Dombrowski - Challenger Disaster
The background of the story is that the O-rings sealing the joints in the rocket were charred causing the rocket to tear apart and lead to the disaster. The decision to launch was an ethical consideration because the information about the o-rings was known beforehand. After the disaster there were two reports, one presidential and one congressional comity. There are also ethical dilemmas in these reports as to how they were written.
The first thing we learn about ethical considerations in writing is that the audience has a responsibility too. One must question and scrutinize the things that you read and not always take them for what they are. This does not take away any responsibility from the writer, who also needs to think about what they are doing, but places some responsibility on both ends.
The next big topic for writing ethically is the idea of misproportion. The things that are given the most attention should be the most relevant material. Order is also important. You don't want to hide your most crucial facts in some small section in the middle of a different topic. This can mislead the reader and sometimes people do it on purpose.
The next thing the author advises staying away from is writing as a memory dump. This means writing tons and tons of material just to put it all out there on the record. Writing, especially communicating, should be edited and consolidated to get the point across as effectively as possible.
More good advice is to use consistent language. Once you have used a term to define something don't use different ones even if they are synonyms. It will only lead to confusion in the reader. Precise language is also preferred over ambiguous for obvious reasons of not trying to confuse your reader.
An interesting topic the author brought up was the inherent nature of any information. Are we to believe that all information is inately problematic and when any two people look at it they could come to different conclusions? Or is there only one true and correct conclusion from and one set of data? The author also mentions that it is unlikely but possible that there is no correct conclusion. I think that it happens a lot that people come to different conclusions so data must be problematic to begin with.
Another interesting discussions is that of the change in perspective. This is what lead the management to go ahead with the decision to launch even though the engineers did not want to. They were affected by different concerns such as reputation and scheduling. An interesting way to think about it is what if the assumption of our legal system was guilty until proven innocent instead of innocent until proven guilty.
Harty Part 6
overview: Yes, ethics applies even to strictly technical writing. This is something the author thinks is being forgotten today.
Winsor - Challenger
-Differing perspectives looking at same data
-Passing bad news(especially upwards)
-Bad news not being believed
-stress the seriousness in your writing
Are we not allowed to be optimistic?
Darrell Huff - How to lie with statistics
-statistics as semantic nonsense
-one problem can be a bias in the selection sample (ex. yale survey)
-truncating graphs leads to false visuals
if it is labeled then the reader should be able to tell
he mentions that the difference is like that of writing "a rise of 7%" and changing to "a rise of a whopping 7%"
-know the difference between mean and median (if you are not sure which one was used or how the data was collected then dont even bother with it)
-Beware of cause-effect issues
if they say that smokers make worse grades because 99% scored lower on a test it could be that the low scorers all began smoking after they found out their grade)
Dan Jones - Ethics of Style
Ethics is a person making choices of behavior
Many different professions have their own code. Does this mean that ethics can be tweeked or that there is no general set of ethics. I think this simply gives a base that can be agreed on and gives them something to follow. Many things are present in most, such as honesty and fairness.
Tuesday, November 17, 2009
Monday, November 9, 2009
Harty Part 5 Part 2
Steve Graber - Cover Letters
Think of the cover letter as an additional tool that can be used with your resume. It is not just something with your name and stating that a resume is enclosed. It can be used to highlight the features that make you most marketable. Also, you may like to think of it as a sales pitch, very quickly pointing out why the manager should "buy" you.
Format and Content are the two main considerations in creating a cover letter. A manager will quickly be able to tell the level of you organizational skills and your attention to detail. Anything unprofessional will likely be tossed aside.
There are basically two main styles of cover letters, business and personal. The business letter has all text aligned to the left with no indentions. It is supposedly more professional. The Personal letter has some indentations and the closings can be centered.
The parts of the letter are
The content of the body should be this
Concrete examples are the best way to sell your experience. Give tangible evidence of accomplishments. A resume can be limited to read like boring facts but the letter has a more prose like approach which can really highlight these scenarios.
Avoid passive language, mention of personal preferences, cliches (I am a team player). Don't come across as desperate for the job and don't point our your flaws. If you are lacking in experience then you can focus on your other strenghts.
If you are going through an employment agency, make sure it is clear who you are, what you are looking for, what specific fields you are interested in, and what your strengths are.
Networking letters can be vry effective tools in a job search. This letter will be somewhat more personal but still professional and typically involves a 3rd party person. You will be asking them for references to other people or companies they know that might need you.
Correspondence doesn't end after the letter and resume are sent. You may need to send a thank you letter or follow up with another letter or phone call to check on a job status.
Dokel and Roehm - Resumes Online
They begin by saying that online resumes are typically ineffective but you should do it anyway, and do it right. There shouldn't be too much work in adapting your print resume for use online. All the keywords that need to be in the online version should be present if the print resume is a good one. They advise setting up a text only file that can be copied and pasted into emails and databases.
Another form of online resume is a html (web Page) resume. This is more likely to occur for a design oriented job search. Be careful not to put to much personal information that is not relevant to the manager.
