kamath05 recover writing for paragraphs.ppt

writing for paragraph

1. Business CommunicationBusiness Communication
Report WritingReport Writing
Gurudutt R. KamathGurudutt R. Kamath

2. How We CommunicateHow We Communicate
33
•CVs, ResumesCVs, Resumes
•Email, Web site, FAQs Email, Web site, FAQs
•Letters, Newsletters, Brochures, Letters, Newsletters, Brochures,
Articles, CatalogsArticles, Catalogs
•Advertisements, Notice Board, Advertisements, Notice Board,
Pamphlets, Signs, Press ReleasePamphlets, Signs, Press Release
•Presentations, multimedia, talksPresentations, multimedia, talks
•Reports, Manuals, Proposals, Books Reports, Manuals, Proposals, Books

3. Which Reports?Which Reports?
Annual Reports
Sales Reports
Feasibility Reports
Inspection Reports
Audit Reports
Progress Reports
White Papers

4. Technical Writing ReportsTechnical Writing Reports

ProposalsProposals

User ManualsUser Manuals

Technical ManualsTechnical Manuals

White PapersWhite Papers

5. Classification of ReportsClassification of Reports

Formal Reports and Informal ReportsFormal Reports and Informal Reports

Information ReportsInformation Reports

Analytical ReportsAnalytical Reports

Recommendation ReportsRecommendation Reports

6. 5 Steps to Report Writing5 Steps to Report Writing
11
1.1.Define the problemDefine the problem
2.2.Gather the necessary informationGather the necessary information
3.3.Analyze the informationAnalyze the information
4.4.Organize the informationOrganize the information
5.5.Write the reportWrite the report

7. Organizing ReportsOrganizing Reports

Comparison/contrastComparison/contrast

Problem-solutionProblem-solution

Elimination of alternativesElimination of alternatives

General to particularGeneral to particular

Geographic or spatialGeographic or spatial

FunctionalFunctional

ChronologicalChronological

8. Words, Words, WordsWords, Words, Words

UK English and US EnglishUK English and US English
•International English and Indian EnglishInternational English and Indian English

Denotation and ConnotationDenotation and Connotation
•Let me know when you’re free next week for a Let me know when you’re free next week for a
meeting.meeting.
•Could you let me know what times you have Could you let me know what times you have
free?free?

ToneTone
•Terry is hung up on trivial details.Terry is hung up on trivial details.
•Terry is meticulous and takes care of details Terry is meticulous and takes care of details
that others sometimes ignore.that others sometimes ignore.

9. Writing StyleWriting Style

Brief writing styleBrief writing style
•Omit needless wordsOmit needless words
•Combine sentences Combine sentences
•RewriteRewrite
•Campus Jewelers’ main objective is to Campus Jewelers’ main objective is to
increase sales. Specifically, the objective is increase sales. Specifically, the objective is
to double sales in the next five years by to double sales in the next five years by
becoming a more successful business.becoming a more successful business.
•Campus Jewelers’ objective is to double Campus Jewelers’ objective is to double
sales in the next five years.sales in the next five years.

10. We do IT in Style!We do IT in Style!

Chicago Manual of StyleChicago Manual of Style

Elements of Style by Strunk & WhiteElements of Style by Strunk & White

DictionaryDictionary

Microsoft Manual of StyleMicrosoft Manual of Style

AMA Style GuideAMA Style Guide

11. Anatomy of a ReportAnatomy of a Report

Cover PageCover Page

Title PageTitle Page

Letter of TransmittalLetter of Transmittal

Table of ContentsTable of Contents

List of IllustrationsList of Illustrations

Executive SummaryExecutive Summary

Report BodyReport Body

12. Report BodyReport Body

IntroductionIntroduction
•Purpose and Scope;Limitations, Assumptions, Purpose and Scope;Limitations, Assumptions,
and Methodsand Methods

Background/History of the ProblemBackground/History of the Problem

BodyBody
•Presents and interprets dataPresents and interprets data

Conclusions and RecommendationsConclusions and Recommendations

References or Works CitedReferences or Works Cited

AppendixesAppendixes
•Interview transcripts, questionnaires, question Interview transcripts, questionnaires, question
tallies, printouts, and previous reportstallies, printouts, and previous reports

13. Letter of TransmittalLetter of Transmittal

BackgroundBackground

Summarize conclusions and Summarize conclusions and
recommendationsrecommendations

Minor problems. Thank those who Minor problems. Thank those who
helped.helped.

