Reporting Technical Information

by Houp, Kenneth W.; Pearsall, Thomas E.; Tebeaux, Elizabeth; Dragga, Sam

Edition: 11th

ISBN13: 9780195178791

ISBN10: 0195178793

Format: Paperback

Pub. Date: 2005-07-28

Publisher(s): Oxford University Press

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Summary

BETTER WRITING AND SUCCESS AT WORK BEGIN IN YOUR CLASSROOM WITH REPORTING TECHNICAL INFORMATION, ELEVENTH EDITION, A CLASSIC TEXT WITH THOROUGHLY CONTEMPORARY CONTENT. One of the leading texts in technical writing, Reporting Technical Information introduces students to all aspects of effective professional communication, including letters, proposals, progress reports, recommendation reports, research reports, instructions, and oral reports. FEATURES OF THE ELEVENTH EDITION: * A fully integrated companion website--www.oup.com/us/houp--that offers: Additional practical resources for students: chapter overviews, sample writings, self-tests, "current topic" annotated links and additional resources, interactive tutorials, key terms and concepts, downloadable versions of important question checklists from the book, and a collaborative network(message board links and helpful WebCT and Blackboard content outlines) Resources for instructors: an Instructor's Manual and downloadable PowerPoint files for use as lecture aids (also available on CD), links to online resources including an outline of--and links to--available WebCT and Blackboard content, and writing assignments instructors have shared for "BetterWriting--Success at Work" Three different types of icons throughout the book that direct students to the website for additional resources: sample documents, exercises, and further reading * New, broader approach that prepares students in a variety of science, health, business, engineering, and technical majors to develop the types of documents they will need to write in their prospective work environments * Strong focus on the rhetorical nature of writing, helping writers to understand their readers and the contexts in which their documents will be read and used, define their purpose in writing, and design documents using these issues as critical guidelines * Updated and additional coverage of current technology, including thoroughly revised chapters on document design and usability that take into account web-based documents and platforms * New opening scenarios for each chapter that demonstrate the impact of technical communication in the real world * New chapters on content management, versatility and creativity for reports, and using design and format to achieve clarity in documents * Increased coverage of ethics and international and global workplace issues * Many new example documents--more than half of the sample documents in the text are new--and more illustrative figures * More end-of-chapter exercises, including projects that encourage student interaction and collaboration, several of which are linked to an online component on the companion website

Planning and Revision Checklist inside front cover

How to Use Reporting Technical Information preceding front matter

Preface

xvii

An Overview of Technical Writing

(10)

The Matter of Definition

(1)

Writing at Work versus Writing at School

(4)

Eight Basic Differences

(3)

Writing and Communicating at Work

(2)

The Foundations of Effective Technical Writing

(1)

The Qualities of Good Technical Writing

(1)

Exercises

(2)

PART ONE Foundations

(122)

Composing

(14)

The Basic Parts of the Composing Process

(9)

Analyzing the Writing Situation: Audience and Purpose

(1)

Choosing/Discovering Content

(1)

Arranging Content

(1)

Drafting and Revising

(2)

Revision

(1)

Document Design

(1)

Editing

(4)

Using the Composing Process in a Workplace Environment

(1)

Understanding the Composing Process: Why Bother?

(1)

Exercises

(2)

Writing for Your Readers

(24)

Goals of Communication

(1)

The Planning Process

(19)

Determining Your Readers

(2)

Asking Questions to Analyze Your Readers

(11)

Determining Your Purpose

(1)

Understanding Your Role as a Writer

(3)

Planning the Content

(1)

Anticipating the Context in Which Your Writing Will Be Received

(2)

Thinking about Your Readers: A Summary of Considerations

(2)

Exercises

(2)

Achieving a Readable Style

(32)

The Paragraph

(4)

Basic Principles of Effective Style

(5)

Determine Readers' Knowledge of the Subject

(1)

Determine Whether a Particular Style Will Be Expected

(1)

Anticipate Readers' Comprehension Level in a Given Context

(1)

Know Your Relationship to the Readers and How You Want to Sound

(2)

Adjust the Style to the Reader, the Purpose, and the Context

(1)

Select Your Level of Language; Adjust the Density of Information

(1)

The Sentence

(14)

Watch Sentence Length

(1)

Keep Subjects and Verbs Close Together

(1)

Omit Verbiage; Use Concrete Verbs

(3)

Write ``Clean'' Prose

(1)

Avoid Ponderous Language

(1)

Avoid Excessive Use of Is/Are Verb Forms

(1)

Use Active Voice for Clarity

(1)

Define When Necessary

(2)

Avoid Impersonal Language

(5)

Exercises

(8)

Writing Ethically

(18)

Ethical Perspectives

(1)

Your Professional Obligations

(1)

Codes of Conduct

(3)

Recognizing Unethical Communication

(5)

Plagiarism and Theft of Intellectual Property

(3)

Deliberately Imprecise or Ambiguous Language

(1)

Manipulation of Numerical Information

(1)

Use of Misleading Illustrations

(1)

Promotion of Prejudice

(1)

