Chapter 2

STRUCTURE

The arrangement of information
(organization) and the techniques
used to highlight information (page
design)
We will learn the basics of

organization

ABC format

page design
Organization
THE ONE CARDINAL
RULE FOR TECHNICAL
WRITING

Write for your reader,

not for yourself!
S
t Write different parts for
r
u
different readers
c 
Readers do the following:
t
 Quick scan
u
r  Read summaries, conclusions,
e recommendations, charts
 Focused search
R  Look at headings and subheadings
u
to find what they need
l
e  Short follow-ups
 Return for important information
#
1
S
t Emphasize beginnings
r
u
and endings
c 
Place important info where
t
impatient readers want it—at the
u
beginning and end
r
e

Look at figure 2-1 on page 25.
R
u
l

Where should this classic
e question be answered? “So what
does this document mean to me?
#
2
S
t Repeat key points
r
u
c 
Especially in long documents
t
u
 For example, key
r
e recommendations may be found in
several places in a long report
R  Cover letter
u  Executive summary
l  Conclusion
e

#
3
ABC Format

Abstract-Beginning

Body-Middle

Conclusion-Ending
What Is the ABSTRACT?

introduces and summarizes
 It may tell
 why you are writing
 what work you did
 what main points are that decision-
makers want to know
 what main sections follow
•What Is the BODY?
Gives supporting details
 It may tell
 what led up to the project
 how you gathered the information
 where you got the information
• the field
• the lab
• the office
In the Body

use lead-ins at the beginning of
sections

include listings

use graphics

separate facts from opinions
What is the
CONCLUSION?

It provides a wrap-up
 It may tell
 conclusions and recommendations
 what happens next
 what single point you want to leave
with the reader
 what you can do to build
goodwill/enhance your relationship
with the reader
Page Design

Make your document easy
to read with the following 4
rules
 Design Rule #1

Use white space
liberally
See  Frame text with 1” to 1.5” margins
figure  Experiment with double columns
2-4 on  Skip lines between paragraphs in single-
page 33 spaced text
 Use ragged right margins in short documents
 Use slightly more space above headings
than below them
Design Rule #2

Use headings and
subheadings often
 Use your outline to create headings and
subheadings
 Use words in your headings that reflect content
 Be careful--if headings are too general, they

don’t help
 Background of Successful Fund Drive is

better than Background

 Establish a clear visual ranking of headings
Design Rule #3

Use lists frequently
 Keep lists short (3-9 items)
 Use bullets and numbers
 Punctuate, space, and capitalize
lists properly
 Use proper lead-ins and parallel
structure
 Design Rule #4

Use fonts effectively
 Use serif fonts for regular text

Example: Bookman - serif
 Consider using a sans serif font for headings

Example: Arial - sans serif


Avoid too many font variations in a document
Chapter 4


Graphics
Definition
Any nontextual portion of
documents or speeches
Graphics can be used
1. to designate a field
 He wanted to find a job in the
graphics field.
 She was talented in graphics.
2. to name graphical items
 I put a graphic on the first page of
my report.
Reasons for Using
Graphics

simplify ideas

reinforce ideas

create interest

appeal to universal understanding
of visual media
General Guidelines
1. Refer to all graphics in the text
2. Put graphics close to the text
where it is mentioned
3. Position graphics vertically if
possible. (People don’t like to turn
the document.)
4. Avoid clutter
5. Provide titles, keys and source
data
 The Term Illustrations

means the same as graphics,
visual aids

keep them simple

label them accurately

be creative
Tables
1 2

3 4


illustrations that place numbers
or words in columns or rows or
both

use for explaining complex data
Figures

All graphics other than tables
Bar Charts

use to show comparisons

100

80

60 East
40 West

20 Nor th

0
1st Qtr 2nd Qtr 3r d Qtr 4th Qtr
Pie Charts

use to show money and %

12% 10%

21% 1st Qtr

2nd Qtr
3rd Qtr
4th Qtr

57%
Line Charts

use to show trends
100
90
80
70
60 East
50 West
40 North
30
20
10
0
1st Qtr 2nd Qtr 3rd Qtr 4th Qtr
Technical Drawings

use to show detail
 Produced with CAD programs
 Exterior view (surface)
 Cross-section view (slice)
 Exploded view (shows
relationships between parts by
looking deeply inside)
 Cutaway view (shows inner
workings by removing exterior)
When Is the Test on This?

Wednesday, Oct. 1,
2008