Additional research necessaryAdditional research necessary

Thank the reader. Offer to answer Thank the reader. Offer to answer
questions.questions.

14. Sales ProposalSales Proposal
22

BudgetBudget

ObjectivesObjectives

Strategy and TacticsStrategy and Tactics

ScheduleSchedule

ResultsResults

ClosingClosing

15. Document DesignDocument Design

Use Use nono moremore thanthan 55 fontsfonts..

Use no more than 5 Use no more than 5 ccoolloorrs.s.

Use glossy paper.Use glossy paper.

Use white space.Use white space.

Use templates.Use templates.

Use parallelism.Use parallelism.

Avoid Avoid double emphasisdouble emphasis ..

16. ReferenceReference
1.1.Business Communication, Kity O Business Communication, Kity O
Locker and Stephen Kyo Locker and Stephen Kyo
Kaczmarek, 2004Kaczmarek, 2004
2.2.““A Decent Proposal” by John A Decent Proposal” by John
Fellows, Fellows, www.sellingpower.comwww.sellingpower.com, ,
20022002
3.3.Better Business Writing, The Better Business Writing, The
Sunday TimesSunday Times

17. Scientific Scientific
CommunicationCommunication
Gurudutt R. KamathGurudutt R. Kamath

18. Scientific PapersScientific Papers

Publish to complete researchPublish to complete research

Communicate well to be publishedCommunicate well to be published

How to Write a PaperHow to Write a Paper
11

(3(3
rdrd
edition) edition)
•Edited by George M Hall Edited by George M Hall
(BywordViva)(BywordViva)

Scientific Writing: Easy Scientific Writing: Easy
when you know howwhen you know how

19. Why Publish?Why Publish?
11

Readers canReaders can
•Assess the observations you makeAssess the observations you make
•Repeat the experiment if they wishRepeat the experiment if they wish
•Determine whether the conclusions Determine whether the conclusions
drawn are justified by the datadrawn are justified by the data

20. IMRADIMRAD
((AAbstractbstract – brief summary)– brief summary)
IIntroduction – ntroduction – What question was asked?What question was asked?
MMethods – ethods – How was it studied?How was it studied?
RResults – esults – What was found?What was found?
AAndnd
DDiscussion – iscussion – What do the findings mean?What do the findings mean?

21. IntroductionIntroduction

Why you have undertaken the study?Why you have undertaken the study?

Clarify what your work addsClarify what your work adds

Keep it shortKeep it short

Make sure you are aware of earlier Make sure you are aware of earlier
studiesstudies

Convince the readerConvince the reader

Don’t baffle the readerDon’t baffle the reader

22. MethodsMethods

Study DesignStudy Design
•Who, what, why, when, and where?Who, what, why, when, and where?
•Randomisation, blind assessmentRandomisation, blind assessment
•Inclusion and exclusion criteriaInclusion and exclusion criteria

Analysis of the DataAnalysis of the Data
•What hypothesis was tested?What hypothesis was tested?

23. ResultsResults

What was found?What was found?

Organize the presentationOrganize the presentation

AvoidAvoid
•The results are presented in tables X-Z The results are presented in tables X-Z
and in figures A-C.and in figures A-C.

Differentiate clearly between data Differentiate clearly between data
and resultsand results

Republishing figures (copyright)Republishing figures (copyright)

24. Discussion – So What?Discussion – So What?

Summary of the field of enquirySummary of the field of enquiry
•We conclude …We conclude …
•This study found …This study found …
•Context of literature studiedContext of literature studied

Finishing offFinishing off
•Perhaps …Perhaps …
•Possibly …Possibly …
•More research is needed …More research is needed …
•Here’s another problem solvedHere’s another problem solved

Conclusion to be backed up by dataConclusion to be backed up by data

AcknowledgementsAcknowledgements

25. General PointsGeneral Points

Instructions to Authors Instructions to Authors

Wrong lengthWrong length
•400 word abstract400 word abstract
•600 word length600 word length

