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.
Using Paint to Convert Images into JPG, TIFF and PNGs November 20, 2006
Posted by iawalsh in : How do I ?, Formatting, Writing, Style, Templates, Troubleshooting, Cool Tricks, Tips , add a comment
You can use Paint to convert many graphic files from one file type to another. You don’t need to buy Adobe Photoshop or other expensive graphic design tools. Paint has many small tricks up sleeve.
You can open these file types in Paint:
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BMP
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JPG
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TIFF
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PNG
You can save the BMPs (also known as bitmaps) as Monochrome, 16 colors, 256 colors, and 24 bits depending on the type of image you want. For example, if you’re creating documents that will be printed in black and white, then saving the images in Monochrome will significantly reduce the file size.
You can convert these files from one type to another. This means that you can convert, for example:
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BMP to JPG
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JPG to TIFF
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TIFF to PNG
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PNG to BMP
And all the different combinations that these offer…
If you’re creating web pages, I’d recommend using JPGs. These provide high-quality images that take up a small amount of space. You can also cut and paste them directly into Word and other Office applications.
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
Checklist for Business Letters November 20, 2006
Posted by iawalsh in : How do I ?, Writing, Templates, Recommended, Tips , add a comment
Checklist for Business Letters
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Be sympathetic to the reader’s situation. Acknowledge their frustration and any previous queries they may have made. Don’t rush into the letter without first mentioning any correspondence they’ve sent you or conversations you’ve had in relation to this business matter.
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Include a short, positive introduction when opening your letter. Try to strike the right now from the start.
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Use one idea for each paragraph. Don’t confuse the reader, or yourself, by mixing multiple ideas together. Prioritize the most important points.
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Use headings to divide the letter into logical sections. This also makes it easier to scan. Most people read only the sections that interest them. Using headings to assist them in locating the relevant information.
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Use white space to organize text. Avoid large, dense paragraphs. It’s very intimidating. No-one likes blocks of text. However, if used correctly, white space can emphasize the key sections in a document and give it more breathe.
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Use bullet lists to identify key points. Use short sentences. Number items if action have to be performed in sequence. Avoid garish bullet points. Aim for a clean professional design.
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Use tables to represent data. Strive to balance the ‘text to images’ ratio. Provide labels for each table. Consider using alternating stripes to add some color to the document.
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Avoid using condescending language or adopting a patronizing manner. This will only infuriate the reader even more. Avoid using phrases such as, “As I’m sure you’re aware…” or “As you must know…” Always try to put yourself in the reader’s shoes.
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Help the reader understand YOUR position. For example, why your product may have malfunctioned or how they can help you understand their situation more clearly.
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Show your appreciation for the reader’s time, especially if they have already written to you.
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Don’t refer to the reader as a ‘user’. It’s a horrible phrase. No-one wants to be called a user. In technical documentation, it may be acceptable but in business letters, avoid at all costs. Refer to them for what they are – a person.
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Talk about the reader’s needs rather than your company’s products. Don’t harp on about your commitment to quality and so on. Get to the point. How can you fix their problem? How can you make their life better? Why should they ever buy your products again?
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Avoid the passive voice. Use the active voice. It will give your letter more direction and help avoid ambiguity.
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Vary the length of your sentences without disturbing your writing style, ie the rhythm of the letter.
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Be succinct. Revise your letter and remove all extraneous information. A small word of warning, though. Don’t be too curt. It you perform too much surgery on your letter, you may inadvertently cut out its heart. Try to get a balance.
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Read the letter aloud. Improve the writing until it sounds natural and easy on the ear.
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Get another opinion! Ask a colleague to read your letter. Ask them the three things they dislike most about it. The third thing is usually what they really don’t like. The first two were the sugar-coating, but watch out for the third one…
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Use positive language. The tone you adopt effects the reader’s response. Use positive words and phrases to stress the key points, while avoid a tendency to be over-zealous or excessively optimistic in your choice of words.
