25 Jan A clear, well-organized

ENGL216 Technical Writing

Week 1 Discussion

INTRODUCTION, TECHNICAL COMMUNICATIONS, AND AUDIENCE ANALYSIS

In team discussion, be sure to introduce yourselves with trust-building details. Read and discuss the key points of Chapter 1. Find or create a technical document (examples can be found in our text on p. 4). Using the 5 goals suggested in our text (p. 4), analyze your document’s success or incompleteness. Provide examples from the document. Consider the audience for the document and whether it meets the intended audience’s requirements. Who is this audience? What are the individual cultural backgrounds to be taken into account? Select a country and examine your document in the light of this new, culturally different, audience. What needs to be changed?

ENGL216 Technical Writing

Week 2 Discussion

DOCUMENT DESIGN AND READER PERSPECTIVES

1. In your study groups, discuss the reading’s key points: explain the ABC format and its benefits for all correspondence, discuss ways to incorporate the “You” attitude in your writing and its importance.

2. Review the elements of document design (Chapter 5—color consistency, grids, white space, the use of lists, parallelism, fonts, and so on).

3. Choose 3 elements and explain their importance in creating a good first impression.

4. Create your narrated PowerPoint (or video/VoiceThread/Kaltura) post.

ENGL216 Technical Writing

Week 3 Discussion

PROCESSES AND INSTRUCTIONS; RESEARCH AND ETHICS

In your study group, discuss and describe the differences between a process and an instructional document: what situations dictate which document to use? Provide examples. Research for the workplace is different from academic research (see Figure 9-1 in our text). Consider the topic your have chosen for your Course Project: describe your topic and the kinds of sources necessary for your review. Will you use primary research? If so, describe it; if not, describe a type of primary research that could be used. What ethical or legal issues must you consider? (Refer to Chapter 1 for a review.)

ENGL216 Technical Writing

Week 4 Discussion

INFORMAL AND FORMAL REPORTS, PROPOSALS, AND PERSUASION

Using Chapters 10-11, compare and contrast formats for formal and informal reports. Describe an example of either kind of report you have actually used or locate one on the internet. Explain how the document meets (or fails to meet) the standard described in our text. Is it more or less difficult to compose a solicited or an unsolicited proposal? Why? Describe a situation in which you would compose an unsolicited proposal. Who is your imagined audience—internal or external? How might you persuade your reader to agree to your proposal? What ethical or legal issues must you anticipate?

ENGL216 Technical Writing

Week 5 Discussion

VISUAL ELEMENTS AND STYLE

Graphs, charts, diagrams, schematics, and images can enhance and support technical documents (Chapter 13). In team discussion, review suggestions and experiences you have with illustrated documents. What kinds of visual images are you planning for your document? Will your visual images support and enhance meaning? Provide examples. Review Chapter 2 on drafting text content and the interactive Parallelism tutorial. Based on your reading, understanding and experience, how do you solve the problem of writer’s block? Explore the challenges of writing and provide solutions.

ENGL216 Technical Writing

Week 6 Discussion

TRANSMITTAL DOCUMENTS, EXECUTIVE SUMMARIES, APPENDICES, WRITING FOR THE WEB, AND COLLABORATION

This week we have an extra large Discussion. This board is worth 20 points, as usual. The Peer Review board is worth 60. Together they equal 80, of course. I am attaching the rubric for the Peer Review, and posting it in Course Announcements.

Part One:

Each week, you are to compose discussion in written form and to provide a narrated slide presentation. Here is a good practice to follow:

Meet with your peers and brainstorm the assignment together. Freely exchange ideas in your group to help each other achieve the best outcomes.

On your own, create a short document that responds to the discussion questions (and provides the basis of your narrated presentation)

Organize your ideas into bullet points on your slides

Use visual images to support your text

Gracefully narrate your ideas in a 1-2 minute slide presentation.

Respond to your classmates’ presentations in writing, audio, or video.

Part Two:

Next, please check the announcement area to find out which team you’ll be working with. Then, use the drop-down menu to navigate to your team’s Discussion area. In this Discussion area, you will need to do the following.

Please post your rough draft as an attachment by Wednesday.

Post two peer reviews for two of your teammates by Sunday or no later than the date your professor has announced. Important: Use the peer review form located in Files, and post your feedback as an attachment.

For example, If there are five people on your team, there should be five drafts posted by the instructed due date. The first person to post a draft should do a peer review for the second and third people to post their drafts, and so on, with the last person to post looping around to do peer reviews for number one and two.

