Presented By Maria Mylonas€¦ · INTRODUCTION This document explains the process for plating refrigerator parts. Degreasing process 1. A visual inspection should be performed to

Training handbook Department TRG Project No. Document No. HBK001 Doc Rev. 01

© 2020 PharmOut. This document is uncontrolled when printed. This document has been prepared solely for the use of PharmOut and its clients and copying is prohibited.

Page 1 of 25 TRG_TMP650_05_r04

Technical Writing Training Handbook

Presented By Maria Mylonas

200102

Department TRG Project No. 200102 Document No. HBK001 Doc Rev. 01



How to use this handbook

The handbook is organized to focus on skills and revisions. These lessons allow you to learn and practice the skills used throughout the course.

This intellectual property remains the property of PharmOut Pty Ltd. It is intended for training purposes and its format and contents are copy written by ©PharmOut 2020. For further information go to www.pharmout.net.




Contents How to use this handbook ....................................................................................................... 2

Contents ................................................................................................................................... 3

1. Your perspective ............................................................................................................. 4

2. Applying information types ............................................................................................. 5

3. Analysing existing documents ........................................................................................ 7

4. Procedure exercise ......................................................................................................... 8

5. Instruction exercise ........................................................................................................ 9

6. Finding information ...................................................................................................... 10

7. Readability test ............................................................................................................. 12

7.1. Read article A .................................................................................................. 12

7.2. Read article B .................................................................................................. 14

8. The challenge ................................................................................................................ 18

9. Memory Test ................................................................................................................. 19

10. Apply the 7+2 rule ........................................................................................................ 20

11. Keep it simple ............................................................................................................... 21

12. Writing in the active voice ............................................................................................ 22

13. Using tables, bullets and numbers ................................................................................ 23

14. Using if/then tables ...................................................................................................... 24

15. Tabulating complex information ................................................................................... 25




1. Your perspective

In the table below list your response to the following questions:

What are some of the challenges you face when writing and/or reading business documents?

What works well (or not so well) with procedures and instructions for companies you have worked at?




2. Applying information types




Instructions: 1. Read through the description below.2. List which information type is being described.3. Suggest what type of document you might locate this information.

Item Description Information type Suggested document type

1 The overall process for competency development.

2 Step by step instruction on how to complete a laboratory test.

3 Site access rules for swipe cards.

4 Diagram of a spectrophotometer.

5 Instruction of equipment set-up.

6 Overview of the procurement process.

8 How to calibrate a balance.

9 Certificate of Analysis




3. Analysing existing documents

Instructions:1. Review the Happy Pharma ‘Short dated stock policy’ extract below:2. Identify information types.3. Record anything else of note.

Happy Pharma Work Instruction SOP 1234 Version 03

Short dated stock policy

Why: To provide rules on how to manage Happy Pharma’s short-dated stock. Who: All staff who handle short dated stock. When: When finished product have a shelf life of less than six months of their shelf life. 1. No batch can be allocated to a customer if the shelf life is less than three months.2. At least monthly run a report showing all finished product with shelf life less than sixmonths.Appendix 1

1. Log onto ERP and run theexpiry query using the LXPtransaction code and yourpassword.Type 1 into the Command

field.Type 2 into the Option filed.Tab twice.Press F7.




4. Procedure exercise

Write down the process for getting to this course. Try to keep to approximately sevenstages.Remember: A process tells you ‘what’ happens, not ‘how’ it happens.

Stage Description

1

2

3

4

5

6

7

8

9

10




5. Instruction exercise

Write the instructions on how to brush your teeth.Remember: An instruction tells you ‘how’ not what’.

Stage Description

1

2

3

4

5

6

7

8

9

10




6. Finding information

Part 1: Search this document extract and find all the protective wear guidancerequired for the process.

Wait for the stop watch!

INTRODUCTION This document explains the process for plating refrigerator parts.

