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Dr. Mark Jordan ~ ENGL 2311:
Technical Writing
Assignment: Process Analysis
or Product Analysis
General Description
This is the first major document
assignment for this course. It will count 15% of your course
grade. Before beginning this assignment, you should have read and understood Chapter
22, especially paying attention to the sample
documents. If you attempt
this assignment without carefully reading the chapter, you
will almost certainly become quickly lost. In fact, I
suggest that your approach should be to either read the
chapter first and then read these instructions; or else read
these instructions, read the chapter, then read them
again.
I strongly suggest that you
print these assignment
instructions and refer to them
frequently so you
will not overlook anything. Pay special attention to the
requirements and tips.
You will encounter several things in
the requirements below which you may have little or no
experience with. For one thing, I require the use of
headings and
subheadings such as you
studied in Chapter 15. Below, I discuss which ones to use,
and for what. Secondly, this major document assignment
requires you to construct or otherwise acquire a suitable
visual for your document. This is a non-textual,
graphic component which (depending on which assignment
option you choose) will probably be either a flowchart or a
line diagram. A flowchart is simply a serious of boxes
containing names of stages in a process, and connected by
arrows; a line diagram typically shows a simplified image of
some object, with parts labelled. Visual construction is
covered in Chapter 14, and also you should read my Chapter
14 Chapter Summary for some practical advice on this aspect
of your assignment. Another option for a visual is to
photocopy or digitally save from the Internet an appropriate
image. This is permissible under Fair Use laws
so long as you cite the
source beneath the borrowed visual!
Overall, you will probably find
that using the formatting concepts you were just quizzed
over is the most challenging part of this
assignment, although it is
also true that your paper cannot receive a high grade unless
it is substantive and well-written on the sentence
level--not all just "whistles and bells," in other words.
Nevertheless, my assumption is that you are more experienced
with writing than you are with professional document
formatting concepts and techniques.
You have two separate options for
this assignment, detailed below; you will choose one of
them. Both are covered in Chapter 22. The first one covered
in the chapter is a product
description, which describes
the different features of some tangible product or object
such a a cell phone, a computer keyboard, etc. The second
one covered is a process
description, which describes
the stages of some process which the reader will not
carry out but needs to know
about.
IMPORTANT NOTE: Neither of these documents is the same thing
as a set of instructions, which are covered in Chapter 23.
In the case of a product description, the parts of the
product are merely described, like this: "The backspace key
on most keyboards deletes the character to the immediate
left of the cursor." By contrast, a set of instructions
tells someone how to use that part, like this: "You should
strike the backspace key once to delete the character
immediately to the left of the cursor." Notice that the
instruction gives a command (the imperative mood) and addresses the reader directly by use of
the second person voice (use of the pronoun you,though it
is often merely understood rather than stated). By contrast,
the product description gives the reader no command but
instead uses the declarative
voice, and instead of
speaking directly to the reader in the second person, the
product description speaks about the
product, in the third
person (use of
it rather than you).
Similarly, a process description is
also not the same thing as a set of instructions, and again
it is the wording that differs. The main distinction between
a process description and instructions is in fact identical
to that above: a process description uses the third person
voice and the declarative mood, rather than the second
person voice and the imperative mood of command. This is
because a process description is written for a reader who needs to know
the steps but who will not personally perform them, an
example being a biology student studying cell reproduction.
By contrast, a set of instructions is written for a reader
who will actually carry out the steps. So in a process
description you are writing , in general, "First this
happens, then this second thing happens" whereas in
instructions, you are writing "First do this step, then do
this second step."
To sum up, you will use the
declarative mood and third person voice for either of the
options below. If you do not fully understand the
distinction after the above explanation, email me and
ask.
Two Options for This
Assignment
Option One: A Process
Description Document
Remember that process analysis is written for readers who
need to know about the process but who will not actually
perform it themselves. With
that in mind, for this option you will select a specialized
process which you understand well--preferably one from your major area of study
or from your work. Please
choose a process which has approximately five steps or more.
Some example topics:
- For example, if you were a
student in Radiology you might choose to describe the
process for taking a certain type of x-ray, including
positioning of the patient. However, you would be writing
to inform the patient, rather than to instruct a
radiologist on how to do this.
- Or, as another example, if you
work in an office you might detail the steps by which
something is accomplished--the way suggestions for
changes are handled, for instance, if such a process is
formalized. You would not be giving instructions but
rather describing this process to inform a new employee
who needs to know but will not actually be making
decisions.
