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Practical Strategies for Technical Communication
Fourth EditionMike Markel; Stuart A. Selber
©2022ISBN:9781319382704
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ISBN:9781319374464
ISBN:9781319245023
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ISBN:9781319443276
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Proven, practical workplace advice helps you navigate new technologies
Practical Strategies prepares you to write in a variety of workplace settings and contexts. Full of clear, practical advice and real-world examples from a range of sources, the text helps you practice the writing and communicating skills youâll need in the workplace. The fourth edition shines a light on the challenges of writing across a variety of media and continues to provide thorough guidance with new examples that prepare you to become an effective, responsible communicator in a technologically saturated world.
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Learn MoreTable of Contents
Preface for Instructorsâ
Introduction for Writers
Part 1 Working in the Technical-Communication Environmentâ
1 Introduction to Technical Communicationâ
What Is Technical Communication?â
Understanding Purposeâ
Understanding Audience
Why Technical Communication Skills Are Important in Your Careerâ
The Challenges of Producing Technical Communicationâ
Audience-Related Factors
Purpose-Related Factors
Setting-Related Factors
Document-Related Factors
Process-Related Factors
Thinking Visually: Characteristics of a Technical Document â
Thinking Visually: Measures of Excellence in Technical Documentsâ
Skills and Qualities Shared by Successful Workplace Communicatorsâ
â âGuidelines: Communicating Professionally â
â âFocus on Process: Writing Technical Documents â
A Look at Three Technical Documentsâ
Exercisesâ
Case 1: Using the Measures of Excellence in Evaluating a RĂ©sumĂ©â
2 Understanding Ethical and Legal Obligationsâ
A Brief Introduction to Ethicsâ
Obligations to Your Employerâ
Obligations to the Publicâ
Obligations to the Environmentâ
Your Legal Obligationsâ
Copyright Lawâ
â âGuidelines: Determining Fair Use â
â âGuidelines: Dealing with Copyright Questionsâ
â âEthics Note: Distinguishing Plagiarism from Acceptable Reuse of Informationâ
The Role of Corporate Culture in Ethical and Legal Conductâ
Understanding Ethical and Legal Issues Related to Social Mediaâ
â âGuidelines: Using Social Media Ethically and Legallyâ
Communicating Ethically Across Culturesâ
Communicating with Cultures with Different Ethical Beliefsâ
â â Document Analysis Activity: Presenting Guidelines for Using Social Mediaâ
Communicating in Countries with Different Lawsâ
Thinking Visually: Principles for Ethical Communicationâ
Writerâs Checklistâ
Exercisesâ
Case 2: The Ethics of Requiring Students to Subsidize a Plagiarism-Detection Serviceâ
3 Writing Collaborativelyâ
Thinking Visually: Advantages and Disadvantages of Collaborationâ
Managing Projectsâ
â âGuidelines: Managing Your Projectâ
Conducting Meetingsâ
Listening Effectivelyâ
â âGuidelines: Listening Effectivelyâ
Setting Your Teamâs Agendaâ
â âGuidelines: Setting Your Teamâs Agendaâ
â âEthics Note: Pulling Your Weight on Collaborative Projectsâ
Conducting Efficient Meetingsâ
Communicating Diplomaticallyâ
Critiquing a Team Memberâs Workâ
â âGuidelines: Communicating Diplomaticallyâ
â âGuidelines: Critiquing a Colleagueâs Workâ
â âDocument Analysis Activity: Critiquing a Draft Clearly and Diplomaticallyâ
