English 393 Assignments - Porter
ASSIGNMENT #1 - Process Manual (Collaborative)
Read Chapter 15 (Burnett) carefully. Implementing a process is one of the four categories of instructional texts defined in Burnett. We will write, collaboratively, a full manual on a topic of your group’s choice. In groups of three, write a process manual on a topic related to your major, an aspect of computer use, or an area of academic interest. We will do an in-class survey to determine class members’ areas of interest and need.
Refer to the steps and collaborative worksheet attached to select a topic, write an audience and use analysis, choose a project leader, write out a project schedule and assign individual tasks appropriate to each team member’s specific skills.
Be sure your manual includes the critical elements and visual and design elements appropriate to your subject matter and purpose. Most manuals include the following sections:
¨ Title page
¨ Background information
¨ Training section
¨ Step-by-step instructions
¨ Frequent users’ guide
¨ Trouble-shooting and maintenance
Note: The Briefing Assignment (see attached) will based on the same topic and will constitute a group grade, which will be recorded individually in your participation grade (see syllabus).
Writing Collaboratively – Tips for Successful Collaboration
Designing Technical Reports by Mathes and Stevenson claims that approximately one third of all documents produced in the workplace are the result of group writing. Most texts support similar research (it is probably closer to 80% if one considers all aspects of collaboration). Project management, then, becomes critical to successful group work. Here are some guidelines from Paul Anderson:
¨ Encourage debate and diversity of ideas
¨ Invite everyone to speak
¨ Listen with interest and respect
¨ Be considerate when discussing details
¨ Treat drafts as team property, not individual property
¨ In meetings, emphasize efficiency
¨ Set agendas for each meeting
¨ Continually reestablish the focus of the discussion
¨ Bring discussions to a close after consensus is reached
¨ Provide detailed guidance for individual work
¨ Follow this three-phase pattern for coordinating group and individual work:
With the leader’s help, the group creates a project schedule.
Schedules will both motivate individuals to complete tasks on time and help them designate blocks of time to the project. Include the following elements in your schedule:
a. Time to define the project’s objectives, probably at the first meeting
b. Frequent checkpoints
c. Time to edit the drafts for consistency and coherence
*The 3-phase pattern for coordinating group and individual work is effective only if each team member knows exactly what to bring to the next team meeting—a folder of facts, an outline, a draft of section three, whatever. Lists of specific topics each individual is to investigate, as well as sources or techniques he/she might use and a clear understanding of the organizational purpose are also essential, as guidelines prior to drafting. Individual drafters will find outlines and style manuals useful tools as well (see Burnett). Be sure to take advantage of electronic communication as well (record each members e-mail address and telephone number). It is also recommended that you save working drafts in a central file so each member has access to the work at any given time.
Responsibilities: Oversee entire project; meet with members to keep project on schedule; notify me immediately of any insurmountable problems; help coordinate efforts of all members; oversee final edit and evaluate project as whole (in a memo to me). Be sure to include important details from Project Member memos and assess the effectiveness of the collaborative effort.
Responsibilities: Research, evaluate and analyze situation/problem; present results in camera-ready form for initial edit; present revised document for final edit; coordinate with other members to prepare compiled document; write one-page memo to Project Leader (who will hand it in to me with final project) explaining what you accomplished (individually), what tasks you performed and what you learned during the project.
Group Exercise: After reading Burnett, Chapter 10 carefully, you should have a good understanding of informal, formal, operational, and expanded definitions. To prepare for your assignment, work in small groups of three-four members to complete #4 on page 355.
Expanded Definition Paper:
The expanded definition will be similar to The Fugue example on p. 356 in that it will incorporate various types of definition and visuals, as they are appropriate to your audience.
1. Choose a central term you will use in your final report (this will allow you to use it later as part of your Analytical Report if you decide to continue to work with this same group and all can agree on a topic). In two typed pages, define your term using appropriate techniques.
2. In the margin, in pen, label the techniques and types of definitions used, as you did in the
exercise above. You must use at least two sources for this assignment.
3. Using the guidelines in Chicago Manual of Style (see p. UH49), prepare a reference sheet for
all sources used (including those for visuals if relevant).
4. On a separate sheet, prepare a detailed audience and use analysis in narrative form. In
your analysis explain why your final report’s readers will require your definition.
Include:
¨ All prewriting
¨ Photocopy of one source used
¨ Audience and use analysis
¨ Expanded Definition with labels
¨ Explanation of why readers of Anal. Report will need it
¨ Reference Sheet
Proposals are “vehicles to link those who wish to do the work to those who want it done or believe it should be done.” Whether solicited or unsolicited, proposals are bids for contracts to do something. Proposals are evaluated according to how clearly the writer answers questions about what, why, how, when and how much.
The purpose of this assignment is to clarify your topic for the Analytical Report. Whether or not your final report is a solo or collaborative assignment, you must write the proposal solo and approach it in an original way (while you might consult with your group about the report, you must write your own proposal).
