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Written Communications. Professional Practice 2001. David C. Coll, Ph.D., P.Eng. Professor Emeritus Department of Systems and Computer Engineering. Yesturday, I coudn’t even spel enjunear, and today I are one!. But seriously folks:. - PowerPoint PPT Presentation
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Written CommunicationsWritten Communications
Professional Practice 2001Professional Practice 2001
David C. Coll, Ph.D., P.Eng.
Professor Emeritus
Department of Systems and Computer Engineering
Professional Practice 2001 2
Yesturday, I coudn’t Yesturday, I coudn’t even spel enjunear, even spel enjunear, and today I are one!and today I are one!
Professional Practice 2001 3
But seriously folks:But seriously folks:
Engineers must communicateEngineers must communicate
Jobs, promotions, contracts, and your Jobs, promotions, contracts, and your professional credibility all follow from professional credibility all follow from your ability to write and speak your ability to write and speak effectivelyeffectively
Good communication skills are Good communication skills are essential to professional successessential to professional success
Professional Practice 2001 4
Written CommunicationsWritten Communications
Include:Include:– essaysessays
– proposalsproposals
– reportsreports
– memorandamemoranda
– paperspapers
– manualsmanuals
– specificationsspecifications
Professional Practice 2001 5
The Writing ProcessThe Writing Process
• Identify Why, Who, and WhatIdentify Why, Who, and What
• Organize your InformationOrganize your Information
• Construct an OutlineConstruct an Outline
• Write a DraftWrite a Draft
• ReviewReview
• ReviseRevise
Professional Practice 2001 6
In other words …In other words …
• Engineer your paper!Engineer your paper!
Professional Practice 2001 7
Preparing to writePreparing to write
• Who is the communication for?Who is the communication for?
• Why are you writing this Why are you writing this item?item?
• What information do you What information do you want to communicate?want to communicate?
•understand your understand your purposepurpose
•know your audienceknow your audience
•focus on the point you are trying to focus on the point you are trying to makemake
Professional Practice 2001 8
Why?Why?To inform, persuade, motivate, stimulate, sell, impress, To inform, persuade, motivate, stimulate, sell, impress,
… ?… ?
• Is it significant?Is it significant?
• Is it timely?Is it timely?
• Is it new?Is it new?
•Is it really worth writing Is it really worth writing about?about?
Professional Practice 2001 9
Who?Who?• ClientClient
• SupervisorSupervisor
• Peer/SubordinatePeer/Subordinate
• Laymen/PublicLaymen/Public
• Non‑technical/Operator/TechnicianNon‑technical/Operator/Technician
• Advanced Technician/Junior EngineerAdvanced Technician/Junior Engineer
• Engineer/Advanced Engineer/ScientificEngineer/Advanced Engineer/Scientific
Professional Practice 2001 10
What?What?– Information Transfer ‑ Paper/EssayInformation Transfer ‑ Paper/Essay
– Proposal or RequestProposal or Request
– Response or AcceptanceResponse or Acceptance
– Command or Decision CommunicationCommand or Decision Communication
– Situation Report or ForecastSituation Report or Forecast
– Professional CorrespondenceProfessional Correspondence
– Activity or Progress ReportActivity or Progress Report
– Commentary on Controversial or Political Commentary on Controversial or Political IssuesIssues
– Meeting AgendaMeeting Agenda
Professional Practice 2001 11
Planning the StructurePlanning the Structure
• Get things in a logical orderGet things in a logical order
• Introduce the topicIntroduce the topic
• Provide enough background Provide enough background informationinformation
• State your caseState your case
• SummarizeSummarize
Professional Practice 2001 12
Keep in mind that Keep in mind that
Any writing must be:Any writing must be:
• AppropriateAppropriate
• AccurateAccurate
• AdequateAdequate
• ClearClear
• ConciseConcise
Professional Practice 2001 13
Some Structural PatternsSome Structural Patterns• Purpose – Information – OpinionPurpose – Information – Opinion
• Problem – Method – SolutionProblem – Method – Solution
• Cause – EffectCause – Effect
• Order byOrder by– ChronologyChronology
– Spatial Spatial
– ClassificationClassification
Professional Practice 2001 14
Sample Structure – Sample Structure – Paper/EssayPaper/Essay
• AbstractAbstract
• IntroductionIntroduction
• Body of the PaperBody of the Paper
• ConclusionsConclusions
Professional Practice 2001 15
Sample Structure-Lab Sample Structure-Lab Report/ThesisReport/Thesis
• AbstractAbstract
• IntroductionIntroduction
• TheoryTheory
• AnalysisAnalysis
• Experimental ResultsExperimental Results
• ConclusionsConclusions
• ReferencesReferences
• AppendixAppendix
Professional Practice 2001 16
Some Style HintsSome Style Hints
Professional Practice 2001 17
First - A Word about First - A Word about AbstractsAbstractsThe Abstract is probably read by more people The Abstract is probably read by more people
than read the report itself. than read the report itself.