Degreasing process 1. A visual inspection should be performed to determine if the parts to be plated need to bedegreased. Parts with grease or grit should be placed in a basket and lowered into thedegreaser tank with a hoist. Once the parts are below the condenser coils, they should besprayed with the spray wand, then left in the tank for 20 minutes (a timer is next to the tank.)After 20 minutes, the basket should be lifted from the tank and placed on the floor for anothervisual inspection. Parts that still have grit or grease should be degreased again until they areclean. Unclean parts may cause the plating solution to bubble as it dries. If the dried solutionbubbles, the part must be scrapped – it is unusable.

Plating process 2. The plating process below should be used to plate refrigerator door handles for Model 601and the nuts and bolts for Model 510. Skin exposed to plating solutions may develop a rash,severe itching, or another serious reaction. Therefore, employees must wear protective gloves,eyewear, and a ventilation mask before beginning the plating process. Employees who do notmeet this requirement are subject disciplinary action or possible dismissal. In addition, the plantfollows OSHA guidelines on the requirements for the ventilation of plating tanks and othervapour-emitting equipment. The plant safety manager (extension 5566) can answer anyquestions employees may have about safety in the plant.

3. To begin the plating process, employees should take the degreased parts and place them onthe cathode bars. Door handles should be placed on the cathode bars for 20 minutes and nutsand bolts for 15 minutes. After the specified amount of time, the parts should be dragged out,bright dipped in the dipping tank, rinsed, then submerged in the plating tank for the amount oftime indicated on the spec sheet (a spec sheet is attached to all parts that arrive in the platingarea). The spec sheet also indicates which technique to use to dry the plated parts: hot air,blow dry, or spin dry.

4. Dried parts should be inspected for build-up or uneven areas. Unsmooth parts should beplaced on the discard cart. A note should be added to the spec sheet about the quantity ofdiscarded material and the spec sheet attached to the cart. Smooth parts should be placed on askid, with a carrier ticket and the spec sheet on top. The trucker will move the parts to BuildingB for finishing.




Part 2: Repeat the process using this rewritten document.

Wait for the stop watch!

Degreasing and plating refrigerator parts procedure

Introduction The information in this document explains how to: • degrease refrigerator parts in preparation for plating• take required safety precaution to prevent injury• complete the plating procedure.

When to use Use the procedures in this document when applying electroplated coatings to the: • door handles of refrigerator model 601• nuts and bolts for refrigerator Model 510.

Importance of degreasing Before plating the refrigerator parts, you must first clean off any dirt or grease. Unclean parts may cause the plating solution to bubble as it dries. If the dried solution contains bubbles, the part must be scraped.

Protective wear When performing the plating procedure you must always wear: • rubberised gloves• protective glasses• ventilation mask.The plating solution is caustic and may cause skin rash, severe itching or other serious skin reactions. Consequence of non-compliance Failure to comply with the safety requirements identified above will lead to disciplinary action and possible dismissal.




7. Readability test

7.1. Read article AConsider: • line length• word length• sentence length• formatting.

Article A: Uber to be legalised in Victoria By Stephanie Anderson ‘Edited’

Victoria's Government has announced plans to legalise Uber, which will also see taxi and ride-booking services hit with a $2 per trip levy.

The Government will establish a single registration system for taxis, hire cars and ride-share services. Premier Daniel Andrews said the State Government would do away with taxi licences and provide $378 million to help existing licence holders transition to the new laws and it was also setting up a $75 million "fairness fund" to assist those experiencing immediate financial hardship, with $25 million going to improve access for people with a disability. The $2 trip levy will last for eight years and the money will be used to fund the changes.

Mr Andrews said the changes were about fairness and that "This is the most progressive, the most comprehensive reform agenda anywhere in the nation,". Mr Andrews said "It's also the fairest and it provides everyone across Victoria the certainty that there will be more choice, there will be greater value, there will be better transport options for you, because we are making sure that the law is written to take advantage of the technology that's here now and all that will come hereafter and "It gives to the taxi industry what they've been calling for, the chance to compete on an even playing field."