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Cut out clichés. Review your document and remove all tacky, jaded phrases. Improve your writing by using more direct, clear communications. Clichés insult people and will not win you any favors with the reader. It smacks of laziness.
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Make yourself available for further assistance. Include your email address, office phone number, and extension if possible. Don’t hide behind voice-mail or the secretary.
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Provide a Call to Action so the reader knows what to do next.
How to Write a Report? November 16, 2006
Posted by iawalsh in : How do I ?, Writing, Style, Templates, Recommended, Troubleshooting, Tips , add a comment
To succeed as a report writer, you need to appreciate the mindset of your readers. Report writing is very specific. It’s there to help people make decisions. When you understand this, your approach to writing repots becomes much simpler. Instead of writing reams and reams of pages, you focus on the reader’s needs.
Report writing in a nutshell:
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Start with a specific purpose.
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Describe the problem.
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Provide facts, figures and data that relate to the topic.
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Draw conclusions.
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Recommend a course of action.
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Reports are highly-structured. They rely on headings, and sub-headings, to introduce topics while also providing direction to readers. Tables, charts, and diagrams also enhance the findings.
7 Step Plan On How To Write A Report
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Consider the aim of the report and its intended audience.
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Planning - Decide how you will gather information, for example, interviews, surveys, and questionnaires.
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Information - Gather the information, then organize it and start analyzing it.
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Conclusions - Decide your conclusions based on the information you have read.
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Recommendations - Decide your recommendations and, where appropriate, the best course of action for the readers to take.
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Start the writing phase. Refine the report through a series of drafts.
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Edit and publish the final copy.
As you write your report, keep an eye on the following areas:
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Check the accuracy of the facts, figures, and other research data.
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Check cross-references and links to other sources of data.
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Check that links to websites are ‘live’ as broken links will reflect poorly on your report.
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Check that your conclusion and recommendations align with the data you have presented.
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Avoid using industry terms or jargon. Provide a glossary where necessary.
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Put charts, diagrams and statistics in context by providing some supporting text.
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Use a consistent writing style throughout the document. Choose a positive language, write in the present tense, and prefer simple rather than complex words.
Basic report format:
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Title Page
Give prominence to the official name of the report. Underneath this enter the name of the author, the publication date and copyright notices. -
Table of Contents
Enter the table of contents, using heading 1 only. In some cases you can also use headings 2 entries, though it’s best to avoid going any deeper than this level for most reports. Keep the reader focused on the main points. -
Executive Summary
In the opening paragraph introduce the main topic or issue that you’re about to discuss. If relevant, explain why this report has been commissioned. Avoid clichés, jargon or archaic words at all costs. It sets the wrong tone and you’ll lose all credibility with the reader. -
Next, put the report in context by informing the reader of the methodologies you used when gathering data, research you performed, interviews and surveys carried out and so forth.
Your ability to demonstrate a commitment to the topic in question may significantly influence the reader’s opinion. Alternately, if the reader feels that you lack interest in the subject matter they will hardly be encouraged to turn the next page. Would you?
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Finally, summarize your main findings and outline the key recommendations. Keep this succinct. Providing too much detail will discourage the reader from continuing. Stimulate their interest.
Keep this to one page!
Tip: the Executive Summary is like a standalone document. People should be able to read this as it stands and understand the essence of your report.
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Introduction
You’re now into the document proper.
Outline what you’re going to cover in this report. For larger reports, you may want to list the main chapters and describe what each one will cover. However, for most reports you can stick to:
-Background. Does this follow from previous reports? It this part of a larger project? Will additional reports follow?
-Role. Outline its value to the reader and why they should study its findings. What does this report discuss that other reports have overlooked? Does it break new ground? Are its authors uniquely qualified?
-Objectives. Describe your objectives in writing this report, for example, to investigate the success of online banking in Asia. Describe how successful you were to achieving this and obstacles you encountered, such as data protection, legislation, or language issues.
-Scope. Clarify the boundaries of this report by defining what’s within scope and also, most critically, areas that are out of scope. This is important to address as the reader may have expectations or assumptions that could color their thinking. By defining the scope, you reduce the likelihood that your report will be mis-interpreted and remove any ambiguity that may exist in the reader’s mind.