It only takes seconds to delete an email so make the email resume count. The authors advise not putting it in an attachement but copying it directly into the body of the email. I have mixed feeling about this. I feel that maybe their view is a little dated and every employer now should be capable of viewing a pdf attachment in only seconds time.
Tips for online formatting
Be aware of how much privacy you are giving up when uploading your resume online. Your contact information may be passed around and it can be seen by the entire public. More specifically it can be seen by your current employer and get you into trouble. Make sure to delete the resume after it has gotten you a job so the information doesn't just stay out there.
Think of the cover letter as an additional tool that can be used with your resume. It is not just something with your name and stating that a resume is enclosed. It can be used to highlight the features that make you most marketable. Also, you may like to think of it as a sales pitch, very quickly pointing out why the manager should "buy" you.
Format and Content are the two main considerations in creating a cover letter. A manager will quickly be able to tell the level of you organizational skills and your attention to detail. Anything unprofessional will likely be tossed aside.
There are basically two main styles of cover letters, business and personal. The business letter has all text aligned to the left with no indentions. It is supposedly more professional. The Personal letter has some indentations and the closings can be centered.
The parts of the letter are
- Return Address - contacting you is the most important part
- date
- inside address - making it personal and targeting them
- salutation
- body - should only be 3 to 4 paragraphs
- closing - polite
The content of the body should be this
- 1st - why you are contacting them (the position you want)
- 2nd - what and how you can contribute
- 3rd - why you are above average or how you excede the expectations
- 4th - show appreciation and politely close (don't write that you will call)
Concrete examples are the best way to sell your experience. Give tangible evidence of accomplishments. A resume can be limited to read like boring facts but the letter has a more prose like approach which can really highlight these scenarios.
Avoid passive language, mention of personal preferences, cliches (I am a team player). Don't come across as desperate for the job and don't point our your flaws. If you are lacking in experience then you can focus on your other strenghts.
If you are going through an employment agency, make sure it is clear who you are, what you are looking for, what specific fields you are interested in, and what your strengths are.
Networking letters can be vry effective tools in a job search. This letter will be somewhat more personal but still professional and typically involves a 3rd party person. You will be asking them for references to other people or companies they know that might need you.
Correspondence doesn't end after the letter and resume are sent. You may need to send a thank you letter or follow up with another letter or phone call to check on a job status.
Dokel and Roehm - Resumes Online
They begin by saying that online resumes are typically ineffective but you should do it anyway, and do it right. There shouldn't be too much work in adapting your print resume for use online. All the keywords that need to be in the online version should be present if the print resume is a good one. They advise setting up a text only file that can be copied and pasted into emails and databases.
Another form of online resume is a html (web Page) resume. This is more likely to occur for a design oriented job search. Be careful not to put to much personal information that is not relevant to the manager.
It only takes seconds to delete an email so make the email resume count. The authors advise not putting it in an attachement but copying it directly into the body of the email. I have mixed feeling about this. I feel that maybe their view is a little dated and every employer now should be capable of viewing a pdf attachment in only seconds time.
Tips for online formatting
- don't forget to delete page numbers, they are not necessary
- all caps can emphasize important notes
- use standard keyboard symbols, fancy icons may not appear
- careful when using tabs and returns, it may appear different on another machine
Be aware of how much privacy you are giving up when uploading your resume online. Your contact information may be passed around and it can be seen by the entire public. More specifically it can be seen by your current employer and get you into trouble. Make sure to delete the resume after it has gotten you a job so the information doesn't just stay out there.
Monday, November 2, 2009
Harty Part 5 Part 1
Overview: There is no one correct way to write a resume or cover letter. The point of the resume is to get the interview, no more or less. Some of the main things that a resume can demonstrate are communication skills, computer skills, interpersonal skills, initiative, professionalism, specific skills, ethics, management, and ability to prioritize.
Munschauer - Language of Employers
What can the candidate do for us? This is what every manager is thinking when they are looking to hire someone new. Therefore, that is what the message of your resume should be. Emphasize this point and target the writing to a specific manager and it will likely be a successful resume. Turn the focus to their needs and not your wants. Try not to overuse "I". A helpful tip on targeting the manager is to research and learn about the industry you are appplying to. This will give you some common ground/interest with the manager and you will immediately be more appealing.
"you made the ritual the message and the meaning got lost"
I'm not sure if this is copied from somewhere else or if it is Munschauer's own but I really like the phrasing of this quote and the impact it gives. The meaning is fairly simple, that we get caught up in the formatting and supposed rules that we forget even why we are writing. We are trying to get a job and also service a need of an employer, it is mutually beneficial.
Unfortunately, there is something that matters alot that shouldnt matter at all, Appearances! The content should far exceed the importance of typos and a printer that is low on ink, however, managers need a system to sort through the insanely high number of resumes and letters that they recieve. It is very easy to pick out ones that don't look "good" and throw them away before reading. The point is, be professional.
Similarly, many people try to use gimmicks to make their letters and resume stand out but these too are often quickly overlooked as non-professional.
