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 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

When it boils down, you have to ask yourself 'what does the audience know' and 'how are they going to use this'. The author next explains about horizontal, vertical, and external movement that reports can take. This means that there may be a larger and very diverse audience that read, forward, or react to the report.

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

These are the kind of non-technical questions that will help the report go a long way in terms of reaching and benefiting an audience. Be systematic about your approach.

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.

Proposal Draft

It has come to my attention that you own a vacation rental property nearing completion. Once completed it will need to be marketed and promoted to begin earning you money. The sooner the better!

Given the target market, a website may be the most appropriate option for reaching them. I propose to create for you a website that will be attractive and functional. It will be able to display all the positive aspects of your property and will entice prospective clients to rent. It will not be overly flashy or flamboyant like some rental sites. Rather, it will be more subtle and somewhat exclusive to insure that this business does not become a hassle for you.

In this proposal, I will cover what I believe to be your main needs. Secondly, I will give my plan for solving your problem. This will be followed by the qualifications that I feel make me right for the project. Lastly, I will go over what the costs and benefits will be.

SITUATION

This property is excellent! It has beautiful sunsets, scenery, and everything else that a getaway could offer. However, it will not be able to sell itself and you are constrained by time and money.

The conventional methods of newspaper ads and real estate listings may work okay, but particularly in the current rental market, you will need something more. The client base is increasingly becoming more tech savvy with regards to the internet and catering to this ability could only help. Accessibility will be the key to the success of this vacation spot and a clear website will be the way to accessibility.

One of the main considerations will be gearing this website to your audience. The house, as it currently is, has two bedrooms and two bathrooms. This could be viewed as a limitation or simply as a guiding feature. Its capacity will be more suited to small families, couples, or a few friends.

PLAN

To insure the possibility of winter vacation rentals, I will deliver the proposed website no later than Thanksgiving of this year. It will be fully functioning and viewable on the internet. At the bare minimum it will include photos, descriptions, and contact information.

You may have as much input on design and layout as you desire. If time and experience permit it will also include up-to-date calendars, links, and moving images. Upon completion, all files will be copied and delivered on a disk for your record and in case I am not available at a time when you need to expand or update.

QUALIFICATIONS

It is true that I have never created an overly sophisticated website. However, I have put together a rudimentary photo gallery and published it online. I also have an extensive background in design as an architecture student and feel confident that my skills will transfer to this medium.

I have experience using some of Adobe’s software programs (such as Photoshop) and should be able to quickly learn one of their comparable programs (Dreamweaver) which I already have access to.

In addition, Photography is one of my hobbies and I would be happy to provide all the photos you require. I own a good quality twelve mega pixel Canon camera. It will be possible for to make a site visit the week of October 3. I will take photographs at multiple times of day to ensure a variety of views and lighting that will capture the full effect of the place.

View Photo gallery at: www.clemson.edu/~jctucke/web1

COSTS & BENEFITS

The labor of creating the website will of course be provided for free. I can save you furthermore by providing all photographs. However, there will be a small cost for purchasing and maintaining a domain name. These have a range of prices but usually come fairly cheaply. My research indicates that a typical price from GoDaddy.com would be about ten dollars per year ($10/year). The benefit of reaching more potential clients surely outweighs this low cost.

CONCLUSION

This website will be invaluable help in promoting your property and earning you lots of money. It will be an ongoing entity that can be updated with new photos and testimonials. In this sense, it will be improving over time. Not only will it improve in quality but will also be expandable in order to add more properties if the need should arise.

The cost to benefit ratio is extraordinary! It would nearly pay for itself if it just brought in one client. Regardless, I would enjoy working on this as a continued part of my overall contribution to the project.

Harty Part 3

Overview: There are basically two types of business correspondence: the letter and the memo (external and internal). They communicate all sorts of things such as policies, decisions, and they send/request information. Of course they need to be effective and clear. E-mail has a added a new dimension to communication that is both positive and negative. You can reach a much larger audience with your message, but if you make a mistake it will also be seen by a much larger audience.

