Technical Writing - What's the Difference Between Business Writing and Technical Writing?

There are a number of books, programs, and classes out there today offering to teach "technical writing." Some of these are excellent; prepared by industry veterans who know what they're doing. But some others are basically rehashing old "business writing" concepts and techniques under the guise of "technical writing."

"So what?" you may ask, which is a fair question. And here is the answer: if you are seriously considering to go out there and find yourself a job as a "technical writer" then you need to have at least one technical document prepared according to industry standards and expectations. Business writing in general will of course help you communicate better and conduct your business more efficiently. That's why it's a good thing. But when it comes to finding a technical writing job, business writing won't help you much. No recruiter will accept a business writing sample as a proof of your technical writing skills, especially in the hi-tech sector where I've been working for over 10 years now.

Business writing is all kinds of copy generated to administer, communicate with and control others in a work environment. It covers all office communications, and topics like how to write a memo; how to write an e-mail; how to prepare a report; how to write meeting minutes; all kinds of business letters, etc.

Technical Writing - What's the Difference Between Business Writing and Technical Writing?

While helpful, such knowledge will not be enough to find a job in the highly competitive field of modern technical communications. Instead, what you need to learn is the kind of documentation generated every day in such hi-tech industries as software, hardware, networking, telecommunications, manufacturing, chemicals, finance, defense, etc.

Does your instructor help you learn what a "scope" document is, for example, and how it is written? How do you prepare and write "release notes"? What's the crucial difference between an "interface guide" and a "procedural guide"? Do you know how to write a QCP for a defense contractor?

There are many other similar topics that a beginner needs to learn to prepare him or herself for a great career in technical writing. Once you know the crucial difference between "business writing" and "technical writing," you can make a better decision as to which questions to ask before buying a technical writing book or registering in a technical writing program. That way you won't waste your time, money and energy on a product or a program that won't help you reach your main goal. As always the case, knowledge is power in this particular issue as well.

Technical Writing - What's the Difference Between Business Writing and Technical Writing?
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If you are interested to read more about what technical writing is all about and how it can help you earn a steady living, visit http://www.learntechnicalwriting.com. You might be pleasantly surprised with what you'll find out. Join the thousands who are already helped and inspired by this information provided by a Fortune 500 Senior Technical Writer. Visit today and claim your free report "How Much Do Technical Writers Make?"

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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.

Business Memos - 10 Tips for Writing Memos That Get Action
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For a simple guide: How to Write Persuasive Business Memos That Get Action, go to http://www.goldmansmythe.com/howto.html

You're also invited to receive a free report: "Breakthrough Communication Skills" packed with powerful tips for business success, at http://www.ImpressforSuccess.com when you join my Communication Capsules newsletter.

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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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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.

Writing

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

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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