Find a way to show off career related experience. These are things that do not come from school or work but do pertain to the field you wish to enter. These show your extreme interest in the subject and show that you are willing to do above and beyond what you are required.
Formating is a large issue in resumes. We have already said that there is no set way to do it but one big tip is not to forget about white space. By double spacing around key points it will highlight the achievement and make it stand out even more. This leads to the idea that resumes should be made in a way that makes them easy to scan. Managers are not going to spend much time looking at them. The pertinent information needs to jump out at them. If they are interested they will read more carefully later.
Knowing that the document will be scanned quickly, you also need to do a double check and look for key words that do catch the eye and make sure they are not things that "turn off" the reader. If at all possible these pinpoint words should spark the readers attention.
There is a debate about whether or not to include a job objective in the resume. The authors advice is frankly yes, but name it career interest instead. The career interest is the entire point of the resume. Without it, there is hardly a reason to make one.
There is another debate between a one page format or allowing longer resumes. It is nice to be concise and make it easy for the manager to scan and read but this is no equivalent to using a proper amount of white space and heading even if it runs over one page.
The last thing to consider is whether or not to even send a resume. Sometimes they can detract more than help your case. Sometimes it can be more effective to put it all in prose and leave all for a letter.
What is the message of the resume?
Munschauer - Language of Employers
What can the candidate do for us? This is what every manager is thinking when they are looking to hire someone new. Therefore, that is what the message of your resume should be. Emphasize this point and target the writing to a specific manager and it will likely be a successful resume. Turn the focus to their needs and not your wants. Try not to overuse "I". A helpful tip on targeting the manager is to research and learn about the industry you are appplying to. This will give you some common ground/interest with the manager and you will immediately be more appealing.
"you made the ritual the message and the meaning got lost"
I'm not sure if this is copied from somewhere else or if it is Munschauer's own but I really like the phrasing of this quote and the impact it gives. The meaning is fairly simple, that we get caught up in the formatting and supposed rules that we forget even why we are writing. We are trying to get a job and also service a need of an employer, it is mutually beneficial.
Unfortunately, there is something that matters alot that shouldnt matter at all, Appearances! The content should far exceed the importance of typos and a printer that is low on ink, however, managers need a system to sort through the insanely high number of resumes and letters that they recieve. It is very easy to pick out ones that don't look "good" and throw them away before reading. The point is, be professional.
Similarly, many people try to use gimmicks to make their letters and resume stand out but these too are often quickly overlooked as non-professional.
Find a way to show off career related experience. These are things that do not come from school or work but do pertain to the field you wish to enter. These show your extreme interest in the subject and show that you are willing to do above and beyond what you are required.
Formating is a large issue in resumes. We have already said that there is no set way to do it but one big tip is not to forget about white space. By double spacing around key points it will highlight the achievement and make it stand out even more. This leads to the idea that resumes should be made in a way that makes them easy to scan. Managers are not going to spend much time looking at them. The pertinent information needs to jump out at them. If they are interested they will read more carefully later.
Knowing that the document will be scanned quickly, you also need to do a double check and look for key words that do catch the eye and make sure they are not things that "turn off" the reader. If at all possible these pinpoint words should spark the readers attention.
There is a debate about whether or not to include a job objective in the resume. The authors advice is frankly yes, but name it career interest instead. The career interest is the entire point of the resume. Without it, there is hardly a reason to make one.
There is another debate between a one page format or allowing longer resumes. It is nice to be concise and make it easy for the manager to scan and read but this is no equivalent to using a proper amount of white space and heading even if it runs over one page.
The last thing to consider is whether or not to even send a resume. Sometimes they can detract more than help your case. Sometimes it can be more effective to put it all in prose and leave all for a letter.
What is the message of the resume?
Monday, October 26, 2009
Dombrowski - Nazi Records
I think the one thing I pulled from this and could have been summed up quicker is that you need to consider how/where information you read comes from and (something you will be doing anyway) how/what you are about to use the information for.
The author uses the example of technical communications between members of the Nazi Regime. He claims that it is such an extreme case that it will make the points more clear. Anything less dramatic and the points would seem obscure or insignificant. I think I would disagree with him. The situation is so vastly unethical that it is hard to pull out how it is applying to technical communication. The author mostly seems to want to express his own personal vendetta, which is understandable but not helpful.
The ethical dilemma starts well before any inclination of technical communication arises. Therefore, the problem must be addressed there. There is nothing really to talk about here in terms of fixing communication. As the author points out, the examples given are of "technical excellence." Very nearly the German Officer is only using jargon to speak with a fellow expert on a common subject matter. He knows his audience!
The author discussion lead me to wonder whether euphemisms were unethical. That seems to be the only literary/technical device that the german office was using. "Induced Death" is an appalling term but (as Kant would say) any reasoning person can see what it means. Is it unethical in itself to change the term?
An interesting topic is brought up in this chapter about the classic "means that justify the ends." I think nowadays it is fairly common that this is not acceptable. Maybe only in the rarest or mildest set of circumstances.
The author cautions about an emphasis on technical objectivity. It is the path to unethical behavior. When the researcher distances himself from the subject it can lead to situation such as in the Nazi examples.
