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Intro
1.
Intro, Ethical and
Legal Considerations, Technical Documents, Collaboration ENG 3302 Chapter 1. Introduction to Technical Communication ©
2.
Table of Contents Section
Slide Number Intro to TC 3-14 Ethical and Legal Considerations 15-33 Technical Documents 34-44 Writing Collaboratively 45-62 Chapter 1. Introduction to Technical Communication ©
3.
Technical communication
has two meanings: • the process of making and sharing technical information in the workplace • a set of applications—the documents you write and the presentations you deliver Chapter 1. Introduction to Technical Communication © 2012 by Bedford/St. Martin's 3
4.
You have three
roles as a communicator: • the writer of a document • a member of a project team • an information resource for others Chapter 1. Introduction to Technical Communication © 2012 by Bedford/St. Martin's 4
5.
Technical communication
affects your career: • Companies say communication skills are important. • Strong communication skills make you a more valuable employee. Chapter 1. Introduction to Technical Communication © 2012 by Bedford/St. Martin's 5
6.
Technical communication
has six main characteristics: • It addresses particular readers. • It helps readers solve problems. • It reflects the organization’s goals and culture. • It is produced collaboratively. • It uses design to increase readability. • It consists of words or images or both. Chapter 1. Introduction to Technical Communication © 2012 by Bedford/St. Martin's 6
7.
Communicators use design
features to accomplish three basic purposes: • to make the document look attractive and professional • to help readers navigate the document • to help readers understand the document Chapter 1. Introduction to Technical Communication © 2012 by Bedford/St. Martin's 7
8.
Images help the
writer perform five main functions: • to make the document more interesting and appealing • to communicate and reinforce difficult concepts • to communicate instructions and descriptions of objects and processes • to communicate large amounts of quantifiable data • to communicate with nonnative speakers Chapter 1. Introduction to Technical Communication © 2012 by Bedford/St. Martin's 8
9.
An example of
technical communication Source: U.S. Department of Agriculture, 2005 <www.mypyramid.gov/downloads/sp-MiniPoster.pdf>. Chapter 1. Introduction to Technical Communication © 2012 by Bedford/St. Martin's 9
10.
An example of
technical communication Source: Sage Software, 2009 <http://download.act.com/act2010/ docs/act_usability_and_productivit y_whitepaper.pdf>. Chapter 1. Introduction to Technical Communication © 2012 by Bedford/St. Martin's 10
11.
An example of
technical communication Source: Marathon Technologies, 2010 <www.marathon1.co m/why_marathon_vi deo.html>. Chapter 1. Introduction to Technical Communication © 2012 by Bedford/St. Martin's 11
12.
There are eight
measures of excellence in technical communication: • honesty • clarity • accuracy • comprehensiveness • accessibility • conciseness • professional appearance • correctness Chapter 1. Introduction to Technical Communication © 2012 by Bedford/St. Martin's 12
13.
You must communicate
honestly for three reasons: • It is the right thing to do. • If you are dishonest, readers can get hurt. • If you are dishonest, you and your organization could face serious legal charges. Chapter 1. Introduction to Technical Communication © 2012 by Bedford/St. Martin's 13
14.
Technical communication
must be clear for two reasons: • Unclear technical communication can be dangerous. • Unclear technical communication is expensive. Chapter 1. Introduction to Technical Communication © 2012 by Bedford/St. Martin's 14
15.
Ethical and Legal
Considerations Chapter 1. Introduction to Technical Communication ©
16.
What is ethics? Ethics
is the study of the principles of conduct that apply to an individual or a group. Chapter 2. Understanding Ethical and Legal Considerations © 2012 by Bedford/St. Martin's 16
17.
In thinking about
ethical dilemmas, four standards are useful: • Rights—individuals’ basic needs and welfare. • Justice—how the costs and benefits of an action or a policy are distributed among a group. • Utility—the positive and negative effects that an action or a policy has on others. • Care—the relationships we have with other individuals. Chapter 2. Understanding Ethical and Legal Considerations © 2012 by Bedford/St. Martin's 17
18.
