English & Communications for College

(Part II)

Brief Contents

Chapter 7 Technical Communication Chapter 8 Developing and Using Graphic

and Visual Aids Chapter 9 Communicating with Customers Chapter 10 Nonverbal Communication Chapter 11 Presentations and Meetings Chapter 12 Getting Your Job

Chapter 7 Technical Communication

7.1 writing to instruct 7.2 writing to describe 7.3 writing to persuade

7.1 writing to instruct

Objectives: 1. list the components of effective instructions 2. describe how to write effective steps for

instructions 3. describe how a manual is similar to and different

from instructions 4. describe how to make information in a manual

easy to locate

The purpose of instructions and manuals

Instructions tell readers how to do something. Manuals are sets of instructions combined

with explanations, descriptions, definitions, and other related information.

Both instructions and manuals should provide all the guidance readers need in order to carry out the tasks.

Components of Effective Instructions

Four components:

1. A clear and limiting title

2.An introduction and a list of needed tools or materials

3.Numbered steps in sequential order

4.A conclusion

Clear and limiting Title

The title should explain what the reader will do with the topic, limiting, specific enough for readers to know what it does and does not cover

Unclear and too broad: the ABC Modem Clear and limiting: how to install the ABC

Modem

Introduction and list of needed tools or materials

The introduction should explain: 1.what the instructions should accomplish 2.who should follow the instructions 3.when and why to follow the instructions List of needed tools or materials include: 1.special skills or knowledge required 2.time frame 3. cautions 4.definitions

Numbered steps in sequential order and conclusion

Provide everything readers need , without overwhelming them with details or unneeded information

Conclusion describe the expected results in the last sentence or summarized the major steps.

Guideline for Writing Effective Steps

Number each step and start it with a verb. Put the steps in sequential order Describe each step separately so readers will not ov

erlook a step Indent any explanations under the appropriate step If a step should be carried out only under certain con

ditions, describe the conditions first. If you have many steps or several pocedure, group t

hem under subheadings

continuous

Single-space the information within a step,double-space between steps.

Include diagrams or other graphics whenever they will clarify the instructions

Highlight warnings and cautions so readers do not overlook them

Create a clear , inviting format by using number, letters , indentation, boldface, and lots of white space.

As part of the revision process, ask someone to try following your instructions

Writing Effective Manuals

Provide how a machine works and how use , maintain , and repair it.

Have a clear title and be well organized , clearly written , and appropriate for the intended readers.

Be divided into sections or chapters, one for each main procedure or process.

May have a glossary , a list of unfamiliar terms, abbreviations, or acronyms.

Might include an appendix , a collection of supplemental material at the end of the manual.

Writing Effective Manuals

Making Information Accessible in Manuals

1.Detailed table of contents

2.Introduction

3.Tabs or dividers

4.Graphics and diagrams

5.Modifications for different experience levels

7.2 Writing to Describe

Objectives: 1. explain how a process description differs from a

set of instruction 2.describe the components of objects and

mechanism descriptions. 3. explain how to write a description of an object or a

mechanism 4. list the components of a process description

Types of description Writing

A description is a verbal and visual picture of something.

1.Object description.P.102. Mechanism description. P.103. Process description.P10 Form description: one paragraph explanationInformal description: introduction, body , and

conclusion.

Components of a Formal Object or Mechanism Description

1.a clear and limiting title 2. an introduction and overview 3. a part-by-part description 4. a conclusion

Guidelines for Writing Object and Mechanism Description

Describe the object or part by it shape, dimensions, size ,color, texture, position, and/ or material

For most of your descriptions, be objective. Be specific and precise, avoiding vague or

general terms Compare the unfamiliar to the familiar

Writing a Process Description

Components of a process description

1. Clear and limiting title

2. Introduction

3. Step-by-step description

4. conclusion

7.3 Writing to Persuade

Objectives:

1.Plan a persuasive letter

2.Organize a persuasive letter

3. Organize a sales letter and a collection letter.

4. Plan and organize a propsal

The purpose of Persuasive Writing

A lot of things to be persuaded to be done: to work overtime on a special project, to use a new form, to place orders, to pay the bill, etc.

Most persuasive letters occurs in memos, letters and proposals.

Planning a persuasive letter

Identify the objective Identify the main idea Determine the supporting information Adjust the content to the reader

Organizing a persuasive letter

Persuasive letter are organized in indirect order—describe the need convincingly before making your request

Steps:1. Gain the reader’s attention2. Show the reader that he or she has a need3. Explain your solution to that need—your requst 4. Present the supporting information5. End by asking for s specific action

Writing Different Kinds of Persuasive Messages

Sales letters—persuade the potential customers to purchase a product or service.

Collection letters—persuade a customer to pay a past-due bill.

Four stages of collection letter

1) the reminder stage—assumes has simply forgotten to make a payment, in a direct order.

,2) the strong reminder—sent when no response to the first reminder, direct and firm.

3) the discussion stage---to obtain the full payment , partial payment as temporary measure, or an explanation of why the customer has not made the appropriate payment, indirect way

4) the urgency stage—to obtain payment and advise the customer of the consequence if payment is not made immediately, direct and the tone is firm.

Writing Proposals

A proposal is a formal report that describes a problem and recommends a solution.

when you write a proposal , you suggest or propose a practical way to meet the reader’s need.

Two kinds: solicited proposal—to ask for proposals to meet an identified need; unsolicited proposal—the receiver has not asked for this type of proposal.

Writing Proposals

Planning a proposal—what is most likely to motivate this receiver to accept this proposal?

Organizing a proposal –contain ten elements: introduction, background, need, scope of project ,action of project, schedule, cost, qualification, call for action, supporting information

Formatting a proposal: follow the RFP closely in solicited proposal; and use subheadings to make the document inviting to read and easy to skim in unsolicited proposal.