The document discusses the technical writing process, including organizing and outlining documents, allocating time and funds for projects, and drafting documents effectively. It provides definitions and examples of organizing, outlining, project proposals, and drafting. Guidelines are presented for using templates and styles in drafting as well as the advantages and disadvantages of using default templates and styles.

1. Lesson 2: Technical Writing Process
Organizing, Outlining, Allocating (Time and Funds), and
Drafting

2. Organizing and Outlining
Definitions and Tasks

3. Definitions
Types:Organizing
a. to systematize:
to organize
e.g. the files of an office.
(dictionary.com)
b. : to arrange and plan (an
event or activity)
: to arrange or order things
so that they can be found or
used easily and quickly : to
put things into a particular
arrangement or order
(Merriam-Webster.com)
(outlining)

4. Sample
More specifically, on March 4, 20XX, there was a delay
in starting Phase II of our project because you did not
place the special order for flasks and pipettes.
Consequently, we did not have enough equipment to
begin our work. As you know, time is of the essence.
This delay could have easily been avoided.
Cause
Effect
Source: Written Warning Poor Work Performance
(http://www.med.umich.edu/medschool/staff/discipline/section4/letterN.pdf)

5. Sample
It began three months ago, in April, when I was
awarded a promotion by our boss, Mr. Lim. Even
though Ms. Smith is still my superior, she has taken my
promotion as a means to degrade me. She constantly
calls me stupid, ignorant, sloppy, and ugly. She tells me
that I can’t do anything right, even when I believe my
work to be efficient. She comments on my lack of
education and lack of wealth. The first month it started
happening, it wasn’t so awful, but especially this past
month, I have not been able to handle it anymore, and I
don’t feel that I should have to.
Illustration
Source: Sample Emotional Abuse Letter of Complaint
(http://www.wikihow.com/Sample/Emotional-Abuse-Letter-of-Complaint)

6. Sample
As an Assistant Director of this company, I have recently found that
keeping the work area tidy is not observed as one of the foremost to-
do tasks. I have the following suggestions for maintaining the
cleanliness of the office:
• Make it a point, to recurrently, clean the hand-set and the
mouthpiece of the phone because it offers a haven for germs
• There should be sterilized wipes available for quickly cleaning up
coffee spots and other similar material
• A can-liner for collecting trash should be kept in close vicinity so
that the bags containing the waste material can be quickly emptied
and replaced
• A handy tool for dusting purposes must always be present in the
drawer for cleaning the settled dust on computers, furniture etc.
Process Analysis
“Notice the bullets?”
Source: Sample Memorandum for Keeping the Office Clean
(http://www.topjobapplications.com/sample-memorandum-for-keeping-the-
office-clean/)

7. Definition
Five Tasks:
1. Group Similarities
2. Ordering the items in the group
3. Organizing the Group
4. Avoiding Common logical problems
5. Choosing an outline format
Outlining
a : a style of drawing
in which contours are
marked without
shading
b : a sketch in outline
(Merriam-
Webster.com)

8. Despedida
Party
Who
What
When
Where
Why

9. Despedida
Who
When
WhereWhy
What
Vikings
Friday
6 pm
Casual
Boss
Bossin
g
All
EmployeeRetirement
Farewell
Party

10. Despedida
Who
• ALL
Employee
• Boss
Bossing
When
• Friday
• 6 pm
Where
• Vikings
Why
• Retirement
What
• Farewell
Party for
• Boss
Bossing

11. Allocation of Time and Funds
Devising a Schedule and a Budget

12. Project Proposals
A detailed description of a series of activities aimed at solving a certain problem
(NEBIU 2002). In order to be successful, the document should (REPOA 2007): provide a
logical presentation of a research idea.
(Source: Project Proposal Writing http://www.sswm.info/content/project-proposal-
writing)

13. Drafting Effectively
Definitions and Suggested Guidelines in
Making and Editing a Draft

14. Definition
A stage of the writing process during
which a writer organizes information
and ideas
into sentences and paragraphs
(about.com).
A first or preliminary form of any writ
ing, subject to revision, copying, etc.
(dictionary.com)
Remember
the strategies
for writing?

15. Get comfortable Start with the easiest topic

16. Draft quickly Don’t stop to get more
information or to revise

17. Try invisible writing Stop in the middle of a section

18. Templates & Styles
To use of not to use

19. Definition
Template
These are preformatted designs for
different types of documents, like
letters, memos, etc.
Style
They are similar to templates in that
they apply to the design of smaller
elements, such as heading & body
texts.
Considered more valuable than
templates

22. TNR, 12”,
Black
5” margin

25. Header
required but
with default
fonts

26. Boarder
design
included
Aligned right
Font color
and style is
different

27. Advantages and Disadvantages of Using Default
Templates (and styles)
Advantages
Timesaver
Easy to use
Auto Saved
Organized
Disadvantages
Unoriginal
Basic
Unchallenging
Restrictive