技术写作第11版：五维检索系统详解

技术写作

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《技术写作手册第十一版》（Handbook of Technical Writing 11th edition）是一本详尽且实用的指南，旨在提供读者在技术文档创作过程中所需的各种资源和策略。该手册采用创新的五种访问系统，以确保信息的高效检索和学习。 1. 字母顺序索引与彩色标签手册中的字母顺序索引是核心部分，通过彩色标签区分，使得查找特定术语或概念变得极其便捷。每个条目内的关键词链接指向其他包含关键概念定义或相关主题的条目，这种设计鼓励读者探索并建立起一个相互关联的知识网络。 2. 主题分类目录 “按主题分类的内容”位于封面内页，将所有条目按照类别组织，便于读者快速定位到他们感兴趣的话题。无论是针对特定任务的解决方案搜索，还是教师用于将手册内容与标准教科书或课程材料相结合时的参考工具，这个分类目录都发挥着重要作用。此外，还特别提供了“常见误用词汇和短语”列表，将所有相关使用条目汇总，强化了主题分类的完整性。 3. 写作过程检查清单 “写作过程检查清单”是手册中的一大特色，它作为独立工具，帮助读者追踪和回顾整个写作流程中的各个阶段，从构思、草拟到修订和最终发布的各个环节，确保文档的完整性和一致性。 4. 交互式元素与在线资源除了实体书籍中的内容，手册可能还包含了交互式元素，如在线工具、示例文档和实践练习，这些都能增强读者的学习体验和实际操作能力。随着技术的发展，利用数字平台提供的额外支持，可以使得学习者能够即时反馈和互动，进一步提升学习效率。 5. 持续更新和支持第十一版的手册考虑到技术领域的快速发展，可能包含了最新技术趋势、最佳实践和更新的语法指南，确保信息的时效性和实用性。同时，作者或出版社可能会提供在线更新，以便随时补充遗漏的信息或修正错误，以满足不断变化的需求。综上，《技术写作手册第十一版》凭借其精心设计的五种访问系统，不仅为技术文档作者提供了丰富的写作指南，还兼顾了教学和学习者的实际需求，是任何从事技术写作或教育工作者不可或缺的参考资料。

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xii Preface

Sara Jameson, Oregon State University; Charles Park, East Stroudsburg

University; Alice Philbin, James Madison University; Jon Ramsey, Uni-

versity of California, Santa Barbara; Andrew Smith, Piedmont Virginia

College and Holyoke Community College; Michael Stephans, Blooms-

burg University of Pennsylvania; Megan Turnbull, University of New

Hampshire; and Voletta Williams, Alcorn State University.

For this edition, we owe special thanks to Rosemary Spano forex -

pertly updating and expanding the copyrights entry. We thank Kim

Isaacs for continuing to lend her considerable expertise to the job-search

sections and model documents. We are indebted to Kenneth J. Cook,

President, Ken Cook Co., for his ongoing support for this and earlier

editions and for continued permission to reprint the exemplary company

newsletter. We also thank Rebekka Andersen, University of California,

Davis, for updating the entry on content management and Toni Van-

den Bos, Wright State University, for reviewing the entry on document

management.

We especially thank Richard C. Hay, Founder and CEO of Twenty

Six Design, for consulting on technology-related issues and developing

an entry on document management. In addition, we are very much in-

debted to the many reviewers and contributors not named here who

helped us shape the first ten editions.

We wish to thank Bedford/St. Martin’s for supporting this book,

especially Denise Wydra, former President, and Karen Henry, Editorial

Director, English and Music. We are grateful to Andrea Cava, Publishing

Services Manager at Bedford/St. Martin’s, and to Herb Nolan of Books

By Design for their patience and expert guidance. We thank Amanda

Legee for her organization and attention to detail. Finally, we wish to

thank developmental editors Alyssa Demirjian and Kate Mayhew for

their editorial direction on this always-challenging project.