Indifference = abandonment of ethical principals
In the chapter there is also a discussion about whether information should be used once it is in existence if it was already obtained unethically. Nearly every school of thought points to the fact that it can only help people now and not harm anyone anymore. This is compared to the us law of "inadmissible evidence" which states that those facts cannot be used. The main defense of not using them is to dissuade further attempts at obtaining info unethically.
The author uses the example of technical communications between members of the Nazi Regime. He claims that it is such an extreme case that it will make the points more clear. Anything less dramatic and the points would seem obscure or insignificant. I think I would disagree with him. The situation is so vastly unethical that it is hard to pull out how it is applying to technical communication. The author mostly seems to want to express his own personal vendetta, which is understandable but not helpful.
The ethical dilemma starts well before any inclination of technical communication arises. Therefore, the problem must be addressed there. There is nothing really to talk about here in terms of fixing communication. As the author points out, the examples given are of "technical excellence." Very nearly the German Officer is only using jargon to speak with a fellow expert on a common subject matter. He knows his audience!
The author discussion lead me to wonder whether euphemisms were unethical. That seems to be the only literary/technical device that the german office was using. "Induced Death" is an appalling term but (as Kant would say) any reasoning person can see what it means. Is it unethical in itself to change the term?
An interesting topic is brought up in this chapter about the classic "means that justify the ends." I think nowadays it is fairly common that this is not acceptable. Maybe only in the rarest or mildest set of circumstances.
The author cautions about an emphasis on technical objectivity. It is the path to unethical behavior. When the researcher distances himself from the subject it can lead to situation such as in the Nazi examples.
Indifference = abandonment of ethical principals
In the chapter there is also a discussion about whether information should be used once it is in existence if it was already obtained unethically. Nearly every school of thought points to the fact that it can only help people now and not harm anyone anymore. This is compared to the us law of "inadmissible evidence" which states that those facts cannot be used. The main defense of not using them is to dissuade further attempts at obtaining info unethically.
Monday, October 19, 2009
Dombroski Ch. 3
Overview - The chapter discusses the history and tradition of ethics. It is meant to display various perspectives about ethics so that we can better grasp our own perspective. It is mostly an overview itself. If you get too much in depth with any of the theories it can be lead to more confusion than clarity. Four main perspectives are discussed...
Aristotle
Metaphysical truths are the foundation for ethics. This means that in ethics only a certain level of precision can be reached (not exact science).
For an action/decision to be ethical it must be done for the "right" reason because and only because it is the "right" thing to do. If the "right" thing is done for not the right reason then the person is not truly ethical.
The human conflict is split between our tendencies toward animal and divine natures. Animal nature being our instinct to survive and divine nature being our higher ability to think and reason. In addition to this we are creatures of habit. These are the forces that weigh on our ethical judgment.
Ethical action is not singular but built up over time as a pattern. Also, it is not genetic, for to act genetically(instinctively) is to do the easiest/best for yourself. It is the power of reason over anger, pity, pain, and pleasure. The basis for morality is in removing self-interest.
The application to technical writing is not so much in the content but in how and when to use technical communication.
Kant
His perspective can be defined as deontology, based on duty. It is not based on the consideration of results or of emotions. He calls this the Categorical Imperative.
Reasoning is our distinguishing feature as humans. Reasoning is absolute and universal (that is, all humans can and do do it). Ethics is based on reasoning and therefore ethics is universal and absolute.
He thinks that we should act as if our actions will become the law that everyone will follow, everywhere, for all of time. This wll ensure that we make ethical decisions. This is practically the equivalent of the Golden Rule.
The underlying assumption here is the universality of it. Would everyone actually independently rationalize the exact same thing? I think not.
Utilitarianism
This perspective emphasizes usefulness and greater good. It became popular at the same time as the industrial revolution because of the new focus on the masses. it is associated with a cost and benefit rationalization for outcomes.
It holds that the people directly involved with the situation should decide for themselves. This makes me wonder if maybe the only unethical actions are ones that people don't get to chose things for themselves.
In the example of the airplane crash, the passengers accepted risk by choosing to fly.
Feminist
As we move from modernism to postmodernism and everyone begins to challenge to conventional logic this is when feminism rises. It is an advocate of complex variety and diverse opinion.
This section claims that the scientific method is advantageous to men because it tries to disassociate emotion from logic and women are naturally more emotional. It nearly literally states that women don't like to use logic.
Should ethics take a stance of gender-indifference and assume they are exactly the same or should it try to comprehensively incorporate the complexities of the perceived differences?
Ethics of Care
Assumes that there is a critical difference in male and female moral thinking. The female view is more concerned with the relationship of various parts while the male counterpart is concerned with the abstract and impersonal approach.
This is of course itself a stereotype. I would like to have seen examples of how each would work differently if at all in the same situation.
The ethics of care deals with what would mutually satisfy all parties. In other words, it is a symbiotic relationship and this occurs all throughout nature.