AudienceAudience
•GeneralistGeneralist
•SpecialistSpecialist

Structure and FormatStructure and Format
•WordsWords
•StructureStructure

26. TitlesTitles

Interesting, concise, precise, not Interesting, concise, precise, not
misleading, informative, descriptive, misleading, informative, descriptive,
and appropriate for classificationand appropriate for classification

Developing a title in 4 steps – Developing a title in 4 steps –
Lileyman, 1988, p44Lileyman, 1988, p44
11
•Nuclear reprocessing, radiation exposure, Nuclear reprocessing, radiation exposure,
and childhood leukaemia: an and childhood leukaemia: an
epidemiological studyepidemiological study

27. AbstractsAbstracts

200-300 words200-300 words

StructuredStructured
•Context, objectives, design, setting, Context, objectives, design, setting,
participants, interventions, main participants, interventions, main
outcome measures, results, and outcome measures, results, and
conclusionsconclusions

28. ReferencesReferences

Foundation on which the work is builtFoundation on which the work is built

Large numberLarge number
•Read review articlesRead review articles
•Take Expert helpTake Expert help

Vancouver and Harvard formatsVancouver and Harvard formats
•Numbered consecutively (1)Numbered consecutively (1)
•Name of the author (Year)Name of the author (Year)

Sloppy – reviewers will …Sloppy – reviewers will …

29. Uniform RequirementsUniform Requirements
•Double spacing Double spacing Margins Margins (25 mm) (25 mm)
•SequenceSequence
•Title, abstract, key words, text, acknowledgement, Title, abstract, key words, text, acknowledgement,
references, tables, legends to figuresreferences, tables, legends to figures
•IMRADIMRAD
•New page – section, tableNew page – section, table
•Permissions Permissions (previous material)(previous material)
•Required number of copies Required number of copies
Electronic copyElectronic copy

30. StyleStyle

Clear, Accurate, ConciseClear, Accurate, Concise

Short sentences, simple words, Short sentences, simple words,
simple structuressimple structures

Jargon only if required.Jargon only if required.

Noun clustersNoun clusters

Obstetric complication frequencyObstetric complication frequency

Frequency of obstetric complicationsFrequency of obstetric complications

Say Who did WhatSay Who did What

WeWe compared the treatment group ... compared the treatment group ...

31. More StyleMore Style

Avoid This, these, he, she, or itAvoid This, these, he, she, or it
•If the baby does not thrive on raw milk, If the baby does not thrive on raw milk,
boil it.boil it.

Make comparisons clear Make comparisons clear (subgroup or (subgroup or
whole population)whole population)
•More women were alive five years after More women were alive five years after
diagnosis.diagnosis.
•More women [than men] were alive five More women [than men] were alive five
years after diagnosis.years after diagnosis.

32. Simple WordsSimple Words
11
beforebefore prior toprior to
more thanmore than in excess ofin excess of
depends ondepends on is dependentant uponis dependentant upon
alsoalso additionallyadditionally
indicatesindicates is indicative ofis indicative of

33. Say What You MeanSay What You Mean

After five days, the symptoms had After five days, the symptoms had improvedimproved..

After five days, the symptoms had After five days, the symptoms had abatedabated..

Dermatitis is less often Dermatitis is less often diagnoseddiagnosed … …

Dermatitis was less Dermatitis was less prevalentprevalent … …

……symptoms are symptoms are not well correlated withnot well correlated with
clinical disease severityclinical disease severity..

……symptoms are symptoms are not related tonot related to disease disease
severity.severity.