We offer heartfelt thanks to Barbara Brusaw for her patience and

time spent preparing the manuscript for the first five editions. We also

gratefully acknowledge the ongoing contributions of many students and

instructors at the University of Wisconsin–Milwaukee. Finally, special

thanks go to Janice Alred for her many hours of help in coordination and

for continuing to hold everything together.

G. J. A.

C. T. B.

W. E. O.

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xiii

Successful writing on the job is not the product of inspiration, nor is it

merely the spoken word converted to print; it is the result of knowing

how to structure information using both text and design to achieve an

intended purpose for a clearly defined audience. The best way to ensure

that your writing will succeed — whether it is a proposal, a résumé, a

Web page, or any other document — is to approach writing using the

following steps:

1. Preparation

2. Research

3. Organization

4. Writing

5. Revision

You will no doubt need to follow those steps consciously at first. The

same is true the first time you use new software, interview a job can-

didate, or chair a committee meeting. With practice, the steps become

nearly automatic. That is not to suggest that writing becomes easy. It

does not. However, the easiest and most efficient way to write effec-

tively is to do it systematically.

As you master the five steps, keep in mind that they are interrelated

and often overlap. For example, your readers’ needs and your purpose,

which you determine in step 1, will affect decisions you make in subse-

quent steps. You may also need to retrace steps. When you conduct re-

search, for example, you may realize that you need to revise your initial

impression of the document’s purpose and audience. Similarly, when you

begin to organize in step 3, you may discover the need to return to re-

search (step 2) to gather more information.

The time required for each step varies with different writing tasks.

When writing an informal memo, for example, you might follow the first

three steps (preparation, research, and organization) by simply listing

the points in the order you want to cover them. In such situations, you

gather and organize information mentally as you consider your purpose

and audience. For a formal report, the first three steps require well-

organized research, careful note-taking, and detailed outlining. For a rou-

tine e-mail message to a coworker, the first four steps merge as you type

the information onto the screen. In short, the five steps expand, contract,

and at times must be repeated to fit the complexity or context of the

writing task.

Five Steps to Successful Writing

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xiv Five Steps to Successful Writing

Dividing the writing process into steps is especially useful when you

are writing as a part of a team. In that case, you typically divide work

among team members, keep track of a project, and save time by not du-

plicating efforts. When you collaborate, you can use e-mail to share text

and other files, suggest improvements to each other’s work, and gener-

ally keep everyone informed of your progress as you follow the steps in

the writing process.

Preparation

Writing, like most professional tasks, requires solid preparation.* In

fact, adequate preparation is as important as

writing a draft. In prepa-

ration for writing, your goal is to accomplish the following four major

tasks:

• Establishyourprimary

purpose.

• Assessyour

audience (or readers) and the context.

• Determinethe

scope of your coverage.

• Selecttheappropriatemedium.See

selecting the medium.

Establishing Your Purpose. To establish your primary purpose, simply

ask yourself what you want your readers to know, to believe, or to

be able to do after they have finished reading what you have written.

Be precise. Often a writer states a purpose so broadly that it is almost

useless. A purpose such as “to report on possible locations for a new

research facility” is too general. However, “to compare the relative ad-

vantages of Paris, Singapore, and San Francisco as possible locations

for a new research facility so that top management can choose the best

location” is a purpose statement that can guide you throughout the writ-

ing process. In addition to your primary purpose, consider possible sec-

ondary purposes for your document. For example, a secondary purpose

of the research-facility report might be to make corporate executive read-

ers aware of the staffing needs of the new facility so that they can en-

sure its smooth operation in whichever location is selected.

Assessing Your Audience and Context. The next task is to assess your

audience. Again, be precise and ask key questions. Who exactly is your

reader? Do you have multiple readers? Who needs to see or to use the

document? What are your readers’ needs in relation to your subject?

What are your readers’ attitudes about the subject? (Are they skepti-

cal? Supportive? Anxious? Bored?) What do your readers already know

about the subject? Should you define basic terminology, or will such

definitions merely bore, or even impede, your readers? Are you com-

*Throughout this book, words and phrases shown as links — underlined and set in

an alternate typeface — refer to specific entries in the book.