Meeting the deadlines is important! If, for some reason, a team member is late in posting a draft, you do not need to wait for him or her before proceeding with the peer-review process. If someone is late posting a draft, he or she should know that the opportunity to participate may be missed. Participating in the peer-review process counts as part of your discussion grade for this week. Discussion grades will be reduced if these deadlines are not met.

ENGL216 Technical Writing

Week 7 Discussion

PEER AND PROFESSIONAL REVIEWS AND FINAL EDITS

1. Review pages 52-54 and Chapter 17 (on style). Exchange your best current draft of your work with your peer reviewers from last week. In teams or with partners, practice your oral presentations and document all of the feedback you receive.

2. Incorporate changes and explain how peer and professional critique helped your achieve your best outcome.

3. Then, organize all of your thoughts and content regarding your project and create a narrated slide presentation to accompany your final project paper. Your presentation should not be longer than 5 minutes and must be at least 3 minutes. To use this short time well, you must prepare nobly.

4. Respond to your classmates’ presentations in writing, audio, or video, providing them with specific feedback. .

ENGL216 Technical Writing

Week 8 Discussion

REFLECTIVE ASSESSMENT

Throughout the session, you have worked collaboratively as well as individually. You have seen and created a number of presentations. You have observed professional presentations and those of your peers. Reflecting on all you have learned from external sources, your text, course lectures, professional reviewers, and your peers, identify areas where you achieved improvement as well as areas still needing improvement. Be specific and concrete. Freely exchange ideas and information. Assess the collaboration value your peers brought to your work. Did you enter collaborations meaningfully and offer ideas freely? Did others? If there was high and helpful energy in the collaborations, specify positive outcomes. If the energy was low, how might you help to improve team collaboration when next offered it? Complete this discussion by Thursday of Week 8.

ENGL216 Technical Writing

WEEK 1 HOMEWORK

Complete and submit Assignment #9 on page 656: Editing Sample Memo. The assignment must be completed individually. In addition to the guidelines covered in Chapter 17, consider the information addressed in Chapters 1 and 2 on formatting elements to complete your revision. Please review the Grading Rubric in Files.

ENGL216 Technical Writing

WEEK 2 HOMEWORK

Complete and submit Assignment #7, page 178: Explanation of Project Delay. Refer to the format and sample in the chapter for style and content guidelines.

ENGL216 Technical Writing

WEEK 3 HOMEWORK

Submit Assignment #9 on page 238: Writing Simple Instructions. Use the ABC format described in the text to complete this assignment. This should be written in correct memo format and there must be at least 12 steps involved. Use Model 8-2 on page 241 as an example.

ENGL216 Technical Writing

WEEK 4 HOMEWORK

Complete and submit Assignment #6 on page 328: M-Global Context: Memo Report. Refer to Model 10-1 on page 330 and Model 11-5 on page 384 for examples. Please review the Grading Rubric in Files.

ENGL216 Technical Writing (COURSE PROJECT)

Objectives

Given information on a technology or business-related issue presented in a case study, evaluate and integrate outside research to create a well-organized and documented formal analytical report or proposal using at least six sources, including books, articles, interviews with subject matter experts, and websites or databases, and prepare a set of presentation slides to accompany the proposal.

Guidelines

Beginning in Week 2, you will work through the weekly research stages and writing process toward the creation of an 8- to 10-page Formal Recommendation Report or Proposal completed in Word and accompanying PowerPoint show, either narrated or for use during an onsite presentation of your final report.

Topic: Topic suggestions are provided in Files, but if there is a topic you’d like to use that is not on the list, please contact your instructor for approval. Please note that the topic must be appropriate for either a recommendation or proposal report. Review Chapters 11 and 12 in the text for a description of these reports.

Audience: The audience for this report is an industry decision maker, such as your supervisor or CEO, or a public policymaker, such as a politician or bureaucrat, who could act upon your recommendations or proposal. You will identify this decision maker in the Course Project topic proposal that you will submit in Week 2.

Research: Six academic and/or professional research sources are required. Your research must consist of a variety of electronic sources (websites, databases, media) and traditional sources (books, journals, magazines). All sources must be cited using the American Psychological Association (APA) documentation system.

Final Report/Proposal Details

As noted above, the final product will consist of an 8- to 10-page report or proposal on a technical or business topic from the approved list in Files or your own topic with approval from your instructor. The final document includes the following.

Title page (one page)

Cover letter (one page, one or two paragraphs, single spaced)

Table of contents including list of illustrations (one page)

Executive summary (one page, two or three paragraphs, single spaced)

Body of report or proposal using the following required sections.

