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Preface PART ONE ELEMENTS OF TECHNICAL COMMUNCATION 1 Communicating in the Technical Workplace Developing a Workplace Writing Process Genres and the Technical Writing Process Stage 1: Plan Out Your Project and Do Start-up Research Stage 2: Organizing and Drafting Stage 3: Improving the Style Stage 4: Designing Stage 5: Revising and Editing What is Technical Communication? Technical Communication is Interactive and Adaptable Technical Communication is Reader Centered Technical Communication Relies on Teamwork Technical Communication is Visual Technical Communication Has Ethical, Legal, and Political Dimensions Technical Communication is International and Cross-Cultural How Important is Technical Communication? 2 Readers and Contexts of Use Creating a Reader Profile Step 1: Identify Your Readers Step 2: Identify Your Readers’ Needs, Values, and Attitudes Step 3: Identify the Contexts in Which Readers Will Experience Your Document Using Profiles to Your Own Advantage Global and Transcultural Communication Differences in Content Differences in Organization Differences in Style Differences in Design Listen and Learn: The Key to Global and Transcultural Communication 3 Working in Teams The Stages of Teaming Forming: Strategic Planning Step 1: Define the Project Mission and Objectives Step 2: Identify Project Outcomes Step 3: Define Team Member Responsibilities Step 4: Create a Project Calendar Step 5: Write Out a Work Plan Step 6: Agree on How Conflicts Will Be Resolved Storming: Managing Conflict Running Effective Meetings Mediating Conflicts Firing a Team Member Norming: Determining Team Roles Revising Objectives and Outcomes Help: Virtual Teaming Redefining Team Roles Using Groupware to Facilitate Work Performing: Improving Quality The Keys to Teaming 4 Ethics in the Technical Workplace What Are Ethics? Where Do Ethics Come From? Personal Ethics Social Ethics Conservation Ethics Resolving Ethical Dilemmas Step 1: Analyze the Ethical Dilemma Step 2: Make a Decision Step : React Appropriately When You Disagree with Your Employer Help: Stopping Cyberbullying and Computer Harassment Ethics in the Technical Workplace Copyright Law Trademarks Patents Privacy Information Sharing Proprietary Information Libel and Slander Fraud Copyright Law in Technical Communication Asking Permission Copyrighting Your Work Plagiarism PART TWO GENRES OF TECHNICAL COMMUNICATION 5 Letters, Memos, and E-Mail Features of Letters, Memos, and E-Mail Quick Start: Letters, Memos, and E-Mail Step 1: Make a Plan and Do Research Step 2: Decide What Kind of Letter, Memo, or E-Mail is Needed Step 3: Organize and Draft Your Message Step 4: Choose the Style, Design, and Medium Microgenre: Workplace Texting and Tweeting Using E-Mail Internationally Case Study: The Nastygram 6 Technical Descriptions and Specifications Types of Technical Descriptions Quick Start: Technical Descriptions and Specifications Step 1: Make a Plan and Do Research Step 2: Partition Your Subject Step 3: Organize and Draft Your Technical Description Help: Using Digital Photography in Descriptions Step 4: Choose the Style, Design, and Medium Microgenre: Technical Definitions Case Study: In the Vapor 7 Instructions and Documentation Types of Technical Documentation Quick Start: Instructions and Documentation Step 1: Make a Plan and Do Research Step 2: Organize and Draft Your Documentation Step 3: Choose the Style, Design, and Medium Help: On-Screen Documentation Microgenre: Emergency Instructions Case Study: Purified Junk 8 Proposals Types of Proposals Quick Start: Proposals Step 1: Make a Plan and Do Research Step 2: Organize and Draft Your Proposal Step 3: Choose the Style, Design, and Medium Microgenre: The Elevator Pitch Case Study: The Mole 9 Activity Reports Types of Activity Reports Quick Start: Activity Reports Step 1: Make a Plan and Do Research Step 2: Organize and Draft Your Activity Report Step 3: Choose the Style, Design, and Medium Microgenre: The Status Report Case Study: Bad Chemistry 10 Analytical Reports Types of Analytical Reports Quick Start: Analytical Reports Step 1: Make a Plan and Do Research Step 2: Organize and Draft Your Report Help: Using Google Docs to Collaborate with International Teams Step 3: Draft the Front Matter and Back Matter Step 4: Choose Your Design and Style Microgenre: The Poster Presentation Case Study: The X-File 11 Starting Your Career Setting Goals, Making a Plan Quick Start: Career Materials Setting Goals Making Your Plan Preparing a Résumé Types of Résumés Chronological Résumé Functional Résumé Designing the Résumé Help: Designing a Searchable Résumé Writing Effective Application Letters Content and Organization Style Revising and Proofreading the Résumé and Letter Creating a Professional Portfolio Collecting Materials Organizing Your Portfolio Assembling the Portfolio in a Binder Creating an Electronic Portfolio Interviewing Strategies Preparing for the Interview At the Interview Writing Thank You Letters and/or E-Mails Microgenre: The Bio Case Study: The Lie PART THREE PLANNING AND DOING RESEARCH 12 Strategic Planning, Being Creative Using Strategic Planning Step 1: Set Your Objectives Step 2: Create a List of Tasks (or Task List) Step 3: Set a Timeline Help: Planning with Online Calendars Generating New Ideas Tips for Being More Creative Inventing Ideas Case Study: Getting Back to