- Or you could even describe some
process which is done in some hobby you enjoy--again, not
to give instructions, but to inform someone who might be
curious but who is not yet ready to take up the
hobby.
Using the process analysis on pages
525-527 of your text as a model ("How Acid Rain Develops,
Spreads, and Destroys"), write a process analysis to explain this process to those who are
unfamiliar with it. Try to think of a specific audience--for
example, patients who need to be aware of the steps of their
medical treatment, but who will not be the ones to carry out
those steps. Besides using the above mentioned analysis as a
model, your process analysis should also roughly follow the
process analysis outline on page 524. Feel free to modify
the outline but do not omit parts simply because you do not
understand them. In such a case, ask me questions.
Requirements
- Choose a process which readers
need to know about but do not need to apply.
- Choose a process which you
yourself know well.
- Choose a process which has a
minimum of either five major stages and/or substages.
Each stage should need more than a sentence or two of
description; remember, you must give me enough to grade
here!
- Write for a specific,
appropriate audience which is unfamiliar with the
process.
- Produce an overall length of
approximately three to five pages in hardcopy.
- Use the various formatting
principles studied in Chapter Fifteen, especially the use of lists and
headings/subheadings.
- Include at least one visual;
see appropriate pages in Chapter Fourteen.
- Include a title page (see
sample, p. 369). The
audience you list on the title page should be the primary
reader you are writing for, not me.
- Include page numbers (except for
the title page). Your first page of text, not the title
page, is page 1.
- Because these are not
instructions, you should use third person and the declarative
mood rather than second
person and the imperative mood.
Tips
- The best choice of visual is
probably a flowchart.
If using only one visual, the best placement is usually
either at the very end of
the Introduction or at the beginning of your main
body, the Stages of the
Process.
- The visual can be done carefully
"by hand" with a straightedge and a razortip marker, if
you have no appropriate computer software available. For
hands-on tips on how to manually create a visual, go to
my Chapter 14
Summary. (It is actually
quite possible to use the limited graphics capabilities
of MS Word to produce a perfectly adequate flow
chart.)
- Organization should probably
include three main sections, to be named similarly to
this: Introduction of the
Process, Stages of the Process, &
Conclusion. These will
become Level One headings. This matches the outline in
your book. Modify the wording as needed.
- It is likely that the only
section to need Level Two subheadings will be the main
body. These subheadings should correspond to the stages
of the process. This also matches the outline in your
book.
- Use Level Three subheadings only
if you need to show sub-stages of certain major
stages.
- Remember that a process normally
follows a set sequence, so number your stages
accordingly. Normally, each Level Two subheading in the
main body section should include the number of that stage
of the process.
Option Two: A Product
Description Document
For this document, you will select a
mechanism used in your major field, or else select an item
from the accompanying list or one of your own choice. Using
Chapter 22's general outline (p. 518) and sample document
"Description of a Standard Bumper Jack" (pp 521-23), develop
an objective description of the mechanism. Include at least
one visual (you may use a visual published elsewhere so long
as you cite your source). Write for a specific use by a specific
audience. And remember, you are simply describing the
mechanism, its parts, and its function. Do not
provide instructions for its assembly or its
operation.
Here is the list of suggestions if
you are not able to choose from your major field. This list
is not all-inclusive; you may select other mechanisms not on
the list.
- Soda-acid fire
extinguisher
- Breathalyzer
- Sphygmomanometer
- Transit
- Skinner box
- Distilling apparatus
- Saber saw
- Hazardous waste site
- Brand of woodstove
- Photovoltaic panel
- Catalytic converter
- Radio
- Common office or household
appliances which everyone is not already familiar
with
Requirements
- Describe a mechanism's
parts and function
but include no
instructions for use.
- Choose a mechanism which you know well.
- Choose a mechanism which has
at least five parts which
need more than one sentence of explanation;
there is room for
negotiation here, but the main point is to choose
something which takes more than a page and a half to
describe. You must give me
enough to demonstrate your understanding of this type
document.
- Write for a specific,
appropriate
audience which is
unfamiliar with the mechanism.
- Produce an overall length of
approximately three to
five pages in hardcopy.
- Use the various formatting principles studied in Chapter Fifteen.
- Include at least one
visual; see appropriate pages in Chapter
Fourteen on types of visual, and also see my Chapter
Fourteen Summary
- Include a Title Page; see pages 368-69 in your text.
