Reports and Longer Documents

The word report can cover various types of documents. Some are informal. Some are not. More informal reports are often shorter in length and are less complex in structure. A formal report may have many components, including abstract, introduction, and table of contents among others.

Reports have various audiences to appeal to, more specifically the following audiences are listed “the layperson, the executive, the expert, the technician, and the operator.” Each report must be geared towards a specific audience. The writer should take into account this reader’s bias, knowledge, and position within the company.

Another important element in a long document is to offer the reader visuals. Numbers can go into a table or can create a graph or chart. A process can become a flow chart. A comparison can be in a Venn diagram. All of these elements increase the reader’s understanding and help them to better focus on important data.

Persuasion is often a large factor in report writing. There are several rules to help with this goal:
1. Consider whether your views will make problems for reader.
2. Don’t Offer New Ideas, Directives, or Recommendations for Change until Your Readers are Prepared for Them.
3. Credibility
4. If your audience is uncertain about your ideas, present both sides.
5. Win respect by making your opinion clear.
6. Put your strongest arguments first if your audiences uninterested and last if they are interested.
7. Don’t count of changing attitudes by offering info alone.
8. Testimonials are most likely to be persuasive if drawn from people with whom readers associate.
9. Be wary of using extreme or sensational claim and facts.
10. Tailor Your Presentation to the reasons for readers’ attitudes
11. Never mention other people without considering their possible effect on the reader.

Project Proposal Updated

Executive Summary
Carolina International Trade is a textile and used clothing exporter located in Duncan, SC. The company was founded in 2006 and has grown exponentially since. In order to keep up with the needs of a fast paced business world and enhance the company’s image, the owner would like a website that highlights the growing business and its accomplishments. However, the company does not currently have the funds to hire an additional employee to update and maintain the website. Thus, I propose to create a website and a technical document that will enable a current employee to update and maintain the website.

Introduction
Carolina International Trade would like to have a website that is professional, informative, and interactive. They would also like to have a current employee update this website. Unfortunately, at this time, they do not have a website or an employee with the knowledge to update it. I will make the situation more ideal by creating a website and an accompanying manual that will instruct employees on basic web design. This manual will allow an in-house employee to perform maintenance and updates.
The company is currently in great need of a maintainable website because of recent changes within the company. In 1986, the company was founded under the name ATC International in Edison, NJ and specialized in textile exportation, predominately to Africa and South America. At this time, there were only 15 employees in the office and 15 employees in the warehouse. Over two decades later, in 2006, the company has changed ownership and expanded from textile exportation to used clothing distribution. It has also moved to Duncan, SC and operates under the name Carolina International Trade. Today, the company requires 5 office workers and over 150 warehouse workers.
The addition of used clothing exportation has greatly increased operations. At any given point, there is 500,000 pounds of used clothing in the warehouse. Non-profit organizations like Goodwill and Salvation Army receive so much used clothing coming into their organizations that they can’t handle the amount of material, so they sell their clothing by unsorted container loads to financially support their operations. The clothing then enters the warehouse in Duncan, SC where it is sorted into categories and then graded by quality. Finally, it is put into 100 pounds bails and shipped in containers to South America and Africa. An average container holds 650 bails. At any given point, there is 500,000 pounds of used clothing in the warehouse.
Due to this relocation, expansion, and rapid growth, the company owner feels that a website would be beneficial. The website could provide increased visibility and a contact method for both current and future clients. It could serve as an informational tool for anyone interested in the company or used clothing and textile exportation. This website would also allow the company to keep up with competition, which is already online.

Current Situation
Currently, Carolina International Trade does not have a website. They do, however, have hosting and a domain name at www.citcarolina.com, hosted by BellSouth. This hosting also provides corporate email accounts to allow interchanges within the workplace. The company is currently utilizing this service. However, their monthly payment is being wasted as there is no website available online. In the past, the company has tried to hire an employee to create a website, but there have never been any results. There was also the dilemma of who would be able to update the website when necessary.