An Abstract is An Abstract is notnot an introduction ‑ it is written an introduction ‑ it is written after the paper is completed. after the paper is completed.
Make the abstract informative, pick out salient Make the abstract informative, pick out salient facts, conclusions and recommendations. facts, conclusions and recommendations.
It should contain:It should contain:– a pithy statement of the problema pithy statement of the problem
– identification of the author's approach to solutionidentification of the author's approach to solution
– statement of essential resultsstatement of essential results
Professional Practice 2001 18
Style HintsStyle Hints
IntroductionIntroduction
• Relate introduction to needs of the readerRelate introduction to needs of the reader– show the purpose and scopeshow the purpose and scope
– identify the subject matteridentify the subject matter
– relate the subject matter to other projectsrelate the subject matter to other projects
– show the basic method and procedure used in show the basic method and procedure used in carrying out the projectcarrying out the project
Professional Practice 2001 19
Point of ViewPoint of View
• Adhere to a single point‑of‑view: tense, Adhere to a single point‑of‑view: tense, person, styleperson, style
Headings and TitlesHeadings and Titles• Break your report into headings to:Break your report into headings to:
–organize the material into logical unitsorganize the material into logical units
–make reading easiermake reading easier
–make it easier to refer tomake it easier to refer to
Professional Practice 2001 20
ParagraphingParagraphing
• Each paragraph is a unit ‑ express the main Each paragraph is a unit ‑ express the main idea in a single, highly compressed sentenceidea in a single, highly compressed sentence
• Paragraphs can be constructed according to Paragraphs can be constructed according to function ‑ the topic sentence is a preliminary function ‑ the topic sentence is a preliminary over‑all statement - followed by details over‑all statement - followed by details inherent in the topic sentenceinherent in the topic sentence
Transitional MaterialTransitional Material
• Supply phrases and guide words that lead Supply phrases and guide words that lead reader from one thought to anotherreader from one thought to another
Professional Practice 2001 21
Figures and TablesFigures and Tables
• Determine whether the figures and tables Determine whether the figures and tables should be placed in the text or an appendixshould be placed in the text or an appendix
References and BibliographyReferences and Bibliography
•Use a standard reference system, e.g. Use a standard reference system, e.g. IEEE TransactionsIEEE Transactions
• Reference all external materialReference all external material
Professional Practice 2001 22
http://www.zoology.ubc.ca/bpg/plagiarism.htm
PLAGIARISM: What it is, and How to Avoid It
Colin H. Gordon, Peter Simmons, and Graeme WynnThe University of British Columbia
Professional Practice 2001 23
The Construction ProcessThe Construction Process
Professional Practice 2001 24
Draft an OutlineDraft an Outline
Use a top-down approachUse a top-down approach
Table of ContentsTable of Contents
Expand sections as requiredExpand sections as required
Write quicklyWrite quickly
Overcome writer’s blockOvercome writer’s block
Memory-dump – sort out order laterMemory-dump – sort out order later
Professional Practice 2001 25
Then …Then …
while(not Done) while(not Done)
{{
re-read, review and revise re-read, review and revise
};};
Professional Practice 2001 26
Review and ReviseReview and Revise
• Have you covered everything on the Have you covered everything on the outline?outline?
• Have you missed a point?Have you missed a point?
• Is there enough detail so that Is there enough detail so that everything is clear to the target everything is clear to the target audience?audience?
• Is your information accurate?Is your information accurate?