The audience you
list on the title page should be the primary reader you
are writing for, not me.
- Include page numbers (except for
the title page). Your first page of text, not the title
page, is page 1.
- Because these are not
instructions, you should use third person and the declarative
mood rather than second
person and the imperative mood.
Tips
- In choosing your mechanism, what
you want is something with enough parts to describe but
not too many. Enough is probably about five to a dozen,
depending on how much explanation each part needs.
Obviously you should not choose something with only a
handful of parts if those parts can each be described in
one or two sentences.
- Avoid trying to provide a
description for an entire class of objects, such as
Description of a Cordless Telephone. There are too many
differences from one brand to another. Instead,
always choose some
particular brand and model of the object you intend to describe, and
as a rule, include that
brand and/or model name and/or number in your
title.
- Also give some attention to how
your choice of audience may change the types of parts you
are obligated to describe. For example: If you are
writing for a typical user, then
a description of an answering machine or cordless
telephone need not include very many internal parts at
all; on the other hand, a description for a
technician would need to include all internal parts,
wiring diagrams, etc. I suggest that, in general, you
choose a user rather than a technician for your
reader.
- The best choice of visual is
probably a line
diagram (see Chpt. 14).
If using only one visual, the best placement is usually
either at the very end of the Introduction or at the
beginning of your main body, the Description of
Parts.
- See my Chapter Fourteen
Supplement under Chapter
Summaries for help if you
need to produce your visual from scratch, or for help to
incorporate a previously published visual.
- Organization should probably
include three main sections: General Description (Introduction), Description and Function of
Parts (Main Body),
& Summary and
Operating Description
(Conclusion). These will become Level One headings. This
matches the outline in your book. Modify the wording as
needed.
- It is possible that the only
section to need Level Two subheadings will be the main
body. These subheadings should correspond to the parts of
the mechanism. This also matches the outline in your
book.
- Use Level Three subheadings only
if you need to show sub-assemblies of certain major
parts.
- You will need to decide on some
logical sequence to your description of parts: Spatial,
Functional, Chronological, or Combined (see pages
516-18).
Due Dates
The assignment is based on your
reading of Chapter 22. It is due in three steps:
Step One
After you have read and studied
Chapter 22 and the assignment requirements above, choose
which option you favor and your specific topic.
Then go to Nicenet to the
Process/Product
Description Conference and post a very brief memo stating three
things:
- Your topic
- Whether process description or
product description (should be obvious from your topic
itself; this is a double check to see if you are
confused)
- Your intended audience--here,
think of a realistic audience which might use such a
document. In other words, for whom would you write such a
thing as this, other than me?
This first step is due by
Monday, September
13th. If you want private feedback from me before
choosing a topic for posting, feel free to ask, but do so
quickly.
I encourage you to comment on
each others' topics or to ask questions.
Step Two: Read
Carefully!!
Second, a rough draft plus cover
letter is due on
Wednesday, September
22nd. You may submit
this in several ways: by dropping it off at my office, by
surface mail, by email attachment, or by fax.
- Dropping your letter and rough
draft off gives the the best of all worlds, but obviously
can only be done by local students. This submission runs
no risk of inadvertent shifts or deletion of formatting
(as with file attachment or fax) but is not
time-consuming as with surface mail. My office is in #220 Wilkerson
Hall.
- The advantage of surface mail is
that it also preserves formatting; the disadvantage is
that it takes extra time for feedback to reach you. If
you do this, mail to me c/o the college, just as you did
with your first letter (see the address at the bottom of
this link), and make sure that your submission is
postmarked by Wednesday
9-22-04.
- The advantage of email file
attachment is speed; the disadvantage is that some
formatting may be lost or changed, such as font size,
font choice, spacing, etc. That is not supposed to happen
but it may! If you do this, you will need to send two files, one for
the letter (filename: ltr2yourinitials) and one for the
rough draft (filename: rd1yourinitials). And you will
need to save both documents first in Rich Text or I will
not open the file for fear of viruses!
- The advantage of fax is also
speed; the disadvantages are that your page numbering or
anything else close to the margins (like the edge of your
visual, perhaps) will be lost, and faxing is notoriously
unreliable. If you
choose to fax, the number to fax to is 432-335-6559.
Also, you must include your fax number so that I may
return your document by fax--unless you specify I should
return it by surface mail, in which case you must include
your mailing address.