This chapter is geared to 1)save your readers time 2)help you say "no" in a positive way and 3)improve your electronic communication

David V. Lewis - Getting Results

For some perspective, the average employee writers more in a year than a professional writer. Also, nearly all letters could be considered as public relations.

Write for them, not to them
-be reader-oriented and not writer-oriented
-focus on the benefits for the reader
- people often think "what's in this for me?"
Personalize your letter
-Be conversational, friendly, and informal
-Don't use academic talk (you are not proving you are learned)
-there is power in pronouns
-- switch me/I to you/yours
Mastering Tone (Personality)
-rejection letters are tough (writing and reading)
--soften the blow with your tone (phrasing - don't use negative words)
-NY Life exec. explains that candor is key
--people are more accepting if they think you are being honest
How to write more like you talk
-why? because you can say the same thing in less space and without the fuss
-objections? conversation will turn writing into rambling and incoherency
-however, writing naturally takes more restraint and more time (plus you get to edit)
-use contractions
-think "How would I say this if I were talking to the person?"

Allan Glatthorn - Bad News

A successful manager is people sensitive. Still, there is no such thing as good bad news. If at all possible it is better to deliver bad news in person. The point of writing may only be for record keeping purposes. Honesty is highly valued in these situations.

INDIRECT
-bury the bad in the middle and attempt to cushion the reader
-Formula = Thanks+Because+Sorry+Thanks
--start with something positive that shows appreciation to the person
--then give the reasons (appeal to their logos)
--deliver the bad news but give alternatives
--finish with some more appreciation

DIRECT
-get straight to the point
-this is for readers that expect you to be upfront, and also when trying to end all transactions
-Formula = Thanks+Sorry+Because+Thanks
--start with at least a courteous address if not an appreciative phrase (dont be rude)
--Quickly get to the bad news (get the message across)
--then give the explanation
--finish with more appreciation but close it

Harold K. Mintz - Better Memos

For perspective, the Gettysburg Address would be one page and the Declaration of Independence only two pages in memo form. Memos are usually internal documents meant for information and record keeping. They can be an effective replacement of personal contact if you have trouble reaching someone of wish to avoid them. The main tips to effective memos are clarity and brevity.

Format
-to and from
-Subject line (should be ten words or less and is the most important part)
-text (use headings and spacing)

Don't use too often!

Fielden and Dulek - Bottom-Line Writing

For perspective, some companies demand reports that would be able to fit on a 3x5 card. The general consensus is be brief. However, the authors here suggest to efficient organization. There is a tendency for writers to put their purpose last, when it should really be first. Brevity should be related to time of comprehension and not just to word count. This is where Direct Writing (or Bottom-Line Writing) comes into play. The goal is to state your purpose as quickly and easily as possible. This does not completely disregard the necessity for sensitivity in situation, such as bad news, that require it.

People seem to be opposed to this method of writing because they have been so ingrained with indirect ways. Indirect writing is a way of attempting to please and/or allude responsibility. I think Direct Writing has already planted its roots. I remember talking about it in High School courses (not so much in english). Also, as far as the Credo goes, it seems that it would waste more time going back and checking it each time.

Janis Chan - Email

With e-mail the reader is often unknown so it is often the first impression (I guess this is with more letters though). It will quickly tell them if you are serious, knowledgeable, and attentive. The goal is to appear professional.

use active language
-passive language lengthens and confuses the writing
use plain language
-don't use academic talk
use specific language
-give a date instead of using a phrase like "in a timely manner"

Grammar Lesson
-Modifiers are often misplaced (moving "almost" before or after a word can completely change the meaning)
-use complete sentences
--Word corrects this sort of thing
--I love using them in outlines
-Consider sentence lenght
--shouldn't be too long or too short (try to vary)
-subject verb agreement in number (plural and singular)
-Are you using I or Me?
--Pronouns should have a clear reference
--use gender neutral pronouns (can replace he or she with them or their)
-Don't forget about punctuation
--commas are the most misused of all

Grammar is an evolving thing. The rules are based on what we find acceptable. Remember, the goal is to be professional.

