writing for cieg 461 prof. stephen a. bernhardt dept of english kirkpatrick chair university of...
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Writing for CIEG 461
Prof. Stephen A. Bernhardt
Dept of EnglishKirkpatrick Chair
University of Delaware
September 23, 2002
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Types of Documents
Plans to govern work Memos and letters to
keep work flowing Proposals to describe
and persuade Reports to detail,
analyze, and interpret Presentations to
deliver
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Building Blocks of Writing What are you trying to do?
Purpose Who will use the document?
Audience What is the best approach?
Strategy How should it be designed?
Usability
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Planning document What are you trying to do?
Purpose, goals, deliverables Who will use the document?
Your team, your manager What is the best approach?
Detail on tasks, roles, & deadlines How should it be designed?
Graphic, organized, explicit
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Planning document Project overview Team and contact info Goals and deliverables Tasks, milestones, critical path
activities Team rules Schedule, time allocation Budget
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Why plan? Teams with shared visions (in
writing) work better. Teams need rules and schedules
(and wiggle room). Teamwork demands complex
resource planning.
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Why do teams break down? Failure to communicate Freeloaders Competing or unexpected events Unresolved personal and
procedural conflict Groupthink, early closure Not seeing writing as part of the
work
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Why do documents fail? Procrastination—writing after
work is completed Details overwhelm messages:
not focused on key issues Not designed for users;
not visually informative Paste-up job rather than
collaborative design and delivery
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Proposal Building Blocks Audience—
prospective customer Purpose—convince
customer that you offer best service to solve problem
Strategy—show benefits, deliverables
Usability—emphasize client concerns
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Proposal Quality Responsive to RFP—shared
mission Clear need Quality of deliverables Credible expertise: ability to
perform Realistic schedule and budget
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Be Deductive and Explicit
Purpose and scope up front Preview main messages and
issues Lead sentences on sections and
paragraphs—top line skim Plenty of navigation devices Emphasis on most important sell
points
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Elements of Design Effective formatting, layout,
and design Headers and footers Page numbers Consistent use of styles White space for separation
and emphasis
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Elements of Proposal
Front matter Body Back matter
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Front Matter
Orients the Reader
Cover with title, date, sponsor, proposer
Executive summary or abstract
Table of contents for organization
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Sample Cover Layout
Construction of an All-Composite Bridge on Business Route 896
Submitted by Nova Engineering
to The State of Delaware
September 24, 2001
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Body of Proposal
Provides Main Elements Introduction and overview Statement of problem Proposed solution with objectives Methods and materials Work plan: milestones, deliverables,
checkpoints Schedule (high level graphic) Budget: costs and benefits
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Introduction
Reviews the project context: Who requested the work? Why? For what outcome or benefit?
Overviews the plan of this proposal
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Statement of Problem
Provides clear and compelling description of the problem
Defines the need Discusses any critical issues
associated with the problem Details any constraints on the
problem's solution
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Proposed solution Identifies broad strategy or
planned approaches Lists specific, measurable
outcomes to be accomplished Ties objectives clearly to
problem
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Methods and materials Describes in detail what the
team proposes to do to find a solution (action steps)
Includes specifics—amounts, numbers, locations, tools, instruments, etc.
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Work Plan (in proposal) Focuses on management of the
project Shows how the team will be
coordinated, scheduled, and monitored
Commits to dates (aggressive or realistic or both)
Works at high level for client
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Schedule Presented in visual format Places all activities on a timeline Highlights critical or key
activities Convinces audience that the
timeline is realistic Serves as the proposal
“at a glance”
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Budget Presented in visual format Provides rationale and
commentary (budget narrative) Forecasts/determines costs for
staff, materials, support, and overhead
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Back Matter
Documents Details Bibliography or references Appendices
Computer documentation Questionnaire or survey instruments Full resumes Raw data to back up summary points
made in the body of the proposal
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Remember Your Purpose
So tell me quick and tell me true
Or else, my friend, to hell with you
Less, how this product came to be
More, what the damn thing does for me
Technology Transfer Poem, Martin Walker,
Cray Research
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Writing Resources UD Writing Center (831-1168),
basement of Memorial Hall Diane Kukich ([email protected]
; 239-1098) Strunk and White’s Elements of
Style Brusaw, Alred, and Oliu,
Handbook of Technical Writing