Here are some general instructions
for doing your rough draft:
- Begin with a title
naming the specific product or process to be described.
Your title might also include the intended audience:
"Ultrasound Therapy Steps for Physical Therapy
Trainees."
- Include three Level One headings, one each for the introduction, main
body, and concluding sections. Be as specific in the
wording as possible; in other words, rather than "Main
Body," use something similar to "Stages of the Process"
for a process description or "Description and Function of
Parts" for a product description; follow your textbook
outline here.
- In the introductory section, you
probably do not need Level Two headings, and you may even
be able to omit or combine some of the items in your
book's outline; however, think twice before omitting
anything.
- In the main body section,
include a separate Level
Two heading before each stage in the process or before each separate
part and its description in the product
description.
- The description of each stage or
part should be more than one or two sentences long, in
most cases--normally each stage or part should be worth
at least a short paragraph. Carefully study both the
appropriate outline in your textbook and the appropriate
sample document for the type you are doing.
Note that it is customary
in a professional document to single-space within paragraphs and
double-space between them, unlike with a typical academic paper
which is normally double-spaced throughout.
- Include Level Three headings for any sub-stages or
sub-parts (though you may
not need these).
- Ideally, your rough draft should
include your visual. However, it does not have to. If
not, indicate where you intend to place your
flowchart or linediagram or other visual(s) by place a note, in
parentheses, like this: (flowchart here). If the visual
will be centered in the page, then center the note; if it
will be to the right or left, then place the note
accordingly. Do not place the note on the same line as a
heading.
- Additionally, these headings
should be visually
formatted, using some
consistent combination of font selection, font size, and
highlighting styles such as bold, italic, underscore,
and/or all caps. For
example, you might choose to make your Title extra large,
centered, bold, and underscored; then your Level One
headings somewhat larger than normal type, bold, and
underscored, but smaller than the title and against the
left margin rather than centered. Then for the Level Two
headings in the body, you might use normal size type,
against the left margin, but bold and italicized. Any
needed Level Three headings might look like Level Twos
but be bold only, not italicized.
- Make sure that all Level One
headings resemble each other visually; that all Level Two
headings are also identical to each other in terms of
visual formatting; and that all Level Three headings, if
you use them, are identical to each other.
- At the same time, make sure that
the Title is the most noticeable in terms of size and
highlight style; that the Level One headings are less
imposing than the title, but more so than the Level Two
headings; and so forth. In other words, use the knowledge
of headings you just learned from Chapter Fifteen.
The rough draft will count as a
double daily grade in itself.
As for your cover letter, it
fulfills several purposes. One, it gives you further
practice in writing a professional letter; two, it will be
used to highlight whatever special help you need while also
aiding in our communication about this assignment. I will
respond to whatever questions you include in your letter. So
for the letter, follow these requirements:
- Follow all general letter
formatting rules and use of standard letter elements as
with the first letter you wrote.
- It should begin by saying
something like "Enclosed you will find. . ."
- Then tell me whether you want me
to return your draft as you have delivered it, or not;
and if not, how. Be sure to give me all necessary
information I need to return your draft in the chosen way
(examples: mailing address, fax number, etc.).
- If you have not included your
visual in your rough draft, tell me what kind of visual
you plan on and tell me also how you plan on creating or
acquiring it.
- Last, use the letter as an
opportunity to ask questions about whatever aspect of
this assignment you are puzzled over. I think you will
find that simply wording the question intelligibly may
help you somewhat. I will
actually answer these questions. On the other hand, if you have absolutely
no questions, tell me that is the case. Do not leave me
to wonder whether you have just omitted this part of the
letter.
- Be sure to sign your letter and
to add the "Enclosure" element at the end; see Chapter
Nineteen.
Step Three
The final draft
is due on Wednesday, October
6th. It should be submitted
either by dropping it off at
my office or by surface mail. Note that
neither file
attachment nor fax submissions are acceptable for the final
draft! If you surface mail, it is sufficient that it is
postmarked by the 6th, so long as you email me to let me
know it's coming.
No cover letter is required
for the final draft. Be sure, however, to include a title
page and address it to your target audience, not to
me.
You should ideally need to make only
small changes in your rough draft. Your most intensive work
after doing the draft may well be to complete the visual.
However, you should feel free to make any changes you see
fit. You may even change topic, though obviously you would
waste much work and time in doing so.
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