The proposal will introduce the subject and purpose of the project, state the problem and proposed solution (as you and your group see it now—this might change as you do your research), explain the scope of your inquiry and your methods of research. The quality of the final analysis will only be as good as the quality of the questions you ask and the answers you generate. The proposal will be no more than two typed pages.
Hints for writing unsolicited internal proposals:
Convince the reader there is a problem and a great need to solve it:
Document existence of problem and scope or need by supplying
specific dates, places and costs (tell reader source of data).
Demonstrate why current equipment, policies, personnel and/or facilities
are insufficient to solve the problem you are bringing to decision maker’s attention.
Give specific details of your plan:
Note who will participate (collaborators), what will be done/accomplished,
when it will take place, and how much it will cost (if appropriate).
Be certain the proposal is carefully researched and diplomatically written (it is
always best to discuss first with superior).
¨ Introduction – defines the problem or need
¨ Body – outlines proposal’s solution step-by-step
¨ Conclusion – sums up benefits
Primary Audience:
Name _________________________
Use _________________________
Technical level _________________________
Secondary Audience:
Name _________________________
Use _________________________
Technical level _________________________
Other potential readers: _________________________
How much background will you need to provide?
Will you need to provide statistics or results found in similar environments to
persuade readers?
STATEMENT OF PROBLEM (be very specific; you may want to list problems or write out as a narrative)
______________________________________________________________________________________________________________________________________________________________________________________________________
______________________________________________________________________________________________________________________________________________________________________________________________________
____________________________________________________________________________________________________________________________________
METHODS OF RESEARCH (be specific)
____________________________________________________________________________________________________________________________________
PROPOSED SOLUTIONS (or alternative approaches to solution)
______________________________________________________________________________________________________________________________________________________________________________________________________
Format
¨ Is the short internal proposal in memo form? Is the short external in letter form?
¨ Is the formal professional in appearance?
¨ Are headings logical and adequate?
¨ Does the title forecast the proposal’s subject and purpose?
Content
¨ Is the subject original, concrete and specific?
¨ Is the purpose clear and worthwhile?
¨ Does everything in the proposal support its stated purpose?
¨ Does the proposal show as well as tell?
¨ Is the proposed plan, service, or product beneficial?
¨ Are proposed methods practical and realistic?
¨ Are all related problems identified?
¨ Is the proposal free of overstatement?
¨ Is there an introduction, body, and conclusion?
¨ Are all relevant headings from the general outline included?
¨ Does the introduction explain what and why?
¨ Does the body explain how, where, and how much?
¨ Does the conclusion encourage acceptance of the proposal?
¨ Are there clear transitions between related ideas?
Style
¨ Is the level of technicality appropriate for primary readers?
¨ Does the tone connect with readers?
¨ Is each sentence clear, concise, and fluent?
¨ Is the language convincing and precise?
¨ Is the proposal in correct English?
Now revise all material that has not been checked off.
ASSIGNMENT #4 – Progress Report
Read Chapter 16 in Burnett. Then, write a progress report giving a detailed account of your work on the Analytical Report.
The primary audience for your report will be me, your instructor. Please note that the audience for this assignment is the exception to the rule for most of our projects. The reason for the change is because I am interested in your progress concerning the writing and research process for the Analytical Report.
Please provide information on gathering information, organizing ideas, drafting, and revising plans for the analytical report. Discuss your group’s overall plans but focus carefully on your individual contribution to the collaborative effort. Information must include specifics regarding the content of your writing tasks. You might also include your current research efforts toward finding and recommending a solution to the analytical problem.
Use a memo format (see Burnett) and include the following headings: Work Completed, Work in Progress, Work to the Completed, date for Completion, and Complications/Analysis of Project.
Choose a traditional prose style or a date and action verb style (we will go over this in class).
ASSIGNMENT #4 - Formal Analytical Report
The analytical report should, if possible, be related to your major or some area of academic interest. It must address a nontechnical audience as either the primary or secondary target. It will have the combined purpose of informing and recommending. This 20-page paper will demonstrate your mastery of technical writing techniques, your understanding of your client’s needs, your ability to synthesize the data and make persuasive recommendations based on that data.
The components of the report are as follows:
Front Matter (all sections that come before the body of the report)
Letter of Transmittal
Title page
Table of Contents
Table of Illustrations or Figures*
Informative Abstract/Executive Summary
Body (the selection and sequence of elements relevant to your topic, audience & purpose)
Introduction (be sure to use specific headings, i.e. Problems in Treating Lung Cancer) Below are examples of typical areas addressed in an introductory section. Tailor your report to relevant areas and use specific headings, not vague ones such as “Background Information.”
Some writers include two parts (depending on audience and purpose).
Part I
Statement of purpose or problem
Summary of findings
Summary of recommendations
Part II
Background/Description of Problem
Literature search of info relevant to problem
Approach, method, and materials (if experiments were conducted or surveys issued)
Working Definitions*
Results (collected data or findings)
Discussion
Interpretation
Conclusion(s)
Recommendations
End Matter (follows the body and includes relevant info that might otherwise interrupt the flow of the report)
Glossary*
List of Symbols*
References/Annotated Bibliography
Appendix*
*These items will be included if applicable. All other components are required, although headings may be combined or altered in wording (i.e. they might be subject- oriented rather than labels).