Professional Practice 2001 27
• Have you described the structure of the Have you described the structure of the information to the reader?information to the reader?– do you have an introduction?do you have an introduction?
– do you have a summary?do you have a summary?
• Have you made your point?Have you made your point?
• Are your arguments supported?Are your arguments supported?
• How is your style?How is your style?– does each paragraph start with a topic sentence?does each paragraph start with a topic sentence?
– have you spell-checked?have you spell-checked?
– are your references complete?are your references complete?
– have you used too many relative pronouns?have you used too many relative pronouns?
Professional Practice 2001 28
Wrap-upWrap-up
Let’s look at the process one more Let’s look at the process one more timetime
Professional Practice 2001 29
Keep the Reader in MindKeep the Reader in Mind
Professional Practice 2001 30
ChecklistChecklist
Write a comprehensive outline.Write a comprehensive outline.
Formulate idea, write a summary, Formulate idea, write a summary, discuss with supervisor and discuss with supervisor and colleagues.colleagues.Search literature to determine what Search literature to determine what has been written on the subject.has been written on the subject.
Think the article through.Think the article through.
Professional Practice 2001 31
Gradually expand outlineGradually expand outline
top‑down design with stepwise refinement.top‑down design with stepwise refinement.
Smooth transitions and expand key Smooth transitions and expand key words and ideas.words and ideas.
Rough out illustrations.Rough out illustrations.
Checklist - continuedChecklist - continued
Professional Practice 2001 32
• Did you orient the reader?Did you orient the reader?
• Did you tell why the study was needed? Did you tell why the study was needed? Why is it significant or unique? What Why is it significant or unique? What problem did you solve?problem did you solve?
• Did you define the scope, limitations and Did you define the scope, limitations and problems of the study?problems of the study?
• Does the introduction generate enough Does the introduction generate enough interest to encourage the reader to interest to encourage the reader to continue?continue?
Write the rough draft, and review it.
Professional Practice 2001 33
Clear Thinking is Clear Thinking is essentialessential. . • Unclear thinking is evidenced by three Unclear thinking is evidenced by three
features:features:– Confusion of fact with non‑fact ‑ assumptionsConfusion of fact with non‑fact ‑ assumptions
– Drawing conclusions which are unwarranted on Drawing conclusions which are unwarranted on the basis of the facts presented. the basis of the facts presented.
– Failure to assign precise meaning to words ‑ Failure to assign precise meaning to words ‑ "appropriate", "essential", "adequate": "among "appropriate", "essential", "adequate": "among the prettiest young ladies at the garden party the prettiest young ladies at the garden party was the president of the Engineers' Society“was the president of the Engineers' Society“
Professional Practice 2001 34
• Have you given enough necessary Have you given enough necessary background material? Too much?background material? Too much?
• Did you cover the problem, concept, or Did you cover the problem, concept, or system adequately?system adequately?
• Did you cover the theory, results, Did you cover the theory, results, applications and methods accurately?applications and methods accurately?
• Did you make a point? Did you make a point?
• Did you review the original problem, Did you review the original problem, how it was solved and made real how it was solved and made real conclusions?conclusions?
Professional Practice 2001 35
Have you referenced all external material?Have you referenced all external material?
Proofread carefully. Spell check.Proofread carefully. Spell check.
Review the paper with your Review the paper with your supervisor or colleague.supervisor or colleague.
Submit.Submit.
Checklist - concludedChecklist - concluded
Make sure all necessary citations are Make sure all necessary citations are made.made.
Professional Practice 2001 36
Questions?
Professional Practice 2001 37
ReferencesReferences• Markel, M., Markel, M., Writing in Technical Fields: A Step-by-Step Guide Writing in Technical Fields: A Step-by-Step Guide
for Engineers, Scientists, and Techniciansfor Engineers, Scientists, and Technicians. New York: IEEE . New York: IEEE Press, 1994.Press, 1994.
• Pfeiffer, W.S., Pfeiffer, W.S., Technical Writing: A Practical Approach.Technical Writing: A Practical Approach. Toronto: Toronto: Macmillan, 1991.Macmillan, 1991.
• Berg, K., and A. Gilman. Berg, K., and A. Gilman. Get to the Point: How to Say What You Get to the Point: How to Say What You Mean and Get What You WantMean and Get What You Want. Toronto: Bantam Books, 1989.. Toronto: Bantam Books, 1989.
