Business CommunicationBusiness Communication

Report WritingReport Writing

Gurudutt R. KamathGurudutt R. Kamath

How We CommunicateHow We Communicate33

• CVs, ResumesCVs, Resumes• Email, Web site, FAQs Email, Web site, FAQs • Letters, Newsletters, Brochures, Letters, Newsletters, Brochures,

Articles, CatalogsArticles, Catalogs• Advertisements, Notice Board, Advertisements, Notice Board,

Pamphlets, Signs, Press ReleasePamphlets, Signs, Press Release• Presentations, multimedia, talksPresentations, multimedia, talks• Reports, Manuals, Proposals, Books Reports, Manuals, Proposals, Books

Which Reports?Which Reports?

Annual Reports

Sales Reports

Feasibility Reports

Inspection Reports

Audit Reports

Progress Reports

White Papers

Technical Writing ReportsTechnical Writing Reports ProposalsProposals User ManualsUser Manuals Technical ManualsTechnical Manuals White PapersWhite Papers

Classification of ReportsClassification of Reports Formal Reports and Informal ReportsFormal Reports and Informal Reports Information ReportsInformation Reports Analytical ReportsAnalytical Reports Recommendation ReportsRecommendation Reports

5 Steps to Report Writing5 Steps to Report Writing11

1.1. Define the problemDefine the problem2.2. Gather the necessary informationGather the necessary information3.3. Analyze the informationAnalyze the information4.4. Organize the informationOrganize the information5.5. Write the reportWrite the report

Organizing ReportsOrganizing Reports Comparison/contrastComparison/contrast Problem-solutionProblem-solution Elimination of alternativesElimination of alternatives General to particularGeneral to particular Geographic or spatialGeographic or spatial FunctionalFunctional ChronologicalChronological

Words, Words, WordsWords, Words, Words UK English and US EnglishUK English and US English

• International English and Indian EnglishInternational English and Indian English Denotation and ConnotationDenotation and Connotation

• Let me know when you’re free next week for a Let me know when you’re free next week for a meeting.meeting.

• Could you let me know what times you have Could you let me know what times you have free?free?

ToneTone• Terry is hung up on trivial details.Terry is hung up on trivial details.• Terry is meticulous and takes care of details Terry is meticulous and takes care of details

that others sometimes ignore.that others sometimes ignore.

Writing StyleWriting Style Brief writing styleBrief writing style

• Omit needless wordsOmit needless words• Combine sentences Combine sentences • RewriteRewrite• Campus Jewelers’ main objective is to Campus Jewelers’ main objective is to

increase sales. Specifically, the objective is increase sales. Specifically, the objective is to double sales in the next five years by to double sales in the next five years by becoming a more successful business.becoming a more successful business.

• Campus Jewelers’ objective is to double Campus Jewelers’ objective is to double sales in the next five years.sales in the next five years.

We do IT in Style!We do IT in Style! Chicago Manual of StyleChicago Manual of Style Elements of Style by Strunk & WhiteElements of Style by Strunk & White DictionaryDictionary Microsoft Manual of StyleMicrosoft Manual of Style AMA Style GuideAMA Style Guide

Anatomy of a ReportAnatomy of a Report Cover PageCover Page Title PageTitle Page Letter of TransmittalLetter of Transmittal Table of ContentsTable of Contents List of IllustrationsList of Illustrations Executive SummaryExecutive Summary Report BodyReport Body

Report BodyReport Body IntroductionIntroduction

• Purpose and Scope;Limitations, Assumptions, Purpose and Scope;Limitations, Assumptions, and Methodsand Methods

Background/History of the ProblemBackground/History of the Problem BodyBody

• Presents and interprets dataPresents and interprets data Conclusions and RecommendationsConclusions and Recommendations References or Works CitedReferences or Works Cited AppendixesAppendixes

• Interview transcripts, questionnaires, question Interview transcripts, questionnaires, question tallies, printouts, and previous reportstallies, printouts, and previous reports

Letter of TransmittalLetter of Transmittal BackgroundBackground Summarize conclusions and Summarize conclusions and

recommendationsrecommendations Minor problems. Thank those who Minor problems. Thank those who

helped.helped. Additional research necessaryAdditional research necessary Thank the reader. Offer to answer Thank the reader. Offer to answer

questions.questions.

