Best Tech Writers forum November 23, 2007
Posted by iawalsh in : Recommended , add a commentNo, it’s not my own!
But if you want to post a question about tech writing or learn from others in the field, then this group is probably the best.
Tech Whirl is at: http://groups.google.ie/group/bit.listserv.techwr-l/topics?lnk=srg&hl=en
If you know of others, please post them here.
Get paid $20 per article November 23, 2007
Posted by iawalsh in : Recommended , add a commentFreelance writers might be interested in this.
A new online venture, at least to me, Associated Content [http://www.associatedcontent.com ] pays between $3 and $20 per article you submit to them.
There is also a bonus system where you get paid extra for the number of times your article is displayed to readers. You can also link it in with Google Ads.
“Associated Content’s unique platform enables everyone to earn income and gain exposure by publishing content. Associated Content offers a unique environment of pre-qualified and targeted audiences to our advertisers, content partners and publishers.”
http://www.associatedcontent.com
Get paid $20 per article November 23, 2007
Posted by iawalsh in : Recommended , add a commentFreelance writers might be interested in this.
A new online venture, at least to me, Associated Content [http://www.associatedcontent.com ] pays between $3 and $20 per article you submit to them.
There is also a bonus system where you get paid extra for the number of times your article is displayed to readers. You can also link it in with Google Ads.
“Associated Content’s unique platform enables everyone to earn income and gain exposure by publishing content. Associated Content offers a unique environment of pre-qualified and targeted audiences to our advertisers, content partners and publishers.”
http://www.associatedcontent.com
The best Tech Writing Book on the Web? April 14, 2007
Posted by iawalsh in : Recommended , add a commentHello,
One of the best books on tech writing is freely available on the web at:
http://www.io.com/~hcexres/textbook/
Well worth a visit. I’ve read every page on it and learnt a huge amount.
Ivan
Hi Ivan,moved to the USA 6 months ago and now applying for H1B. Can u suggest me some books for gaining familiarity with the writing styles followed here, esp for technical audience….Am also reading ur articles….finding them really useful and helpful for people like me.
Viva FormsAssistant! - Create & Fill in Business Forms Automatically March 27, 2007
Posted by iawalsh in : Recommended, downloads , add a commentFormsAssistant is an excellent Microsoft Word add-in for those involved in creating and filling in business forms.
Working from within the Microsoft Word interface, FormsAssistant lets you create new forms, modify existing ones, and fill forms with the appropriate information. By standardizing and automating your business’ forms processing, productivity increases, printing expenses decrease, and errors become less and less frequent.
FormsAssistant saves time by allowing secretaries and data entry people to use form templates for employment applications, surveys, medical insurance paperwork, contracts, form letters, and all types of documents where much of the wording is boilerplate.
To fill in a form, simply click the FormsAssistant icon on the Word toolbar. The program keeps all previously entered values, so you can select and reuse them with a single click. When you have entered all of the data, the form can be saved, printed, and treated like any other standard Word document.
FormsAssistant costs $29.95 (USD) for a single-user license. The program comes with a 30-day money-back guarantee. Purchase FormsAssistant at http://www.momsoftco.com/, or download a free, fully functional 45-day trial version.
Guidelines For Writing Webpage Titles January 25, 2007
Posted by iawalsh in : Misc, How do I ?, Recommended, Tips , add a commentWeb page titles describe the content of your web page. They are essential to get right if you want reader to visit your page, as well as search engines and RSS newsreaders to index them correctly.
The web page title should explain (at least) three things:
Purpose of the webpage.
Knowledge offered by its content
Benefits to the reader if they visit this specific page
This means that you need to write your web page titles with two things in mind.
- Search engines index these titles. So, write your title in anticipation of how the search engine will understand the text.
Don’t write: “Welcome to our award-wining company site.”
Do write: “XYZ Corp provides Wireless Content Management Solutions”
Which of these helps the reader the most?
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People searching through search engines see this title in the results section. The page title is the sentence that gets displayed here so it’s important to make it relevant to the reader.