Proposal Outline

Exigence:
A) I have a need to learn Dreamweaver and about Website creation
B) The client has a need to promote/advertise

Audience: There is a big difference between my audience and the clients audience
A) I need to write the proposal geared toward the client
- don't need to sell the property, they know all about it
- need to be optimistic and appreciative
B) The website will not be geared toward them
- it needs to be more informative about the property

Constraints: The universal constraints apply, time and energy(money)
A)Mine - mostly experience, the learning curve will factor into production
B)My Client - Expressiveness
C)Their Clients - Weather, Geography, Space, Availability



ROUGH DRAFT:

It has come to my attention that you own a vacation rental property nearing completion. Once completed it will need to be marketed and promoted to begin earning you money. The sooner will be the better! Given the target market, a website may be the most appropriate option for reaching them. I propose to create for you a website that will be attractive and functional. It will be able to display all the positive aspects of your property and will entice prospective clients to rent. It will not be overly flashy or flamboyant like some rental sites. Rather, it will be more subtle and somewhat exclusive to insure that this business does not become a hassle for you.

SITUATION

This property is excellent! It has beautiful sunsets, scenery, and everything else that a getaway could offer. However, it will not be able to sell itself and you are constrained by time and money. The conventional methods of newspaper ads and real estate listings may work okay, but particularly in the current rental market you will need something more. The client base is increasingly becoming more tech savvy with regards to the internet and catering to this need could only help. Accessibility will be the key to the success of this vacation spot and a clear website will be the way to accessibility.

PLAN

To insure the possibility of winter vacation rentals, I will deliver the proposed website no later than Thanksgiving of this year. It will be fully functioning and viewable on the internet. At the bare minimum it will include photos, descriptions, and contact information. You may have as much input on design and layout as you desire. If time and experience permit it will also include up-to-date calendars, links, and moving images. Upon completion, all files will be copied and delivered on a disk for your record and in case your service should need to be transferred to another web designer.

QUALIFICATIONS

It is true that I have never created an overly sophisticated website. However, I have put together a rudimentary photo gallery and published it online. I also have an extensive background in design as an architecture student and feel confident that my skills will transfer to this medium. I have experience using some of Adobe’s software programs (such as Photoshop) and should be able to quickly learn one of their comparable programs (Dreamweaver) which I already have access to. In addition, Photography is one of my hobbies and I would be happy to provide the photos. I own a good quality twelve mega pixel Canon camera.

Photo gallery: www.clemson.edu/~jctucke/web1

COSTS & BENEFITS

The labor of creating the website will of course be provided for free. I can save you furthermore by providing all photographs. However, there will be a small cost for purchasing and maintaining a domain name. These have a range of prices but usually come fairly cheaply. My research indicates that a typical price from GoDaddy.com would be about ten dollars per year ($10/year). The benefit of reaching more potential clients surely outweighs this low cost.

CONCLUSION

This website will be invaluable help in promoting your property and earning you lots of money. It will be an ongoing entity that can be updated with new photos and testimonials. In this sense, it will be improving over time. Not only will it improve in quality but will also be expandable in order to add more properties if the need should arise. The cost to benefit ratio is extraordinary! It would nearly pay for itself if it just brought in one client. Regardless, I would enjoy working on this as a continued part of my overall contribution to the project.