Sales ProposalSales Proposal22

BudgetBudget ObjectivesObjectives Strategy and TacticsStrategy and Tactics ScheduleSchedule ResultsResults ClosingClosing

Document DesignDocument Design Use Use nono moremore thanthan 55 fontsfonts.. Use no more than 5 Use no more than 5 ccoolloorrs.s. Use glossy paper.Use glossy paper. Use white space.Use white space. Use templates.Use templates. Use parallelism.Use parallelism. Avoid Avoid double emphasisdouble emphasis..

ReferenceReference

1.1. Business Communication, Kity O Business Communication, Kity O Locker and Stephen Kyo Kaczmarek, Locker and Stephen Kyo Kaczmarek, 20042004

2.2. ““A Decent Proposal” by John A Decent Proposal” by John Fellows, Fellows, www.sellingpower.comwww.sellingpower.com, , 20022002

3.3. Better Business Writing, The Sunday Better Business Writing, The Sunday TimesTimes

Scientific Scientific CommunicationCommunication

Gurudutt R. KamathGurudutt R. Kamath

Scientific PapersScientific Papers Publish to complete researchPublish to complete research Communicate well to be publishedCommunicate well to be published

How to Write a PaperHow to Write a Paper11 (3(3rdrd edition) edition)• Edited by George M Hall Edited by George M Hall

(BywordViva)(BywordViva) Scientific Writing: Easy Scientific Writing: Easy

when you know howwhen you know how

Why Publish?Why Publish?11

Readers canReaders can• Assess the observations you makeAssess the observations you make• Repeat the experiment if they wishRepeat the experiment if they wish• Determine whether the conclusions Determine whether the conclusions

drawn are justified by the datadrawn are justified by the data

IMRADIMRAD

((AAbstractbstract – brief summary)– brief summary)

IIntroduction – ntroduction – What question was asked?What question was asked?

MMethods – ethods – How was it studied?How was it studied?

RResults – esults – What was found?What was found?

AAndndDDiscussion – iscussion – What do the findings mean?What do the findings mean?

IntroductionIntroduction Why you have undertaken the study?Why you have undertaken the study? Clarify what your work addsClarify what your work adds Keep it shortKeep it short Make sure you are aware of earlier Make sure you are aware of earlier

studiesstudies Convince the readerConvince the reader Don’t baffle the readerDon’t baffle the reader

MethodsMethods Study DesignStudy Design

• Who, what, why, when, and where?Who, what, why, when, and where?• Randomisation, blind assessmentRandomisation, blind assessment• Inclusion and exclusion criteriaInclusion and exclusion criteria

Analysis of the DataAnalysis of the Data• What hypothesis was tested?What hypothesis was tested?

ResultsResults What was found?What was found? Organize the presentationOrganize the presentation AvoidAvoid

• The results are presented in tables X-Z The results are presented in tables X-Z and in figures A-C.and in figures A-C.

Differentiate clearly between data Differentiate clearly between data and resultsand results

Republishing figures (copyright)Republishing figures (copyright)

Discussion – So What?Discussion – So What? Summary of the field of enquirySummary of the field of enquiry

• We conclude …We conclude …• This study found …This study found …• Context of literature studiedContext of literature studied

Finishing offFinishing off• Perhaps …Perhaps …• Possibly …Possibly …• More research is needed …More research is needed …• Here’s another problem solvedHere’s another problem solved

Conclusion to be backed up by dataConclusion to be backed up by data AcknowledgementsAcknowledgements

General PointsGeneral Points Instructions to Authors Instructions to Authors Wrong lengthWrong length

