Technical Writing - Definition of White Paper

Although it started in government, the term white paper is showing up more and more in business writing, and, like a technical report or executive summary, it's a type of document you may be asked to write.

Companies use white papers to present a case for a particular method as the best way to approach a problem. It's often aimed at an audience outside the company, but it can also be used to present a case internally for following a certain path. While it's not technically a marketing tool, it definitely presents one POV as being superior to another with the intention of influencing the reader's decision-making process. The audience may be a specific client, multiple clients, or the general public, but if they have a problem, and you can show how it can be solved, they'll consider the content first and then look kindly on the source.

The principal difference between a white paper and a straight marketing piece is that there is no sell in the sense of "Here's our product. It's great. Buy it." A white paper begins by recognizing a need. Then it shows how, by following a certain path, the need can be met. It's not unusual for a white paper to make no reference to the source company's products at all. Specific systems and products may be referenced as being used by the source company, but not in such a way as to recommend they be purchased by the reader.

Technical Writing - Definition of White Paper

Examples

Poor: This is an introduction to the new Guffman, Inc. rolling mill.

Better: This paper focuses on how to select a rolling mill that reduces your production down-time.

The important thing is to recognize a problem and provide a solution - in that order. When you focus on the negative situations the reader has and the problems they cause, you show the reader that you understand. This accomplishes three important things:

- You establish that you're a credible source because you understand.

- Being altruistic makes points with readers and increases the odds that they'll read the paper - and recognize the value of your product.

- Readers self-select because people who don't have those problems won't read the paper.

By immediately identifying problems and concerns readers have, you can spend the balance of the paper showing them the direction they should take to reach a solution - hopefully, one provided by your company.

Bottom line: The emphasis is on the reader's interests and not the interests of the source company.

Typically, the contents of a white paper include:

- Identification of the market drivers that produce the negative situations

- Discussion of the problems that result from the situations

- An overview of the problem in the industry

- A broad discussion of solutions in the industry

- Specific elements involved in the solution

- Benefits derived from the solution

- Examples of where the solution has worked

- How to identify the best solution

Technical Writing - Definition of White Paper
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If you can write a simple sentence in English and organize your thoughts then technical writing may be a rewarding field. You can easily make it a second income stream in your spare time.

According to the U.S. Department of Labor, the average salary for technical writers is ,380. Freelance technical writers can make from to per hour.

The field of technical writing is like a golden city. It's filled with wealth, rewards and opportunities. After learning technical writing you can branch out into business writing, marketing writing and communications writing. All of these can become additional income streams.

But to succeed you must learn how to market yourself to clients. You have to prove to them that you are an invaluable asset. That's where ProTech - Your Fast Track to Becoming a Successful Technical Writer can help. It's a technical writing course that does two equally important things:

1. It teaches you the skills to become a technical writer in the shortest time frame. You'll learn to create manuals, procedures, tutorials, processes, proposals, spec sheets and other documents that businesses need.

2. It shows you how to market yourself to clients so you can start your income stream as soon as possible.

In fact, you'll get a complete marketing toolkit which has templates and technical writing job sites to get started immediately!

You can download two sample lessons by clicking the link below.

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Technical Writing - Definition of Foreword, Introduction, and Preface

Definition of foreword, introduction, and preface OK, let's get started. Easy enough to say, but what do we start with? What comes first, a foreword, an introduction, or a preface? The best way to approach the subject is to look at what they do.

A foreword, if we follow the generally accepted definition in publishing, is an introduction to a book by someone other than the author. It comes right after the Table of Contents, and the pages are numbered with lower-case Roman numerals, e.g., i, ii, iii, etc., rather than the Arabic numerals used for the text of the book.

Ideally, it's written by an expert on the subject of the book who says that the author did a good job writing about the subject. The foreword generally speaks well of the author.

Technical Writing - Definition of Foreword, Introduction, and Preface

A foreword, as the spelling indicates, is a word that comes before. It's not a forward, which is a direction, or a foreward, which is a misspelling.

A preface is usually written by the author of a book and often gives an overview of how the book came to be written, its intended purpose, and to what extent it covers the topic. It may come before or after the foreword, but it usually comes after and follows the same page numbering system. The preface may also include acknowledgements.