The Government also plans to address safety concerns and all drivers of taxis, hire cars and ride-booking services will have to pass police, driving and medical checks, only providers with cameras and fare meters will be able to pick up passengers who hail them down, or use taxi ranks. Mr Andrews said the levy would be paid by the service provider which would be able to decide how much to pass on to users. "It'll be up to them to then work out how they attribute that or how they spread that across all of their business," he said and "It may well be less than $2 for a short trip, perhaps more than $2 for a long trip."

Uber Victoria general manager Matt Denman said the decision to regulate ride-booking recognised the positive role Uber played in the state. He said more than 500,000 Victorians were already using the service but Mr Denman would not say if Uber planned to fight the proposal or whether the trip levy would be passed on to passengers. "Obviously we've just got the details of this reform package today," he said, also "Uber's position is that anything that makes transport more expensive is a bad thing for consumers. "We would urge and ask the Government ... to provide a full justification and economic modelling for any proposed levy." Mr




Denman also refused to say if it meant drivers would have a lower take-home pay but "Again, I'd reiterate that anything that makes transport more expensive is a bad thing for consumers."

The Victorian Taxi Association said it supported the broad framework of the changes, but needed to understand the detail of the policy and the association's David Samuel said they were only briefed on the changes last night. "Ultimately we understand that the market and the world in which we exist is changing rapidly," he said. We need to adjust and adapt to that, but we do want to ensure at the same time that we get fairness for our people, for our stakeholders, and for people who've invested heavily in this industry." The Government is planning to abolish taxi licences and pay out licence holders, it will pay $100,000 for the first taxi licence and $50,000 for the second, but anyone holding more than two will miss out. Mr Samuel said the majority of taxi licences were held by single owners. "But there are those that own more and we are concerned for those people and we'll work with them and the Government to try to achieve an equitable outcome for everyone," he said. "The $2 fee is a large one by all standards... however regulatory reform is necessary and that does come at a cost."

The Opposition's David Hodgett said the levy was a new tax and "Daniel Andrews went to the last election promising no new taxes, now he's going to slug Victorians with a $2 fee on every taxi and Uber ride," he said. Mr Hodgett said the changes would have the biggest effect on people taking short trips, effectively adding $4 to the cost of a round trip. "It's unfair, it's unjust," he said. "Daniel Andrews is basically setting up a slush fund to buy the votes of the companies that hold these taxi plates and it's Victorians that are going to pay for this with this new tax on each and every Uber ride and taxi ride for the next eight years or beyond." Mr Hodgett said the $2 fee was excessive, but would not say what would be a reasonable fee and he welcomed the broader changes to de-regulate the taxi industry. "On the surface I think the deregulation of the industry is a good thing," he said. "For a long time now, 18 months, we've been saying to Daniel Andrews there's a need to regulate ride-sharing here, so I think we welcome some of the changes, [but] we'd be interested in seeing the detail of them."

What influenced readability?




7.2. Read article B Consider: • line length• word length• sentence length• formatting.

Article B: Uber to be legalised in Victoria By Stephanie Anderson ‘Un-edited’

Victoria's Government has announced plans to legalise Uber, which will also see taxi and ride-booking services hit with a $2 per trip levy.

The Government will establish a single registration system for taxis, hire cars and ride-share services.

Premier Daniel Andrews said the State Government would do away with taxi licences and provide $378 million to help existing licence holders transition to the new laws.

It was also setting up a $75 million "fairness fund" to assist those experiencing immediate financial hardship, with $25 million going to improve access for people with a disability.

The $2 trip levy will last for eight years and the money will be used to fund the changes. Mr Andrews said the changes were about fairness.

"This is the most progressive, the most comprehensive reform agenda anywhere in the nation," Mr Andrews said.