34. House StyleHouse Style

DDirector irector GGeneral or eneral or ddirector irector ggeneraleneral

Beta-carotene or Beta-carotene or ß caroteneß carotene

Moslem or MuslimMoslem or Muslim

Mumbai or BombayMumbai or Bombay

35. Some TipsSome Tips

Instructions to authorsInstructions to authors

Study a few model papers, lettersStudy a few model papers, letters

Read it out aloudRead it out aloud

Spell-check Spell-check finallyfinally and Proof-read and Proof-read
(missing (missing notnot, or , or notenote))

36. ReferencesReferences
1.1.How to Write a PaperHow to Write a Paper (3rd edition)(3rd edition)
Edited by George M Hall (BywordViva)Edited by George M Hall (BywordViva)
2.2.Scientific Writing: Easy when you know Scientific Writing: Easy when you know
howhow
Jennifer Peat, Elizabeth Elliott, Louise Baur, Victoria Jennifer Peat, Elizabeth Elliott, Louise Baur, Victoria
KeenaKeena
3.3.Science & Technical WritingScience & Technical Writing
General Editor Philip Rubens (Foundation)General Editor Philip Rubens (Foundation)
4.4.Scientific Style and Format Scientific Style and Format (6(6
thth
edition) edition)
Council of Biology Editors (life sciences, physical Council of Biology Editors (life sciences, physical
sciences, mathematics)sciences, mathematics)

37. ReferencesReferences
Gurudutt KamathGurudutt Kamath

38. Documenting SourcesDocumenting Sources

Convincing researchConvincing research
•Site sources (out of thin air)Site sources (out of thin air)

List of referencesList of references
•Collect them as you go alongCollect them as you go along

What?What?
•Quotes, ideas, numbers, facts, graphics, Quotes, ideas, numbers, facts, graphics,
statistics, tablesstatistics, tables
11
•Websites, webpages, documents, pamphlets, Websites, webpages, documents, pamphlets,
film or video recording, CD-ROM, newspaper film or video recording, CD-ROM, newspaper
articles, songs, TV or radio programs, articles, songs, TV or radio programs,
personal correspondence, email.personal correspondence, email.

Author-year and citation-sequenceAuthor-year and citation-sequence

39. Documentation StyleDocumentation Style

Chicago Manual of StyleChicago Manual of Style
•Different situations, languages, subjectsDifferent situations, languages, subjects

APA (American Psycological Assn)APA (American Psycological Assn)
•Publication Manual of the American Publication Manual of the American
Pscyhological Association, 5Pscyhological Association, 5
thth
ed. (2001) ed. (2001)

CBE (Council of Science Editors)CBE (Council of Science Editors)
•Scientific Style and Format: The CBE Manual for Scientific Style and Format: The CBE Manual for
Authors, Editors, and Publishers, 6Authors, Editors, and Publishers, 6
thth
ed. (1994) ed. (1994)

MLA (Modern Language Assn)MLA (Modern Language Assn)
•MLA Handbook for Writers of Research Papers, MLA Handbook for Writers of Research Papers,
66
thth
ed. (2003) ed. (2003)

40. In-text Citations (APA)In-text Citations (APA)

Our study reports a significant rise in HIV cases Our study reports a significant rise in HIV cases
in south Africa in one year (Brindle, 2000).in south Africa in one year (Brindle, 2000).

Our study reported a 12.2% rise in HIV cases in Our study reported a 12.2% rise in HIV cases in
only one year (Brindle, 2000, p. 843)only one year (Brindle, 2000, p. 843)

Brindle (2000) reports a significant …Brindle (2000) reports a significant …

(Wu, Gyno, Young & Reims, 2003) (Wu, Gyno, Young & Reims, 2003)

As reported by Wu, Gyno, Young & Reims As reported by Wu, Gyno, Young & Reims
(2003) …(2003) …

(Wu et al., 2003) or As reported by Wu et al. (Wu et al., 2003) or As reported by Wu et al.
(2003)(2003)

41. In-text Citations (APA)In-text Citations (APA)

(National Science Foundation [NSF], 2004)(National Science Foundation [NSF], 2004)

(NSF, 2004)(NSF, 2004)

Studies have shown … (Johnson & Smith, Studies have shown … (Johnson & Smith,
2001; Tamili, 2002; Hinson & Kim, 2004).2001; Tamili, 2002; Hinson & Kim, 2004).