-Limitations. Similar to the point above only. Highlight areas that were not covered, or not covered in sufficient depth, due to restrictions placed on the report’s authors. Examples of this could include financial restrictions, lack of technical resources, time constraints, access to data sources, or legal issues. -
Heading
This is where you start the main discussion. In the following chapters, use headings and subheadings to organize your data. Provide data in tabular format (tables) where appropriate. Label and number all tables, figures, diagrams, charts, and other such pieces of information.2.1 Subheading
2.2 Subheading
2.3 Subheading -
Heading
3.1 Subheading
3.2 Subheading
3.3 Subheading -
Conclusion
After presenting your case to the reader in the previous chapters, draw your own conclusions by interpreting the data as you see fit. Explain to the reader why you have come to these conclusions while also acknowledging any limitations or concerns you may have with the research findings, sources of data, or validity of information.
But, don’t mince your words. The reader has made the effort to get this far. They deserve to know where you stand on the matter. -
Recommendations
This chapter dovetails from your conclusions. Recommendations outline the course of action based on data you’ve analyzed. When making recommendations, give consideration to the following areas:
Actions that are required
Individuals who will perform these actions
Guidelines to quantify the success or failure of the proposed actions
Warnings, threats, or dangers that may arise if these recommendations are not implemented.
References
Provide a list of all resources, (individuals, companies, books, websites etc) mentioned in the document.
Appendices
Attach supporting documentation to the report where appropriate. This could range from datasheets, technical specifications, to surveys, statistics, market research, or charts, diagrams, and other types of illustrations.
Evaluating Proposals November 16, 2006
Posted by iawalsh in : How do I ?, Writing, Templates, Recommended, Troubleshooting, Tips , add a comment
I was asked recently how to evaluate a proposal that had been sent to over 200 bidders. The Proposal Writer was thinking of developing a checklist and using this to score the bids. While this does make some sense, in reality such as checklist should have been prepared long before the RFP was published. Writing proposals in one thing; knowing how to evaluate them is another. Let’s look at how this process works.
My first question when I spoke to the writer was if the RFP had included a scoring matrix. It hadn’t. The second was how the bidders could tell which of the requirements was the most important. While the Executive Summary alluded to these, it was couched and vague terms.
From a neutral’s point of view, it was hard to know exactly what the government agency (i.e. those who issued the proposal) wanted to achieve. Vague requirements create vague proposals. How could it be otherwise?
How to evaluate proposals ?
What we did in this case was: Reviewed the RFP and made a list of all the requirements. 40 requirements were found.
Created an Excel file, made three columns, and divided the requirements into three groups: Must Have, Would Like To Have, and Not Necessary. Divided the total points to be awarded into three sections: 70% for must have, 20% for would like to have, and 10% for not necessary.
Once we had this nailed down, we started to examine the bids. It became clear that some bids had totally missed the mark. Their proposals focussed on technologies and services that had little value for the agency, though in the bidder’s defence, the RFP hadn’t provided much direction. With 200 documents to read, we had to weed out the weaker bids fast. This allowed us to concentrate on the better ones. Several days later, we had boiled down the list to 4 bids.
Next, we prepared a second checklist. This checklist had five columns: Understanding of Requirements, Proposed Solutions, Pricing, CVs, and Track Record.
In reality, this second checklist should have been used when evaluating all proposals. However, with over 200 bids to work though this was not going to happen. Instead, we focused on the better bids and read these line by line several times.
Who Evaluates the Proposals?
I’ve worked on small projects where it was possible to write, publish, and evaluate each bids. This is not practical on large-scale proposals where you need a broader range of skills and industry knowledge to evaluate the bids. For a recent project, the evaluation team was made of five individuals. Each was an expert in their own field and could be trusted to analyse their portion of the bid accurately.
The team members were: Project manager – studied the project plan, looked for risks and issues that would impact the deliverables. Necessary for interviewing bidder’s pm at presentations.