Don’t write: “Your browser doesn’t support this site. Download Flash to continue”
Do write: “Wireless Content Management Solutions tutorials for IT Managers”
Which of these companies do you NOT want to do business with?
Common mistakes
Common mistakes when writing web page titles are:
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Adding unnecessary words or phrases to the title.
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Writing overlong descriptions that dilute the page contents
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Using clichés, jargon or terminology that the reader will not understand
Writing tips:
Emphasis how the reader will benefit by visiting this page. However, avoid sales pitches and corporate speak. No-one likes reading this stuff.
Make headings that will be easy to read when viewed as a bookmark. If your readers do bookmark your site, you want to make it as easy as possible for them to find you from their list of bookmarks, Highlight the page’s location within the context of the overall website, for example, if the page is one in a series of tutorials, then consider introducing it as follows, “Tutorials | Project Management | How to manage deadlines”. After reading this you can tell three things about the page, even before you visit it:
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It offers a series of tutorials
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Project Management tutorials are available on this site.
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The subject of this specific page is how to manage deadlines.
Writing headlines in this manner (or along these lines) gives the reader confidence in your site. The feel that you site will be organized and built with their needs in mind rather than for the company’s own self-satisfaction.
7 Steps to Clear Technical Writing November 23, 2006
Posted by iawalsh in : How do I ?, Writing, Style, Templates, Recommended, Tips , add a comment
When you write a technical document, consider the following points:
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Glossary – make a glossary, even for a half dozen words.
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Definitions – create a list of definitions and acronyms. Always explain what the acronym means when it’s first encountered.
Use bold for the definition or acronym to make it easy to find it again. -
Analogy - provide a comparison or analogy.
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Graphics - Provide graphics to illustrate the object in question, how it is assembled, or how it is used by operatives.
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Replace general, abstract, and needlessly objective words with more concrete, specific, and simpler words.
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Break long sentences into shorter sentences.
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Use terminology consistently.
These points are not meant to be all-inclusive. However, if you are new to tech writing, this should put you on the right road.
How To Write An Annual Report November 22, 2006
Posted by iawalsh in : How do I ?, Writing, Style, Templates, Recommended , add a commentA successful annual report contains the following key elements:
1. Visual appeal
What is the look and feel of your annual report? Is it attractive, interesting and unusual, or boring and unimaginative? The clever use of design, graphics, artwork and typography can make the difference between a winner and an also-ran.
2. Good readable text
Don’t be tempted to choose a fancy typeface that will be difficult to read. Remember your aim is to disseminate your information - it will not happen if the document is set aside because the words are illegible.
3. User-friendly
The document must look AND BE easy to read. Write it in plain English (or the language of your choice) and take care that the lay-out has plenty of “white” space to give the eyes a rest.
4. Length of document
Do not make it too long. In today’s information age with instant information on the web, the last thing people want to do is to wade through endless pages before they reach the relevant information. On the other hand, the document must not be so concise that it does not cover the important sections.
5. Credibility
Credibility, once lost, is just about impossible to get back. Take care to back up your statements with facts and refrain from wild and untruthful statements - even if you think nobody will know better.
6. Planning
Your planning should not only focus on what you want to say in the annual report, but include the production cycle of the writing, printing and distribution of the report as well.
7. Paper quality
When selecting the paper for the report, keep your end-user in mind. Do not save money by using paper of an inferior quality on a project of this importance. Nowadays, recycled paper is very in vogue, but it must enhance your message, not detract from it.
8. Images/Photographs/Graphics/Maps/Illustrations
Your images must compliment your text. Full-colour photographs are the norm. Use a B/W photograph only when you can be assured that it will have the right impact. Although graphic images, maps and other illustrations usually enhance your site, too many can have the opposite result. As with most things in life, too much is not good.
9. Budget
Budget - control it, don’t let it control you. Know your options and get quotations before you agree to anything. Above all - set a realistic budget.