Use primary and secondary research.
Cover The report should be presented in an appropriate cover
Letter of
Transmittal This letter adds a personal, courteous touch. Included in the letter
are items of special interest to your contact person. The letter is
a document of considerable potential. Give it some thought as a
marketing tool also. Slip the letter into your folder ahead of title page.
Title Page (p. 630) Center title in caps at top of the page. Remember, a good title both identifies the subject of the report and tells the reader the type of
report. Also, a title is specific—the report must cover all the title
promises. Continuing down the page, center “Prepared for…by…”
and the date.
Table of Contents Include a list of all parts of the report with corresponding page
numbers* Note that Arabic numbering begins with a text of the
report. The headings in the Table of Contents are identical to those
used in the report. If more than one Appendix is used, list each one.
Table of Illustrations
and Figures List all visuals used in the report on a separate page following the
Table of Contents. See samples in text.
Informative Abstract/
Executive This is a stand-alone piece, approximately 10% of the length of the
Summary report. It is written after the report; follows the chronology of the
original report; contains no new information; includes a summary
of the main points of the report, a statement of purpose, scope,
methods and recommendations. Some readers will see only this
portion of your report, so it is extremely important. Review in Burnett.
Introduction Begin on a separate page. Use headings for each separate part.
Body Include all pertinent data (this is also where most visuals will be).
Divide or partition the subject into parts, addressing each in order
of importance. “A problem-solving analysis requires that you dis-
cuss all possible causes, narrowing your focus to probably and then
definite causes.” (Lannon).
Conclusion In some ways the most important portion of the report, the conclu-
sion answers the questions, which initiated the analysis. The con-
clusion consistently summarizes, interprets and recommends. Begin
on a separate page.
Glossary There are three appropriate places for definitions: if fewer than five,
place them in a Working Definitions section in the Introduction, use
footnote definitions or place specialized terms and definitions in a
glossary immediately following the report. If you use a glossary, you
should consider bolding those terms and letting your audience know
this in the introduction.
List of Symbols If applicable, on a separate page, list symbols and abbreviations and
meanings. See information in Burnett for format.
References/Anno-
tated Bibliography On a separate page, begin a list of all pertinent references used in
compiling the report. This list should be annotated (with careful
consideration of audience needs and interests).
Appendix Each appendix item is lettered and appears on a separate page.
Be certain to include the text of any surveys or interviews conducted
for primary research, for example, Appendix A might be the ques-
tions asked in an Interview with Supervisor Smith of Techno.com
the data collected in that interview will be included in the body of
the report. (See Burnett)
Read Chapter 19 carefully. Then, find a classified ad in a newspaper or conduct a job search online. Choose a job description for which you are qualified (be sure to keep a copy to turn in). Write a letter of application for the job described. Write a personal resume.
Turn in the following:
¨ The newspaper advertisement or online job description
¨ Cover letter of application
¨ Resume
¨ All prewriting including responses to the following questions:
1. Who is my primary audience? Describe briefly.
2. Who is my secondary audience? Describe briefly.
3. What is my purpose?
4. How familiar can I expect my audience to be with my area?
5. What specific facts will my audience need?
Next, review the checklist for letters. After reviewing the items listed, enumerate those elements of the cover letter that need improvement.
Next, review the resume. Are all details included? Have inappropriate details been
Elimnated? Is the format consistent and appropriate?
Like all memos, the recommendation memo should be brief, direct, and tactful. Other memos might be designed to report on or bring about action, but action is the invariable goal of the recommendation memo. You are to present and defend a suggested topic and approach for your Analytical Report.
Make sure your memo (no more than 2 pages) includes the following:
¨ Statement of purpose – this can be a direct statement, background information of supporting information that clearly demonstrates your intent to conduct an analysis of a problem in a specific way (defines the topic of your analytical report).
¨ Recommendation – to be persuasive (your intent is to convince the audience that your analysis is needed), you must include the support and rationale for why the work, research, repairs, review, etc. are necessary. You might include your “authority” or ability to do the analysis. You might also include your intended approach to collecting data or researching the problem.
¨ Request for approval to implement the action (which is the analytical report)- make sure when the reader(s) finishes the memo that he/she understands exactly what is expected. You should include time designations, concurrence (from someone of higher rank, usually supervisors), and/or some reference to pre-approval or insider/outsider expert agreement.
Successful documents do not give away any answers or secrets—remember, you are trying to persuade the audience of a need and a solution. Give enough information to arouse interest, confidence, and action (the go-ahead to do the analysis). Your writing should be persuasive, and assertive (write in present tense/active voice). You want to evoke confidence and prompt action. Finally, be sure to format and organize the memo in a way that is visually pleasing, accessible and clear on one reading.