Anticipating Consequences

(2)

Applying Principles

(1)

Handling Unethical Situations

(1)

Exercises

(5)

Writing for International Readers

103

(32)

Establishing a Perspective on International Communication

104

(1)

Understanding Readers from Various Cultures

105

(8)

Individualism versus Collectivism: Valuing Either Individuals or Groups

105

(3)

Separation of Business and Private Relationships

108

(1)

Power Distance between Social Ranks

109

(1)

Universal or Relative View of Truth

110

(1)

Whether the Entire Message Is Contained in the Text

111

(1)

Whether Uncertainty Is to Be Avoided or Accepted

112

(1)

The Power and Value of Time

112

(1)

Masculine versus Feminine

113

(1)

Considering Culture in the Planning Process

113

(3)

Example International Documents

116

(4)

Writing Business Communications to Readers in Other Cultures

120

(4)

Culture and Graphics

124

(2)

Format Strategies in Other Cultures

126

(2)

A Final Word

128

(1)

Guides to Doing Business in Cultures around the World

128

(4)

Exercises

132

(3)

PART TWO Techniques

135

(178)

Gathering, Evaluating, and Documenting Information

137

(18)

Asking Productive Questions

138

(1)

Looking for Answers

139

(9)

Interviews

139

(2)

Newsgroups

141

(1)

World Wide Web

142

(1)

Libraries

143

(5)

Evaluating Answers

148

(4)

Citing Sources

152

(1)

Exercises

153

(2)

Designing and Formatting Documents

155

(48)

Understanding the Basics of Document Design

156

(9)

Know What Decisions Are Yours to Make

156

(1)

Choose a Design That Fits Your Situation

157

(2)

Plan the Design from the Beginning

159

(3)

Reveal the Design to the Readers

162

(1)

Keep the Design Consistent

162

(3)

Designing Effective Pages and Screens

165

(6)

Use Blank Space to Frame and Group Information

166

(3)

Space the Lines of Text for Easy Reading

169

(1)

Set the Line Length for Easy Reading

170

(1)

Use a Ragged Right Margin

170

(1)

Choosing Readable Type

171

(8)

Choose a Legible Type Size

172

(1)

Choose a Font That Suits Your Document

173

(1)

Use Special Typefaces Sparingly

174

(1)

Use Highlighting Effectively

175

(3)

Use a Mixture of Cases, Not All Capitals

178

(1)

Use Color Cautiously and Consistently

178

(1)

Helping Readers Locate Information

179

(8)

Write Descriptive Headings

179

(3)

Design Distinctive Headings

182

(3)

Use Page Numbers and Headers or Footers

185

(2)

Designing Web Sites

187

(4)

Creating the Site

188

(1)

Designing the Pages of the Site

189

(1)

Maintaining the Site

190

(1)

Testing Your Design

191

(5)

Planning the Usability Test

192

(1)

Conducting the Test

193

(1)

Interpreting and Revising

193

(3)

Exercises

196

(7)

Creating and Managing Text

203

(28)

Collecting and Grouping Information

204

(1)

Planning Content Development

205

(5)

Reports with Standard Arrangement Patterns

205

(4)

Reports Designed for Specific Reader Needs

209

(1)

Persuasive Arrangement and Development

209

(1)

Strategies for Developing Content

210

(8)

Organization and Content Development

218

(5)

Other Types of Development

223

(4)

Exercises

227

(4)

Developing the Main Elements of Reports

231

(36)

Prefatory Elements

232

(12)

Letter of Transmittal

233

(1)

Title Page

233

(5)

Submission Page

238

(1)

Table of Contents

238

(6)

List of Illustrations

244

(1)

Glossary and List of Symbols

244

(1)

Abstracts and Summaries

244

(11)

Informative Abstract

247

(1)

Descriptive Abstract

248

(1)

Summary

249

(6)

Discussion or Body of the Report

255

(3)

Parts of the Discussion

256

(1)

Strategy for Presenting the Discussion

257

(1)

Conclusion

258

(1)

Recommendations

258

(1)

Appendixes

258

(1)

Online Reports

258

(7)

Exercises

265

(2)

Creating Tables and Figures

267

(46)

Choosing Illustrations

268

(10)

Consider Your Purpose

268

(1)

Consider Your Audience

268

(2)

Consider Your Audience Again

270

(1)

Consider Your Purpose Again

271

(7)

Creating Illustrations

278

(21)

Designing Tables

283

(1)

Designing Bar and Column Graphs

283

(7)

Designing Circle Graphs (Pie Charts)

290

(1)

Designing Line Graphs

291

(1)

Designing Flowcharts

292

(5)

Designing Diagrams

297

(1)

Editing Photographs

297

(2)

Designing Illustrations Ethically

299

(9)

Exercises

308

(5)

PART THREE Applications

313

(260)

Planning Correspondence and E-Mail

315

(26)

Determining Your Purpose

316

(6)

Analyzing the Audience

322

(1)

Composing Letters, Memos, and E-Mail

323

(3)

Finding the Appropriate Style

326

(4)