An introduction is also written by the author (or, sometimes, the editor). It's an essay that sets up the full topic of a book. It states what the author's point of view is and may indicate what the reader's point of view should be. After reading the introduction to find out what's in the book, the reader can decide whether or not to read it. Since it's part of the text, the pages are numbered with the same numbering system as the text.

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If you can write a simple sentence and organize your thoughts then technical writing may be a rewarding field. Become a tech writer and quickly start an extra income stream.

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Business Memos - 10 Tips for Writing Memos That Get Action

Memo is short for Memorandum. It is a simple way to communicate important information within an organization. Writing a clear, well organized memo is a valuable business skill.
Memos are used to communicate information and get results by focusing on one clear call to action.

Here are 10 tips for writing a memo that will get the action you want.

1. Audience needs: Think of the audience and their needs. This is essential in the call-to-action. For example, tell your readers how they will benefit from attending an extra meeting or how they will increase productivity by following your ideas.

Business Memos - 10 Tips for Writing Memos That Get Action

2. Audience level: Consider the education, background, and company status of your readers, and write to the level that matches their needs.

3. Tone: A business memo is somewhat formal, but it's less formal than a business letter. It won't help you to address a group of co workers in a very formal manner. It's fine to have a friendly tone, but still be business-like. Match your style and tone to your audience.

4. Common language: Make sure everyone understands you. If you work in a technical field, be careful about using jargon that some readers may not understand. You may want to write different versions of the same memo to people in different departments.

5. Informative subject line: This explains simply and clearly what the memo is about. Similar to a subject line in an email message, the subject line is crucial to getting people to read your memo.

6. Write the bottom-line first: The first sentence or two should give the main point. Don't add extra information leading up to the point. Remember, this isn't a story, it's a business document.

7. Clear and concise: Check for extra wording; keep the memo to one page or less, and use attachments or separate summaries for additional information. Keep the memo structure simple and logical. Limit paragraphs to one idea.

8. Factual: Use a neutral or positive tone. Avoid emotionally-charged words.

9. Conclusion: If needed, add a conclusion to reaffirm or summarize the main points.

10. Formatting: Use the standard format outlined in many guides, or follow your company's guidelines.

There are many aspects to writing an effective memorandum, using the correct format.

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What's The New GM DEXOS Motor Oil All About?

Modern engines are becoming ever harder on the oil that lubricates them. As engines and oil sumps have gotten smaller reducing the volume of oil the engine holds, performance enhancing additions like turbo changing have become common.

Throw in government mandates for constantly improving fuel economy and pollution control, and you have constantly increasing demands placed on motor oil.

Between advancing new technologies, and ever increasing performance mandates, the oil formulation industry has been continuously changing... As it must!

What's The New GM DEXOS Motor Oil All About?

API (American Petroleum Institute) has represented the interests of all the oil manufactures and first created oil classification groups in 1947.

Since the "S" and "C" categories were introduced about 1970, API has worked closely with both ASTM (American Society for Testing and Materials) and SAE (Society of Automotive engineers) to stay on top of development of engine oils that meet the needs of changing performance demands.

In 1987 though, the AAM (Alliance of Automobile Manufacturers) told the API they were not happy with the way API went about approving new motor oils. AAM created a new committee called ILSAC (International Lubricants standardization and Approval Committee)

ILSAC is made up of nine OEM's from both North America and Europe and the latest ILSAC standard is called GF-5, an improvement of the former GF-4 mainly aimed at improving motor oil fuel economy benefits and oil robustness and protecting complicated new emissions systems.

As of this writing the API's most recent categories are "SN" and "SN resource conserving" which apply to gasoline powered passenger cars and light trucks.
API "SN" introduced October 1st, 2010 matches ILSAC GF-5 fairly closely.

In 2010 though General Motors introduced its own motor oil specification through the Dexos 1 oil licensing program and consumers driving model year 2011 and newer GM vehicles will have to use a motor oil recommended for Dexos 1 applications.

Dexos 1 has performance features that exceed those requirements of API SN/ ILSAC GF-5 in some areas and are less strict in others.

