TECHNICAL WRITING

PLANNING THE WRITING TASK

A. Gather information.: 1. Find a quiet place.; 2. Gather information in ANY order.; 3. Do not try to organize at this time.; 4. Do not judge the importance of the information at this time.; 5. List any topics that come to mind without trying to organize them in any way.

B. Define the reader.: 1. Who?; 2. Reading level?; 3. Reader's knowledge of subject?; 4. Reader's knowledge of your project?; 5. Is the reader a technical person?; 6. Does the reader need to know all that you know?; 7. What are the reader's interests?; 8. What will he do with your report?; 9. How will he use it?; 10. Who else is likely to read it?

C. Topic Selection:Define the relevant and interesting topics.: 1. Knowledge of subject and the reader will assist in this task.; 2. Delete irrelevant topics.; 3. Group remaining topics which are directly related to each other.

D. Prioritize Topics.

1. Which topic order will be most interesting to the reader?

2. Which will be most logical?

3. Which will be simplest to understand?

After all the above has been done you have the REPORT OUTLINE.

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WRITING THE FIRST DRAFT.

1. Find a Quiet Place.
2. Write about what is most interesting to you first to help you get started.
3. Don't worry about grammar or punctuation at this time.
4. Circle the words you doubt (as to pertinence and spelling) and correct latter.
5. Don't slow down or stop to correct your work at this time.This is your "creative" time!
6. Take a break. Later, when you return to the report, you can read it more objectively.

READING AND REVISING YOUR OWN REPORT DRAFT.

1. Type your draft. This helps reveal how the reader will interpret it.
2. Check for clearness. Search for passages that are vague or ambiguous.
3. Make your statements brief, factual, and in a logical sequence (first things first).

a. State the topic of paragraphs in the first sentence.
b. Develop the topic with the remaining sentences.
c. Do not include sentences that do not support the topic (don't CHANGE the subject).
d. Be sure you are not requiring the reader to guess or assume anything!

4. Check for the correct tone and style.

a. Find the best writing level.: 1. Generalize, define terms, and write more informative for nontechnical readers.; 2. Use only terms that you know will be recognized.

5. Stay on the subject.

a. Each paragraph must be analyzed and evaluated as to whether it is pertinent
b. Be as direct and specific as possible. Include only pertinent information (don't ramble).

6. Use simple words.

a. Use the simplest and clearest word possible. Long words tend to confuse.

7. Remove unnecessary comments and words.

a. Example 1:: "For your information, we've tested your spectrum analyzer and are of the opinion it needs calibration."; Could be changed to:; "We have tested your spectrum analyzer and consider it needs calibration."
b. Example 2:: "If you require more information, please feel free to telephone Mr. Thompson at 555-9039."; Could be changed to:; "For further information please telephone Mr. thompson at 555-9039."

8. Checking for accuracy.

a. Once it's in print it is difficult to correct.
b. Inaccurate facts and statements reduce the reader's confidence in you and your report.
c. The report writer is responsible for its accuracy.

9. Revising the draft.

a. This revision process continues until the report is succinct and informative.
b. Important questions to ask when revising the draft:: 1. Can your readers understand you?; 2. Will the reader become lost?; 3. Is your focus right?; 4. Is your report reader-oriented?; 5. Are the important points clearly visible?; 6. Summarize the important points in your opening statements.; 7. Is your information correct?; 8. Is it accurate?; 9. Is it complete?; 10. Is all of it necessary?; 11. Is your language good?; 12. Is it clear, definite, and unambiguous?; 13. Are there any grammar, punctuation, or spelling errors?; 14. Does every paragraph start with a topic sentence?; 15. Have you used long words where simpler and shorter words would do?; 16. Are there any low information content words and phrases?; 17. Is your report as concise as possible while still meeting my reader's needs?

10. Reviewing the Final Draft.

a. Would you want to receive what you have written?
b. What response will it produce from the reader?
c. Is this the reaction you want?

11. If there is any doubt about the items in 10 above, request an independent reviewer.