Using Electronic Tools in Collaborationâ
Word-Processing Toolsâ
Messaging Technologiesâ
Videoconferencingâ
â âGuidelines: Participating in a Videoconferenceâ
Wikis and Shared Document Workspacesâ
Crowdsourcing Platformsâ
Strategies for Online Communication: Jenny Gilbert on Crowdsourcing Data and Information â
â âEthics Note: Maintaining a Professional Presence Onlineâ
Gender and Collaborationâ
Culture and Collaborationâ
Writerâs Checklistâ
Exercisesâ
Case 3: Accommodating a Team Memberâs Scheduling Problems
Part 2 Planning and Drafting the Documentâ
4 Analyzing Your Audience and Purposeâ
Understanding Audience and Purposeâ
Using an Audience Profile Sheetâ
â âChoices and Strategies: Responding to Readersâ Attitudesâ
Techniques for Learning About Your Audienceâ
Determining What You Already Know About Your Audienceâ
Interviewing Peopleâ
Reading About Your Audience Onlineâ
Searching Social Media for Documents Your Audience Has Writtenâ
Analyzing Social-Media Dataâ
Thinking Visually: Determining the Important Characteristics of Your Audienceâ
Communicating Across Culturesâ
Understanding the Cultural Variables âon the Surfaceââ
Understanding the Cultural Variables âBeneath the Surfaceââ
Considering Cultural Variables as You Writeâ
â âGuidelines: Writing for Readers from Other Culturesâ
Using Graphics and Design for Multicultural Readersâ
Applying What You Have Learned About Your Audienceâ
â âDocument Analysis Activity: Examining Cultural Variables in a Business Letterâ
â âEthics Note: Meeting Your Readersâ Needs Responsiblyâ
Writing for Multiple Audiencesâ
Determining Your Purposeâ
Writerâs Checklistâ
Exercisesâ
Case 4: Focusing on an Audienceâs Needs and Interestsâ
5 Researching Your Subjectâ
Understanding the Research Processâ
â âGuidelines: Planning for the Research Processâ
â âGuidelines: Researching a Topicâ
Choosing Appropriate Research Methodsâ
â âChoices and Strategies: Research Questions and Methodsâ
Conducting Secondary Researchâ
Understanding Research Toolsâ
Types of SEcondary Research Sourcesâ
Using Social Media and Other Interactive Resources
Evaluating the Informationâ
â âGuidelines: Evaluating Print and Online Sourcesâ
Conducting Primary Researchâ
Analysis of Social-Media Dataâ
â âDocument Analysis Activity: Evaluating Information from Internet Sourcesâ
Observations and Demonstrationsâ
Inspectionsâ
Experimentsâ
Field Researchâ
Interviewsâ
â âGuidelines: Conducting an Interviewâ
Inquiriesâ
Questionnairesâ
â âChoices and Strategies: Choosing Types of Questions for Questionnairesâ
â âEthics Note: Reporting and Analyzing Data Honestlyâ
Writerâs Checklistâ
Exercisesâ
Case 5: Revising a Questionnaireâ
6 Writing for Your Readersâ
Presenting Yourself Effectivelyâ
â âGuidelines: Creating a Professional Personaâ
Using Conventional Patterns of Organizationâ
â âChoices and Strategies: Choosing Effective Organizational Patternsâ
Writing Clear, Informative Titles â
Writing Clear, Informative Headings â
â âGuidelines: Revising Headingsâ
Writing Clear, Informative Paragraphsâ
Structure Paragraphs Clearlyâ
â âEthics Note: Avoiding Burying Bad News in Paragraphsâ
â âGuidelines: Dividing Long Paragraphsâ
Use Coherence Devices Within and Between Paragraphsâ
Writing Grammatically Correct Sentencesâ
Avoid Sentence Fragmentsâ
Avoid Comma Splicesâ
Avoid Run-On Sentencesâ
Avoid Ambiguous Pronoun Referencesâ
Compare Items Clearlyâ
Use Adjectives Clearlyâ
Maintain Subject-Verb Agreementâ
Maintain Pronoun-Antecedent Agreementâ
Use Tenses Correctlyâ
Structuring Effective Sentencesâ