Dexos 1 requires performance to be enhanced over what API SN/ ILSAC GF-5 requires in the following areas; engine sludge protection, volatility, piston cleanliness, turbo charger protection, resistance to oxidative thickening, wear protection, seal compatibility, and corrosion protection.

Dexos 1 requirements for emissions systems durability, fuel economy and E-85 emulsion retention (use with gasoline containing alcohol) are somewhat less than what API SN/ ILSAC GF-5 require.

The Dexos 1 licensing program requires motor oil manufactures to pay a licensing fee to General Motors to use the Dexos1 approved logo; essentially making the sale and use of Dexos 1 motor oils a profit center for GM and increasing the cost of the oil.

Early on the concept GM had for the Dexos 1 licensing program required motor oil manufactures and end-sellers alike to pay a per-quart fee to GM for every bottle of GM Dexos approved oil sold.

In actual implementation though I believe this has changed to a flat fee per year for manufacturers and end-sellers. Since I'm not privy to GM's decisions and because the Dexos 1 licensing program is still evolving and has changed more than once since its inception only GM and the manufacturers/ end-sellers who have entered the program know the actual fee's that add to the retail price of Dexos 1 motor oil.

While a quite a few motor oil manufactures have started making oil that meets the Dexos 1 specification, at the time of this writing any number of motor oil manufacturers including Valvoline and Amsoil have balked at paying this fee saying it does nothing for the consumer but drive up the cost of the oil and are refusing to join GM's program.

The reality for the consumer is that as long as the motor oil you choose says that it is formulated for the Dexos 1 spec you are covered even if the manufacturer has not purchased the right to use the Dexos 1 approved symbol (paid GM's licensing fee)

Dan Peterson, Amsoil Inc Vice President of Technical Development stated in a recent interview that while each of the specifications outperforms the other in some certain areas that Amsoil has formulated its full synthetic motor oils to exceed the requirements of API SN, ILSAC GF-5 and GM Dexos 1 in all areas.

Currently Amsoil OE and XL, 5W/30 full synthetic motor oils meet and exceed Dexos 1 requirements and Amsoil plans other such products for 2011.

Amsoil Inc. introduced the first full synthetic motor oil to meet American Petroleum Institute requirements in 1972. Today Amsoil is considered the world leader in synthetic motor oils and lubricants.

By Larry Crider

What's The New GM DEXOS Motor Oil All About?
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Larry Crider is a certified lubrication specialist and a 20+ year veteran distributor for Amsoil inc., makers of high quality synthetic lubricants for nearly any application.

To contact Larry or to get a free Amsoil products catalog by mail go to http://www.sowoil.com and "click the pig"

If you would like Amsoil product information fast by e-mail please go to http://www.sowoil.com/e107_plugins/contactform_menu/contactform.php?contact

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Report Writing - How to Format a Business Report

Introduction

Report writing is a time consuming business so it is a great shame if, having devoted all that time to writing your report, the quality is such that hardly anyone can be bothered to read it. Quite frankly, most report readers do not actually read all the report; they are too short of time. You might as well know it and accept it -- that is normal. They only read the parts that interest them. Frequently these are the summary, the conclusions and recommendations.

Of course, some readers do need all the details you so carefully included, they are specialists, but most do not. Most readers just need two things: that the information they want is where they expect it to be so they can find it, and that it is written clearly so that they can understand it.

Report Writing - How to Format a Business Report

It is similar to reading a newspaper. You expect the news headlines to be on the front page; the sports coverage to be at the back; the TV listings on page whatever and the editorial comment in the middle. If what you want is not in its usual place then you have to hunt for it and you may get irritated. So it is with a report.

There is a convention as to what goes where. Stick with the convention and please your readers. Break the convention and people may get slightly irritated - and bin your report.

So what is that convention, the standard format?

Standard Sections

Title Section. In a short report this may simply be the front cover. In a long one it could also include Terms of Reference, Table of Contents and so on.

Summary. Give a clear and very concise account of the main points, main conclusions and main recommendations. Keep it very short, a few percent of the total length. Some people, especially senior managers, may not read anything else so write as if it were a stand-alone document. It isn't but for some people it might as well be. Keep it brief and free from jargon so that anyone can understand it and get the main points. Write it last, but do not copy and paste from the report itself; that rarely works well.