Project Plan
In order to complete this project, I will assess the company’s needs, research the competition and relevant web standards, create a website, and write a technical document that will allow an employee with little or no web background to update and maintain the website.
First, I will assess the company’s needs through several meetings with the owner. During these informal meetings, I hope to learn more about the company, its history, and the needs of both the owner and the company as a whole so that I can better fulfill their website requirements. I will also need to gather information to put on the website during this phase.
Then, I will research the competition and view their websites individually in order to learn the standards of the industry and the most relevant web features. I will also research web standards, such as those for the visually impaired.
Finally, I will create a website and technical manual that will allow an employee to do future maintenance and updates. The first step to making the website will be to find a design that fits the needs of the company. I will do this by looking at similar company websites and through discussion with the owner. Then, I will need to create the website, most likely using a web editor and the program Dreamweaver. The home page will have a navigational bar, offering links to pages such as Home, About Us, History, Used Clothing, Textiles, Exports, and Contact Us. Each of the pages should have a similar navigation bar and design element. I would also like to feature a photograph on each page as well as all relevant information. The Contact Us page will probably require a simple form that will allow clients or other interested parties to fill in information in a form that will automatically be emailed to the relevant personnel.
Finally, I will create the technical document in Microsoft Word. This document will begin with a title page and be followed by a table of contents. The table of contents will list section headings and page numbers to increase accessibility. My first heading will be “Logging In.” Under this header, I will detail how to login and access the control panel. I will include the web address of the hosting site as well as the account username and password. I intend to show a screen shot of the login page. My second heading will be “Understanding C-Panel.” Here I plan to explain the many functions of the control panel. I will show a screen shot of the panel and briefly summarize each graphic icon’s purpose. Next, I will have “Loading a New Page,” where I will demonstrate how to upload a simple html page to the hosting site. I also intend to include a simple html tutorial and a Microsoft Front Page tutorial to help employees edit existing pages. I will most likely give each of these a general heading, such as “Using Microsoft Front Page” and follow up with specific subheadings, such as “How to Color a Background.” When the document is complete, I will most likely turn it into a .pdf for easy readability and professionalism.
Qualifications
I am qualified to create this website because I have created several personal websites in the past. I am proficient in html and javascript and am familiar with web editing program, such as Front Page, Dreamweaver, NVU, etc. I have also taken Computer Science 120 at Clemson University which has given me a background in the history of computer technology as well as information about the present and future of such technology. I am also interested in gaining some professional experience in web design to diversify my resume, making this a great project for me.
As for the technical manual, I am an English major at Clemson University and am studying to receive a business and technical writing minor as well. I have also spent many summers in a business office and completed an internship at a community center. These opportunities have given me the chance to experience corporate culture and write professionally. I have created both informational documents and promotional materials for these companies. Thus, I have had a plethora of experience in both academic and professional writing.


Project Schedule

Date Due Object Due
09/17/2008 Proposal Draft
09/25/2008 Proposal
10/16/2008 Web Site Draft
12/2/2008 Web Site
11/13/2008 Manual Draft
12/02/2008 Manual



Conclusion
In conclusion, Carolina International Trade is a rapidly growing company in need of a website that is attractive and functional. The site should allow clients and other interested parties to learn about the company and its trade as well as have the ability to contact the company. The company also needs a method to update and maintain this website without hiring an external employee. I feel that the best way to fulfill these needs is to create a website and a manual with easy instructions for an in-house updates and maintenance. This would enable the company to continue its current growth and expansion while not overspending their current budget.

Business and Technical Correspondence

The preface to this chapter discusses the three most common forms of technical communication: letters, memos, and emails. In these forms of communication, etiquette is an important issue. For instance, the book says there has been little discussion of email etiquette. I think there has been a fair amount of discussion on email etiquette however. For instance, I think most people know not to type in all caps as it signifies anger or yelling. It is also incredibly annoying to read. Another example of workplace email etiquette is to include a formal heading and closing. It is not appropriate to annotated language such as “lol” or “ttyl” in a formal email. It shows immaturity and lack of decorum. Another example of etiquette is the use of the form letter. While often useful and time efficient, the form letter should never be used as a crutch or in lieu of better communication.

Email and other technical communication also have the tendency to allow the writer to be removed from the reality of the situation. For instance, when dismissing an employee, most employers feel a little sympathy for the employee. However, it is a lot easier to be unemotional, and even cold, in written communication. Technical communication can also be misleading or ambiguous. After all, when you read a document, you can’t hear intonation or see facial expression.

How to Get Results with Your Correspondence:
1. One of the best tips this chapter gives is to write for the recipient, not to them. The given example shows that it is important to show the benefit or importance to the reader, not to you. It is all about semantics and how the writer presents his information.
2. Personalize letters. This can be done through salutations.
3. Master tone
4. Write like you talk- Use plain language
5. Use gender neutral language
6. Specific language
7. Short and focused sentences
8. Use good grammar
9. Use active language, not passive
10. Be brief

Bad News Message Tactics:
1. Indirect- Thanks, Because, Sorry, Thanks
2. Direct- Thanks, Sorry, Because, Thanks

Problem Statements

Problem Statements:
Carolina International Trade knows that a website would be beneficial to their business. However, none of their current employees have the knowledge to update and maintain a website. They also do not have the funds to hire another employee to update and maintain a website. Thus, I will create a manual that will instruct employees on basic web design and maintenance.