Finance Officer – checked the final bid prince, daily rates, breakdown of costs, company financial background, soundness etc. Necessary for negotiating, especially costs associated with change control. 2 x Technology Experts – examined the solution proposed by the bidder. Having two experts allows you to get contrasting opinions, especially when the solution is very complex. It also protects you from scenarios whereby one reviewer has an inclination towards a particular software technology.
Bid manager – reviews the bid against the original RFP. Ensures it addresses all requirements and that no (mandatory) requirements have been overlooked or misinterpreted. Drives the project, coordinates reviewers, and schedules the final presentations. As mentioned above, the first set of activities in the evaluation process include:
Using checklists and scoring matrices to assess bids, i.e. define how close the proposals match the requirements Compiling the scores from all evaluators. Preparing a final evaluation report. Outline the strength and weakness of each bid.
After you’ve completed this first phase, you then need to: Schedule presentations with bidders who have been short-listed. Bring in 3-5 at the most.
Allocate 5% approx for presentations. Update the proposal’s scores based on the presentations. Award the bid.
Inform the successful (and unsuccessful) bidders of your decision. Hold debriefing sessions with the unsuccessful bidders.
The final step is very useful as it helps these bidders understand your reasoning, improve their bids and increase competition by setting the standard for all future proposals. If you don’t provide feedback to the bidders, they’re doomed to repeat the same mistakes in the next round of proposals.
How To Write The Case Study in Five Days November 12, 2006
Posted by iawalsh in : How do I ?, Writing, Style, Templates, Recommended, Microsoft Office News, Tips , add a comment
An in-depth tutorial is beyond the scope of this newsletter, but the main points are:
- Show the client examples of high-quality case studies. They don’t even have to be yours. But you need to paint a picture so they understand what you’ll need from them to make this work.
- Ask them what they like, dislike, things that stands out, and color schemes they enjoy. If they have company templates use them, otherwise build new templates in the same style of what you’ve shown them.
- Agree on the technology (or service) the client wants to demonstrate. This should be very clear. If you can’t agree on this, stop.
- Get a list of customers who’re willing to provide endorsements. Don’t expect them to write compelling 20 word quotes. That’s your job. Write these quotes and send it to them. Get the approval and re-write where necessary. Recycle the unused quotes for other publications – let nothing go to waste.
Tip – always keep you eyes peeled for examples of great writing. Copy any quotes you find on brochures, magazines, and websites into a resource file. Use this for inspiration when you need to keep things fresh.
- Get the Project Sponsor (i.e. the person who hired you) to gather screenshots, company logos, tech specs, datasheets etc. You’ll need these for the glossy PDF.
- Start interviewing people. Ask them: what was the problem, how was it solved, and what difference it has made. Ask specific questions and you’ll get specific answers. Have your list of questions ready before you call them. Don’t make it up on the fly.
- Compile the facts, statistics, and market research. This gives your case study more weight.
- Send it out for review. Good, bad or indifference. It doesn’t matter, but you have to get feedback! Refine the material and then publish it. Never send out a publication without getting another person to check it first.
- Send a PDF of the Case Study to every person who helped you with a thank you note (and business card) enclosed. Thank them for their efforts and encourage them to publish it on their website.
Tip: Remember this is an opportunity for you to generate more leads by demonstrating your professionalism. Contact everyone in person by phone – not email – and confirm that they got the PDF.
If you want, tell them how great it looks when printed and ask if you can send over a hard-copy. In this way, get your nice, shiny case study onto their desk!
Generate enthusiasm. Share whatever positive feedback you’ve received from journalists, partners, and customers. You want them to feel that their business must also have a case study. And who’s going to write it for them?
http://www.communication-newsletter.com/
How to Write a Report in 30 Minutes November 12, 2006
Posted by iawalsh in : How do I ?, Writing, Style, Templates, Recommended, Microsoft Office News, Tips , add a comment
The ability to write a compelling report is highly-valued in the business world. For those involved in project management or decision-making process, understanding how to produce a report is essential if they want to advance.