10. Feedback
You’ve written the annual report, it has been printed and posted. Now you can sit back and relax - or can you? How do you know whether the report achieved its objectives. Is there room for improvement? Feedback on your annual report is almost as important as the report itself, because it will lead to possible reviews, amendments and improvements.
How to Write Emails That Get Results November 20, 2006
Posted by iawalsh in : How do I ?, Writing, Style, Templates, Recommended, Tips , add a commentI receive close to 60 emails a day. Some are one-liners, which require a simple answer. Others are more detailed and require some thought and analysis before answering, while the last group can be very lengthy emails that ramble from one item to the next and to the next and…Time counts in business. Finding ways to streamline or automate your daily tasks lets you focus on more pressing matters.
In the following tutorial, I’d like to offer some tips on how to write more effective emails and also—what you may find more interesting—how to respond to them so that you receive less emails and those you do receive from your colleagues become more structured. Needless to say, these suggestions are aimed at business people and not your daily chit-chat with friends.
How To Start Your Email
Depending on the type of email you’re writing:
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if it’s the first time you’re writing to someone, introduce yourself and state the nature of your business. Use simple everyday English, but stick to the point. Don’t apologize or ingratiate yourself for writing an email if it has a business purpose. Also don’t ramble or try to become ‘best buddies’ with this person.
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if you’re replying to a response they’ve made, thank them for making the effort. A simple acknowledgement is always appreciated.
How to State your objectives
Every email has a goal. Many emails are requests. They’re asking the reader to do something. Attend a meeting, write a report, provide feedback, submit documentation and so on.
You can make life easier for the reader by highlighting what you’re expecting them to do.
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Use headings to state your objectives
Instead of writing long convoluted slabs of text, divide your material into short paragraphs each with its own heading. Not only with this help the reader grasp the key points, it will also help to revise your own emails.
Write short 3-5 words headings. Use simple english. Avoid puns, wordplay or jargon.
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Explain your objectives in detail
Underneath each heading outline what needs to be achieved. When dealing with complicated matters, clarify for the reader who’s responsible for which task. Ensure that the reader understands what’s being asked of them. Again, use a civil tone.
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LIst tasks and goals
In detailed correspondence, you can further clarify matters by listing the items that need most attention. If necessary, list them in order of priority. By doing this the reader can scan the email – most of us don’t read word by word - and zoom in on the key points. Using lists is a great way to highlight and prioritize requirements.
Tip: If you take the effort to do this, the reader will eventually start to copy this structured writing style. Most people haven’t been trained to write. But they know good writing when they see it – it feels right - and will start to imitate it. In the long run, you’ll receive shorter, more accurate communications. And if you’re working in a team, almost by osmosis, you’re productivity will improve.
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Set expectations and provide timelines
This is where most people fall down. After taking the effort to introduce the subject, highlight the main issues, list them by priority, they overlook one critical step.
Tell the reader why they need to respond.
Tell the reader when they need to respond.
By telling the reader why they need to respond, you’re highlighting the value of their role while also motivating them to make the extra effort.
By telling the reader when they need to respond, you’re reminding them that other activates may not be able to progress until they have replied. You can reinforce this point by highlighting the ramifications of such inaction on their part. Again, be careful how you phrase it. But don’t assume they know the importance of an email unless you tell them.
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Summarize and signoff
Don’t repeat yourself for the sake of it. If you’ve used headings and lists, the reader will understand what’s required of them. Thank them and move on.
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Provide Contact Details
This sounds obvious but not everyone provides contact details in their email. There is no excuse for this type of laziness. Learn to create a signature file. If you use Microsoft Outlook, go to Tools, Options, and click the Mail Format tab. In the Compose in this message format list, click the message format that you want to use the signature with. Add your job title, email address, and phone numbers.
You don’t have to use emails for all business communications. Pick up the phone and talk to people. Use emails where appropriate but consider other channels too. Talking is often more productive, especially if you need a simple yes/no answer.
