Writing in the Technical Fields: A Step-by-Step Guide for Engineers, Scientists, and Technicians

Using an informal, hands-on approach, this practical guide reviews the basics of good technical writing. It provides a simple, effective system for writing all types of technical documents including letters, memos, minutes, procedures, manuals, proposals, progress reports, and final reports. You will gain a better understanding of the writing process and learn how to: improve the coherence of your writing, write better paragraphs, write better sentences, choose the right word and more.

Table of Contents:
Preface xiii Part I: Techniques 1 Chapter I. Introduction 3 Treat Workplace Writing as a Craft, Not an Art 3 Unlearn What You Learned in School 4 Focus on What You Know About Writing at Work 6 Characteristics of Effective Workplace Writing 7 Chapter 2 Before You Start Writing 13 Use Short Writing Sessions, Not Long Ones 13 Write Collaboratively 15 Analyze Your Audience 17 Define Your Purpose 18 Evaluate the Implications of Your Audience and Purpose 19 Make Sure Your Boss Agrees with What You've Decided 21 Chapter 3. Understanding the Writing Process 23 Generate Ideas to Include in the Document 23 Organize Your Information 26 Write the Draft Quickly 34 Spend Your Time Revising 34 Chapter 4 Using the Computer to Improve Your Writing 39 Understand What the Computer Can—and Cannot—Do for You 40 Use the Computer When You're Just Getting Started on a Document 40 Use the Computer When You're Drafting 41 Use the Computer When You're Revising 42 Use Specialized Software 43 Chapter 5. Improving the Coherence of Your Writing 47 Write Informative Titles and Headings 48 Use Lists to Communicate Parallel Information 50 Use Introductions to Forecast Discussions 52 Use Conclusions to Complete Discussions 55 Chapter 6 Writing Better Paragraphs 59 Begin with a Clear Topic Sentence 59 Support the Topic Sentence Logically 61 Emphasize the Coherence of the Paragraph 62 Keep Paragraphs to a Manageable Length 65 Chapter 7. Writing Better Sentences 67 Determine the Appropriate Stylistic Guidelines 68 Use the Active and Passive Voices Appropriately 68 Choose Appropriate Sentence Patterns 70 Focus on the Real Subject 72 Focus on the Real Verb 73 Use Modifying Elements Effectively 74 Keep Parallel Items Parallel 76 Chapter 8 Choosing the Right Word 79 Choose Simple, Clear Words and Phrases 79 Avoid Unnecessary Jargon 82 Avoid Euphemisms 82 Avoid Cliches 82 Avoid Sexist Language 83 Use Readability Formulas Carefully 84 Chapter 9 Creating and Integrating Graphics 87 Determine Whether You Need Graphics 87 Determine What Kind of Graphic to Use 89 Make the Graphic Honest 90 Make the Graphic Self-Sufficient 91 Determine Where to Put the Graphic 95 Tie the Graphic to the Text 95 Chapter 10. Improving Page Design 99 Leave Adequate Margins 100 Consider a Multicolumn Format 101 Use Appropriate Line Spacing 102 Use Appropriate Justification 104 Understand the Readability Levels of Type Fonts 106 Use the Different Members of a Type Family 107 Use Type Sizes Appropriately 108 Use Uppercase and Lowercase 110 Design Titles and Headings for Emphasis and Clarity 110 Design Lists for Clarity 112 Part II: Applications 115 Chapter 11. Letters 117 Learn the Standard Letter Formats 117 Learn Letter Protocol 118 Forecast the Purpose of the Letter 122 End on a Positive Note 123 Achieve a Natural Tone 124 Chapter 12 Memos 127 Create an Informative Heading 128 State the Purpose Up Front 128 Include a Summary 129 Conclude with an Action Statement 130 Chapter 13. Minutes 135 Include the Necessary Housekeeping Details 136 Record Events Accurately 136 Record Events Diplomatically 137 Chapter 14 Procedures and Manuals 141 Emphasize Safety 142 Orient the Reader 145 Write Clear Instructions 148 Add Graphics to Clarify the Text 150 Design the Document for Easy Use in the Field 152 Anticipate the Need for Updates 154 Include Troubleshooting Tips 154 Chapter 15. Formal Elements of Reports 157 Transmittal Letter 158 Title Page 160 Table of Contents 160 Abstract 162 Executive Summary 164 Appendices 166 Chapter 16 Proposals I69 Plan Before You Start Writing 170 Show That You Understand the Readers’ Needs 171 Propose a Clear, Specific Technical Plan for the Project 174 Demonstrate Your Professionalism and Credibility 176 Use Graphics to Help Your Readers See Your Ideas 177 Evaluate the Proposal Carefully Before You Send It Out 178 Chapter 17. Progress Reports 183 Clarify the Context 183 Explain the Progress Clearly 184 Explain the Progress Honestly 185 Chapter 18. Completion Reports 189 Introduce the Report Clearly 190 Describe Your Methods 191 Present Your Results 192 Draw Conclusions from the Results 194 Present Your Recommendations 195 Appendices 197 A. Checklists 199 B. Handbook 207 C. Commonly Misused Words and Phrases 241 D. Guidelines for Speakers of English as a Second Language 247 E. Guidelines for Writing to Speakers of English as a Second Language 261 F. Selected Bibliography 265 Index 271