However, for most people, the idea of simply having to write another report brings on indigestion. What is it that makes report writing so unpleasant?
Well, like most things in life, if you can’t see where all the pieces join together, you’re bound to feel a bit nervous. Thus, that unpleasant feeling you get as stare at a blank page and start biting your nails. “Now, where do I begin…?”
Krouwerconsulting.com suggests the following exercise, “Select a report that you have written and give it to three people. Ask them to read it (often a challenge in itself). Then, ask everyone to state the recommendations and conclusions of the report. Do these match what you intended?”
In this article, I’ll give you a framework that you can use for writing reports. Once you have the framework in mind, it easy to get started. So, let’s start at the top.
Creating reports involves organizing data. The trick is that you can’t write the report until you’ve gathered data. Likewise, you can’t gather data unless you know what you’re looking for.
Sounds like an earful, but it’s really quite simple when you see how all the parts fit together.
The first two steps are to work out:
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What’s the purpose of this report? How will the readers use it?
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Who is the target audience? What benefit do they get from reading it?
Clarify the purpose of the document in one sentence. Poorly-written reports are vague. They meander from topic to topic. Keep it focused. If a colleague asked you to explain your report, your answer would be: “this report discusses…”
After you’ve hammered this out, you can get into the nitty-gritty of writing the report. This involves carrying out the following five steps:
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Identify the topic.
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Gather the data.
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Analyze the data to produce findings.
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Analyze the findings to make recommendations.
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Make recommendations and back them up with stats, facts and figures.
Keep these five points in mind and then start on the table of contents.
Get Started Now
The Table of Contents is the skeleton around which you write your report. List the main topics for your report. Let’s say there are five chapters.
To get things moving, pick the topic you’re most comfortable with and begin writing. You’ll finish this very quickly. Move onto the next topic, get it over with and start the next. Before you know it, half the report is finished. You don’t have to start with the introduction and plough through relentlessly. Once you understand the framework, writing the report is like Lego. You pick the pieces you want and assemble them in your own good time. Write your document around the reader’s needs. Ask yourself what the reader needs to know at each stage of the report.
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Is the subject clear?
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Have statistics and supporting data been supplied?
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Are the relationships between different parts of the report clear?
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Are the recommendations easy-to-understand? Are they persuasive?
Use Headings to Guide the Reader Through The Report
As the most effective reports are reader-centered, use a series of headlines to guide the reader through the report. Headlines are like sign-posts. They allow the reader to skip and jump through the document as they please. Readers are under no obligation to read every sentence in your report. Like a bored child at dinnertime, they pick and choose the best parts and ignore the rest.
Blend Sections Together
After you’ve written the chapters, put them aside. Try to get some distance. Move onto something else for a while.
Next up, refine the material. Try to make your arguments more compelling. Use facts, figures and statistics to persuade the reader that your recommendations are sound and based on real evidence. Write in plain English. Avoid clichés, hyperbole and flowery language. Use positive words and phrases to inject some enthusiasm into your report. Reinforce your arguments with quotes and references where most appropriate.
You’ve finished writing. Examine the document and see where you can blend the sections together. Ideally, words, sentences, and paragraphs should blend into each other quite smoothly.
Read the report aloud and you’ll hear where it jars. Your ear will pick up where the tone is insincere, sentences become disjointed, and the writing is strangled. Don’t be too hard on yourself, as it’s easy to get distracted while writing. Changes in tone, voice, and style appear from one section to another. Work on blending these together as otherwise the report will start to ramble or have an odd stilted feel to it.
Making the Last Cut
This time you have to start at the top and work your way through!
Print out the document. Don’t do this on the computer.
With a pen in hand, read the report once for voice and for voice only. Then go back and do the same for style, spelling, grammar, layout, cross-references, and so on. It takes as much time to edit as it does to write.
So, don’t try to do everyone at once. It can’t be done. The only person you’ll fool is yourself – but the reader will always know the difference.
One final tip: write in the afternoon and edit in the morning.