Benefits of Technical/Professional Writing

Defining Technical Writing

There are many as many definitions of technical writing as there are technical writers in the field. W Earl Britton defines technical writing as communication “that has one meaning and only one meaning” (Allen, The Case Against Defining Technical Writing). By this, Britton assumes that certain words intentionally put together in a specific way will always mean just one idea. Another potential definition of technical writing is “writing that accommodates technology to the user” (Allen). However, putting a definition on the entirety of the field of technical writing has to date been the focus of much discussion. There are many kinds of technical writers, and not all technical writers deal with complex fields like science, medicine, and technology (Allen).

For the Southeast Kansas Community Action Program, Inc., a technical writer must be able write and edit documents of many different formats. Forms are heavily used at SEK-CAP as a method of collecting information about clients. The hired technical writer must know what makes a good and bad form and be able to edit existing forms to successfully serve the demographics of the clients we serve. Grant writing is another important aspect of SEK-CAP. SEK-CAP receives most of its income from government or private funds, and grant writing is crucial to landing that funding. The technical writer will deal heavily with grants. The third major position the technical writer will hold is in writing or editing employee manuals. Crucial information that affects operations and transmits federal law is carried in these manuals, and the technical writer must ensure that the wording is clear, concise, and accurate; in other words, accurate and indisputable under the law, yet easy for employees to read and understand. Finally, an additional responsibility that may fall to the technical writer is running SEK-CAP’s social media. The technical writer must understand the audience, find relevant information, and deliver the information in a way that is interesting to read.

Why A Technical Writer?

The value in a technical writer is immeasurable. By hiring a technical writer, SEK-CAP will be able to add a valuable ally who can deliver crucial information to clients and employees in easy-to-digest bites. Nothing is as useless as a document that the reader cannot understand or use. Furthermore, some of SEK-CAP’s clients are LEPs, or people with Limited English Proficiency. The clients may know a little English, but not enough to understand complex sentences and a large vocabulary. A technical writer will know how to translate important documents into Basic English. Basic English is language that is easy to understand for clients with a limited knowledge of English, or even clients with a limited education. Basic English can also be translated into other languages much easier than a document written in formal English. This has endless use for SEK-CAP.

Value in Humanities

Keep in mind, however, technical writers can come from any degree outside of plain “technical writing.” Many brilliant and useful writers and editors can come out of the humanities department. Their skills in ‘regular English’, literature, and rhetoric could be very useful. The writing they have done in the past could very well be considered technical. After all, “no one is prepared to say which subjects are ‘technical.’ . . . Reality doesn't come in packages clearly marked ‘technical’ or ‘nontechnical’ (Miller, A Humanistic Rational for Technical Writing).” In other words, an English major could still have the skill and understanding to be an excellent technical writer, and the skills they gathered through school could be a valuable asset to SEK-CAP. Humanity degrees have studied methods of rhetoric and the realities of human thought. This could be invaluable in much of the work the technical writer will have to do, such as grant-writing and social media operation. To be able to convince the audience to agree with the writing requires careful wording and an understanding of humanity. Further, the English language does not handle impersonality very well (Miller). It would be prudent to hire someone who has a firm grasp on how to use the English language clearly and effectively. This person could very well come from a degree that teaches syntax, control, vocabulary, and history of language.

Sources

Allen, Jo. "The Case Against Defining Technical Writing." Writing in the Workplace. Boston: Allyn and Bacon, 1998. N. pag. Print.

Millar, Carolyn. "A Humanistic Rationale for Technical Writing." Print.

Training for my future

The first job I looked into was for a company called The Fountain Group. The Fountain Group is a staffing agency that places potential employees with "prominent clients." This particular add list the following necessary qualifications:Technical Writer / Communication Specialist with SharePoint experience.
Not a SharePoint Developer or Administrator but a candidate that has a good working knowledge of SharePoint and knows the ins and outs.
Experience Required: MS Office, SharePoint, Business Comm., Web based tools. Of these qualifications I was unfamiliar with SharePoint, so I looked up some information on this.
I found a couple of websites that would be helpful in obtaining the information I would need to be able to have a basic knowledge of SharePoint. SharePoint seems to work much like Google Docs. Added features to this program would be the ability to pull in information from across the company; however, as they are not looking for an administrator, but someone that has working knowledge this system looks to be a quick pick up with a few tutorials.

http://www.youtube.com/watch?v=s12Jb5Z2xaE

and

http://office.microsoft.com/en-us/sharepoint/sharepoint-2013-overview-collaboration-software-features-FX103789323.aspxhttp://office.microsoft.com/en-us/sharepoint/sharepoint-2013-overview-collaboration-software-features-FX103789323.aspx

This website had by the far the most information, along with links to additional information to get a user started.

http://www.fastsharepoint.com/tutorials/WhatIsSharePoint


 ForceV Technologies is an IT technical staffing company. They are looking for a technical writer with the following qualifications:
• Hands-on technical writing and editing experience, with specific experience in documenting information technology software and systems.
• Knowledge of information gathering, planning, and organizing methods and principles.
• Experience with Current Desktop publishing tools.
• Experience with industries that are regulated and require documentation according to regulation.
• Strong understanding of document formatting and presentation techniques.