Emphasize New and Important Informationâ
Write Effective Sentence Listsâ
â âGuidelines: Creating Effective Listsâ
Choose an Appropriate Sentence Lengthâ
Focus on the âRealâ Subjectâ
Focus on the âRealâ Verbâ
Use Parallel Structureâ
Use Modifiers Effectivelyâ
Choosing the Right Words and Phrasesâ
Select an Appropriate Level of Formalityâ
Be Clear
Use Active and Passive Voice Appropriatelyâ
â âEthics Note: Euphemisms and Truth Tellingâ
Be Conciseâ
â âDocument Analysis Activity: Revising for Conciseness and Simplicityâ
Use Inoffensive Languageâ
â âGuidelines: Avoiding Sexist Languageâ
â âGuidelines: Using the People-First Approachâ
Writerâs Checklistâ
Exercisesâ
Case 6: Emphasizing Important Information in a Technical Description
Part 3 Designing User-Friendly Documents and Websitesâ
7 Designing Print and Online Documentsâ
Goals of Document Designâ
Planning the Design of Print and Online Documentsâ
â âGuidelines: Planning Your Designâ
Understanding Design Principlesâ
Designing Print Documentsâ
Navigation Aidsâ
â âChoices and Strategies: Creating Navigation Aidsâ
Page Layoutâ
â âGuidelines: Understanding Learning Theory and Page Designâ
Typographyâ
â âTech Tip: Why and How To Format Columnsâ
â âEthics Note: Using Type Sizes Responsiblyâ
Titles and Headingsâ
Other Design Featuresâ
â âTech Tip: Why and How To Create Borders and Screens
Designing Online Documentsâ
Use Design To Emphasize Important Informationâ
â âDocument Analysis Activity: Analyzing a Page Designâ
Create Informative Headers and Footersâ
Help Readers Navigate the Documentâ
â âGuidelines: Making Your Document Easy To Navigateâ
Include Extra Features Your Readers Might Needâ
Help Readers Connect with Othersâ
Consider Matters of Accessibilityâ
â âGuidelines: Designing Accessible Websitesâ
Design for Multicultural Audiencesâ
â âEthics Note: Designing Legal and Honest Online Documentsâ
Aim for Simplicityâ
â âGuidelines: Designing Simple, Clear Web Pagesâ
Make the Text Easy to Read and Understandâ
â âGuidelines: Designing Easy-to-Read Textâ
Create Clear, Informative Linksâ
â âGuidelines: Writing Clear, Informative Linksâ
Combining Print and Online Documentsâ
STRATEGIES FOR ONLINE COMMUNICATION: Calvin Jones on Using Multiple Modalities
Writerâs Checklistâ
Exercisesâ
Case 7: Designing a Flyerâ
8 Creating Graphicsâ
The Functions of Graphicsâ
Thinking Visually: Characteristics of an Effective Graphicâ
â âEthics Note: Creating Honest Graphicsâ
Understanding the Process of Creating Graphicsâ
Planning Graphicsâ
Producing Graphicsâ
â âTech Tip: Why and How To Insert and Modify Graphicsâ
Revising Graphicsâ
Citing Sources of Graphicsâ
Using Color Effectivelyâ
Choosing the Appropriate Kind of Graphicâ
â âChoices and Strategies: Choosing the Appropriate Kind of Graphicâ
Illustrating Numerical Informationâ
â âGuidelines: Creating Effective Tablesâ
â âGuidelines: Creating Effective Bar Graphsâ
â âGuidelines: Creating Effective Infographicsâ
â âTech Tip: Why and How To Use Drawing Toolsâ
â âGuidelines: Creating Effective Line Graphsâ
â âGuidelines: Creating Effective Pie Chartsâ
Illustrating Logical Relationshipsâ
â âDocument Analysis Activity: Analyzing a Graphicâ
Illustrating Process Descriptions and Instructionsâ
Illustrating Visual and Spatial Characteristicsâ
â âGuidelines: Presenting Photographs Effectivelyâ
â âTech Tip: Why and How To Create and Insert Screen Shotsâ
Creating Effective Graphics for Multicultural Readersâ
Writerâs Checklistâ
Exercisesâ
Case 8: Creating Appropriate Graphics To Accompany a Report