• 400 word abstract400 word abstract• 600 word length600 word length

AudienceAudience• GeneralistGeneralist• SpecialistSpecialist

Structure and FormatStructure and Format• WordsWords• StructureStructure

TitlesTitles Interesting, concise, precise, not Interesting, concise, precise, not

misleading, informative, descriptive, misleading, informative, descriptive, and appropriate for classificationand appropriate for classification

Developing a title in 4 steps – Developing a title in 4 steps – Lileyman, 1988, p44Lileyman, 1988, p4411

• Nuclear reprocessing, radiation exposure, Nuclear reprocessing, radiation exposure, and childhood leukaemia: an and childhood leukaemia: an epidemiological studyepidemiological study

AbstractsAbstracts 200-300 words200-300 words StructuredStructured

• Context, objectives, design, setting, Context, objectives, design, setting, participants, interventions, main participants, interventions, main outcome measures, results, and outcome measures, results, and conclusionsconclusions

ReferencesReferences Foundation on which the work is builtFoundation on which the work is built Large numberLarge number

• Read review articlesRead review articles• Take Expert helpTake Expert help

Vancouver and Harvard formatsVancouver and Harvard formats• Numbered consecutively (1)Numbered consecutively (1)• Name of the author (Year)Name of the author (Year)

Sloppy – reviewers will …Sloppy – reviewers will …

Uniform RequirementsUniform Requirements• Double spacing Double spacing Margins Margins (25 mm) (25 mm) • SequenceSequence

• Title, abstract, key words, text, acknowledgement, Title, abstract, key words, text, acknowledgement, references, tables, legends to figuresreferences, tables, legends to figures

• IMRADIMRAD• New page – section, tableNew page – section, table• Permissions Permissions (previous material)(previous material)• Required number of copies Required number of copies

Electronic copyElectronic copy

StyleStyle Clear, Accurate, ConciseClear, Accurate, Concise Short sentences, simple words, Short sentences, simple words,

simple structuressimple structures Jargon only if required.Jargon only if required. Noun clustersNoun clusters

Obstetric complication frequencyObstetric complication frequency Frequency of obstetric complicationsFrequency of obstetric complications

Say Who did WhatSay Who did What WeWe compared the treatment group ... compared the treatment group ...

More StyleMore Style Avoid This, these, he, she, or itAvoid This, these, he, she, or it

• If the baby does not thrive on raw milk, If the baby does not thrive on raw milk, boil it.boil it.

Make comparisons clear Make comparisons clear (subgroup or (subgroup or whole population)whole population)• More women were alive five years after More women were alive five years after

diagnosis.diagnosis.• More women [than men] were alive five More women [than men] were alive five

years after diagnosis.years after diagnosis.

Simple WordsSimple Words11

beforebefore prior toprior to

more thanmore than in excess ofin excess of

depends ondepends on is dependentant uponis dependentant upon

alsoalso additionallyadditionally

indicatesindicates is indicative ofis indicative of

Say What You MeanSay What You Mean After five days, the symptoms had After five days, the symptoms had

improvedimproved.. After five days, the symptoms had After five days, the symptoms had abatedabated.. Dermatitis is less often Dermatitis is less often diagnoseddiagnosed … … Dermatitis was less Dermatitis was less prevalentprevalent … … ……symptoms are symptoms are not well correlated withnot well correlated with

clinical disease severityclinical disease severity.. ……symptoms are symptoms are not related tonot related to disease disease

severity.severity.