Introduction

Discussion sections

Conclusions and Recommendations

Six research sources provided on APA formatted References page (one page). All references included on the Reference page must be cited in-text.

Technical Illustration or visual such as a chart, graph, or image that you have created or have located via academic research. This should be incorporate within the main body of the report and be mentioned in-text.

Formatting Elements (discussed in Chapter 5 in the textbook).

Single spacing (or 1.15), double spacing between sections and/or paragraphs

12-point font size for main body of writing

Arial, Calibri, Cambria, or Times New Roman font type

Use of headings and subheadings when appropriate

Paragraph length of approximately five to seven sentences

Standard 1” margins

Ragged right justification

Note: Sample formal reports are found in the textbook on pages 334, 388, and 431. There are some formatting and heading variations depending on the type of report but all include the required sections.

Multimedia PowerPoint Presentation Details

You will present your report in a multimedia technical briefing in Week 7 using a narrated PowerPoint slide show. The instructions for creating this project can be found in Files. The file is labeled Creating Audio Recording in Powerpoint.docx. Details include

eight to 10 slides, including

introduction slide with the report title and your name;

two to three slides per each main point of report;

a memorable conclusion slide;

use of full sentence, meaningful headings, and short words or phrases within the body of the slides;

a minimum of two meaningful visuals;

use of a business-appropriate design template; and

5–7 minutes of narration.

Week 2 Course Project Launch and Topic Proposal

This week, you will choose a technological or business topic that you would like to investigate for your Course Project. It could be related to your current job, future career, or your Senior Project. However, the topic must be one that fits the parameters of a recommendation report or proposal and addresses a business audience, such as a company executive or decision maker. Make sure to select a topic that will interest you throughout the course. Topic suggestions are located in Files. If there is a topic you’d like to use that is not on the list, please contact your instructor for approval.

Unless you are using a real-world issue from your own workplace to develop for this project, you will need to create a few details to help frame the direction for your project. To this end, your topic proposal should include the following.

Title: What is your preliminary title for the report?

Audience: Who will be reading your report or proposal? Is this solicited or unsolicited? In other words, have you been asked to investigate this topic or are you making a suggestion to someone who has not directly asked for it? Are there secondary audiences for the report?

Purpose: What is the overall goal of the report or proposal? What is your objective?

Thesis statement: State the main points you intend to use to develop your argument. Be sure to include at least three main points. See the thesis writing section in the lecture this week.

Submit your thesis by 11:59 p.m. Sunday for instructor feedback.

Week 3 Annotated References List

This week, you will create an annotated References page, including six sources for your report. Include a minimum of three traditional sources (books, newspapers, magazines, journals, and databases, such as EBSCOhost). Electronic sources (credible websites, etc.) are acceptable for the remainder. Your Annotated References list should include the following.

Correct APA format: All six references must be listed in correct APA format. Make sure to view the APA Guide for Citing Sources tutorial located at the bottom of the Syllabus. There are also several links to APA citation sites provided in the Course Resources.

Credible sources: All references, whether they are traditional or electronic, should be from credible sources written by identifiable experts or professionals in the field.

Well-written annotations: All six references must be annotated in a meaningful manner. In other words, provide a short (100-word) description of the article and indicate how it applies to your topic. The annotations must be written in your own words. Note that all references included in your final report must be cited in-text within the report.

Submit the preliminary outline with the bibliographic information for the six sources by 11:59 p.m. Sunday.

Week 4 Outline

This week, you will create an outline of your formal report. You must use the Outline Template located in Files for this assignment. Your outline should include the following.

Information for all sections of the report: Be sure to fill in every section of the outline template with the required information.

In-text citations: In-text citation for all sources listed on your References page must be included within the outline indicating how you used each of the sources listed on the References page.

References page: Include the References page you created in Week 3.

Submit the outline by 11:59 p.m. Sunday.

Week 5 Formal Report First Draft

This week, you will create a rough draft of the formal report that will include all the required sections of the report, along with in-text citations and the References page. Note that the executive summary and cover letter will be written and submitted in Week 6. The report must be organized and formatted correctly using guidelines in Chapter 10 and the sample report beginning on page 334 in the text as a model. To recap, the draft should include

a cover or title page;

a transmittal letter (not required for draft);

a table of contents;

a list of illustrations;

an executive summary (not required for draft);

an introduction;

discussion sections;

conclusions and recommendations;

a references page; and

an appendix (optional).

As noted, you are required to create or locate an appropriate technical illustration, such as a chart, graph, diagram, or schematic to help convey a point in the report. You may use a software application, such as Excel or Visio. You could also create an image or photograph using a digital camera or some graphics package.

