This book is a realistic introduction to the best practices in technical communica- tion today. It is a clear guide to the techniques needed to communicate effectively in the technical professions; it provides step-by-step advice and strategies for writing specific types of documents; it is an easily accessible reference for the daily technical communication tasks; and it situates technical communication in social, ethical, and cultural contexts.
The book is divided into two parts. Part One: Basic Tools gives the essential strategies for writing technical documents: planning, researching, organizing, de- signing, and editing. You can refer to this part for detailed that will form the foundation on which you can build any document that you are asked to write on the job. Two: Professional Applications provides step-by-step guidelines and
strategies for writing specific documents and includes samples you can use as mod- els. The writing process in most chapters is presented in the same order as the
How Can This Book Help You? 5
strategies laid out in Part One, so you can return to the earlier section if you need more detail about planning, researching, organizing, designing, or editing as these techniques apply to types of documents. The following overview of the book will give you a better sense of how all the parts fit together.
Part One: Basic Tools
• Chapter 1, Planning, takes a problem-solving approach to technical writing and gives practical advice for analyzing the audience, conducting a needs assessment, writing a usable outline, and creating a document specification. • Chapter 2, Researching, provides strategies for gathering information about a
topic and gives specific documentation styles and examples, it also includes tips and cautions on using the Internet for research.
• Chapter 3, Organizing for Readers, illustrates how to arrange information into hierarchies that make sense for the specific situation and for the particu- lar audience.
• Chapter 4, Designing the Document: Format and Graphics, gives the basic approaches to document design and to using graphics and discusses visual de- sign principles, page design, and choosing and placing graphics.
' Chapter 5, Editing for Style, discusses stylistic issues especially relevant to
technical communication, focusing on the sentence level and explains how to write smooth transitions, how to write clearly and concisely, and how to keep the reader's attention through pacing.
• Chapter 6, Collaborating on Writing Projects, provides techniques for work- ing in teams on student and professional projects, including strategies for the individual contributors and the project managers and addresses issues such as tracking projects, establishing effective communication networks, conducting effective meetings, and managing conflict.
• Chapter 7, Communicating With Other Cultures, explores cultural differ- ences and suggests techniques for communicating in the global workplace. • Chapter 8, Considering Ethical and Liability Issues, discusses the social and
ethical dimensions of technical communication, placing the act of communi- cation in a context that allows choice and emphasizes the politics of the work- place and the pressures brought to bear on the writer. The chapter also focuses on liability and language in writing marketing materials, safety information, and employee information (such as performance evaluations and job offer letters) and discusses intellectual property law as it relates to copyright of Web materials and other electronic media.
Two: Professional Applications
• Chapter 9, Memos, Letters, and E-mail Correspondence, illustrates the steps for planning, organizing, writing, and editing daily correspondence and in- cludes notes on finding the right tone in e-mail and the role of e-mail in con- flict management.
Introduction
• Chapter 10, Instruction, Procedures, and Policies, differentiates user instruc- tions and procedures from policies and discusses common design techniques for increased readability for each.
• Chapter Describing and Summarizing Technical Information, discusses the difference between descriptions and summaries and explains how to describe and summarize information within a text.
• Chapter 12, Abstracts and Executive Summaries, illustrates how to write the "front matter" of reports and proposals and discusses the essential differences between abstracts and executive summaries and indicates when each is appro- priate.
• Chapter 13, Reports, provides guidelines for writing formal reports and stud- ies, including the direct and the indirect approach and discusses how to inte- grate mathematical equations and how to present statistics and visual infor- mation appropriately.
• Chapter 14, Proposals, explains how to write effective proposals for small, medium, and large projects and includes approaches for teams as well as writ- ers working alone and discusses how to establish persuasive themes and use language keyed to the client.
• Chapter 15, Electronic Media: Online Help, Web Site Design, and
focuses on the differences between online and print media, and discusses strategies for developing online help and Web pages.
Chapter 16, Fliers, Brochures, and Newsletters, differentiates marketing writ- ing techniques from technical writing and gives guidelines for developing three types of marketing documents: fliers, brochures, and newsletters. • Chapter 17, Professional Presentations, gives advice for planning and deliver-
ing professional talks, including techniques for using visual aids and delivering presentations electronically.
• Chapter 18, Finding a Job, gives strategies for organizing and conducting a job search, including writing cover letters and resumes, and preparing profes- sional portfolios (electronic and hardcopy), as well as tips for interviewing and following up interviews.
A Quick Guide to Language Issues
• A Quick Guide to Language Issues points out common grammatical trouble spots for technical communicators and includes a special section for English as a Second Language (ESL).
The organization of this book allows you to access the information in the man- ner most useful to you, not necessarily in a linear fashion. For instance, if you have been asked to write a proposal, you can go directly to Chapter 14. If you find as you're writing that you need to brush up on design techniques, you can consult Chapter 4. For advice on collaborating with your proposal writing team, you move to Chapter 6. For tips on designing a Web site or other electronic media, see