Introduction. This is the first part of the report proper. Use it to paint the background to 'the problem' and to show the reader why the report is important to them. Give your terms of reference (if not in the Title Section) and explain how the details that follow are arranged. Write it in plain English.

Main Body. This is the heart of your report, the facts. It will probably have several sections or sub-sections each with its own subtitle. It is unique to your report and will describe what you discovered about 'the problem'.

These sections are most likely to be read by experts so you can use some appropriate jargon but explain it as you introduce it. Arrange the information logically, normally putting things in order of priority -- most important first. In fact, follow that advice in every section of your report.

You may choose to include a Discussion in which you explain the significance of your findings.

Conclusions. Present the logical conclusions of your investigation of 'the problem'. Bring it all together and maybe offer options for the way forward. Many people will read this section. Write it in plain English. If you have included a discussion then this section may be quite short.

Recommendations. What do you suggest should be done? Don't be shy; you did the work so state your recommendations in order of priority, and in plain English.

Appendices. Put the heavy details here, the information that only specialists are likely to want to see. As a guide, if some detail is essential to your argument then include it in the main body, if it merely supports the argument then it could go in an appendix.

Conclusions and Recommendations

In conclusion, remember that readers expect certain information to be in certain places. They do not expect to hunt for what they want and the harder you make it for them the more likely they are to toss you report to one side and ignore it. So what should you do?

1. Follow the generally accepted format for a report: Summary, Introduction, Main Body, Conclusions, Recommendations and Appendices.
2. Organise your information in each section in a logical fashion with the reader in mind, usually putting things in order of priority - most important first.

Good luck with your report writing!

Author: Tony Atherton
© Tony Atherton 2005)

Report Writing - How to Format a Business Report
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Tony Atherton is a freelance trainer and writer based in England. He has had four books published and about 90 of his articles have appeared in various magazines and journals. After an earlier career in industry he now runs in-company training courses in business writing, report writing (including technical reports) and taking minutes, as well as negotiation skills and time management. Over 6000 delegates have attended his courses. See http://www.tony-atherton.co.uk/reportwriting.htm for details of report writing courses, or see http://www.tony-atherton.co.uk for general information.

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Technical Writing - How to Format Your Technical Documents Consistently With a Template?

Consistency of a technical documentation is what creates that subliminal sense of trust and confidence in the end-users.

Someone once quipped: "it ain't technical documentation if it ain't boring." This of course is not literally true since I always found technical documents very interesting indeed.

However, this quip reflects the truth that a technical document must be "boringly consistent" in order to be taken seriously. I could also say "religiously consistent" as the phrase goes, but I thought I might inadvertently offend someone and that certainly is not my intention here.

Technical Writing - How to Format Your Technical Documents Consistently With a Template?

Just ask yourself: would you trust an airplane maintenance manual that has missing page numbers, has chapter headings printed in different fonts and sizes, has differently formatted figure captions for consecutively printed figures (like "Figure 2-14" on one page, and "FIGURE 15" on next)?

Consistency all starts with a document TEMPLATE.

It is harder to shift between different page templates if you are using MS Word as your main text editing program, and much easier if you are using Framemaker or InDesign since the last two are built on the "Master Pages" concept. But a page template is what you definitely must have.

When you have a template, you have consistent margins, sidebars, headers and footers, for starters. You have consistent page numbering and column, and page gutter(s) if you have more than one column.

If your text editor allows you to create Master Pages, I'd recommend you to create a document template starting off with the following 5 types of pages (assuming you are writing a book):

1) Front Cover.
2) First Page.
3) Right Page.
4) Left Page.
5) Back Cover.

And it wouldn't hurt at all of you design templates (Master Pages) for the following types of special pages as well:

6) Front Matter.
7) TOC.
8) List of Tables and Figures.
9) Index.

Have a template first before structuring your information. It's a must. "Don't leave home without it," as one credit card commercial used to say.

Technical Writing - How to Format Your Technical Documents Consistently With a Template?
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