Confucian
The Chinese culture is highly concerned with collective entities such as family. They tend to subordinate the individual. One's place in the world is defined through your relationships. Not all relationships are equal. The family is more important the work group and therefore will take priority in making decisions.
Virtue can only be obtained through doing. There are no absolutes, it is based on immediate realities of the situation. Virtues are no ambiguous and can be learned from studying past examples.
Levinas
Understanding ethics is about having encounter with "the other" (anyone not you). It is responsive and responsible to them. Once we know they are there then we know that we are not alone in the universe and also that we are not the center of it. We begin to understand them and understand ethical action through reciprocal communication with them.
Gert
Morality should be more concerned with the avoidance of evil rather than the obtainment of good because good has more level of degree and variation. This is done through action, not feelings. He lays out a few primary rules (fairly obvious) such as: don't kill, don't harm, don't steal. He gives an actual system that is easy for people to follow rather than abstract thought.
Conclusion
Ethics is about how best to live our lives. Do we have ethical awareness? What would I do and why in a certain situation. What would someone else do and why in the same.
- Aristotle - inherent goodness
- Kant - Universal Principles
- Utilitarianism - Cost and Benefit
- Ethics of Care - No Universals, only particulars
Aristotle
Metaphysical truths are the foundation for ethics. This means that in ethics only a certain level of precision can be reached (not exact science).
For an action/decision to be ethical it must be done for the "right" reason because and only because it is the "right" thing to do. If the "right" thing is done for not the right reason then the person is not truly ethical.
The human conflict is split between our tendencies toward animal and divine natures. Animal nature being our instinct to survive and divine nature being our higher ability to think and reason. In addition to this we are creatures of habit. These are the forces that weigh on our ethical judgment.
Ethical action is not singular but built up over time as a pattern. Also, it is not genetic, for to act genetically(instinctively) is to do the easiest/best for yourself. It is the power of reason over anger, pity, pain, and pleasure. The basis for morality is in removing self-interest.
The application to technical writing is not so much in the content but in how and when to use technical communication.
Kant
His perspective can be defined as deontology, based on duty. It is not based on the consideration of results or of emotions. He calls this the Categorical Imperative.
Reasoning is our distinguishing feature as humans. Reasoning is absolute and universal (that is, all humans can and do do it). Ethics is based on reasoning and therefore ethics is universal and absolute.
He thinks that we should act as if our actions will become the law that everyone will follow, everywhere, for all of time. This wll ensure that we make ethical decisions. This is practically the equivalent of the Golden Rule.
The underlying assumption here is the universality of it. Would everyone actually independently rationalize the exact same thing? I think not.
Utilitarianism
This perspective emphasizes usefulness and greater good. It became popular at the same time as the industrial revolution because of the new focus on the masses. it is associated with a cost and benefit rationalization for outcomes.
It holds that the people directly involved with the situation should decide for themselves. This makes me wonder if maybe the only unethical actions are ones that people don't get to chose things for themselves.
In the example of the airplane crash, the passengers accepted risk by choosing to fly.
Feminist
As we move from modernism to postmodernism and everyone begins to challenge to conventional logic this is when feminism rises. It is an advocate of complex variety and diverse opinion.
This section claims that the scientific method is advantageous to men because it tries to disassociate emotion from logic and women are naturally more emotional. It nearly literally states that women don't like to use logic.
Should ethics take a stance of gender-indifference and assume they are exactly the same or should it try to comprehensively incorporate the complexities of the perceived differences?
Ethics of Care
Assumes that there is a critical difference in male and female moral thinking. The female view is more concerned with the relationship of various parts while the male counterpart is concerned with the abstract and impersonal approach.
This is of course itself a stereotype. I would like to have seen examples of how each would work differently if at all in the same situation.
The ethics of care deals with what would mutually satisfy all parties. In other words, it is a symbiotic relationship and this occurs all throughout nature.
Confucian
The Chinese culture is highly concerned with collective entities such as family. They tend to subordinate the individual. One's place in the world is defined through your relationships. Not all relationships are equal. The family is more important the work group and therefore will take priority in making decisions.
Virtue can only be obtained through doing. There are no absolutes, it is based on immediate realities of the situation. Virtues are no ambiguous and can be learned from studying past examples.
Levinas
Understanding ethics is about having encounter with "the other" (anyone not you). It is responsive and responsible to them. Once we know they are there then we know that we are not alone in the universe and also that we are not the center of it. We begin to understand them and understand ethical action through reciprocal communication with them.
Gert
Morality should be more concerned with the avoidance of evil rather than the obtainment of good because good has more level of degree and variation. This is done through action, not feelings. He lays out a few primary rules (fairly obvious) such as: don't kill, don't harm, don't steal. He gives an actual system that is easy for people to follow rather than abstract thought.
Conclusion
Ethics is about how best to live our lives. Do we have ethical awareness? What would I do and why in a certain situation. What would someone else do and why in the same.