House StyleHouse Style DDirector irector GGeneral or eneral or ddirector irector ggeneraleneral Beta-carotene or Beta-carotene or ß caroteneß carotene Moslem or MuslimMoslem or Muslim Mumbai or BombayMumbai or Bombay

Some TipsSome Tips Instructions to authorsInstructions to authors Study a few model papers, lettersStudy a few model papers, letters Read it out aloudRead it out aloud Spell-check Spell-check finallyfinally and Proof-read and Proof-read

(missing (missing notnot, or , or notenote))

ReferencesReferences

1.1. How to Write a PaperHow to Write a Paper (3rd edition)(3rd edition) Edited by George M Hall (BywordViva)Edited by George M Hall (BywordViva)

2.2. Scientific Writing: Easy when you know Scientific Writing: Easy when you know howhow

Jennifer Peat, Elizabeth Elliott, Louise Baur, Victoria KeenaJennifer Peat, Elizabeth Elliott, Louise Baur, Victoria Keena3.3. Science & Technical WritingScience & Technical Writing

General Editor Philip Rubens (Foundation)General Editor Philip Rubens (Foundation)4.4. Scientific Style and Format Scientific Style and Format (6(6thth edition) edition)

Council of Biology Editors (life sciences, physical Council of Biology Editors (life sciences, physical sciences, mathematics)sciences, mathematics)

ReferencesReferences

Gurudutt KamathGurudutt Kamath

Documenting SourcesDocumenting Sources Convincing researchConvincing research

• Site sources (out of thin air)Site sources (out of thin air) List of referencesList of references

• Collect them as you go alongCollect them as you go along What?What?

• Quotes, ideas, numbers, facts, graphics, Quotes, ideas, numbers, facts, graphics, statistics, tablesstatistics, tables11

• Websites, webpages, documents, pamphlets, Websites, webpages, documents, pamphlets, film or video recording, CD-ROM, newspaper film or video recording, CD-ROM, newspaper articles, songs, TV or radio programs, articles, songs, TV or radio programs, personal correspondence, email.personal correspondence, email.

Author-year and citation-sequenceAuthor-year and citation-sequence

Documentation StyleDocumentation Style Chicago Manual of StyleChicago Manual of Style

• Different situations, languages, subjectsDifferent situations, languages, subjects APA (American Psycological Assn)APA (American Psycological Assn)

• Publication Manual of the American Publication Manual of the American Pscyhological Association, 5Pscyhological Association, 5thth ed. (2001) ed. (2001)

CBE (Council of Science Editors)CBE (Council of Science Editors)• Scientific Style and Format: The CBE Manual for Scientific Style and Format: The CBE Manual for

Authors, Editors, and Publishers, 6Authors, Editors, and Publishers, 6thth ed. (1994) ed. (1994) MLA (Modern Language Assn)MLA (Modern Language Assn)

• MLA Handbook for Writers of Research Papers, MLA Handbook for Writers of Research Papers, 66thth ed. (2003) ed. (2003)

In-text Citations (APA)In-text Citations (APA) Our study reports a significant rise in HIV cases Our study reports a significant rise in HIV cases

in south Africa in one year (Brindle, 2000).in south Africa in one year (Brindle, 2000). Our study reported a 12.2% rise in HIV cases in Our study reported a 12.2% rise in HIV cases in

only one year (Brindle, 2000, p. 843)only one year (Brindle, 2000, p. 843) Brindle (2000) reports a significant …Brindle (2000) reports a significant … (Wu, Gyno, Young & Reims, 2003) (Wu, Gyno, Young & Reims, 2003) As reported by Wu, Gyno, Young & Reims As reported by Wu, Gyno, Young & Reims

(2003) …(2003) … (Wu et al., 2003) or As reported by Wu et al. (Wu et al., 2003) or As reported by Wu et al.

(2003)(2003)

In-text Citations (APA)In-text Citations (APA) (National Science Foundation [NSF], 2004)(National Science Foundation [NSF], 2004) (NSF, 2004)(NSF, 2004) Studies have shown … (Johnson & Smith, Studies have shown … (Johnson & Smith,

2001; Tamili, 2002; Hinson & Kim, 2004).2001; Tamili, 2002; Hinson & Kim, 2004). Bathers (personal communication, December Bathers (personal communication, December

5, 2003)5, 2003)

References (APA)References (APA)11

Houghton, J. (1997). Global warming: The Houghton, J. (1997). Global warming: The complete briefing (2complete briefing (2ndnd ed). Cambridge, MA: ed). Cambridge, MA: Cambridge UP.Cambridge UP.