"It's also the fairest and it provides everyone across Victoria the certainty that there will be more choice, there will be greater value, there will be better transport options for you, because we are making sure that the law is written to take advantage of the technology that's here now and all that will come hereafter.

"It gives to the taxi industry what they've been calling for, the chance to compete on an even playing field."

The Government also plans to address safety concerns and all drivers of taxis, hire cars and ride-booking services will have to pass police, driving and medical checks.

Only providers with cameras and fare meters will be able to pick up passengers who hail them down, or use taxi ranks.

Uber urges Government to justify $2 levy




Mr Andrews said the levy would be paid by the service provider which would be able to decide how much to pass on to users.

"It'll be up to them to then work out how they attribute that or how they spread that across all of their business," he said.

"It may well be less than $2 for a short trip, perhaps more than $2 for a long trip."

Uber Victoria general manager Matt Denman said the decision to regulate ride-booking recognised the positive role Uber played in the state.

He said more than 500,000 Victorians were already using the service.

Mr Denman would not say if Uber planned to fight the proposal or whether the trip levy would be passed on to passengers.

"Obviously we've just got the details of this reform package today," he said.

"Uber's position is that anything that makes transport more expensive is a bad thing for consumers.

"We would urge and ask the Government ... to provide a full justification and economic modelling for any proposed levy."

Mr Denman also refused to say if it meant drivers would have a lower take-home pay.

"Again, I'd reiterate that anything that makes transport more expensive is a bad thing for consumers."

Taxi industry welcomes broad reform, wants more detail

The Victorian Taxi Association said it supported the broad framework of the changes, but needed to understand the detail of the policy.

The association's David Samuel said they were only briefed on the changes last night.

"Ultimately we understand that the market and the world in which we exist is changing rapidly," he said.

"We need to adjust and adapt to that. PHOTO: Only providers with cameras and fare meters will be able to use taxi ranks. (ABC News)




"We do want to ensure at the same time that we get fairness for our people, for our stakeholders, and for people who've invested heavily in this industry."

The Government is planning to abolish taxi licences and pay out licence holders.

It will pay $100,000 for the first taxi licence and $50,000 for the second, but anyone holding more than two will miss out.

Mr Samuel said the majority of taxi licences were held by single owners.

"But there are those that own more and we are concerned for those people and we'll work with them and the Government to try to achieve an equitable outcome for everyone," he said.

"The $2 fee is a large one by all standards... however regulatory reform is necessary and that does come at a cost."

Victorian Opposition slams Government for new tax

The Opposition's David Hodgett said the levy was a new tax.

"Daniel Andrews went to the last election promising no new taxes, now he's going to slug Victorians with a $2 fee on every taxi and Uber ride," he said.

Mr Hodgett said the changes would have the biggest effect on people taking short trips, effectively adding $4 to the cost of a round trip.

"It's unfair, it's unjust," he said.

"Daniel Andrews is basically setting up a slush fund to buy the votes of the companies that hold these taxi plates and it's Victorians that are going to pay for this with this new tax on each and every Uber ride and taxi ride for the next eight

years or beyond." Mr Hodgett said the $2 fee was excessive, but would not say what would be a reasonable fee.

He welcomed the broader changes to de-regulate the taxi industry.

"On the surface I think the deregulation of the industry is a good thing," he said.

"For a long time now, 18 months, we've been saying to Daniel Andrews there's a need to regulate ride-sharing here.

"I think we welcome some of the changes, [but] we'd be interested in seeing the detail of them."




What influenced readability?




8. The challenge

In groups:1. Refer to the instructions provided to build the model.2. Spend 15 minutes building the model.3. What information would help you execute the activity?




9. Memory Test

Test 1

Test 2




10. Apply the 7+2 rule

Review example text below:1. How could the 7+2 rule apply?2. Are there any natural places to break the process?