DOMBROWSKI

Ch. 1 NATURE OF ETHICS

Ethics = judgment of values (values differ, is there any correct value?)
Ethics in Technical Communication
-Responsibility attributed to the reader/the technology (not on the communicator)
-recently has moved more to the actually writing and the writer
Considering the impact of what is chosen to not to be communicated
If you can't examine and derive why you have done something then it is likely you will never convince others to do so
The often quoted Socrates "the unexamined life is not worth living"
Be open to other viewpoints (only path to being ethical)
Ethics is choice (if there is no choice, then no ethics are involved)

What are the ethics of the author?
-on page six he deliberately displays his own faults
-on page nine he has to state that he is not trying to slight anyone

Ch. 2 SURVEY OF ETHICS

Rhetoric is nowadays can simple be called communication
There are no universal solutions. Ethics (choices) are continuous (being changed/updated)
If there is a loving attitude between communicator and audience, good chance that it will be ethical
Plato- tied with spirituality, ethics come before rhetoric
Aristotle- things that are true/just have a natural tendency to prevail
the Sophists- no absolutes, all point are equally valid, the weaker point can be made to look the stronger, rhetoric comes before ethics
recent Thinkers- more similar to Sophists, language is powerful
The pen is mightier than the sword

Think before you act

Harty Part 2

Overview: You can run into many problems with language. Some of them are jargon, gobbledygook, legalese, sexist/biased language.

two principles - 1) write everything clearly, straightforward, and simple
2) write in a manner that you would be comfortable speaking in

STUART CHASE - GOBBLEDYGOOK

Defined as using two or even ten words where one syllable would suffice
Long-windedness needs to be replaced by clarity, brevity and common humanity
It is odd that the Federal Security Agency is the one of the first to do so
Think of messages as two-way and most problems will be disappear
There is a time and place for long or ambiguous writing but not in Communication
Legal/Academic talk is writer-based (makes writer feel smarter)

WILLIAM ZINSSER - Writing in your Job

Often find language without humanity - writing needs to be warm and personal
This can be achieved through the use of "I" and active verbs
Jargon is used as a crutch - let it go
Remember the four articles of faith
Clarity
Simplicity
Brevity
Humanity

ALAN SIEGEL - Plain English

Make functional documents functional (i.e. Leases, Mortgages, and Policies)
Plain English laws have been passed in New York (in the 70's)
makes this seem dated
Have they been effective?

MARK MATHEWSON - Critique of a Critique

Didn't seem like a good example itself
It was hard to follow
Author came across as pompous

University of Wisconsin - Guide to Non-sexist language

Would you like it said about you? (the golden rule)
Balanced Language - explicit, active words that avoid generalizations
tip - eliminate pronouns
they think "Sportsmanship" is sexist?

GWYNETH OLOFSSON - International Communication and Language

There are huge differences in language and culture across the world
Err on the side of formality and correctness
Try to get to know the language/culture you will be dealing with!

Writing Exercise

There is a waterfront rental property that I am intimately connected with (Its family owned and I have been working on the construction for the past few summers). It will soon be completed and ready to be rented to vacationers. It will need renters as soon as possible to begin making money and cover the cost of construction and maintenance. A website would be an invaluable tool for gaining prospective clients and I hope to be able to provide one as a continued part of my contribution.

It will also need a user/renter’s manual and this will be something that I could provide in addition. It would discuss all the necessary procedures for operating. Some of which would include how to operate the boat, where to park, and maybe even some minor warnings about things like poison ivy and snakes.

I will be traveling back to visit the site in October. This will be a perfect opportunity to take a large number of photographs. Photographs will likely be one of the best selling points of the house. It is on an island in the Intracoastal Waterway near Charleston, SC. There are beautiful sunsets and loads of different appealing wildlife such as dolphins and pelicans.

I’ve never made a website before but feel confident that I can learn. Coming from a background in a visual field I think that I can make a really good looking website that will be enticing to viewers. Accessibility is a concern. It will need a creative and appropriate domain name that hopefully isn’t taken already. To be successful it needs to be the first search found on Google and posted in a variety of different listings. I may even like to learn flash and find a way to incorporate more complex features if I have the time.

The property will also be available for parties, weddings, and other events. This is quite a different audience and will take some effort to incorporate. Will it require a completely different website? I think not. I think they can be effectively managed in one.