You have three
sets of ethical obligations: • to your employer • to the public • to the environment Chapter 2. Understanding Ethical and Legal Considerations © 2012 by Bedford/St. Martin's 18
19.
You have five
obligations to your employer: • competence and diligence • generosity • honesty and candor • confidentiality • loyalty Chapter 2. Understanding Ethical and Legal Considerations © 2012 by Bedford/St. Martin's 19
20.
Four bodies of
law are relevant to technical communication: • copyright law • trademark law • contract law • liability law Chapter 2. Understanding Ethical and Legal Considerations © 2012 by Bedford/St. Martin's 20
21.
Courts consider four
factors in disputes over “fair use”: • the purpose and character of the use, especially whether the use is for profit • the nature and purpose of the copyrighted work • the amount and substantiality of the portion of the work used • the effect of the use on the potential market for the copyrighted work Chapter 2. Understanding Ethical and Legal Considerations © 2012 by Bedford/St. Martin's 21
22.
Adhere to these
four guidelines when you use material from another source: • Abide by the fair-use concept. • Seek permission. • Cite your sources accurately. • Consult legal counsel if you have questions. Chapter 2. Understanding Ethical and Legal Considerations © 2012 by Bedford/St. Martin's 22
23.
There are two
kinds of trademarks: • Trademark—a word, phrase, name, or symbol that is identified with a company. • Registered trademark—a word, phrase, name, or symbol that the company has registered with the U.S. Patent and Trademark Office. Chapter 2. Understanding Ethical and Legal Considerations © 2012 by Bedford/St. Martin's 23
24.
Use four techniques
to protect trademarks: • Distinguish trademarks from other material. • Use the trademark symbol (TM or ®). • Use the trademarked item as an adjective, not as a noun or a verb. • Do not use the plural form or the possessive form of the term. Chapter 2. Understanding Ethical and Legal Considerations © 2012 by Bedford/St. Martin's 24
25.
Contract law recognizes
two kinds of warranties: • Express warranty—a written or oral statement that the product has a particular feature or can perform a particular function. • Implied warranty—a warranty that is not written or spoken explicitly but inferred by the purchaser. Chapter 2. Understanding Ethical and Legal Considerations © 2012 by Bedford/St. Martin's 25
26.
Follow these ten
guidelines for abiding by liability laws: • Understand the product and its likely users. • Describe the product’s functions and limitations. • Instruct users on all aspects of ownership. • Use appropriate words and graphics. • Warn users about the risks of using or misusing the product. Chapter 2. Understanding Ethical and Legal Considerations © 2012 by Bedford/St. Martin's 26
27.
Follow these ten
guidelines for abiding by liability laws (cont.): • Include warnings along with assertions of safety. • Make directions and warnings conspicuous. • Make sure that the instructions comply with applicable company standards and local, state, or federal statutes. • Perform usability testing on the product and on the instructions. • Make sure users receive the information. Chapter 2. Understanding Ethical and Legal Considerations © 2012 by Bedford/St. Martin's 27
28.
Four elements of
an organization’s culture encourage ethical and legal behavior: • ethical leadership • supervisor reinforcement • peer support • reinforced and embedded ethical values Chapter 2. Understanding Ethical and Legal Considerations © 2012 by Bedford/St. Martin's 28
29.
An effective code
of conduct has three characteristics: • It protects the public rather than members of the organization or profession. • It is specific and comprehensive. • It is enforceable. Chapter 2. Understanding Ethical and Legal Considerations © 2012 by Bedford/St. Martin's 29
30.
Companies have obligations
when communicating across cultures : • They must not reinforce patterns of discrimination in product information. • They are not obligated to challenge the prevailing prejudice directly. • They must adhere to other countries’ federal and regional laws when exporting goods and services. Chapter 2. Understanding Ethical and Legal Considerations © 2012 by Bedford/St. Martin's 30
31.