Monday, October 5, 2009
Harty Part 4 part 2
Oliu, Brasaw, and Alred - Visuals
Plan all your visuals before you begin to write so that you have an idea about what will be going in and where. The types of visuals you might use are tables, graphs, drawings, charts, maps, and photographs. Include in the text why you have inserted the visual. This will help for clarity with the readers. Make sure that all the information in the visuals is accurate. This could destroy the success of the document. Consider what not to include in your visuals (such as arrows or boxes around text etc.). Make sure to define all terms and acronyms that appear. Also, units must be pointed out. Visuals must be readable and captioned if necessary. Number the diagrams for reference within the text. Finally, do the visuals stand out? You may want to leave enough white space so that the visuals pop off the page.
Tables - These are good for displaying numbers and specific data in a small amount of space. It is easy to compare different things because the info is in rows and columns. The table must have a title that is descriptive of what it displays. Boxheads are the subheadings which are split into different columns. Stubs are the categories that run in the other direction and when their rows cross the columns of the boxheads they create cells. Cells are where all the data is stored. Lines of separation are called rules and can make a table easier to read. If borrowing information from another source your table will require a source line for citation.
Graphs - These are more visual and easy to understand than tables but are less accurate and often need a table to accompany it. The different types are line, bar, pie, and picture. The line graph compares to figures by placing points on vertical and horizontal axises. You need to watch out for visual distortion by compressing the scale of the two different figures. The bar graph can incorporate data and eliminate the need for a table. The pie chart is a break down of percentages. Picture graphs are popular in presentations because of the entertainment value. 3-D bar graphs typically cause confusion and are harder to read.
Drawings - Consider the perspective and the proportion. Should be the same as someone looking at the object. Make sure to label drawings if necessary. Some types are explodes and cutaways which are things that pictures cant do.
Photographs - When thinking of including them consider the cost of printing and the quality of print. Should the image be in color? Is it necessary for the reader to understand'?
This segment basically advices the use of clipart going through the motions of selecting prompts from a software program. It is a little insulting.
David Ewing - Strategies of Persuasion
"Depends on the situation"
There are basically two ways to go about a persuasive argument. You can carefully examine both sides or you can get straight to the point. It is self-defeating to follow a set prescription.
1.consider if your views(the content) is a problem for the reader. This is the same as the lesson on delivering bad news. The situation must be dealt with empathy and tact.
2.Is the reader prepared for change? Similar to the first rule, you must prepare your reader for what you will tell them. Deal with these situations like you would oral communication.
3.Credibility can either be given or acquired. Given credibility comes from things like your title while acquired cred is gained from the writing by showing facts and thoughts. Credibility can also be borrowed by citation.
4.Present both sides and acknoledge the shortcoming of your idea. This is an example of candor and will connect your more with your audience.
5.Never conclude with maybe, give a definite opinion or nothing will happen
6.Put your strong points first if the reader is uninterested or your strong points last if the reader is interested. This is just a theory because it has had inconclusive results in research but still something to consider.
7.Don't just appeal to their logic, it will not persuade.
8.The reader must associate with the people giving testimonials or they will not work.
9.Be wary of using exagerations or sensational statements because you may lose your reader
10.Tailor the presentation to the attitude of the reader. If they are a fan of something, also be a fan of it.
11.If you mention someone in the writing, consider how they are related to anyone reading it and what the effects might be.
Think of readers as real people
Philip Kolin - Proposals
Some quick guidelines to think before writing are the you are a problem solver, your audience is a skeptical one, research your topic, make sure the proposal is feasible, and the appearance does count.
Internal - usually meant to improve the efficiency of the company. Consider what office politics might come into play. It is organized into an introduction, background, plan, and conclusion. Quantifiable data is preferable to generalizations. make sure the context is known.
Sales - These are more external proposals and the reader should be viewed as even more skeptical. The two main concerns of the reader are 1. does this meet my need and 2.how does this compare with the competition. Write these with the "you attitude". That means talking directly to the reader and having their best interest in mind. It is organized into and introduction, description of product or service, timtable, costs, qualifications, and conclusion. Costs must be accurate and be sure not to underestimate them because it could come back to haunt you. Also, do not misrepresent your qualifications. The conclusions should have some "call to action" and let the reader know what they need to do next.
Richard Johnson - Style
Style can be considered the tone and phrasing of your writing as well as the flow. Good style cannot however hide a lack of content or can ruin good content. There are three main kinds of style: plain, middle, and grand. Most proposals will be written in a plain style. This starts with plain sentences. remember the parts of a sentence: subject, verb, and comment. There are a few guides to writing plain sentences.
Passive voice is not always bad. it can be used when the doer is not really important or the subject itself is the most important part of the sentence. It is also good for a variety in the writing.
Plan all your visuals before you begin to write so that you have an idea about what will be going in and where. The types of visuals you might use are tables, graphs, drawings, charts, maps, and photographs. Include in the text why you have inserted the visual. This will help for clarity with the readers. Make sure that all the information in the visuals is accurate. This could destroy the success of the document. Consider what not to include in your visuals (such as arrows or boxes around text etc.). Make sure to define all terms and acronyms that appear. Also, units must be pointed out. Visuals must be readable and captioned if necessary. Number the diagrams for reference within the text. Finally, do the visuals stand out? You may want to leave enough white space so that the visuals pop off the page.
