The class overheads (shown below) and examples (not on the Web site) can be downloaded in Word97 format by clicking here. You can also find a set of sample planning documents here.

• Content that makes the document worth reading
• Organization that shows the logic and provides emphasis
• Style that is economical and clear
• Visuals that show data, concepts, and relationships
• Format that is accessible and appealing

Some Examples…

 Non-Technical vs. Technical Writing

The eagle is the noblest bird. This large and awesome creature perches on the highest cliffs, scanning the earth below. Against the sun, he presents a dignified and formidable silhouette, in full command of his world from his solitary perch. The eagle’s majestic demeanor, independence, pride, and spirit symbolize American values.

Or

The bald eagle, Haliaeetus leucocephalus, is named for its snow-white head. One of the sea eagles, it nests along fresh or salt waters in polar regions of the northern hemisphere. In recent years, the number of bald eagles has been much reduced, and they are now most numerous in Alaska. The adult is blackish brown, with a snow-white head and tail.

At this point in time, we are presently waiting an on-site inspection by vendor representatives relative to electrical utilization adaptations necessary for the new computer installation. Meanwhile, all staff are asked to respect the off-limits designation of said location, as requested, due to liability insurance provisions requiring the on-line status of the computer.

Or

Hardware consultants soon will inspect our new computer room in order to recommend appropriate wiring. Because our insurance covers only an operational computer, this room must remain off-limits until the computer is fully installed.

Taken from: Technical Writing, John M. Lannon, 1986.

Passive Voice

Labor costs for this project were underestimated.

If our claim is not settled by May 15^th, the Better Business Bureau will be contacted, and their advice on legal action taken.

U.S. Census data were used to develop and indication of several housing trends in the area. Several indicators were chosen for our analysis. These indicators included number of units, housing value, and housing condition. These data led to conclusions about housing trends.

I underestimated labor costs for this project.

If you do not settle my claim by May 15, I will contact the Better Business Bureau for advice on legal action.

We used 1990 U.S. Census data in our analysis of housing trends in the Eugene area. More specifically, we analyzed (1) number of units, (2) housing value, and (3) housing condition. Our conclusions are based on these data.

Some Technical Writing Tips…

• Stay away from planning jargon

"Delbecq" group meeting

"Nominal Group Process"

an analysis was conducted that was designed to solicit opinions from people who visit the area in Suttle Lake

Or

we surveyed people who visited the Suttle Lake area

Graphical Display of Quantitative Information

The following information is summarized from "The Visual Display of Quantitative Information", Edward Tufte, 1978.

Things to Avoid in Graphical Display…

• Data distortion:

• Design and data variation
• Lack of context
• Chart junk

Principles of Graphical Integrity…

• The representation of numbers, as physically measured on the surface of the graphic itself, should be directly proportional to the numerical quantities represented
• Clear, detailed, and thorough labeling should be used to defeat graphical distortion and ambiguity. Write out explanations of the data on the graphic itself. Label important events in the data.
• Show data variation, not design variation
• In time-series displays of money, deflated and standardized units of monetary measurement are nearly always better than nominal units
• The number of information carrying (variable) dimensions depicted should not exceed the number of dimensions in the data
• Graphics must not quote data out of context

Attractive displays of statistical information…

• Have a properly chosen format and design
• Use words, numbers, and drawing together
• Reflect a balance, a proportion, a sense of relevant scale
• Display an accessible complexity of detail
• Often have a narrative quality, a story to tell about the data
• Are drawn in a professional manner, with the technical details of production done with care
• Avoid content-free decoration, including chartjunk

Accessible Complexity: the friendly data graphic…

Guidelines for Tables & Graphs…

• Use Only When Needed to Illustrate Key Points

(i.e., it would be difficult to present in text form or the reader could best understand the data through a table or graph)

table or figure #

title (short and accurately descriptive)

subtitle (if necessary…time frame, clarifying phrase, etc.)

axis titles in graphs

footnotes to clarify data if necessary

settle on font style and stick to it

readable font size

right justify or decimal align numbers

shading to highlight column titles

appropriate column widths

reasonable number of bars

• Cover page
• Table of contents
• List of tables & figures (optional)
• Executive summary
• Introduction
• Individual chapters
• Conclusions & recommendations
• Appendices
• Bibliography
• Other….

• Develop detailed outline early….get PM to sign-off
• Understand section goals before writing
• Research is writing
• Write for direct inclusion in report
• Fully document research
• Balance description vs. Analysis
• Put detailed data in appendix
• Emphasize key points…give reader direction
• Edit yourself…eliminate useless words/sentences
• Adapt to organizational style
• Accept the iterative process
• Delay final formatting until text is finished
• Keep chapters in separate files

Write early, write often...

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This page maintained by Bob Parker, ©2002
October 07, 2003