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Technical CommunicationA Practical Approach
Chapter 3: Collaboration and Writing
William Sanborn Pfeiffer
Kaye Adkins
Technical Communication: A Practical Approach, Eighth EditionW. S. Pfeiffer and K. Adkins
Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved.2
Collaboration and Writing
Approaches to Collaboration Collaboration and the Writing Process Teamwork Tools for Collaboration
Technical Communication: A Practical Approach, Eighth EditionW. S. Pfeiffer and K. Adkins
Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved.3
Approaches to Collaboration
Divide and Conquer A large project is divided into sections Sections are assigned to team members
Specialization A large project is divided into sections Sections are assigned to team members based on their
expertise Sequence
Drafts of a document are passed from one person to the next
Technical Communication: A Practical Approach, Eighth EditionW. S. Pfeiffer and K. Adkins
Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved.4
Approaches to Collaboration
Dialog Two writers pass drafts of a document back and forth Often an editor/writer relationship
Synthesis Two writers work side-by-side on a document The most seamlessly collaborative approach Works best when writers are very familiar with each
other
Technical Communication: A Practical Approach, Eighth EditionW. S. Pfeiffer and K. Adkins
Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved.5
Collaboration and the Writing Process
The Writing Team Planning Budgeting Time and Money
Technical Communication: A Practical Approach, Eighth EditionW. S. Pfeiffer and K. Adkins
Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved.6
Collaboration and the Writing Process
Guidelines for Collaboration Get to know your team Set clear goals and ground rules Use brainstorming techniques for planning Use storyboarding techniques for drafting Agree on a thorough revision process Use computers to communicate
Technical Communication: A Practical Approach, Eighth EditionW. S. Pfeiffer and K. Adkins
Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved.7
Collaboration and the Writing Process
The Writing Team Team leader
The contact for team members and clients May be the project manager
Planning coordinator Manages communication among team members Keeps track of benchmarks and deadlines Prepares for meetings
Technical Communication: A Practical Approach, Eighth EditionW. S. Pfeiffer and K. Adkins
Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved.8
Collaboration and the Writing Process
The Writing Team Archivist
Keeps minutes of meetings Assembles files of all written material associated
with the project Prepares material to be stored in organization’s
archives Devil’s advocate
Identifies potential problems Helps team avoid groupthink
Technical Communication: A Practical Approach, Eighth EditionW. S. Pfeiffer and K. Adkins
Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved.9
Collaboration and the Writing Process
Planning Analyze your audience Identify the stakeholders: What is important to
them? Identify the desired outcome
What information will make the document successful?
Where can that information be found? What tasks will be necessary to accomplish the
team’s goals?
Technical Communication: A Practical Approach, Eighth EditionW. S. Pfeiffer and K. Adkins
Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved.10
Collaboration and the Writing Process
Budgeting Time and Money Identify benchmarks—deadlines for specific
tasks Completion of preliminary research Organization of collected information Planning of graphics Completion of first draft Editing of late draft Document design Publication of document
Technical Communication: A Practical Approach, Eighth EditionW. S. Pfeiffer and K. Adkins
Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved.11
Collaboration and the Writing Process
Budgeting Time and Money Schedule chart guidelines
Include only main activities List activities in sequence Create new formats when needed Be realistic about the schedule
Managing finances Prepare a budget early Know your organization’s policies for authorizing
and reimbursing expenses
Technical Communication: A Practical Approach, Eighth EditionW. S. Pfeiffer and K. Adkins
Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved.12
Schedule Charts
Technical Communication: A Practical Approach, Eighth EditionW. S. Pfeiffer and K. Adkins
Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved.13
Teamwork
Roles for Team Members Running Effective Meetings Writers and Subject Matter Experts
Technical Communication: A Practical Approach, Eighth EditionW. S. Pfeiffer and K. Adkins
Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved.14
Teamwork
Roles for Team Members Team leader Planning coordinator Archivist Devil’s advocate
Technical Communication: A Practical Approach, Eighth EditionW. S. Pfeiffer and K. Adkins
Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved.15
Teamwork
Running Effective Meetings Common problems with meetings
Start and end too late Purpose is unclear Not everyone in the meeting needs to be there Conversations get off track Some people dominate; others don’t contribute at all Meetings end with no sense of accomplishment
Technical Communication: A Practical Approach, Eighth EditionW. S. Pfeiffer and K. Adkins
Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved.16
Teamwork
Running Effective Meetings Guidelines for Good Meetings
Involve Only Necessary People Distribute an Agenda Before the Meeting Distribute Readings Before the Meeting Have Only One Meeting Leader Start and End on Time
Technical Communication: A Practical Approach, Eighth EditionW. S. Pfeiffer and K. Adkins
Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved.17
Teamwork
Running Effective Meetings Guidelines for good meetings
Keep Meetings on Track Strive for Consensus Use Visuals End with a Summary Distribute Minutes Soon
Technical Communication: A Practical Approach, Eighth EditionW. S. Pfeiffer and K. Adkins
Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved.18
Teamwork
Writers and Subject Matter Experts Writers contribute expertise in document design,
writing, and editing Subject matter experts (SMEs) contribute
technical expertise
Technical Communication: A Practical Approach, Eighth EditionW. S. Pfeiffer and K. Adkins
Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved.19
Teamwork
Writers and Subject Matter Experts Guidelines for collaborating with SMEs
Use the SME’s time wisely Put questions in writing when possible Prepare for interviews and meetings Treat the SME with respect
Technical Communication: A Practical Approach, Eighth EditionW. S. Pfeiffer and K. Adkins
Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved.20
Teamwork
Writers and Subject Matter Experts Guidelines for being a collaborative SME
Keep technical communicators informed Respond to e-mails and phone calls promptly Prepare for interviews and meetings Treat the technical communicator with respect
Technical Communication: A Practical Approach, Eighth EditionW. S. Pfeiffer and K. Adkins
Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved.21
Tools for Collaboration
Planning Tools Communication Tools Writing Tools
Technical Communication: A Practical Approach, Eighth EditionW. S. Pfeiffer and K. Adkins
Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved.22
Tools for Collaboration
Planning Tools Schedule charts Project management software
Technical Communication: A Practical Approach, Eighth EditionW. S. Pfeiffer and K. Adkins
Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved.23
Tools for Collaboration
Communication Tools Face-to-face meetings Electronic mail Computer conference Groupware
Technical Communication: A Practical Approach, Eighth EditionW. S. Pfeiffer and K. Adkins
Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved.24
Tools for Collaboration
Writing Tools Reviewing tools Groupware Wikis Modular writing
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