Chapter 3 of Kolin's Successful Writing at Work

CHAPTER 3
Collaborative
Writing and
Meetings in the
Workplace
Philip C. Kolin
University of Southern Mississippi

Copyright © Cengage Learning. All rights reserved. 3 | 2
Collaboration Is Crucial to the
Writing Process
Being a team player
means you…
 Interact successfully on an
interpersonal level
 Network to access and
archive information
 Participate and provide
feedback
 Give and take constructive
criticism
 Raise important and
relevant questions
 Get assistance from
resource experts in other
departments and fields
 Put the good of your
company above your ego
 Work toward consensus
 Contribute to customer
service and satisfaction

Figure 3.1 A Collaborating Team at
Work
76 CHAPTER 3 CollaborativeWriting and Meetingsin the Workplace
● participateand providefeedback ● put the good of your company
FIGURE 3.1 A Collaborating Team at Work
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Advantages of Collaborative
Writing
 It builds on collective talents.
 It allows for productive feedback and critique.
 It increases productivity and saves time and
money.
 It ensures overall writing effectiveness.
 It accelerates decision-making time.

Advantages of Collaborative
Writing (slide 1 of 2)
 It reduces corporate risk.
 It boosts employee morale and confidence
while decreasing stress.
 It contributes to customer service and
satisfaction.
 It affords a greater opportunity to understand
global perspectives.

Collaborative Writing and the
Writing Process (slide 2 of 2)
 How groups move through the writing process:
 Groups must plan before they write.
 Groups must do research.
 Groups must prepare drafts.
 Groups must revise and edit.

Figure 3.2 Collaborative Editing:
Advice from a Pro
Y
Collaborat ive Writ ing and Edit ing
Figure 3.2 contains an email written to a listserv by Tara Barber, the Documentation Manager
of CText, Inc., a large ﬁrm in Ann Arbor, Michigan, that develops software for the publishing
industry. Barber describes the writing process followed by her team of collaborative writers.
Her approach sheds light on the practical, day-to-day process of group writing and editing.
Group harmony is essential to completing documents successfully and on time.
Study Barber’sapproach. She effectively works with and not against her staff. She manages
the collaborative effort without being heavy-handed or suppressing individual creativity. Her
strategy offers a good model to follow.
FIGURE 3.2 Collaborative Editing: Advice from a Pro
I would like to describe some constructive ways to edit a document to help new
writers improve their skills.
I agree that the more projects you make collaborative, the better results you will
get. Here’s how we do it in my department. Although all my writers are
experienced, they come from different backgrounds, which means I have to
coordinate editing activities similar to the ways I interact with new writers. It’ s my
job to make sure all the pieces fit.
When I first took this job, several documentation styles were used for the
company’s manuals, but the department was small, and so the senior writer and
I prepared a consistent style manual. We experienced some tension, but by
compromising, we ironed out our differences. We developed a style guide and a
set of manual conventions that gave writers precise guidelines to follow . The new
manual helped us eliminate glaring editing problems such as inconsistencies in
spelling, capitalization, use of formats, headings, and documentation.
But the department has grown since that time, and on at least two occasions all
of us have reassessed the content and format of the style guide and manual.
By doing this, we are able to get input from everyone and to allow for new
ideas. When a problem arises now, we are comfortable addressing it as a group.
<tara.barber@ctext.com>
bit.listserv.techwr-1
Benefits of Collaborative Writing/Editing
ReprintedwiththepermissionofTaraBarber.
©201CengageLearning.AllRightsReserved.Thiscontentisnotyetfin
a
landCengageLearning
doesnotguaranteethispagewillcontaincurrentmaterialormatchthepublishedproduct.
SomeGuidelinesfor Successful Group Writing
FIGURE 3.2 (Continued)
ReprintedwiththepermissionofTaraBarber.
a
landCengageLearning

Guidelines for Setting Up a
Successful Writing Group (slide 1 of 2)
 Understand and agree on the purpose,
audience, scope, organization, and deadlines.
 Establish group rules early on and stick to
them.
 Put the good of the group ahead of individual
egos.
 Agree on the group’s organization.
 Identify each member’s responsibilities
precisely.

Guidelines for Setting Up a
Successful Writing Group (slide 2 of 2)
 Provide clear and positive feedback at each
meeting and for each part of the report the
group prepares.
 Follow an agreed-on timetable, but leave room
for flexibility.

Ten Proven Ways to Be a Team
Player
1. Think collectively.
2. Participate.
3. Be clear and precise.
4. Set aside your ego.
5. Be enthusiastic.
6. Listen.
7. Be open-minded.
8. Follow company and group protocols.
9. Compromise.
10.Go with group consensus.