Direct versus Indirect Style

326

(3)

Conversational Style

329

(1)

Special Considerations for E-Mail

330

(2)

Special Considerations for International Correspondence

332

(3)

Keeping Copies of Correspondence

335

(1)

Exercises

336

(5)

Creating Reports for Any Occasion

341

(34)

The Variable Nature of Reports

342

(1)

Liability and Report Writing

343

(1)

General Report Requirements

344

(6)

Determining Report Structure

350

(5)

Determining Internal Report Development

355

(1)

Importance of the Introduction and Summary

355

(14)

The Online Report

369

(2)

The Slide/Visual Presentation Report

371

(2)

Exercises

373

(2)

Developing Analytical Reports: Recommendation Reports and Feasibility Studies

375

(26)

Analytical Reports

377

(7)

Recommendation Reports

384

(3)

Feasibility Studies

387

(8)

Purpose

389

(6)

Environmental Impact Statements

395

(2)

Exercises

397

(4)

Developing Empirical Research Reports

401

(26)

Major Sections of Empirical Research Reports

403

(8)

Abstract

403

(2)

Introduction and Literature Review

405

(1)

Summary

405

(2)

Materials and Methods

407

(1)

Results

408

(2)

Conclusion

410

(1)

Acknowledgments and References

410

(1)

Other Examples for Analysis and Comparison

411

(14)

Example 1

411

(2)

Example 2

413

(5)

Example 3

418

(7)

Exercises

425

(2)

Writing Proposals and Progress Reports

427

(48)

The Relationship between Proposals and Progress Reports

428

(1)

Proposals

429

(18)

The Context of Proposal Development

434

(1)

Effective Argument in Proposal Development

435

(1)

Standard Sections of Proposals

436

(11)

Progress Reports

447

(9)

Structure by Work Performed

447

(7)

Structure by Chronological Order

454

(1)

Structure by Main Project Goals

455

(1)

Physical Appearance of Proposals and Progress Reports

456

(1)

Style and Tone of Proposals and Progress Reports

456

(3)

Other Forms of Proposals and Progress Reports

459

(12)

Exercises

471

(4)

Formulating Instructions, Procedures, and Policies

475

(28)

Planning Instructions and Procedures

476

(2)

Structure and Organization

478

(2)

Introduction

478

(2)

Theory Governing the Procedure or Instruction

480

(2)

Warnings, Cautions, Hazards, and Notes Regarding Safety or Quality

480

(2)

Conditions under Which the Task Is to Be Performed

482

(3)

Steps in Performing the Task

485

(3)

Name of Each Step

486

(2)

Procedures

488

(9)

Format Considerations for Instructions and Procedures

488

(9)

Policies

497

(4)

Procedures and Policy Manuals

498

(3)

Exercises

501

(2)

Writing Collaboratively

503

(8)

Issues in Collaboration

504

(1)

Value of Collaboration

504

(1)

Techniques for Developing Collaborative Documents

505

(2)

The On-site Collaborative Group

505

(1)

The Distributed Collaborative Work Group

506

(1)

The Lead Author Work Group

507

(1)

Making Collaborative Projects Work

507

(1)

Collaborative Projects in Action

508

(1)

Exercises

509

(2)

Preparing Oral Reports: The Basics

511

(30)

Understanding the Speaking/Writing Relationship

512

(1)

Analyzing the Audience

513

(1)

Analyzing the Context

514

(1)

Determining the Goal of Your Presentation

515

(1)

Choosing and Shaping Content

516

(1)

Deciding How to Arrange and Organize the Content

516

(1)

Designing Each Segment: Guidelines

517

(2)

Choose an Interesting Title

517

(1)

Develop Your Presentation about Three Main Divisions

517

(1)

Plan the Introduction Carefully

518

(1)

Design the Body to Help People Comprehend Your Ideas

518

(1)

Design the Conclusion to Reinforce Your Main Ideas

519

(1)

Choosing an Appropriate Speaking Style

519

(1)

Speaking to Multicultural Audiences

520

(1)

Using Techniques to Enhance Audience Comprehension

520

(6)

Planning Visuals to Enhance Your Purpose and Your Meaning

526

(2)

Designing and Presenting the Written Paper

528

(7)

Structuring the Written Speech

532

(1)

Writing the Speech

532

(1)

Practicing the Presentation

533

(2)

Speaking Effectively: Practice, Practice, Practice

535

(3)

Exercises

538

(3)

Understanding the Strategies and Communications of the Job Search

541

(32)

Preparation

542

(6)

Self-Assessment

542

(3)

Information Gathering

545

(2)

Networking

547

(1)

The Correspondence of the Job Search

548

(15)

Letter of Application

548

(4)

The Resume

552

(9)

Follow-up Letters

561

(2)

Interviewing

563

(7)

The Interview

564

(2)

Negotiation

566

(1)

Before and after the Interview

567

(3)

Exercises

570

(3)

Appendix A. Handbook

573

(32)

Index

605

(10)

About the Authors

615

(1)

Marking Symbols

616

Proofreader's Symbols inside back cover