Follow these ten
principles for ethical communication: • Abide by relevant laws. • Abide by the appropriate professional code of conduct. • Abide by your organization’s policy on social media. • Take advantage of your employer’s ethics resources. • Tell the truth. Chapter 2. Understanding Ethical and Legal Considerations © 2012 by Bedford/St. Martin's 31
32.
Follow these ten
principles for ethical communication (cont.): Don’t mislead your readers. Use design to highlight important ethical and legal information. • Be clear. • Avoid discriminatory language. • Acknowledge assistance from others. Chapter 2. Understanding Ethical and Legal Considerations © 2012 by Bedford/St. Martin's 32
33.
Avoid four common
types of misleading technical communication: • false implications • exaggerations • legalistic constructions • euphemisms Chapter 2. Understanding Ethical and Legal Considerations © 2012 by Bedford/St. Martin's 33
34.
Writing Technical Documents
Chapter 1. Introduction to Technical Communication ©
35.
The writing process
consists of five steps: • planning • drafting • revising • editing • proofreading Chapter 3. Writing Technical Documents © 2012 by Bedford/St. Martin's 35
36.
Planning involves seven
steps: • analyzing your audience • analyzing your purpose • generating ideas about your subject • researching additional information • organizing and outlining your document • selecting an application, a design, and a delivery method • devising a schedule and a budget Chapter 3. Writing Technical Documents © 2012 by Bedford/St. Martin's 36
37.
When you draft,
follow these six suggestions: • Get comfortable. • Start with the easiest topics. • Draft quickly. • Don’t stop to get more information or to revise. • Try invisible writing. • Stop in the middle of a section. Chapter 3. Writing Technical Documents © 2012 by Bedford/St. Martin's 37
38.
Commercial templates
can lead to three problems: • They do not always reflect the best design principles. • They bore readers. • They cannot help you answer the important questions about your document. Chapter 3. Writing Technical Documents © 2012 by Bedford/St. Martin's 38
39.
Identify the strengths
and weaknesses of a commercial template. Chapter 3. Writing Technical Documents © 2012 by Bedford/St. Martin's 39
40.
Revising entails reconsidering
three items: • your audience • your purpose • your subject Chapter 3. Writing Technical Documents © 2012 by Bedford/St. Martin's 40
41.
There are two
ways to study your draft: • studying the draft by yourself • seeking help from others Chapter 3. Writing Technical Documents © 2012 by Bedford/St. Martin's 41
42.
When revising documents,
ask for help from two kinds of people: • subject-matter experts • current and prospective users of the document Chapter 3. Writing Technical Documents © 2012 by Bedford/St. Martin's 42
43.
What is editing? Editing
is the process of checking the draft to improve its grammar, punctuation, style, usage, diction (word choice), and mechanics (such as use of numbers and abbreviations). Chapter 3. Writing Technical Documents © 2012 by Bedford/St. Martin's 43
44.
What is proofreading?
Proofreading is the process of checking to make sure you have typed what you meant to type. Chapter 3. Writing Technical Documents © 2012 by Bedford/St. Martin's 44
45.
Writing Collaboratively Chapter 1.
Introduction to Technical Communication ©
46.
You can collaborate
with others in three basic ways: • collaborating face to face • collaborating electronically • collaborating with a combination of face-to-face meetings and electronic tools Chapter 4. Writing Collaboratively © 2012 by Bedford/St. Martin's 46
47.
Collaboration has six
advantages: • It draws on a greater knowledge base. • It draws on a greater skills base. • It provides a better idea of how the audience will read the document. • It improves communication among employees. • It helps acclimate new employees to an organization. • It motivates employees to help an organization grow. Chapter 4. Writing Collaboratively © 2012 by Bedford/St. Martin's 47
48.
Collaboration has six
disadvantages: • It takes more time than individual writing. • It can lead to groupthink. • It can yield a disjointed document. • It can lead to inequitable workloads. • It can reduce a person’s motivation to work hard on the document. • It can lead to interpersonal conflict. Chapter 4. Writing Collaboratively © 2012 by Bedford/St. Martin's 48
49.