Bathers (personal communication, December Bathers (personal communication, December
5, 2003)5, 2003)

42. References (APA)References (APA)
11
Houghton, J. (1997). Global warming: The Houghton, J. (1997). Global warming: The
complete briefing (2complete briefing (2
ndnd
ed). Cambridge, MA: ed). Cambridge, MA:
Cambridge UP.Cambridge UP.
Kadlecek, M. (1991). Global climate change Kadlecek, M. (1991). Global climate change
could threaten U.S. wildlife. could threaten U.S. wildlife. Conservationist Conservationist
46 (1), 54-5546 (1), 54-55
Sherwood, K, & Ido, C. (2003). Is the global Sherwood, K, & Ido, C. (2003). Is the global
warming bubble about to burst? Retrieved warming bubble about to burst? Retrieved
March 4, 2004, from the World Wide Web: March 4, 2004, from the World Wide Web:
http://www.co2science.org/edit/v6_edit/ http://www.co2science.org/edit/v6_edit/
v6n37edit.htmv6n37edit.htm

43. Citation-Sequence (CBE) Citation-Sequence (CBE)
11

This bacteria has been shownThis bacteria has been shown
2 2
to …to …

Several studies Several studies
3-8, 10 3-8, 10
have …have …

Several studies (3-8, 10)Several studies (3-8, 10)

have …have …

Reference List (order of citation)Reference List (order of citation)

Less disruptive vs refer to back for Less disruptive vs refer to back for
author, sourceauthor, source

44. ReferencesReferences
1.1.Technical Communication Today by Technical Communication Today by
Richard Johnson-Sheehan, 2005Richard Johnson-Sheehan, 2005
2.2.Chicago Manual of StyleChicago Manual of Style

45. Business CommunicationBusiness Communication
Letters & EmailLetters & Email
Gurudutt R. KamathGurudutt R. Kamath

46. Correspondence Costs MoneyCorrespondence Costs Money
11

Dartnell Institute, 10-minute messageDartnell Institute, 10-minute message
•$13.60 $13.60
•$20.52$20.52

Plan, compose, revise 1-page letterPlan, compose, revise 1-page letter
•54 minutes54 minutes

Average Proposal (engg firm)Average Proposal (engg firm)
•$500,000$500,000
•$1,000,000$1,000,000
Rwitgin wastes time and damages relationships.Rwitgin wastes time and damages relationships.

47. Making Messages EffectiveMaking Messages Effective
CClearlear
CCompleteomplete
CCorrectorrect
SSave reader’s timeave reader’s time
BBuild good willuild good will

48. PAIBOCPAIBOC
PPurposeurpose
AAudiencesudiences
IInformationnformation
BBenefitsenefits
OObjectionsbjections
CContextontext

49. AudienceAudience

WriterWriter

Initial audienceInitial audience

GatekeeperGatekeeper

Primary audiencePrimary audience

Secondary Secondary
audienceaudience

Watchdog audienceWatchdog audience

50. Communicate across CulturesCommunicate across Cultures

GenderGender

Race and ethnicityRace and ethnicity

Regional and national originRegional and national origin

Social classSocial class

ReligionReligion

AgeAge

Sexual orientationSexual orientation

Physical abilityPhysical ability

51. Bias-free CommunicationBias-free Communication

Managers and their wives will…Managers and their wives will…

Managers and their spouses will…Managers and their spouses will…

ManpowerManpower – Personnel – Personnel

Manhours Manhours – Hours or working hours– Hours or working hours

Manning Manning – Staffing– Staffing

WorkmanWorkman – Worker, employee, writer – Worker, employee, writer

Chairman – Chair, chairpersonChairman – Chair, chairperson

52. Bias-free CommunicationBias-free Communication

Plural nouns and pronounsPlural nouns and pronouns
•SupervisorsSupervisors must… must…theirtheir departments. departments.

Use you.Use you.
•YouYou must work for your deparment. must work for your deparment.

Substitute with article or revise Substitute with article or revise
sentencesentence
•Supervisor...time sheet for Supervisor...time sheet for thethe
department.department.
•The nurse will fill out the accident report.The nurse will fill out the accident report.

53. EmailsEmails

Minutes a day - average worker?Minutes a day - average worker?

49 minutes49 minutes

Hours a day - top managers?Hours a day - top managers?

4 hours4 hours

Formats are still evolvingFormats are still evolving

What % felt misunderstood (2000)?What % felt misunderstood (2000)?