How to assemble a road bike 1. You will need: wire cutters, metric allen keys, a pedal wrench and an air pump.2. Cut all cable ties.3. Clamp the bike onto a bicycle repair stand.4. Place the front wheel into fork.5. Place the front brake cable housing into the brake calliper holder and pull the brakecable.6. Insert the skewer into front wheel.7. Make sure the wheel is the centre of the fork than close the quick release lever.8. Hold the brake calliper and pull the cable, then use 5mm Allen key to secure the cable.9. Tight the bolt to secure the brake cable.10. Close the brake tension adjustment lever.11. Adjust the brake pads height to ensure the pads reach the wheel’s braking surface.12. Insert the rear brake cable into the holder (same as front).13. Pedals have different thread. “L” means left pedal, “R” means right pedal.14. Turn the right pedal axle clockwise by hand.15. Lock the axle using a 15mm pedal wrench.16. Turn the left pedal installing by turning the axle counter clockwise by hand.17. Lock the axle using a 15mm pedal wrench.18. Pump the tyre using compatible air pump for Presta (French Type) valve.19. Check the Max. PSI on the side of tyre, normally Max. 120PSI.20. Screw the valve cap to avoid air leaking.21. Insert the seatpost into the seat tube.22. Adjust the seat height and position.23. Place the handlebar into the place.24. Adjust the handlebar angle paralleling to the front wheel and tight the side bolts to lockthe stem on the fork steerer.25. Adjust the handlebar to your favourite angle.




No Sub-heading suggestion

1

2

3

4

5

6

7

8

9

11. Keep it simple

Re-write this paragraph using plain language. Tip: What two key message(s) they are sending?

Your continued efforts and commitment to meeting these challenges ensuring we deliver on the revised dates are sought by management. If you encounter any issues that are inhibiting you from achieving your individual tasks then please raise these with your team leader promptly and, if need be, escalate the situations with myself if you believe they are of such significance or causing you significant frustration.




12. Writing in the active voice

Rewrite the below sentences so that they are in the active, rather than passive, voice.

1. Coffee may be made using hot water and coffee granules.Your answer:

2. The number of people attending the training course should be written in theregistration form.Your answer:

3. Premium fuel should be used to fill up Maria’s Mazda MX5.Your answer:

4. Each student will be given an identification card.Your answer:

y




13. Using tables, bullets and numbers

Reformat the below text in active voice, taking advantage of tables, bullets and numbers to make the instruction clear and concise. Tip: To help identify the different stages in the instruction use your pen to mark each new instruction before attempting to re-write into active language.

When writing an SOP, the guidelines must be applied; including a clear Scope on the first page, write so that the process is clear and check the Change History table on the last page is current. Completed documents must be forwarded for final approval by the Preparer, Verifier and Approver. The Quality Systems Documentation Coordinator will upload the approved document, organize hard copy distribution and recall the superseded version.

Stage Description

1

2

3




14. Using if/then tables

Reformat the following information into an if/then table. Remember to:• avoid repeating words in the stem sentence• use bullets for lists• write in active voice.

Check the kit inserts for any updates to the primer mixes. If the updates have occurred, thencheck that the current Control DNA samples still include a positive and negative control for each mix. If they do not occur, then you should add an extra DNA sample to the existing control and record the update in the sample logbook.

If then




15. Tabulating complex information

Develop a table to help make the following information easier to follow. Tip: Look for repeated themes that form a pattern. Can these repeated themes be headings in a table?

If the internal control band is not visible and the specific band is also not visible you must interpret the results as negative with a reaction score of 0. If the internal control band is visible but the specific band is not then you must interpret the results as negative with a reaction score of 1. If the internal control band is visible but very weak and the specific band is visible but also very weak then you must interpret the results as probably a negative reaction or a very weak positive reaction. Give this scenario a reaction score of 2.

Internal control band visible

Specific band visible

Interpretation of observed

Reaction score

DOCUMENT END

Documents

Presented By Maria Mylonas€¦ · INTRODUCTION This document explains the process for plating refrigerator parts. Degreasing process 1. A visual inspection should be performed to