Tech Biz Writing

Final draft
Copy preparation: The following points should be observed when preparing copy for the typist or compositor:

* Use double spacing
* Type or print on one side of the paper
* Be legible
* Number each sheet consecutively
* Circle keying instruction so that they don’t become part of the text
* Conform to house style.

Cast off: Estimating the length of a document in terms of pages. Word processor packages, like MS Word, will give you the number of characters and words. No-one manually estimates these now.
Prelims: Preliminary pages. These may be:

* Half-title page
* Half-title verso
* Title page
* Title verso
* Preface/foreword
* Contents list
* List of illustrations.

End pages: The final pages in a book following the body text:

* Conclusions
* Postscript
* Glossary
* Notes/references
* Appendixes/annexes
* Bibliography
* Index.

Production Phase

Proofreading
Types of proof: There are three types of proof in the traditional printing process:

* Galley proofs
* Page proofs
* Machine proofs.

There is also an intermediate stage of proofing referred to as “page-on-galley” proofs. The first two categories indicate the textual arrangement of the type, but not the final print finish. The machine proof approximates this quality.
Corrections at proof stage: Two types of correction are acknowledged by printers:

* Compositors’ errors corrected by printer or author.
* Author’s corrections indicated during proofreading.

The first are usually made gratis, but the second may be limited to 10% of the total cost of composition.

Next : 57. Reinforcements - Printing

First draft
Learning curve: The time needed to assimilate the brief. It’s derived from a graphical curve illustrating the rate of learning against time. The curve tends to rise steeply in the beginning, before reaching a plateau. If the effort is continued, another jump occurs prior to settling down to a further plateau.

Heading weight: The importance given to a heading by means of its case, position on the page, underlining, italics &c. A chapter heading has a higher “weight” than a subheading.

Pagination: Page numbering. Many systems exist, but generally, those used in Tech. Pubs. will be more informative than decorative.

Style of writing
Man-machine languages: Abbreviated languages, almost akin to software, which, in theory, can be read both by automated machines and their human operators. Much vaunted in recent years, but experiencing problems of implementation.
Style: In the sense used here, style is a function of textual narrative. It’s characteristics are: clarity, cadence, and appropriateness. Bad style employs jargon, cliché, inappropriate ornament, and a use of stale imagery that closes down thought.

Technical vetting
Validation: The act of vetting a draft for technical accuracy and balance of interpretation.

Editing
Editing function: In technical writing an editor is concerned with three aspects of a draft:

* Does it conform to spec or house style?
* Is the flow of material logical?
* Is the grammar and punctuation correct?

Principles of editing: An editor checks a manuscript for:
* Conformity of headings to spec
* Pagination
* Paragraph numbering
* Contents list reflecting text
* Layout of illustrations
* Unusual or ugly word usage
* Undefined abbreviations
* Unnecessary words
* Unexplained technical terminology
* General balance
* Ambiguities
* Punctuation
* Construction
* Spelling.

Next : 56. Reinforcements - Final draft

Information gathering
Data management: The problems associated with technical information revolve around:

* Accumulation
* Retention
* Accessibility

Printed information: May come in the form of:

* Previous manuals
* Sales documents
* Specifications
* Test schedules
* Parts catalogues
* Diagrams and drawings.

Verbal information: The most difficult to deal with in that it requires use of memory, notetaking, and/or tape recordings.
Visual information: All authors should have sight of the equipment they are writing about. This information is best stored in sketch or photographic form.

The synopsis
Defines the topic breakdown chapter by chapter and section by section. It includes the amount of detail to be covered, and the number and type of illustrations to be used. It should comprise:

* Chapter number
* Provisional title of chapter
* Subject of chapter
* Topic breakdown
* Illustrations
* Page estimate
* Other remarks.

Costing
Writing terms: Writing tasks are usually undertaken on the adjacent terms:

* Fixed price quotation
* Cost plus
* Limit of liability.

Office overheads: Approximately 125% of basic labour.
Cost of handbook: Labour + materials + office overheads.
Quotation charge to client: Cost + profit + VAT.

Next: 55. Reinforcements - Development.

Contacts
Points for approaching a contact:

* Areas needing clarification
* Queries on modifications
* Technical interpretation
* New information.

A visit should accomplish:

* Points answered
* Queries clarified
* Equipment examined
* Way paved for next stage.

Meetings
Chairman’s main considerations:

* Is meeting necessary?
* Who should come?
* Are they available?
* Subject of discussion?
* What is to be achieved?
* Start/finish times?
* Venue?
* Advance information?
* Supplementary topics?

Agenda
The agenda of a meeting will usually contain:

* Place, time, and date
* Subject
* Order of discussion
* Other business.

Next: 54. Outline and Design Part 3.