Kadlecek, M. (1991). Global climate change Kadlecek, M. (1991). Global climate change could threaten U.S. wildlife. could threaten U.S. wildlife. Conservationist Conservationist 46 (1), 54-5546 (1), 54-55

Sherwood, K, & Ido, C. (2003). Is the global Sherwood, K, & Ido, C. (2003). Is the global warming bubble about to burst? Retrieved warming bubble about to burst? Retrieved March 4, 2004, from the World Wide Web: March 4, 2004, from the World Wide Web: http://www.co2science.org/edit/v6_edit/ http://www.co2science.org/edit/v6_edit/ v6n37edit.htmv6n37edit.htm

Citation-Sequence (CBE) Citation-Sequence (CBE) 11

This bacteria has been shownThis bacteria has been shown2 2 to …to … Several studies Several studies 3-8, 10 3-8, 10 have …have … Several studies (3-8, 10)Several studies (3-8, 10) have …have … Reference List (order of citation)Reference List (order of citation) Less disruptive vs refer to back for Less disruptive vs refer to back for

author, sourceauthor, source

ReferencesReferences

1.1. Technical Communication Today by Technical Communication Today by Richard Johnson-Sheehan, 2005Richard Johnson-Sheehan, 2005

2.2. Chicago Manual of StyleChicago Manual of Style

Business CommunicationBusiness Communication

Letters & EmailLetters & Email

Gurudutt R. KamathGurudutt R. Kamath

Correspondence Costs MoneyCorrespondence Costs Money11

Dartnell Institute, 10-minute messageDartnell Institute, 10-minute message• $13.60 $13.60 • $20.52$20.52

Plan, compose, revise 1-page letterPlan, compose, revise 1-page letter• 54 minutes54 minutes

Average Proposal (engg firm)Average Proposal (engg firm)• $500,000$500,000• $1,000,000$1,000,000

Rwitgin wastes time and damages relationships.Rwitgin wastes time and damages relationships.

Making Messages EffectiveMaking Messages Effective

CClearlearCCompleteompleteCCorrectorrectSSave reader’s timeave reader’s timeBBuild good willuild good will

PAIBOCPAIBOC

PPurposeurposeAAudiencesudiencesIInformationnformationBBenefitsenefitsOObjectionsbjectionsCContextontext

AudienceAudience WriterWriter Initial audienceInitial audience GatekeeperGatekeeper Primary audiencePrimary audience Secondary Secondary

audienceaudience Watchdog Watchdog

audienceaudience

Communicate across CulturesCommunicate across Cultures GenderGender Race and ethnicityRace and ethnicity Regional and national originRegional and national origin Social classSocial class ReligionReligion AgeAge Sexual orientationSexual orientation Physical abilityPhysical ability

Bias-free CommunicationBias-free Communication Managers and their wives will…Managers and their wives will… Managers and their spouses will…Managers and their spouses will… ManpowerManpower – Personnel – Personnel Manhours Manhours – Hours or working hours– Hours or working hours Manning Manning – Staffing– Staffing WorkmanWorkman – Worker, employee, writer – Worker, employee, writer Chairman – Chair, chairpersonChairman – Chair, chairperson

Bias-free CommunicationBias-free Communication Plural nouns and pronounsPlural nouns and pronouns

• SupervisorsSupervisors must… must…theirtheir departments. departments. Use you.Use you.

• YouYou must work for your deparment. must work for your deparment. Substitute with article or revise Substitute with article or revise

sentencesentence• Supervisor...time sheet for Supervisor...time sheet for thethe

department.department.• The nurse will fill out the accident report.The nurse will fill out the accident report.