51% (tone)51% (tone)

54. SubjectSubject

Be specific, concise, and catchy.Be specific, concise, and catchy.
• 28 characters28 characters
•Will Attend 3 pm Meeting EOMWill Attend 3 pm Meeting EOM
•Travel Plans for Sales MeetingTravel Plans for Sales Meeting
•Your Funding Request ApprovedYour Funding Request Approved

55. Body of the EmailBody of the Email

BriefBrief

Important points at the topImportant points at the top

Bullets and numberingBullets and numbering

Emphasize (NOT)Emphasize (NOT)

HTML (letterhead)HTML (letterhead)

ASAP, BTW, FYI, IMHOASAP, BTW, FYI, IMHO

Smileys Smileys 

All rules of good writingAll rules of good writing

56. Mailing ListsMailing Lists

Your boss could be reading!Your boss could be reading!

Posts are archived.Posts are archived.

Avoid using company email address.Avoid using company email address.

Avoid conversations (one liners).Avoid conversations (one liners).

Do not rush to lists.Do not rush to lists.

57. NetiquetteNetiquette

Never flame.Never flame.

Use FULL CAPS only to emphasize a Use FULL CAPS only to emphasize a
word or two.word or two.

Send messages on a need basis.Send messages on a need basis.

Recipient’s work practice (one long Recipient’s work practice (one long
or several short messages)or several short messages)

Quote briefly (B/A) while replying. Quote briefly (B/A) while replying.

AttachmentsAttachments

58. ReferencesReferences
1.1.Business Communication, Kity O Business Communication, Kity O
Locker and Stephen Kyo Locker and Stephen Kyo
Kaczmarek, 2004Kaczmarek, 2004
2.2.Better Business Writing, The Better Business Writing, The
Sunday Times, 2002Sunday Times, 2002
3.3.Model Business Letters, E-mails & Model Business Letters, E-mails &
Other Business Documents (sixth Other Business Documents (sixth
edition), Shirley Tayloredition), Shirley Taylor

59. Technical Technical
CommunicationCommunication
Gurudutt R. KamathGurudutt R. Kamath

60. ImportanceImportance

Improved productivityImproved productivity

Improved use of productImproved use of product

Increased safetyIncreased safety

Legal protectionLegal protection

Reduces cost of trainingReduces cost of training

Reduces supportReduces support

Lesser chance of rejectionLesser chance of rejection

61. AudienceAudience
33

AnalysisAnalysis
•Surveys, questionnaires, structured interviews, Surveys, questionnaires, structured interviews,
usability testsusability tests

CharacteristicsCharacteristics
•Educational, professional backgroundEducational, professional background
•Knowledge, experience levelKnowledge, experience level
•English languageEnglish language
•ContextContext

Objectives and NeedsObjectives and Needs

ProfileProfile

62. Information AnalysisInformation Analysis

Purpose and StructurePurpose and Structure

Document TypeDocument Type

Marketing Marketing

Conceptual, Procedural, Tutorial, Job AidConceptual, Procedural, Tutorial, Job Aid

ReferentialReferential

Frequency and Pattern of UseFrequency and Pattern of Use

Textual FeaturesTextual Features

63. Textual FeaturesTextual Features

Overview, summary sectionsOverview, summary sections

Step-by-step instructionsStep-by-step instructions

Narrative explanationsNarrative explanations

Conceptual models, analogies, and/or Conceptual models, analogies, and/or
examplesexamples

Figures, charts, and/or tablesFigures, charts, and/or tables

Cross-references and/or navigation aidsCross-references and/or navigation aids

Technical terminology, language Technical terminology, language
conventions, and/or symbolic conventionsconventions, and/or symbolic conventions

64. Media CharacteristicsMedia Characteristics

Articles – narrative Articles – narrative

Booklets – conversational Booklets – conversational

Brochures – catchyBrochures – catchy

Newsletters – journalistic Newsletters – journalistic

Correspondence – formal, informalCorrespondence – formal, informal

Manuals – action orientedManuals – action oriented

Reports – formal and objectiveReports – formal and objective

Help systems – action orientedHelp systems – action oriented

Wizards – concise and action orientedWizards – concise and action oriented

Websites – catch and easy to useWebsites – catch and easy to use

65. Document DeliveryDocument Delivery

PrintPrint

FacsimileFacsimile

NetworkNetwork

Floppy diskFloppy disk

FTP (file transfer protocol)FTP (file transfer protocol)