Part 4 Learning Important Applicationsâ
9 Corresponding in Print and Onlineâ
Understanding the Process of Writing Correspondenceâ
â âFocus on Process: Correspondenceâ
â âChoices and Strategies: Choosing a Type of Correspondenceâ
Presenting Yourself Effectively in Correspondenceâ
Use the Appropriate Level of Formalityâ
Communicate Correctlyâ
Project the âYou Attitudeââ
Avoid Correspondence ClichĂ©sâ
Communicate Honestlyâ
â âEthics Note: Writing Honest Business Correspondenceâ
Writing Lettersâ
Elements of a Letterâ
Common Types of Lettersâ
Writing Memosâ
â âGuidelines: Organizing a Memoâ
Writing Emailsâ
â âTech Tip: Why and How To Use Email for Business Correspondenceâ
â âGuidelines: Following Netiquetteâ
Writing Microblogsâ
â âDocument Analysis Activity: Following Netiquette in an Email Messageâ
â âGuidelines: Representing Your Organization on a Microblogâ
Writing Correspondence to Multicultural Readersâ
Writerâs Checklistâ
Exercisesâ
Case 9: Writing a Memoâ
10 Applying for a Jobâ
Establishing Your Professional Brandâ
â âGuidelines: Building the Foundation of Your Professional Brandâ
Crafting Your Professional Brandâ
â âGuidelines: Presenting Your Professional Brandâ
â âEthics Note: Writing Honest Job-Application Materialsâ
Finding the Right Positionâ
Understanding Job Search Strategiesâ
â âGuidelines: Using LinkedInâs Employment Featuresâ
Writing RĂ©sumĂ©sâ
Elements of the Chronological RĂ©sumĂ©â
â âGuidelines: Elaborating on Your Educationâ
Elements of the Skills RĂ©sumĂ©â
Preparing a Plain-Text RĂ©sumĂ©â
â âGuidelines: Formatting a Plain-Text RĂ©sumĂ©â
â âDocument Analysis Activity: Preparing a RĂ©sumĂ©â
Considering Nontraditional RĂ©sumĂ©sâ
â âGuidelines: Planning a Nontraditional RĂ©sumĂ©â
Writing Job-Application Lettersâ
Preparing for a Job Interview
â âGuidelines: Preparing for a Job Interviewâ
â âGuidelines: Preparing for an Online Job Interviewâ
Writing Follow-up Letters or Emails After an Interviewâ
Writerâs Checklistâ
Exercisesâ
Case 10: Writing a Cover Letterâ
11 Writing Proposalsâ
The Logistics of Proposalsâ
â âFocus on Process: Writing Proposalsâ
Internal and External Proposalsâ
Solicited and Unsolicited Proposalsâ
The âDeliverablesâ of Proposalsâ
Research Proposalsâ
Goods and Services Proposalsâ
Persuasion and Proposalsâ
Understanding Contextsâ
Describing What You Plan To Doâ
Demonstrating Your Professionalismâ
â âGuidelines: Demonstrating Your Professionalism in a Proposalâ
â âEthics Note: Writing Honest Proposalsâ
The Structure of the Proposalâ
Summaryâ
Introductionâ
â âGuidelines: Introducing a Proposalâ
Proposed Programâ
Qualifications and Experienceâ
â âDocument Analysis Activity: Writing the Proposed Programâ
Budgetâ
Appendixesâ
Task Schedule
â âTech Tip: Why and How To Create a Gantt Chartâ
Description of Evaluation Techniques
Sample Internal Proposalâ
Writerâs Checklistâ
Exercisesâ
Case 11: Revising An Introduction for a Proposalâ
12 Writing Informational Reportsâ
â âFocus on Process: Writing Informational Reportsâ
Writing Directivesâ
â âDocument Analysis Activity: Writing a Persuasive Directiveâ
Writing Field Reportsâ
â âGuidelines: Responding to Readersâ Questions in a Field Reportâ
Writing Progress and Status Reportsâ
â âEthics Note: Reporting Your Progress Honestlyâ
Organizing Progress and Status Reportsâ
Concluding Progress and Status Reportsâ
â âGuidelines: Projecting an Appropriate Tone in a Progress or Status Reportâ
Sample Progress Reportâ
Writing Incident Reportsâ
Writing Meeting Minutesâ
Writerâs Checklistâ
Exercisesâ
Case 12: Writing a Directiveâ