This one seems pretty straight forward, of course that is dependent on the desktop publishing program they are using. A list of the top 10 desktop publishing reviews can be found here:
http://desktop-publishing-software-review.toptenreviews.com/

At the top of the list was PagePlus. This link takes the user to several YouTube videos describing different aspects of its program.

http://desktoppub.about.com/od/serif/tp/Serif-PagePlus-SE-Tutorials.htm 


Weatherford is a Swiss-based, multinational oilfield service and technology company. They are looking for a TECHNICAL WRITER II in the Houston, TX area. Requirements for this job are:

English Language-- Knowledge of the structure and content of the English language, including the proper meaning and spelling of words, rules of composition, and grammar.
Software – Must be proficient in Microsoft Office (Word, Access, Excel, PowerPoint) version 2010, Visio, Adobe Acrobat standard or professional 7.0 or higher, and Windows.
Communications and Media-- Knowledge of media production, communication, and dissemination techniques and methods. This includes alternative ways to inform via written, oral, and visual media.

Computers and Electronics-- Knowledge of PC electronic equipment.

Reading/Writing Comprehension – Ability to read and understand written information in work related documents, and effectively communicate by written narrative.

Oral Comprehension/Expression – Ability to listen attentively and understand verbal information, as well as speak and communicate effectively.

Time Management – Ability to manage one’s own time and establish work priorities.

Active Learning-- Understanding the implications of new information for both current and future problem-solving and decision-making.

Critical Thinking-- Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.

Complex Problem Solving-- Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions.

Speech – Ability to communicate and convey information where others may understand.

Knowledge of SharePoint 2010.

Again the links to SharePoint would be good to have, but for this tutorial I will be focusing on Visio. This is a program that helps organize complex data and create things like flow charts.

http://office.microsoft.com/en-us/visio/

This quick tutorial shows users how to quickly set up a flow chart.

http://www.youtube.com/watch?v=2GDDRholTsg

Benefits of Technical / Professional Writing

Jo Allen in "The Case Against Defining Technical Writing," believes that, "It strikes many as ironic - if not downright embarrassing - that a discipline that so frequently constructs definitions cannot muster one for its own enterprise." A technical writer just brings so many skills to the table that it is difficult to pin down a precise definition. Technical writers are trained in editing, writing, rhetoric, and various writing styles, most of which they have acquired from humanities classes. Although I have taken classes in advanced composition, I have learned just as much about style and clarity, if not more, from my technical writing classes.Technical writers also bring technology with them that cannot be overlooked such as the ability to operate a database, set up a website, or run a company blog.

In working in this office I have seen many instances where a technical writer from a humanities department could benefit the city. Already the transferring of the city code book into a word document has saved the city a minimum of $2500.00 for each reprint of the city code. The city could benefit greatly by having a technical writer on staff in many other ways as well. A technical writer could set up a webpage, maintain a blog in which council meeting minutes could be posted, forms could be revised for individuals in town with disabilities, and handouts could be made available for citizens to pick up instead of having to wait for copies to be made.The advantages of having a technical writer from a humanities program would be great.

Carolyn Miller in "What's Practical About Technical Writing?" says, "If technical writing is the rhetoric of 'the world of work,' it is the rhetoric of contemporary praxis." Rhetoric has been used in political documents from the beginning of the United States. The Declaration of Independence used rhetoric as a means to appeal to the colonists through ethical, logical, and emotional appeals, as well as with syllogisms. Although documents from the city would not be designed to throw off the yoke of a tyrant, the same appeals can be used to get citizens to conserve water, recycle, take pride in their town, and other numerous ways.

The city could benefit greatly from a technical writer's ability to get information out to the community by using technology and writing. Making city business more readily accessible to the citizens it serves would reduce misinformation and disgruntled citizens.

Sources

Allen, Jo. "The Case Against Defining Technical Writing." Writing in the Workplace. Boston: Allyn and Bacon, 1998. Print.

Dorbin, David. "What is Technical About Technical Writing?" Print.
Millar, Carolyn. "A Humanistic Rationale for Technical Writing." Print.

Tebeaux, Elizabeth. "Let's Not Ruin Technical Writing, Too: A Comment on the Essays of Carolyn Miller and Elizabeth Harris."

---. "What's Practical About Technical Writing?" Print.

How Technical Writing Benefits You

How Technical Writing Benefits You

What is Technical Writing?