Email attachmentEmail attachment

WebsiteWebsite

66. Technical Writing ProcessTechnical Writing Process
WritingRevisingEditingReviewing
Publishing

67. Writing ProcessWriting Process

Document PlanDocument Plan
•Audience Audience
•Objective Objective
•MediaMedia
•Resources Resources
•Table of Contents Table of Contents
•Schedule Schedule

OutliningOutlining

TemplateTemplate

68. Revising ProcessRevising Process

ObjectiveObjective

CompleteComplete

FlowFlow

LanguageLanguage

Grammar, Spelling, and PunctuationGrammar, Spelling, and Punctuation

GraphicsGraphics

FormatFormat

ConsistencyConsistency

69. Reviewing ProcessReviewing Process

PeerPeer

TechnicalTechnical

DomainDomain

QualityQuality

70. ToolsTools

Microsoft Outlook – email Microsoft Outlook – email

Microsoft Word – documents Microsoft Word – documents

Microsoft Excel – spreadsheets Microsoft Excel – spreadsheets

Microsoft PaintBrush – drawings Microsoft PaintBrush – drawings

Adobe Acrobat – PDF Adobe Acrobat – PDF

Microsoft FrontPage – web pagesMicrosoft FrontPage – web pages

Adobe FrameMaker – large, complex documents Adobe FrameMaker – large, complex documents

Adobe PageMaker – desktop publishingAdobe PageMaker – desktop publishing

Adobe InDesign – desktop publishingAdobe InDesign – desktop publishing

XML editorsXML editors

Macromedia RoboHelpMacromedia RoboHelp

Macromedia FlashMacromedia Flash

71. Technical Writing PracticesTechnical Writing Practices
•User FriendlyUser Friendly

AppealingAppealing

Step-by-step instructionsStep-by-step instructions

Language and StyleLanguage and Style
•Easy to ReferEasy to Refer

ContentsContents

Headings/subheadingsHeadings/subheadings

Cross ReferencesCross References

IndexIndex

72. ModularModular
•Easy to maintainEasy to maintain

Modular, reusableModular, reusable

Right tools and templatesRight tools and templates

73. Language & StyleLanguage & Style
•Language Language

ParallelismParallelism

GrammarGrammar

Active/Passive VoiceActive/Passive Voice

You You
•Style GuidesStyle Guides

ConsistencyConsistency

House styleHouse style

74. User Friendly DesignUser Friendly Design
•Format and StructureFormat and Structure

Headings, table of contents, cross-Headings, table of contents, cross-
references, indexreferences, index

TemplatesTemplates
•ConsistentConsistent

Headings, language, lists, cross-Headings, language, lists, cross-
references, wordsreferences, words

75. Structured WritingStructured Writing
•Lists Lists
•TablesTables
•GraphicsGraphics
•InstructionsInstructions
•TasksTasks
•ConcreteConcrete

Scenarios, Case Studies, ExamplesScenarios, Case Studies, Examples

76. Document DesignDocument Design

Balance Balance

White spaceWhite space

Maximum of 5 fonts Maximum of 5 fonts
•Serif fonts (Serif fonts (TimesTimes) – paper ) – paper
•Sans Serif fonts (Verdana) - onlineSans Serif fonts (Verdana) - online

Maximum of 5 coloursMaximum of 5 colours

77. Style GuidesStyle Guides

Chicago Manual of StyleChicago Manual of Style
•Grammar, References, Indexing, PunctuationGrammar, References, Indexing, Punctuation

Microsoft Manual of StyleMicrosoft Manual of Style
•Usages for the computer industryUsages for the computer industry

Elements of StyleElements of Style
•Strunk & WhiteStrunk & White
•Grammar and PunctuationGrammar and Punctuation
•Writing tipsWriting tips
•http://www.bartleby.com/141http://www.bartleby.com/141