Crazy 13 Persuading Others Persuading with Reasoning Reasoning with Logic Reasoning with Examples and Evidence Persuading with Values Help: Persuading Readers Online Appealing to Common Goals and Ideals Framing Issues from the Readers’ Perspective Persuasion in High-Context Cultures Case Study: Trying to Stay Neutral 14 Researching in Technical Workplaces Beginning Your Research Step 1: Define Your Research Subject Step 2: Formulate a Research Question or Hypothesis Step 3: Develop a Research Methodology Step 4: Collect Evidence Through Sources Step 5: Triangulate Your Sources Step 6: Take Careful Notes Help: Using a Citation Manager Step 7: Appraise Your Evidence Step 8: Revise, Accept, or Abandon Your Hypothesis Case Study: The Life of a Dilemma PART FOUR DRAFTING, DESIGNING, AND REVISING 15 Organizing and Drafting Basic Organization for Any Document Using Genres for Outlining Organizing and Drafting the Introduction Six Opening Moves in an Introduction Drafting with the Six Moves Organizing and Drafting the Body Carving the Body into Sections Patterns of Arrangement Organizing and Drafting the Conclusion Five Closing Moves in a Conclusion Organizing Transcultural Documents Indirect Approach Introductions Indirect Approach Conclusions Case Study: The Bad News 16 Using Plain and Persuasive Language What is Style? Writing Plain Sentences Basic Parts of a Sentence Eight Guidelines for Plain Sentences Creating Plain Sentences Help: Translating and Translation Programs Writing Plain Paragraphs The Elements of a Paragraph Using the Four Types of Sentences in a Paragraph Aligning Sentence Subjects in a Paragraph The Given/New Method When Is It Appropriate to Use Passive Voice? Elevate the Tone Use Similes and Analogies Use Metaphors Change the Pace Balancing Plain and Persuasive Style Case Study: Going Over the Top 17 Designing Documents and Interfaces Five Principles of Design Design Principle 1: Balance Weighting a Page or Screen Using Grids to Balance a Page Layout Design Principle 2: Alignment Design Principle 3: Grouping Using Headings Using Borders and Rules Design Principle 4: Consistency Choosing Typefaces Labeling Graphics Creating Sequential and Nonsequential Lists Inserting Headers and Footers Design Principle 5: Contrast Cross-Cultural Design Case Study: Bugs on the Bus 18 Creating and Using Graphics Guidelines for Using Graphics Guideline 1: A Graphic Should Tell a Simple Story Guideline 2: A Graphic Should Reinforce the Written Text, Not Replace It Guideline 3: A Graphic Should Be Ethical Guideline 4: A Graphic Should Be Labeled and Placed Properly Displaying Data with Graphs, Tables, and Charts Line Graphs Bar Charts Tables Pie Charts Flowcharts Using Pictures and Drawings Photographs Inserting Photographs and Other Images Illustrations Using Transcultural Symbols Case Study: Looking Guilty 19 Revising and Editing for Usability Levels of Edit Level 1 Editing: Revising Level 2 Editing: Substantive Editing Level 3 Editing: Copyediting Level 4 Editing: Proofreading Using Copyediting Symbols Lost in Translation: Transcultural Editing Documenting Cycling and Usability Testing Case Study: A Machine By Any Other Name PART FIVE CONNECTING WITH CLIENTS 20 Preparing and Giving Presentations Planning and Researching Your Presentation Defining the Rhetorical Situation Allotting Your Time Choosing the Right Presentation Technology Organizing the Content of Your Presentation Building the Presentation The Introduction: Tell Them What You’re Going to Tell Them Help: Giving Presentations with your Mobile Phone or Tablet The Body: Tell Them The Conclusion: Tell Them What You Told Them Preparing to Answer Questions Choosing Your Presentation Style Creating Visuals Designing Visual Aids Using Graphics Slides to Avoid Delivering the Presentation Body Language Voice, Rhythm, and Tone Using Your Notes Rehearsing Evaluating Your Performance Working Cross-Culturally with Translators Case Study: The Coward 21 Writing for the Web Writing for Websites Basic Features of a Website Step 1: Develop the Content Step 2: Organize and Draft Your Webpage or Website Step 3: Choose the Style and Design of Your Webpage or Website Step 4: Add Images Step 5: Anticipate the Needs of Transcultural Readers Step 6: Upload Your Website Using Social Networking in the Workplace Step 1: Create Your Social Networking Account Step 2: Choose Your Friends (Wisely) Step 3: Maintain Your Site Step 4: Collaborate with Others, but Carefully Step 5: Communicate with Your Company’s “Fans” Creating Blogs and Microblogs Step 1: Choose Your Blog’s Host Site Step 2: Write and Maintain Your Blog Step 3: Let Others Join the Conversation Making Internet Videos and Podcasts Step 1: Write the Script Step 2: Shoot the Video or Record the Podcast Step 3: Edit Your Video or Podcast Step 4: Upload Your Video or Podcast Writing Articles for Wikis Step 1: Write the Text Step 2: Post Your Article Step 3: Return to Edit Your Articles Case Study: My Boss Might Not “Like” This Appendix A Grammar and Punctuation Guide Appendix B Guide for English Language Learners Appendix C Documentation Guide References Credits Index Table of Contents
Persuasive Style
Get Technical Communication Today: Special Edition for Society for Technical Communication Foundation Certification, Books a la Carte Edition, 5th Edition by Richard Johnson-Sheehan
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