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Five Steps to Successful Writing xv

municating with international readers and therefore dealing with issues

inherent in

global communication?

For the research-facility report, the readers are described as “top

management.” Who is included in that category? Will one of the people

evaluating the report be the human resources manager? That person

likely would be interested in the availability of qualified professionals

as well as in the presence of training, housing, and even recreational

facilities available to potential employees in each city. The purchasing

manager would be concerned with available sources for needed materi-

als. The marketing manager would give priority to a facility’s proxim-

ity to the primary markets and transportation to important clients. The

chief financial officer would want to know about land and building costs

and about each city’s tax structure. The chief executive officer would be

interested in all this information and perhaps more. As in this example,

many workplace documents have audiences composed of multiple read-

ers. You can accommodate their needs through one of a number of ap-

proaches described in the entry

audience.

Part of knowing the needs and interests of your readers is learning

as much as you can about the context. Simply put, context is the environ-

ment or circumstances in which writers produce documents and within

which readers interpret their meanings. Everything is written within a

context, as illustrated in many entries and examples throughout this

book. To determine the effect of context on the research-facility report,

you might ask both specific and general questions about the situation

and about your readers’ backgrounds: Is this the company’s first new

facility, or has the company chosen locations for new facilities before?

Have the readers visited all three cities? Have they already seen other

reports on the three cities? What is the corporate culture in which your

readers work, and what are its key values? What specific factors, such as

competition, finance, and regulation, are recognized as important within

the organization?

ESL TIP for Considering Audiences

In the United States, conciseness, coherence, and clarity character-

ize good writing. Make sure readers can follow your writing, and say only

what is necessary to communicate your message. Of course, no writing

style is inherently better than another, but to be a successful writer in

any language, you must understand the cultural values that underlie the

language in which you are writing. See also awkwardness, global com-

munication, plagiarism, plain language, and English as a second

language.

(continue d)

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xvi Five Steps to Successful Writing

Determining the Scope. Determining your purpose and assessing your

readers and context will help you decide what to include and what not

to include in your writing. Those decisions establish the scope of your

writing project. If you do not clearly define the scope, you will spend

needless hours on research because you will not be sure what kind of

information you need or even how much. Given the purpose and audi-

ence established for the report on facility locations, the scope would

include such information as land and building costs, available labor

force, cultural issues, transportation options, and proximity to suppli-

ers. However, it probably would not include the early history of the

cities being considered or their climate and geological features, unless

those aspects were directly related to your particular business.

Selecting the Medium. Finally, you need to determine the most appro-

priate medium for communicating your message. Professionals on the job

face a wide array of options — from

e-mail, text messaging, and video-

conferencing to more traditional means like

letters, memos, reports,

and face-to-face

meetings.

The most important considerations in selecting the appropriate me-

dium are the audience and the purpose of the communication. For ex-

ample, if you need to collaborate with someone to solve a problem or if

you need to establish rapport with someone, written exchanges could be

far less efficient than a phone call or a face-to-face meeting. However, if

you need precise wording or you need to provide a record of a complex

message, communicate in writing. If you need to make information that

is frequently revised accessible to employees at a large company, the best

choice might be to place the information on the company’s intranet site.

If reviewers need to make handwritten comments on a proposal, you

may need to provide paper copies that can be faxed, or you may use

collaborative software and insert comments electronically. The compara-

tive advantages and primary characteristics of the most typical means of

communication are discussed in

selecting the medium.

Research

The only way to be sure that you can write about a complex subject is

to thoroughly understand it. To do that, you must conduct adequate

ESL TIP for Considering Audiences (continued)

Throughout this book, we have included ESL Tip boxes like this one

with information that may be particularly helpful to nonnative speakers of

English. See the “Contents by Topic” on the inside front cover for listings

of ESL Tips and ESL Trouble Spots, entries that may be of particular help

to ESL writers.

01_ALR_TEC_7552_FM_i_xxiv.indd xvii Achorn International 12/23/2014 02:29AM

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