Tables - These are good for displaying numbers and specific data in a small amount of space. It is easy to compare different things because the info is in rows and columns. The table must have a title that is descriptive of what it displays. Boxheads are the subheadings which are split into different columns. Stubs are the categories that run in the other direction and when their rows cross the columns of the boxheads they create cells. Cells are where all the data is stored. Lines of separation are called rules and can make a table easier to read. If borrowing information from another source your table will require a source line for citation.
Graphs - These are more visual and easy to understand than tables but are less accurate and often need a table to accompany it. The different types are line, bar, pie, and picture. The line graph compares to figures by placing points on vertical and horizontal axises. You need to watch out for visual distortion by compressing the scale of the two different figures. The bar graph can incorporate data and eliminate the need for a table. The pie chart is a break down of percentages. Picture graphs are popular in presentations because of the entertainment value. 3-D bar graphs typically cause confusion and are harder to read.
Drawings - Consider the perspective and the proportion. Should be the same as someone looking at the object. Make sure to label drawings if necessary. Some types are explodes and cutaways which are things that pictures cant do.
Photographs - When thinking of including them consider the cost of printing and the quality of print. Should the image be in color? Is it necessary for the reader to understand'?
This segment basically advices the use of clipart going through the motions of selecting prompts from a software program. It is a little insulting.
David Ewing - Strategies of Persuasion
"Depends on the situation"
There are basically two ways to go about a persuasive argument. You can carefully examine both sides or you can get straight to the point. It is self-defeating to follow a set prescription.
1.consider if your views(the content) is a problem for the reader. This is the same as the lesson on delivering bad news. The situation must be dealt with empathy and tact.
2.Is the reader prepared for change? Similar to the first rule, you must prepare your reader for what you will tell them. Deal with these situations like you would oral communication.
3.Credibility can either be given or acquired. Given credibility comes from things like your title while acquired cred is gained from the writing by showing facts and thoughts. Credibility can also be borrowed by citation.
4.Present both sides and acknoledge the shortcoming of your idea. This is an example of candor and will connect your more with your audience.
5.Never conclude with maybe, give a definite opinion or nothing will happen
6.Put your strong points first if the reader is uninterested or your strong points last if the reader is interested. This is just a theory because it has had inconclusive results in research but still something to consider.
7.Don't just appeal to their logic, it will not persuade.
8.The reader must associate with the people giving testimonials or they will not work.
9.Be wary of using exagerations or sensational statements because you may lose your reader
10.Tailor the presentation to the attitude of the reader. If they are a fan of something, also be a fan of it.
11.If you mention someone in the writing, consider how they are related to anyone reading it and what the effects might be.
Think of readers as real people
Philip Kolin - Proposals
Some quick guidelines to think before writing are the you are a problem solver, your audience is a skeptical one, research your topic, make sure the proposal is feasible, and the appearance does count.
Internal - usually meant to improve the efficiency of the company. Consider what office politics might come into play. It is organized into an introduction, background, plan, and conclusion. Quantifiable data is preferable to generalizations. make sure the context is known.
Sales - These are more external proposals and the reader should be viewed as even more skeptical. The two main concerns of the reader are 1. does this meet my need and 2.how does this compare with the competition. Write these with the "you attitude". That means talking directly to the reader and having their best interest in mind. It is organized into and introduction, description of product or service, timtable, costs, qualifications, and conclusion. Costs must be accurate and be sure not to underestimate them because it could come back to haunt you. Also, do not misrepresent your qualifications. The conclusions should have some "call to action" and let the reader know what they need to do next.
Richard Johnson - Style
Style can be considered the tone and phrasing of your writing as well as the flow. Good style cannot however hide a lack of content or can ruin good content. There are three main kinds of style: plain, middle, and grand. Most proposals will be written in a plain style. This starts with plain sentences. remember the parts of a sentence: subject, verb, and comment. There are a few guides to writing plain sentences.
- the subject is what the sentence is about
- the does is the subject
- action in the verb (active language)
- subject early in sentence
- no nominalizations (when verbs become known and make long unnecessary words)
- avoid excessive prepositional phrases
- eliminate redundancy (not too many modifiers)
- Sentences should be breathing length (best to vary length)
Passive voice is not always bad. it can be used when the doer is not really important or the subject itself is the most important part of the sentence. It is also good for a variety in the writing.
Tuesday, September 29, 2009
Harty Part 4 Part 1
Overview: Reports are some of the most commmon examples of technical writing and can come in a variety of different forms. They can be informative or persuasive, formal or informal, and long or short. In this section reports are covered with regards to audience, abstracts, and style.
Mathes and Stevenson - Audience
There are three parts to any report: a writer, a message, and an audience. Often people focus on the first two and forget about the last. This leads to false assumptions that can ruin a good report. Some of these are:
The author advise is to be systematic and set up a system by which you define your audience and begin to write for them. To do this he explains the egocentric organization chart. It consist of four concentric rings that represent level of proximity to you and are filled with specific names and titles of the people that the report will come in contact with. Most of the information he mentions though are things like age and college degree which can lead to false assumptions themselves.