13 Writing Recommendation Reportsâ
Understanding the Role of Recommendation Reportsâ
Using a Problem-Solving Model for Preparing Recommendation Reportsâ
Identify the Problem or Opportunityâ
Establish Criteria for Responding to the Problem or Opportunityâ
Determine the Optionsâ
Study Each Option According to the Criteriaâ
Draw Conclusions About Each Optionâ
Formulate Recommendations Based on the Conclusionsâ
â âEthics Note: Presenting Honest Recommendationsâ
Writing Recommendation Reportsâ
Writing the Body of the Reportâ
â âGuidelines: Writing Recommendationsâ
Writing the Front Matterâ
â âTech Tip: Why and How To Make a Long Report Navigableâ
â âGuidelines: Writing an Executive Summaryâ
Writing the Back Matterâ
â âDocument Analysis Activity: Analyzing an Executive Summaryâ
Sample Recommendation Reportâ
Writerâs Checklistâ
Exercisesâ
Case 13: Writing a Recommendationâ
14 Writing Definitions, Descriptions, and Instructionsâ
â âFocus on Process: Writing Definitions, Descriptions, and Instructionsâ
Writing Definitionsâ
Analyzing the Writing Situation for Definitionsâ
â âChoices and Strategies: Choosing the Appropriate Type of Definitionâ
Writing Sentence Definitionsâ
â âGuidelines: Writing Effective Sentence Definitionsâ
Writing Extended Definitionsâ
Writing Descriptionsâ
Analyzing the Writing Situation for Descriptionsâ
Indicating Clearly the Nature and Scope of the Description
Introducing the DEscription Clearly
Providing Appropriate DEtail
â âGuidelines: Providing Appropriate Detail in Descriptionsâ
Ending the Description with a Brief Conclusionâ
A Look at Several Sample Descriptionsâ
Writing Instructionsâ
Strategies for Online Communication: Suzanne Barnhill on Moderating User Forums â
Understanding the Role of Instructional Videosâ
Designing a Set of Instructionsâ
â âGuidelines: Designing Clear, Attractive Pagesâ
Planning for Safetyâ
â âEthics Note: Ensuring Your Readersâ Safetyâ
Drafting Effective Instructionsâ
â âGuidelines: Drafting Introductions for Instructionsâ
â âGuidelines: Drafting Steps in Instructionsâ
â âGuidelines: Testing Instructions for Usabilityâ
Revising, Editing, and Proofreading Instructionsâ
A Look at Several Sample Sets of Instructionsâ
Writing Manualsâ
â âDocument Analysis Activity: Presenting Clear Instructionsâ
Writerâs Checklistâ
Exercisesâ
Case 14: Writing Instructionsâ
15 Making Oral Presentationsâ
Understanding the Role of Oral Presentationsâ
Preparing the Presentationâ
â âFocus on Process: Oral Presentationsâ
Analyzing the Speaking Situationâ
Organizing and Developing the Presentationâ
â âGuidelines: Introducing the Presentationâ
â âGuidelines: Concluding the Presentationâ
Preparing Presentation Graphicsâ
â âTech Tip: Why and How To Create a Presentation Templateâ
â âTech Tip: Why and How To Set List Items To Appear and Dim During a Presentationâ
Choosing Effective Languageâ
â âDocument Analysis Activity: Integrating Graphics and Text on a Presentation Slideâ
â âGuidelines: Using Memorable Language in Oral Presentations
Rehearsing the Presentationâ
Thinking Visually: Delivering the Presentationâ
Presenting to All Audiencesâ
Answering Questions After a Presentationâ
â âEthics Note: Answering Questions Honestlyâ
Speakerâs Checklistâ
Exercisesâ
Case 15: Writing an Oral Presentation
Appendix: Reference Handbookâ
A Documenting Your Sourcesâ
Note Takingâ
APA Styleâ
IEEE Styleâ
MLA Styleâ
B Editing and Proofreading Your Documentsâ
Punctuationâ
Mechanicsâ
Proofreading Symbols and Their Meaningsâ
Referencesâ
Indexâ
Index of Features