Carolina International Trade would like to have a website that is professional, informative, and interactive. They would also like to have a current employee update this website. Actually, they do not have a website or an employee with the knowledge to update it. I will make the real situation more ideal by writing a technical manual that will instruct employees on basic web design and maintenance.

Carolina International Trade currently has no website and no employee to update and maintain one. This could result in lack of information, fewer contact methods, and an inability to keep up with the competition. I will alleviate these problems by creating a document that will teach a current employee how to update and maintain a website.

Draft

Executive Summary
Carolina International Trade is a textile and used clothing exporter located in Duncan, SC. The company was founded in 2006 and has grown exponentially since. In order to keep up with the needs of a fast paced business world and enhance the company’s image, the owner would like a website that highlights the growing business and its accomplishments. However, the company does not currently have the funds to hire an additional employee to update and maintain the website. Thus, I propose to create a website and a technical document that will enable a current employee to update and maintain the website.


Introduction
ATC International was founded in 1986 in Edison, New Jersey. Initially, the company specialized in textile exportation, predominately to Africa and South America. In 2006, one of the shareholders bought out the company and moved to South Carolina to expand the company. Upon the inclusion of used clothing exportation, the company was renamed Carolina International Trade.

Due to this rapid growth and relocation, the company owner feels that a website would be beneficial. The website could provide increased visibility and a contact method for both current and future clients. It could also serve as an informational tool.

However, at this time, the company does not have the funds to hire an employee to create, maintain, and update the website. My solution is to create the website myself free of charge and create a manual that will allow a current employee to do the necessary updates and maintenance.


Current Situation
Currently, Carolina International Trade does not have a website. They do, however, have hosting and a domain name, www.citcarolina.com. In the past, the company has tried to hire someone to create a website, but there have never been any results.


Project Plan
First, I will access the company’s needs by having several meetings with the owner and learning more about both his needs and the company’s history. Then, I will research both the competition and relevant web standards. Finally, I will create a website and technical manual that will allow an employee to do future maintenance and updates.

The first step to making the website will be to view the competition’s websites. Then, I will find a design that fits the needs of the company. At this time, I believe I will need to access the control panel and create a home page with a navigational bar, offering sites such as Home, About Us, History, Used Clothing, Textiles, Exports, and Contact Us. Each of the sites should have a similar navigational and design element. I would also like to feature a photograph on each page and all relevant information. The Contact Us page will probably require a simple form that will allow all information to be filled in and automatically emailed to the relevant personnel.

Finally, I will create the technical document. This document should begin with a title page and be followed by a table of contents with page numbers to increase clarity and accessibility. Then, I will detail how to login and access the control panel. I will likely include the username and password. I also intend to show a screen shot of the login page. Then, I plan to explain the many functions of the control panel. I will show a screen shot of the panel and briefly summarize each graphic icon’s purpose. Next, I will show how to upload a simple html page to the hosting site. I also intend to include a simple html tutorial to help with the editing of existing pages.


Qualifications
I am qualified to create this website because I have created several personal websites and am proficient in html and javascript. I have also taken Computer Science 120 at Clemson University. I am also interested in gaining some professional experience in web design.

As for the manual, I am an English major at Clemson University and a business and technical writing minor, so I have had lots of experience with writing. I have also used these skills in the professional field, creating promotional materials and informational documents.


Project Schedule
Date Due Object Due
09/17/2008 Proposal Draft
09/25/2008 Proposal
10/16/2008 Web Site Draft
12/2/2008 Web Site
11/13/2008 Manual Draft
12/02/2008 Manual


Conclusion
In conclusion, I feel that the best way to fit the needs of Carolina International Trade is to create a website and a manual with easy instructions for in-house updates and maintenance. I feel that this would enable the company to continue its current growth and expansion.

Date Switch

MEMO TO: English 490/690 Class

FROM: Laura

DATE: September 17, 2008

SUBJECT: Due Dates

Our project document preview is due on October 16th, and our technology preview is due on November 13th. However, in order to create my project document, a guide for updating and maintaining a website, I will need to first complete my multimedia component, the website.

Without creating the website first, I will be unable to explain how to use the control panel as each hosting site may use a different version. I am also unsure which elements I will include on the website and will find it hard to be specific. For instance, if I use javascript for the navigation bar, then the steps for updating page titles will be different than if I had chosen to use html.

Thus, I would like to propose that I reverse the dates and turn in my technology preview on October 16th and my document preview on November 13th.