While some define technical writing as "writing that accommodates technology to the user" (Dorbin 118), that oversimplifies the field. Technical writers have expanded to take on responsibilities dealing with public relations and website management. A simple definition of Technical Writing cannot work because such a definition would exclude any service that doesn't fall into that definition (Allen 74), and the usefulness of a Technical Writing comes from their ability to accomplish a number of diverse and innovative problems.

Specifically in a Learning Center or Student Success Center, a Technical Writer accomplishes a variety of goals: We can department advertising. We can manage webpages. We can oversee company branding. We can run programs used by the department. We can type manuals for those programs. We can perform grant-writing. We can edit speeches and emails that will be heard/read by the public. We provide business and departments with whatever technology and language based needs our superiors need. Rather than being defined by what they can do, Technical Writers should be defined by the value they give their employers.

As you can see, the benefit of a Technical Writer comes from the Technical Writer's ability to make their employer appear more accommodating. While performing these various tasks for businesses, Technical Writers also use their skills to create an image for a business, making an employer's products and services straight-forward while also appearing user-friendly and inviting. With a Technical Writer, an employer receives both practical services and a partner in defining and marketing a company image for the public.

The Benefits of the Humanities

Occasionally, even in groups of Technical Writers, there is a stigma about the portion of a Technical Writing Degree that is made up of humanities courses. The traditional conflict is between the practicality of both business and science and the idealism inherent in the humanities. Since the late 1800's, this uneasiness has existed as individuals have been torn between whether colleges should be training their students for the work force or teaching them cultural awareness ("Practical" 65). But Technical Writing bridges the gap between practical and idealistic fields, using the study of both types to enhance the tasks Technical Writers perform.

I've spoken of how Technical Writers allow an employer to appear more accommodating, and this comes in part from Technical Writing's placement within the humanities at universities. While Technical Writing has a clear connection with the practical use of language - documenting information "clearly, correctly, and economically" (Tebeaux 822) - the humanity requirements of the Technical Writing degree allows Technical Writers to understand the society and communities they are writing to ("Humanistic Rationale" 22). Someone who does the work of a Technical Writer must be able to balance being clear and concise while also understanding the audience that we work in.

While examining the statistics of Missouri Southern State University's Student Success Center, I realized that the Center's services are used by several ESL students. That same semester, I was assigned the task of writing a program manual for the center that would be used by both administration and students alike. Because of my awareness of the audience's demographics, I knew that I had to write in a style that would appeal to the administration while also being clear and accommodating to ESL students who would need to use the manual. My work on the manual was informed by the practical application of ESL friendly "International English," but it was also informed by my knowledge of what the administration and student body both needed and expected from the manual, a task fit only for someone with both practical training and a humanist background.

Allen, Jo. "The Case Against Defining Technical Writing."

Dorbin, David. "What is Technical About Technical Writing?" 

Miller, Carolyn. "A Humanistic Rationale for Technical Writing."

---. "What's Practical About Technical Writing?"

Tebeaux, Elizabeth. "Let's Not Ruin Technical Writing, Too: A Comment on the Essays of Carolyn Miller and Elizabeth Harris."

Training for the Future

Over the course of the semester, you will submit 600 – 800 word contributions to the Pitt State Technical / Professional Writing Internship site (pittstatetechwritinginterns.blogspot.com) using the Blogger online publishing tool.  The site will serve as a resource for future interns, other technical / professional writers at large, and students contemplating technical / professional writing as a major as well as as preparation for you as you enter the job market.  Keep these audiences in mind as you complete your contributions.  Each contribution focuses on one of four goals:  defining technical / professional writing for yourself and for others outside the field (future coworkers in other departments, for example); exploring how genre works in technical / professional contexts; understanding the workplace; and preparing for the job market.  If you have questions about these assignments, contact me, Jamie McDaniel, not your internship supervisor.

1)      Training for the Future

Readings

Johndan Johnson-Eilola, “Relocating the Value of Work:  Technical Communication in a Post-Industrial Age”

Sherry G. Southard, “Interacting Successfully in Corporate Culture”

Emily Soplinsky, “Survival Skills for Communicators within Organizations”

Assignment

Now that you are close to completing your internship experience, the Director of Technical / Professional Writing has asked you to explore how it has contributed to your qualifications as a technical / professional writer and what skills and abilities you may still need to develop. 

To that end, find at least three job advertisements / descriptions for technical / professional writing positions for which you would apply.  Research these positions and companies.  Given your research, you will create a “training unit” for the positions you have found.  This training unit should consist of resources that will increase the likelihood of your employment in the kind of position you have researched as well as a rationale for the resources you include.  What resources and experiences from your internship will help you get the kind of job that you want, and what resources and experiences do you still need to gain? 