EmailsEmails Minutes a day - average worker?Minutes a day - average worker? 49 minutes49 minutes Hours a day - top managers?Hours a day - top managers? 4 hours4 hours Formats are still evolvingFormats are still evolving What % felt misunderstood (2000)?What % felt misunderstood (2000)? 51% (tone)51% (tone)

SubjectSubject Be specific, concise, and catchy.Be specific, concise, and catchy.

• 28 characters28 characters• Will Attend 3 pm Meeting EOMWill Attend 3 pm Meeting EOM• Travel Plans for Sales MeetingTravel Plans for Sales Meeting• Your Funding Request ApprovedYour Funding Request Approved

Body of the EmailBody of the Email BriefBrief Important points at the topImportant points at the top Bullets and numberingBullets and numbering Emphasize (NOT)Emphasize (NOT) HTML (letterhead)HTML (letterhead) ASAP, BTW, FYI, IMHOASAP, BTW, FYI, IMHO Smileys Smileys All rules of good writingAll rules of good writing

Mailing ListsMailing Lists Your boss could be reading!Your boss could be reading! Posts are archived.Posts are archived. Avoid using company email address.Avoid using company email address. Avoid conversations (one liners).Avoid conversations (one liners). Do not rush to lists.Do not rush to lists.

NetiquetteNetiquette Never flame.Never flame. Use FULL CAPS only to emphasize a Use FULL CAPS only to emphasize a

word or two.word or two. Send messages on a need basis.Send messages on a need basis. Recipient’s work practice (one long Recipient’s work practice (one long

or several short messages)or several short messages) Quote briefly (B/A) while replying. Quote briefly (B/A) while replying. AttachmentsAttachments

ReferencesReferences

1.1. Business Communication, Kity O Business Communication, Kity O Locker and Stephen Kyo Kaczmarek, Locker and Stephen Kyo Kaczmarek, 20042004

2.2. Better Business Writing, The Sunday Better Business Writing, The Sunday Times, 2002Times, 2002

3.3. Model Business Letters, E-mails & Model Business Letters, E-mails & Other Business Documents (sixth Other Business Documents (sixth edition), Shirley Tayloredition), Shirley Taylor

Technical Technical CommunicationCommunication

Gurudutt R. KamathGurudutt R. Kamath

ImportanceImportance Improved productivityImproved productivity Improved use of productImproved use of product Increased safetyIncreased safety Legal protectionLegal protection Reduces cost of trainingReduces cost of training Reduces supportReduces support Lesser chance of rejectionLesser chance of rejection

AudienceAudience33

AnalysisAnalysis• Surveys, questionnaires, structured interviews, Surveys, questionnaires, structured interviews,

usability testsusability tests CharacteristicsCharacteristics

• Educational, professional backgroundEducational, professional background• Knowledge, experience levelKnowledge, experience level• English languageEnglish language• ContextContext

Objectives and NeedsObjectives and Needs ProfileProfile

Information AnalysisInformation Analysis Purpose and StructurePurpose and Structure Document TypeDocument Type

Marketing Marketing Conceptual, Procedural, Tutorial, Job AidConceptual, Procedural, Tutorial, Job Aid ReferentialReferential

Frequency and Pattern of UseFrequency and Pattern of Use Textual FeaturesTextual Features

Textual FeaturesTextual Features Overview, summary sectionsOverview, summary sections Step-by-step instructionsStep-by-step instructions Narrative explanationsNarrative explanations Conceptual models, analogies, and/or Conceptual models, analogies, and/or

examplesexamples Figures, charts, and/or tablesFigures, charts, and/or tables Cross-references and/or navigation aidsCross-references and/or navigation aids Technical terminology, language Technical terminology, language

conventions, and/or symbolic conventionsconventions, and/or symbolic conventions

Media CharacteristicsMedia Characteristics Articles – narrative Articles – narrative Booklets – conversational Booklets – conversational Brochures – catchyBrochures – catchy Newsletters – journalistic Newsletters – journalistic Correspondence – formal, informalCorrespondence – formal, informal Manuals – action orientedManuals – action oriented Reports – formal and objectiveReports – formal and objective Help systems – action orientedHelp systems – action oriented Wizards – concise and action orientedWizards – concise and action oriented Websites – catch and easy to useWebsites – catch and easy to use