Selzer and Myer

Both of this week’s readings were about the writing process. However, Selzer’s work focuses on the process of an engineer writing a project proposal, and Myer’s focus is on two scientists constructing a high stakes grant proposal. It is interesting to compare their processes not just to one another but to the process given previously in our textbook.

In his article, Selzer says that while there has been research on the subject of writing composition, little of this research has implemented in the teaching of technical writing.

Selzer decides to examine the writing process of the engineer Kenneth Nelson who works with a big company in Chicago. Nelson spends over half of his work time creating technical documents, such as proposals. Selzer gathers all of Kenneth's works throughout the process, such as jottings, notes, outlines, plans, drafts, and final work.

This is interesting because in a previous article, we saw the "ideal" breakdown of writing time. Nelson seems to spend the majority of his time preparing. However, this does not take into account his "worrying" phase or thinking. Also, revision and proofreading take a very limited amount of time. This is likely due to the intense preparation for writing.

In Myer’s article, he follows the writing process of two biologists who are applying for a high stakes grant. The scientists have a different approach, thought both consider purpose and audience. However, Nelson seems more familiar with his audience and more confident in his writing. Thus, the two biologists spend a lot more time in revision than the engineer, Nelson. This more closely follows our textbooks suggestion. They also have greater peer review and work together on a single project.

Project Proposal Outline

I. Executive Summary
a. Carolina International Trade is a rapidly growing business in Duncan, SC. The company would like to create a website in order to facilitate further growth. The company does not have the budget to hire an employee to update and maintain their website, so they would like a current employee

II. Introduction
a. Carolina International Trade is a used textile business run in Duncan, SC. This business has grown tremendously since its inception in 2005. Now, the company sees over 500,000 pounds of clothing each week. This clothing is shipped to clients all over the world. In order to continue to facilitate this growth and to keep up with the technology of the day, the company would like to create a website. However, the company does not currently have the funds to hire an employee to create, update, or maintain a website.

III. Current Situation
a. No Website
b. No funds for web maintenance
c. Competition is online

IV. Project Plan
a. Access Company Needs
b. Research Web Design
i. Considerations
1. Competition
2. Accessibility- (visually impaired, etc)
c. Create Web Layout
d. Compile Information
e. Complete Web Site
f. Create manual for Updates

V. Qualifications
a. Past Web Design experience
b. Relevant coursework
i. CpSc 120
c. Interested in PR and technology

VI. Project Schedule
a. September 16 - Proposal outline due
b. September 25 - Proposal due
c. October 16 - First deliverable draft completed
d. October 30 - Second deliverable draft completed
e. November 13 - Technology preview due
f. December 4 - Project presentation

VII. Conclusion

Semester Project Update

As I have previously stated, I have decided to create a website for Carolina International Trade. The website will encompass the multimedia portion of my semester project. However, my main objective will be to create a technical manual that will enable the company to update and maintain their site for years to come. I spoke briefly over the phone with the company owner, and he felt this was the best option.

I hope to make the book very detailed, yet simple to follow. I want to start with a title page, table of contents, summary, and then complete the book with chapters on important processes like "How to Login," "Understanding the User Panel," "Creating HTML," "Uploading a New Page," etc.

I also did a little research on web standards for the visually impaired. I found a helpful website with tips for increasing accessibility. http://74.125.45.104/search?q=cache:vLR1xiv9QRoJ:www.ictknowledgebase.org.uk/websiteaccessibilitytips+website+visually+impaired&hl=en&ct=clnk&cd=1&gl=us

I will meet with the company owner to discuss the project in further depth on Sunday nigh.

Project Proposal Pafeo

After careful consideration, I have concluded that I will be creating a website for Carolina International Trade as well as a manual to help the company update and maintain their new website. Below is the PAFEO:

Purpose:
The purpose of my project is to increase corporate exposure and enhance current marketing strategies by producing a simple website. This website will serve as an informational tool and contact method for potential new clients of Carolina International Trade.

In order to do this, I will briefly summarize the proposed project, enumerate the reasons why such a project is beneficial, and finally explain how and when the project will be completed.

Audience:
The intended audience will be the potential clients of Carolina International Trade and their existing colleagues.

Format:
I will use Times New Roman, size 12 font, headings, and any pictures, graphs, or tables necessary. I want the document to be easy to understand and visually appealing (in a professional manner).

Evidence:
I will use primarily information given to me by the company on their current operations for the website, and the manual will be based off of my own personal knowledge and experience.

Organization:
The format will be that of a conventional website. There will be multiple pages with information linked by a navigation bar at the top of the screen. I will most likely divide the website into pages such as "About Us," "Used Clothing," "History," and "Contact Us." The manual will be well organized with headings for easy readability. I will also offer step by step instructions and most likely some screen shots for clarity.