrid Clark Figure 10.3 Skills Résumé of a Nontraditional Student Figure 10.4 Plain-Text Version of a Skills Résumé An illustration shows a completed résumé for a graduating senior Figure 10.8 Job-Application Letter Figure 11.4 Task Schedule Presented as a Bar Chart Figure 11.5 Task Schedule Presented as a Network Diagram Figure 11.6 Sample Internal Proposal Figure 11.2 Excerpt from an RFQ An illustration shows a project description and its formatting Figure 11.3 Task Schedule Presented as a Table Figure 11.6 Sample Internal Proposal Figure 11.6 Sample Internal Proposal Figure 11.6 Sample Internal Proposal Figure 11.6 Sample Internal Proposal Figure 11.6 Sample Internal Proposal Figure 11.6 Sample Internal Proposal An illustration explains how to create a Gantt chart Figure 12.2 A Field Report Figure 12.2 A Field Report Figure 12.4 Sample Progress Report Figure 12.5 An Accident Report Form Figure 12.1 A Directive A letter illustrates a persuasive directive Figure 12.4 Sample Progress Report Figure 12.4 Sample Progress Report Figure 12.4 Sample Progress Report Figure 12.4 Sample Progress Report Figure 12.4 Sample Progress Report Figure 12.4 Sample Progress Report Figure 12.4 Sample Progress Report Figure 12.6 Executive Summary of a Complex Accident Report Figure 12.6 Executive Summary of a Complex Accident Report Figure 12.7 A Set of Meeting Minutes Figure 13.2 Using Logic Boxes To Plot a Series of Options Figure 13.3 A Decision Matrix Figure 13.8 Sample Recommendation Report Figure 13.1 A Problem-Solving Model for Recommendation Reports Figure 13.4 Descriptive Abstract An illustration shows a table of contents with a notation Figure 13.5 List of Illustrations An illustration shows how to include page navigational tools in a report in Microsoft Word and Google Docs An illustration of a page shows an executive summary Figure 13.6 Glossary Figure 13.7 List of Symbols Figure 13.8 Sample Recommendation Report Figure 13.8 Sample Recommendation Report Figure 13.8 Sample Recommendation Report Figure 13.8 Sample Recommendation Report Figure 13.8 Sample Recommendation Report Figure 13.8 Sample Recommendation Report Figure 13.8 Sample Recommendation Report Figure 13.8 Sample Recommendation Report Figure 13.8 Sample Recommendation Report Figure 13.8 Sample Recommendation Report Figure 13.8 Sample Recommendation Report Figure 13.8 Sample Recommendation Report Figure 13.8 Sample Recommendation Report Figure 13.8 Sample Recommendation Report Figure 13.8 Sample Recommendation Report Figure 13.8 Sample Recommendation Report Figure 13.8 Sample Recommendation Report Figure 13.8 Sample Recommendation Report Figure 13.8 Sample Recommendation Report Figure 13.8 Sample Recommendation Report Figure 13.8 Sample Recommendation Report Figure 13.8 Sample Recommendation Report Figure 13.8 Sample Recommendation Report Four text boxes with arrows from left to right show steps for writing recommendations A Two-part illustration shows how high-tech safety systems are employed in vehicles A illustration shows how high-tech safety systems are employed in vehicles Figure 14.1 An Extended Definition Figure 14.2 Graphic with Linked Descriptions Figure 14.3 A Process Description Based on a Graphic Figure 14.4 Excerpt from a Mechanism Description Figure 14.5 Specifications Figure 14.6 An Effective Process Description Figure 14.7 Moderating a User Forum for Microsoft Word Figure 14.7 Moderating a User Forum for Microsoft Word Figure 14.8 Cluttered and Attractive Page Designs for Instructions Figure 14.9 A Typical Safety Label Figure 14.10 Placement of Safety Information on Equipment Figure 14.11 Excerpt from a Set of Instructions Figure 14.12 List of Tools and Materials Figure 14.4 Excerpt from a Mechanism Description Figure 14.13 Excerpt from Safety Information Figure 14.14 Excerpt from a Troubleshooting Guide A document is titled, Reading on Your NOOK A page containing images and text is titled, Installation Instructions Figure 15.1 The Network Organization of Prezi Figure 15.2 Too Much Information on a Slide Figure 15.3 Sample PowerPoint Presentation Figure 15.3 Sample PowerPoint Presentation Figure 15.3 Sample PowerPoint Presentation Figure 15.3 Sample PowerPoint Presentation Figure 15.5 Handout An illustration is titled Thinking Visually. Delivering the Presentation. The page has a colored background with white text An illustration is titled Thinking Visually. Delivering the Presentation. The page has a colored background with white text An illustration is titled How to Create A Presentation Template in PowerPoint and Prezi, and contains text illustrated with screenshots An illustration is titled How To Set List Items To Appear and Dim During a Presentation in PowerPoint. Four steps are shown with text and screenshots An illustration shows how to integrate graphics and text on a presentation slide Figure A.1 Inappropriate and Appropriate Paraphrased Notes The back cover of the book Practical Strategies for Technical Communication: A Brief Guide, Fourth Edition, Mike Markel and Stuart A. Selber Inside Back Cover Back Cover