You must import the illustration into the formal report. It should be labeled correctly with a title and caption. If you did not create the illustration yourself, be sure to include a proper citation for it.

Submit the formal report first draft with the technical illustration included by 11:59 p.m. Sunday.

Week 6 Cover Letter, Executive Summary, and Peer Review

Executive summary: In Week 6, you will create an executive summary that accurately describes the entire report in a condensed one-page version. See pages 318–320 for a discussion and sample reports for examples.

Cover letter: You will also create your cover letter (or transmittal letter) and add it to your formal report. Information for this part of the project is on pages 314–316 of your text.

Peer review: You should submit the first draft of your report to the Peer Review Discussion Forum by 11:59 p.m. Wednesday for peer review. You will be completing a review of another classmate’s report by 11:59 p.m. Sunday. Your grade for your peer review is given in your discussion grade this week.

NOTE: You must use the Peer Review feedback form in Files for this assignment.

Week 7 Final Report and Technical Briefing

Final Report: Your final report is due this week. The final report must follow the formatting elements described above and include the following components.

Cover or title page

Transmittal letter

Table of contents

List of illustrations

Executive summary

Introduction

Discussion sections

Conclusions and recommendations

References page

Appendix (optional)

Technical Briefing (narrated PowerPoint): Create a 5–7-minute multimedia technical briefing based on the highlights of your formal report. You will record your presentation using the audio narration function within PowerPoint. You will need a headset microphone. The directions are located in Files. The file is labeled Creating Audio Recording in Powerpoint.docx.

You should create eight to 10 highly effective slides. The following details apply.

How many slides? Your PowerPoint slides should align with and support the points of the thesis. A good rule of thumb is approximately two to three slides per main point of your report or proposal. You also need a title slide that appears during your introduction and a slide that appears during the conclusion of your presentation. This adds up to approximately eight to 10 slides.

Slide design: Use a business- or professional-design template with appropriate font styles, sizes, and colors. PowerPoint has choices. Keep fonts consistent and easy to read. Follow the design principles for visual aids found in your text and in the Week 7 Lecture.

Slide content: Write full-sentence headlines that summarize or synthesize the content in the slide body and tell a coherent story from start to finish. Bullet slide copy with words or short phrases; do not put in paragraphs of text.

Visuals within the PowerPoint: You are required to include a minimum of two visuals within your slides. More is better. Clip art (cartoon-type images, etc.) is not acceptable. Good visuals include charts, graphs, tables, diagrams, maps, screenshots, photos, and other images that add meaning and value to the presentation and make the information easier to comprehend for the audience.

Presentation time frame of 5–7 minutes: Remember to preview and review. When we make oral presentations, we always tell the audience where we are taking them, and then end with a summary of where we have been. So, for your presentations, preview your main areas or points in the opening, and then review those same points in your closing to reinforce the messages and signal the ending of the speech.

Submit the final presentation by 11:59 p.m. Sunday.

Submit the final report with cover letter and appendix by 11:59 p.m. Sunday.

Week 8 Final Exam

Question 1

(TCO 4) The ABC format stands for

abstract, body, conclusion.

analysis, body, content.

appendix, block, conclusion.

attention, build, conclude.

Question 2

(TCO 1) Parallelism in a list refers to

using bullets and numbers.

using no more than 10 items in a list.

keeping all points grammatically the same.

keeping all points as short as possible.

Question 3

(TCO 1) Graphics receive the most attention when they are placed where on a page?

Near the bottom of the page

In the center of the page

Near the top of the page

On the right-hand side of the page

Question 4

(TCO 2) In a report, expanded definitions are most often placed

in the appendix.

in the main body.

in the introduction.

in the conclusion.

Question 5

(TCO 2) Effective instructions include

placing only one action in each step.

beginning each step with a noun.

avoiding the use of lists.

first-person references.

Question 6

(TCO 3) Anticipating questions your reader might raise

is an example of using the “you” attitude.

is an example of using a reader’s perspective.

is good practice for any document you write.

All of the above

Question 7

(TCO 3) The best way to open a bad-news message would be to

provide a point of common bond or area of agreement.

state the bad news, then the reasons.

offer an apology.

make a plea for a continued relationship.

Question 8

(TCO 5) At a presentation, most listeners remember information best when it is grouped in

threes.

fives.

equal pairs.

None of the above

Question 9

(TCO 5) All of the following are ways to help reduce nervousness when giving a presentation, except

picture yourself giving a great presentation.

practice deep breathing exercises before you speak.

avoid casual banter with the audience before the presentation begins.

have a glass of water nearby.