This training unit might include additional readings, websites, videos, suggested coursework, online courses (such as those offered through Lynda.com or through Adobe), or any other resources that will help prepare you.  For example, if the job advertisements request experience with Adobe Production Premium, then you might include links to YouTube videos that discuss the ways to use Adobe Production Premium or links to the appropriate AdobeTV videos.  Additionally, if the job advertisements request experience with social media, you might include links to resources on blogging.  You could also include other suggestions about gaining this kind of experience, such as managing a website or Facebook page for a local non-profit organization.  These suggestions are only a few ways in which you can increase your marketability.

In order to increase the persuasiveness of your contribution, the Director of Technical / Professional Writing has asked you to include appropriate research from specialists in the field.  You will also want to include any resources you find, whether a PDF, a web link, a video, or another kind of resource.

From Schoolroom to Workroom

Over the course of the semester, you will submit 600 – 800 word contributions to the Pitt State Technical / Professional Writing Internship site (pittstatetechwritinginterns.blogspot.com) using the Blogger online publishing tool.  The site will serve as a resource for future interns, other technical / professional writers at large, and students contemplating technical / professional writing as a major as well as as preparation for you as you enter the job market.  Keep these audiences in mind as you complete your contributions.  Each contribution focuses on one of four goals:  defining technical / professional writing for yourself and for others outside the field (future coworkers in other departments, for example); exploring how genre works in technical / professional contexts; understanding the workplace; and preparing for the job market.  If you have questions about these assignments, contact me, Jamie McDaniel, not your internship supervisor.

3)      From Schoolroom to Workroom

Readings

Linda Driskill, “Understanding the Writing Contexts in Organizations”

Chris Anson and Lee Forsberg, “Moving Beyond the Academic Community:  Transitional Stages in Professional Writing”

Susan Katz, “A Newcomer Gains Power:  An Analysis of the Role of Rhetorical Expertise”

Assignment

Authors Linda Driskill, Chris Anson, Lee Forsberg, and Susan Katz have approached you to contribute to an anthology that offers descriptions of internship experiences in various areas. The audiences for the anthology are students who are considering a career in technical / professional writing or students who are already technical / professional writing majors but need to decide on a specific area in which to do an internship.  At the very least, your contribution to the anthology should include

·         your job title,

·         a description of your responsibilities,

·         a list of what you would say are required qualifications and preferred qualifications for this position,

·         the abilities and skills you have learned / practiced during your internship,

·         the abilities and skills you thought you would learn / practice but have not,

·         a description of the ways that writing and working with your internship differs from writing and working at school, and

·         an analysis of the writing context, work atmosphere, and organizational hierarchy (use the readings to help you accomplish this task). 

You can also include any other information that you deem important.  Think of your contribution in this way:  If you knew who was taking over your position after you leave, what would you tell them about the job and about your internship location and why?

In order to increase the persuasiveness of your contribution, the book editor has asked you to include appropriate research from specialists in the field. 

Genres in Technical / Professional Writing

Over the course of the semester, you will submit 600 – 800 word contributions to the Pitt State Technical / Professional Writing Internship site (pittstatetechwritinginterns.blogspot.com) using the Blogger online publishing tool.  The site will serve as a resource for future interns, other technical / professional writers at large, and students contemplating technical / professional writing as a major as well as as preparation for you as you enter the job market.  Keep these audiences in mind as you complete your contributions.  Each contribution focuses on one of four goals:  defining technical / professional writing for yourself and for others outside the field (future coworkers in other departments, for example); exploring how genre works in technical / professional contexts; understanding the workplace; and preparing for the job market.  If you have questions about these assignments, contact me, Jamie McDaniel, not your internship supervisor.


2)      Genres in Technical / Professional Writing

Readings

Carolyn Miller, “Genre as Social Action”

Anis Bawarshi and Mary Jo Reiff, “Rhetorical Genre Studies” and “Genre Research in Workplace and Professional Contexts” 

Assignment

Your internship supervisor has asked you to contribute one entry to a guidebook for a kind of writing (or genre of writing) that you have encountered during your internship.  This guidebook is not simply a style manual (with information such as margin width and typeface, for example).  Instead, the internship supervisor wants to help future interns and other workers understand a genre of technical / professional writing by describing the primary elements of that piece of writing (what Miller calls “typified rhetorical actions”) and the ways in which this genre works within your specific professional context (“recurrent situations,” to use Miller’s language). 

Additionally, in order to better understand the genre, the internship supervisor has asked you to research other jobs and types of professional situations in which you might use this genre and describe how it is used within that context.

Finally, in order to increase the persuasiveness of your contribution, your internship supervisor has asked you to include appropriate research from specialists in the field. 

Your contribution should

·         Describe the primary elements of a technical / professional writing genre used during your internship

·         Outline the ways in which this genre works within your specific professional context at your internship site, and

·         Describe other professional contexts in which this genre might be used and the ways it might change in those other situations