As mentioned in difference places above, tone is important in all business correspondence. Tone is the voice you use when writing. It can be warm, friendly, blasé, curt, blunt or patronizing. It all depends on the emotional attitude you take with your reader.
In the business world, it pays dividends to develop a writing style that encourages others (especially those you will never meet face to face) to proactively communicate with you. Developing a successful writing style takes practice. We’ll talk more about tone in the coming weeks. For now, start using heading and the occasional list in your emails – you’ll see the difference very soon.
How To Write Headings November 20, 2006
Posted by iawalsh in : How do I ?, Formatting, Writing, Style, Templates, Recommended, Microsoft Office News, Cool Tricks, Tips , add a comment
The earliest memory I have of writing is producing a very long and serious essay on Hamlet. I managed to write eight pages. The teacher wanted 2000 words – minimum. So, we all churned out hundreds and hundreds of words. Did anyone read it? Probably not.
Maybe you wrote something like it too. Do you remember what it looked like? Think back. Long, heavy, dense paragraphs, all written in long-hand. Easy to read? My essays (maybe yours were better) never used a single heading. Large slabs of text. Starting with the introduction (Hamlet was the son of…) it galloped headlong towards the end (…which is why he died!).
In academic writing, particularly ‘creative writing’, you can get away with such things. What’s important is that you get your feelings and thoughts down on paper.
Business writing is very different.
Unlike academic writing, in the business world you have a very attentive audience, some of whom have paid money to buy your products! They expect you to tell them how it works, which only seems reasonable.
A lot of my time is spent editing other people’s work. One of the quickest ways to get started, or at least get into the document, is to introduce strong headings. These add shape and confidence to the document. Suddenly it has structure. A framework begins to emerge.
Why Write Headings?
Knowing how to write clear, informative headings will make a great difference to your documents. Headings are like sign-posts. They tell the reader where to go. They call out and say, “This paragraph is about Writing Blogs” while the next says, “this paragraph is about Business Blogging.” Without them the document is reduced to a rant. It goes on and on without direction. You, the reader, can’t find anything. Looking at the document makes you negative. Not a good start!
Usability.gov touches on this point, “Once the information is chunked appropriately, write headings that are descriptive of the information. On the Web, page headings become links out of context on a previous page - like the table of contents of a printed booklet. Therefore, headings should clearly explain to users what page they are about to link to.”
Short informative headings help readers focus. They summarize text into ‘bite-size’ sentences. As the name implies a heading is the ‘head’ of the text you’re about to introduce.
Writing Effective Headings
Try to distill your headings into snappy 3-5 word sentences. Use positive language. Get to the point. Avoid using jargon, puns, archaic words, complex phrases, and other such affectations.
To write an effective heading:
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Examine the section you want to summarize.
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Identify the key topic. Every section (and paragraph) should have one key topic. Don’t mix ideas. You’ll confuse the reader and probably yourself in the process.
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Write a single sentence that describes the section. Keep it very simple.
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Revise the sentences and add an action verb.
For example, note the difference between Printing Duplex Reports, Saving XML Files To Shared Networks, Creating and Archiving Backups instead of Reports, Files, and Backups. While the former is informative and descriptive, the latter is dry and curt.
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Emphasize actions with nouns. Write Printing Digital Forms rather than Printing.
Are Headlines Important?
Research from Eyetrack III shows that readers scan documents rather than read word by word, , especially when reading online. In general, readers start with the first heading (or summary) and then, if interested, scan the other headings on the page. If their interest is piqued, they’ll go back and read more text.
Eyetrack III add that “People typically scan down a list of headlines, and often don’t view entire headlines. If the first words engage them, they seem likely to read on. On average, a headline has less than a second of a site visitor’s attention.”
It’s not just the headlines that they scan, rather it’s the first few words in the headline that matter.
“For headlines — especially longer ones — it would appear that the first couple of words need to be real attention-grabbers if you want to capture eyes.”
Content is judged literally in the blink of an eye.
You can read more at: http://poynterextra.org/eyetrack2004/blurbs.htm