Document DeliveryDocument Delivery PrintPrint FacsimileFacsimile NetworkNetwork Floppy diskFloppy disk FTP (file transfer protocol)FTP (file transfer protocol) Email attachmentEmail attachment WebsiteWebsite

Technical Writing ProcessTechnical Writing Process

Writing Revising Editing Reviewing

Publishing

Writing ProcessWriting Process Document PlanDocument Plan

• Audience Audience • Objective Objective • MediaMedia• Resources Resources • Table of Contents Table of Contents • Schedule Schedule

OutliningOutlining TemplateTemplate

Revising ProcessRevising Process ObjectiveObjective CompleteComplete FlowFlow LanguageLanguage Grammar, Spelling, and PunctuationGrammar, Spelling, and Punctuation GraphicsGraphics FormatFormat ConsistencyConsistency

Reviewing ProcessReviewing Process PeerPeer TechnicalTechnical DomainDomain QualityQuality

ToolsTools Microsoft Outlook – email Microsoft Outlook – email Microsoft Word – documents Microsoft Word – documents Microsoft Excel – spreadsheets Microsoft Excel – spreadsheets Microsoft PaintBrush – drawings Microsoft PaintBrush – drawings Adobe Acrobat – PDF Adobe Acrobat – PDF Microsoft FrontPage – web pagesMicrosoft FrontPage – web pages Adobe FrameMaker – large, complex documents Adobe FrameMaker – large, complex documents Adobe PageMaker – desktop publishingAdobe PageMaker – desktop publishing Adobe InDesign – desktop publishingAdobe InDesign – desktop publishing XML editorsXML editors Macromedia RoboHelpMacromedia RoboHelp Macromedia FlashMacromedia Flash

Technical Writing PracticesTechnical Writing Practices• User FriendlyUser Friendly

AppealingAppealing Step-by-step instructionsStep-by-step instructions Language and StyleLanguage and Style

• Easy to ReferEasy to Refer ContentsContents Headings/subheadingsHeadings/subheadings Cross ReferencesCross References IndexIndex

ModularModular

• Easy to maintainEasy to maintain Modular, reusableModular, reusable Right tools and templatesRight tools and templates

Language & StyleLanguage & Style

• Language Language ParallelismParallelism GrammarGrammar Active/Passive VoiceActive/Passive Voice You You

• Style GuidesStyle Guides ConsistencyConsistency House styleHouse style

User Friendly DesignUser Friendly Design

• Format and StructureFormat and Structure Headings, table of contents, cross-Headings, table of contents, cross-

references, indexreferences, index TemplatesTemplates

• ConsistentConsistent Headings, language, lists, cross-Headings, language, lists, cross-

references, wordsreferences, words

Structured WritingStructured Writing

• Lists Lists • TablesTables• GraphicsGraphics• InstructionsInstructions• TasksTasks• ConcreteConcrete

Scenarios, Case Studies, ExamplesScenarios, Case Studies, Examples

Document DesignDocument Design Balance Balance White spaceWhite space Maximum of 5 fonts Maximum of 5 fonts

• Serif fonts (Serif fonts (TimesTimes) – paper ) – paper • Sans Serif fonts (Verdana) - onlineSans Serif fonts (Verdana) - online

Maximum of 5 coloursMaximum of 5 colours

Style GuidesStyle Guides Chicago Manual of StyleChicago Manual of Style

• Grammar, References, Indexing, PunctuationGrammar, References, Indexing, Punctuation Microsoft Manual of StyleMicrosoft Manual of Style

• Usages for the computer industryUsages for the computer industry Elements of StyleElements of Style

• Strunk & WhiteStrunk & White• Grammar and PunctuationGrammar and Punctuation• Writing tipsWriting tips• http://www.bartleby.com/141http://www.bartleby.com/141