Conflict in Collaborative Groups
(slide 1 of 4)
Common Problems
• Resisting
constructive criticism
• Giving only negative
criticism
• Dominating a
meeting
Practical Solutions
• Move the discussion
to another section or
issue.
• Remind the
individual about the
importance of being
constructive.
• Remind group that
participation is
valued; ensure that
members are able to
contribute ideas.

(slide 2 of 4)
• Refusing to
participate
• Interrupting with
incessant questions
• Inflating small details
out of proportion.
• Encourage unsure
members to
participate at key
junctures.
• Ask the member to
consider an answer
to his or her own
question.
• Remind the group of
larger issues at hand
and the need to stay
on track.

(slide 3 of 4)
• Being overly
deferential to avoid
conflict
• Not respecting
cultural differences
• Encourage group
members to express
feelings and
opinions freely.
• Ensure that diversity
is honored and alert
violators when
needed.

(slide 4 of 4)
• Violating
confidentiality
• Not meeting
deadlines for
completion
• At an early meeting
and throughout the
writing process,
emphasize key
points about
confidentiality.
• Use email
networking for
reminders and
ongoing
communication with
group members.

Models for Collaboration (slide 1 of 2)
 The four most common models for
collaboration used in the world of work are as
follows:
 Cooperative model. An individual writer completes a
first draft and solicits peer or supervisor feedback to
produce a final version.
 Sequential model. Several individuals write the
document, each assigned a specific portion. When
each portion is complete, the coordinator assembles
the individual parts.

Models for Collaboration (slide 2 of 2)
 Functional model. Several individuals write the
document, each assigned a specific skill area. Skill
areas may include leader, researcher, designated
writer/editor, and graphics expert.
 Integrated model. All members of the team share in
planning, researching, writing, and revising.

Figure 3.3 Draft of Randy Taylor’s
Letter, Edited by His Supervisor

Figure 3.4 The Edited, Final Copy
of Figure 3.3

Figure 3.5 How a Proposal Is
Collaboratively Written

Figure 3.6 Draft of Collaborative
Memo, Manager Revisions in Blue

Figure 3.7 Revision of Memo,
Changes by VP Schuster

Figure 3.8 Final Memo Using
Integrated Model of Collaboration

Computer-Supported Collaboration
 To be successful writers, employees today
must be proficient in using multiple types of
collaborative software applications, also known
as groupware.
 Advantages of computer supported
collaboration are:
 Increased opportunities to “meet.”
 Improved feedback and accountability.
 Enhanced possibility of complete and clear
information.
 Reduced stress in updating new group members.
 Expanded options for communicating worldwide.

Figure 3.9 Collaborative Editing
Using Document Tracking System98 CHAPTER 3 CollaborativeWriting and Meetingsin the Workplace
FIGURE 3.9 Collaborative Editing Using a Document Tracking System
©CengageLearning
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landCengageLearning

Figure 3.10 Using Google Docs to
Collaborate on a Document
FIGURE 3.10 Using Google Docs to Collaborate on a Document
Dan Vallero/Google, Inc. Photoscopyright 2012, Microsoft Corporation. All rightsreserved.
Computer-Supported Collaboration 101
©2012,MicrosoftCorporation
a
landCengageLearning

Planning a Meeting
 If you have the responsibility of planning a
meeting, you need to consider the following
questions in advance of the meeting:
 What is the purpose of the meeting?
 Who should attend the meeting?
 What specific responsibilities do individuals have?
 When should the meeting take place?
 Where should the meeting take place?

Meetings
 Creating an Agenda
 Your agenda is a list of the topics to be covered at
the meeting
 It is a one- or sometimes two-page outline of the
main points to be covered at the meeting
 Should list only those items that your group regards
as most crucial.
 Prioritize your action items so the most important
ones come first.

Figure 3.11 Multiple people
Engaged in a Skype Conversation
fast Internet connection.
● Alwaystest your webcam to make sure it isworking (and isin focus) before making a
Skype call, and ask the other participants to check theirs, too. In your Skype contact
list, click on “ Echo/Sound Test Service” to test your audio settings.
● Look directly into your computer’s webcam (and not at the keyboard) so that the
participants can see you clearly.
● Be sure that any ﬁles you share during the meeting through Skype are relevant.
● Do not try to carry on another conversation on your cell phone or tweet or text during
your Skype conversation.
FIGURE 3.11 Multiple people Engaged in a Skype Conversation
AndreyPopov/Dreamstime.com
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lan
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Figure 3.12 Minutes from a
Business Meeting

Chapter 3 of Kolin's Successful Writing at Work

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