Follow these seven
suggestions for managing your projects: • Break down a large project into several smaller tasks. • Plan your project. • Create and maintain an accurate schedule. • Put your decisions in writing. • Monitor the project. • Distribute and act on information quickly. • Be flexible regarding schedule and responsibilities. Chapter 4. Writing Collaboratively © 2012 by Bedford/St. Martin's 49
50.
Conducting meetings involves
five skills: • listening effectively • setting your team’s agenda • conducting efficient meetings • communicating diplomatically • critiquing a team member's work Chapter 4. Writing Collaboratively © 2012 by Bedford/St. Martin's 50
51.
Follow these five
steps to improve your effectiveness as a listener: • Pay attention to the speaker. • Listen for main ideas. • Don’t get emotionally involved with the speaker's ideas. • Ask questions to clarify what the speaker said. • Provide appropriate feedback. Chapter 4. Writing Collaboratively © 2012 by Bedford/St. Martin's 51
52.
There are eight
steps in setting your team's agenda: • Define the team’s task. • Choose a team leader. • Define tasks for each team member. • Establish working procedures. Chapter 4. Writing Collaboratively © 2012 by Bedford/St. Martin's 52
53.
There are eight
steps in setting your agenda (cont.): • Establish a procedure for resolving conflict productively. • Create a style sheet. • Establish a work schedule. • Create evaluation materials. Chapter 4. Writing Collaboratively © 2012 by Bedford/St. Martin's
54.
Communicating diplomatically
requires seven skills: • Listen carefully, without interrupting. • Give everyone a chance to speak. • Avoid personal remarks and insults. • Don’t overstate your position. • Don’t get emotionally attached to your own ideas. • Ask pertinent questions. • Pay attention to nonverbal communication. Chapter 4. Writing Collaboratively © 2012 by Bedford/St. Martin's 54
55.
Critiquing a group
member’s work involves three steps: • Start with a positive comment. • Discuss the larger issues first. • Talk about the document, not the writer. Chapter 4. Writing Collaboratively © 2012 by Bedford/St. Martin's 55
56.
Critique a draft
clearly and diplomatically. Chapter 4. Writing Collaboratively © 2012 by Bedford/St. Martin's 56
57.
Three powerful word-processor
features can be useful in collaborative work: • the comment feature • the revision feature • the highlighting feature Chapter 4. Writing Collaboratively © 2012 by Bedford/St. Martin's 57
58.
Electronic media are
useful collaborative tools for three reasons: • Face-to-face meetings are not always possible or convenient. • Organizations can benefit when more people can participate and share their ideas. • Electronic communication is convenient and often instantaneous. Chapter 4. Writing Collaboratively © 2012 by Bedford/St. Martin's 58
59.
Besides a word
processor, there are four main types of collaboration technologies: • Messaging technologies • Videoconferencing • Wikis and shared document workspaces • Virtual worlds Chapter 4. Writing Collaboratively © 2012 by Bedford/St. Martin's 59
60.
Follow these six
suggestions for conducting effective videoconferences: •Practice using videoconferencing technology. •Arrange for technical support at each site. •Organize the room to encourage participation. •Make eye contact with the camera. •Dress as you would for a face-to-face meeting. •Minimize distracting noises and movements. Chapter 4. Writing Collaboratively © 2012 by Bedford/St. Martin's 60
61.
If you use
social media, maintain a professional online presence: • Don’t use it for nonbusiness purposes. • Don’t divulge secure information. • Don’t divulge private information about anyone. • Don’t make racist or sexist comments or post pictures of people drinking. Chapter 4. Writing Collaboratively © 2012 by Bedford/St. Martin's 61
62.
When collaborating across
cultures, consider that people from other cultures: • might find it difficult to assert themselves in collaborative teams • might be unwilling to respond with a definite “no” • might be reluctant to admit when they are confused or to ask for clarification • might avoid criticizing others • might avoid initiating new tasks or performing creatively Chapter 4. Writing Collaboratively © 2012 by Bedford/St. Martin's 62