Think in terms of consequences and you will find out more of your reader.
Richard Dodge - What to Report
The report should be written to the manager. (This is if you have determined that that is your only audience). The manager is looking for facts and opinions that will aid in a decision making process. They need a good summary. Tell what has been done, why it has been done, and what needs to be done. I found it interesting that the introduction was read more often than the conclusions were. The technical interests of a manager are what problems are going on, what new tests are being done, and generally what is new. While most of there interest falls in the marketing side of what will be the chance of success and what will be the cost. Seldom can you justify a purely technical report. It rarely happens that the audience has the same experience and background as the writer.
What does the management need to do? They have to properly define projects and expectations, keep things moving on time, and make sure the information is distributed. The author suggests that managers set up four meeting to conference with the report writer before starting, before writing outline, to revise the outline, and also to review final. It seems strange to me that a person that will likely not have time to read but the abstract of the report will have time to meet over it four times.
Christian Arnold - Abstracts
This is the most important part of a report! It can be descriptive, for a specialist looking further, or informative, for an executive making decisions. The difficulty of writing these is imposed by the short length required. The author gives some suggestions:
Vincent Vinci - 10 Pitfalls
1)Ignoring the audience - we have been over many many times. Ask yourself who, why, and how.
2)Writing to Impress - no academic talk! it makes it harder read and doesn't help your case
3)having more than one aim - get one objective and stick to it. A good way to do this is by writing anti-chronologically (start with the conclusion)
4)being inconsistent -this is in regards to mechanics (symbols and abbrev.)
5)Overqualifying - sometimes people sue too many modifiers
6)Not defining - make sure to define all terms by either substitutes or extensions
7)Misintroducing - the intro is not a table of contents. It often has the conclusion in it.
8) Dazzling with Data - consider and determine what can be left out without destroying the meaning..
9)Not highlighting - this puts the burden on the reader and they may come to their own conclusions.
10)Not rewriting - take the time to edit, the more the better. Go paragraph by paragraph, sentence by sentence.
Mathes and Stevenson - Audience
There are three parts to any report: a writer, a message, and an audience. Often people focus on the first two and forget about the last. This leads to false assumptions that can ruin a good report. Some of these are:
- the person addressed is the audience
- the audience consists of specialists
- the report has a finite lifespan
- the author and audience will be available for reference
- the audience is familiar with the assignment
- audience awaits report
- audience involved on daily level
- audience has time
The author advise is to be systematic and set up a system by which you define your audience and begin to write for them. To do this he explains the egocentric organization chart. It consist of four concentric rings that represent level of proximity to you and are filled with specific names and titles of the people that the report will come in contact with. Most of the information he mentions though are things like age and college degree which can lead to false assumptions themselves.
Think in terms of consequences and you will find out more of your reader.
- why was this done
- what is the significance of the problem
- what will it cost
- what are the implications
Richard Dodge - What to Report
The report should be written to the manager. (This is if you have determined that that is your only audience). The manager is looking for facts and opinions that will aid in a decision making process. They need a good summary. Tell what has been done, why it has been done, and what needs to be done. I found it interesting that the introduction was read more often than the conclusions were. The technical interests of a manager are what problems are going on, what new tests are being done, and generally what is new. While most of there interest falls in the marketing side of what will be the chance of success and what will be the cost. Seldom can you justify a purely technical report. It rarely happens that the audience has the same experience and background as the writer.
What does the management need to do? They have to properly define projects and expectations, keep things moving on time, and make sure the information is distributed. The author suggests that managers set up four meeting to conference with the report writer before starting, before writing outline, to revise the outline, and also to review final. It seems strange to me that a person that will likely not have time to read but the abstract of the report will have time to meet over it four times.
Christian Arnold - Abstracts
This is the most important part of a report! It can be descriptive, for a specialist looking further, or informative, for an executive making decisions. The difficulty of writing these is imposed by the short length required. The author gives some suggestions:
- be very specific with information
- it must stand alone (don't say "in this report" or refer to figures)
- short yes, but accurate
- easy-to-read
- no charts or tables but abbreviations are okay
Vincent Vinci - 10 Pitfalls
1)Ignoring the audience - we have been over many many times. Ask yourself who, why, and how.
2)Writing to Impress - no academic talk! it makes it harder read and doesn't help your case
3)having more than one aim - get one objective and stick to it. A good way to do this is by writing anti-chronologically (start with the conclusion)
4)being inconsistent -this is in regards to mechanics (symbols and abbrev.)
5)Overqualifying - sometimes people sue too many modifiers
6)Not defining - make sure to define all terms by either substitutes or extensions
7)Misintroducing - the intro is not a table of contents. It often has the conclusion in it.
8) Dazzling with Data - consider and determine what can be left out without destroying the meaning..
9)Not highlighting - this puts the burden on the reader and they may come to their own conclusions.
10)Not rewriting - take the time to edit, the more the better. Go paragraph by paragraph, sentence by sentence.
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