Question 10

(TCO 6) When you paraphrase information you found from an outside source,

no formal documentation is necessary.

it’s good practice to cite the source in-text but it is not required.

this is considered common knowledge and does not require documentation.

you must provide a citation both in-text and on the reference page.

Question 11

(TCO 4) The three essential pieces of information in the abstract section of an informal document are

buffer, appeal, and background.

purpose, scope, and summary.

conclusion, recommendations, and next step.

ethos, pathos, and logos.

Question 12

(TCO 6) Most readers of formal reports

include very mixed audiences.

read selectively each time they pick up the document.

get frustrated if important information is not placed first.

All of the above

Question 13

(TCO 6) Which of the following statements is most accurate about feasibility studies?

They do not guide readers toward a specific action.

They are usually solicited by the reader who needs to make a decision.

They are generally written for internal or in-house audiences.

They are basically the same as recommendation reports.

Question 14

(TCO 6) What is the difference between a solicited proposal and an unsolicited proposal?

A solicited proposal is always an in-house proposal, while an unsolicited proposal is always sent to people outside of the company.

A solicited proposal is one that no one has requested, while an unsolicited proposal is one that you have been requested to write.

A solicited proposal is one that you have been requested to write, while an unsolicited proposal is one that no one has requested.

The audience for both types of proposals can be either in-house or sent to people or organizations outside of the company.

Question 15

(TCO 6) Which is NOT true about the technical section in a formal solicited proposal?

There is only one organizational plan that must be followed.

Subheadings with specific wording should be used frequently.

All claims should be backed up with facts.

The client’s concerns should be responded to thoroughly.

Question 16

(TCO 7) In reference to a website, a content chunk is defined as

a poorly written paragraph.

a stand-alone unit of text and graphics.

an illustration.

a bulleted list.

Question 17

(TCO 7) Common website navigation types include all of the following except

hyperlinks.

site maps.

graphic identities.

tool bar menus.

Question 18

(TCO 8) Team writing projects can share documents through

e-mail.

computer conferencing.

groupware.

All of the above

Question 19

(TCO 8) When working with a subject matter expert (SME), a writer should

put questions in writing.

do background research before contacting the SME.

treat the SME with respect.

All of the above

Question 20

(TCO 4) Which of the following is an example of sexist language?

Each student is responsible for his own work.

All employees should submit their preferences for lunch by noon.

Everyone is responsible for his or her own transportation.

They are all examples of sexist language

Question 21

Global Warming: WRAP Prompt 2013

You are a consultant for Con-Glom Inc., an industrial equipment manufacturing firm. A coalition of concerned scientists and environmental groups has issued a report on global warming, the theory that the recent gradual heating of the earth’s atmosphere is a result of human and industrial activity. The scientists point to several climate change risks: rising ocean levels, erosion of shorelines, disruption of agriculture, and loss of animal habitat. The coalition’s report suggests that Con-Glom and other large corporations are using loopholes to avoid complying with federal emissions standards because they are more concerned with profits and jobs than environmental preservation.

In response to the report and the public outcry it produces, Con-Glom faces a decision about whether or not to install filtering systems at its plants. The filtering systems are expensive to purchase and install (about $75,000 per site), and their use would initially decrease the productivity of Con-Glom’s manufacturing plants at a time when the company already faces serious financial problems. Nevertheless, the company is seriously considering installing the filtering systems and publicizing its action as a means of countering the negative publicity generated by the report.

However, the decision is likely to be unpopular among employees and their families. The cost of the filtering systems and the loss of manufacturing output would force Con-Glom to scale back production by 5% and close one of its eleven production facilities. If the filtering systems are installed at ten facilities, the company will be forced to close its oldest and least efficient manufacturing plant, located in Greenwich, Illinois. This action would put 1,400 employees out of work, in an area already suffering from high unemployment. Alternatively, the company could install the filtering systems at only five of its plants. In this case, the Greenwich, Illinois plant would not need to be closed, but production would still need to be scaled back and 700 employees would be laid off.

Directions:

The company’s CEO, William B. Friedman, has asked you to assess the situation facing the company and suggest a solution to the problem. Write a memo to Mr. Friedman in which you discuss your solution. A secondary audience might be the members of his Management Committee.

Elements of a desired response:

A clear, well-organized description of the problem and explanation of your solution

Inclusion of specific supporting details and evidence

Demonstration of a clear purpose and awareness of the audience

Effective development of your ideas

Appropriate style and tone for a business document

Standard written English grammar, spelling, and punctuation