• Mathes, J.C., and D.W. Stevenson. Mathes, J.C., and D.W. Stevenson. Designing Technical Designing Technical Reports: Writing for Audiences in Organizations, 2Reports: Writing for Audiences in Organizations, 2ndnd Edition Edition. . Toronto: Collier Macmillan, 1991.Toronto: Collier Macmillan, 1991.
• Poe, R. W., Poe, R. W., The McGraw-Hill Guide to Effective Business The McGraw-Hill Guide to Effective Business Reports.Reports. Toronto: McGraw-Hill, 1982. Toronto: McGraw-Hill, 1982.
Professional Practice 2001 38
Web ReferencesWeb References• Internet resources on writing- http://www.iss.stthomas.edu/studyguides/bib_writingInternet resources on writing- http://www.iss.stthomas.edu/studyguides/bib_writing
%20webs.htm%20webs.htm
• Biomedical Libraries PowerPoint- Biomedical Libraries PowerPoint- http://www.dartmouth.edu/~biomed/workshops/powerpt_faq.htmlhttp://www.dartmouth.edu/~biomed/workshops/powerpt_faq.html
• Design Guidelines for Power Point- Design Guidelines for Power Point- http://education.umn.edu/tel/itfellows/power_point_design/index_design.htmhttp://education.umn.edu/tel/itfellows/power_point_design/index_design.htm
• Effective talks menu 103- http://www.kumc.edu/SAH/OTEd/jradel/Preparing_talks/103.htmlEffective talks menu 103- http://www.kumc.edu/SAH/OTEd/jradel/Preparing_talks/103.html
• Examples of Poor Writing- http://chiron.valdosta.edu/mawhatley/writing.htmExamples of Poor Writing- http://chiron.valdosta.edu/mawhatley/writing.htm
• How To Write Project Proposals- http://www.math.psu.edu/tseng/proposal.htmlHow To Write Project Proposals- http://www.math.psu.edu/tseng/proposal.html
• PowerPoint tips- http://medlib.med.utah.edu/library/edumaterials/eduservices/ppp-tips.pdfPowerPoint tips- http://medlib.med.utah.edu/library/edumaterials/eduservices/ppp-tips.pdf
• Effective Presentations- http://www.presentingsolutions.com/effectivepresentations.htmlEffective Presentations- http://www.presentingsolutions.com/effectivepresentations.html
• Principles of Clear Writing- http://www.nara.gov/fedreg/dldprinc.htmlPrinciples of Clear Writing- http://www.nara.gov/fedreg/dldprinc.html
• Technical Writer's Ultimate Documentation Reference- Technical Writer's Ultimate Documentation Reference- http://www.angelfire.com/stars/techwriter/http://www.angelfire.com/stars/techwriter/
• Technical Writing- http://goanna.cs.rmit.edu.au/~jz/writing.htmlTechnical Writing- http://goanna.cs.rmit.edu.au/~jz/writing.html
• The Mayfield Handbook of Technical and Scientific - The Mayfield Handbook of Technical and Scientific - http://web.mit.edu/course/21/21.guide/Demo/web/http://web.mit.edu/course/21/21.guide/Demo/web/
• Water Watch MultiMedia Presentations- http://water.nr.state.ky.us/ww/wired/slides.htmWater Watch MultiMedia Presentations- http://water.nr.state.ky.us/ww/wired/slides.htm
• WordTask in the Press- http://www.wordtask.com/CitizenArticle.htmWordTask in the Press- http://www.wordtask.com/CitizenArticle.htm
Professional Practice 2001 39
VocabularyVocabulary•Major Technological Breakthrough
•Back to the drawing board.
•Developed after years of intensive research
•It was discovered by accident.
•A number of different approaches are being tried
•We don't know where we're going, but we're moving.
Professional Practice 2001 40
VocabularyVocabulary•Extensive effort is being applied on a fresh approach to the problem •We just hired three new guys; we'll let them kick it around for a while. •Modifications are underway to correct certain minor difficulties •We threw the whole thing out and are starting from scratch. •The entire concept will have to be abandoned •The only guy who understood the thing quit.