The Writing Process and the The Writing Process and the Rhetorical ContextRhetorical Context

Technical WritingTechnical Writing

ENGL 3153ENGL 3153

Scott HaleScott Hale

Levels of ComposingLevels of Composing

Situational AnalysisSituational Analysis Discovery ProcessDiscovery Process ArrangementArrangement Drafting and RevisingDrafting and Revising EditingEditing

First Level of ComposingFirst Level of Composing

Situational AnalysisSituational Analysis

– What is the situation which causes What is the situation which causes the writer to compose the document?the writer to compose the document? What is the purpose of the document?What is the purpose of the document? What is the document’s intended What is the document’s intended

audience?audience?

PurposePurpose

What is the writer’s primary purpose?What is the writer’s primary purpose?– Request information? Request information? – Respond to questions? Respond to questions? – Reporting results? Reporting results? – Describing a process? Describing a process? – Recommend?Recommend?– Persuade?Persuade?

Often, these purposes intermix.Often, these purposes intermix.

Audience and Audience Audience and Audience AnalysisAnalysis

What is the relation between writer and What is the relation between writer and recipient?recipient?– Superior? Customer? Peers?Superior? Customer? Peers?

What knowledge does the recipient What knowledge does the recipient have about the subject matter?have about the subject matter?– Middle management? Technician? General Middle management? Technician? General

public? public?

Problem AudiencesProblem Audiences

Multiple AudiencesMultiple Audiences– Many documents will be read by more than Many documents will be read by more than

one individual.one individual. These individuals may have different needs, These individuals may have different needs,

knowledge, and goals.knowledge, and goals.

Superiors who have little knowledge of Superiors who have little knowledge of the subjectthe subject– One cannot “talk down” to the audience.One cannot “talk down” to the audience.

Situational Analysis, thenSituational Analysis, then

Requires an awareness of why the Requires an awareness of why the document is being written from both the document is being written from both the writer’s and recipient’s points of view.writer’s and recipient’s points of view.

Requires knowledge about who will receive Requires knowledge about who will receive and utilize the document.and utilize the document.

May cause one to choose to write multiple May cause one to choose to write multiple documents or documents with sections documents or documents with sections geared towards certain audience members.geared towards certain audience members.

Second Level of ComposingSecond Level of Composing

The Discovery ProcessThe Discovery Process– Research done Research done

In the labIn the lab In the fieldIn the field In the libraryIn the library In response to other documentsIn response to other documents Or, in some combination of theseOr, in some combination of these

The Discovery Process, thenThe Discovery Process, then

Is where the subject matter of the Is where the subject matter of the document is generated.document is generated.– In this class, much of the work on this level In this class, much of the work on this level

has already been done during other classes.has already been done during other classes. Is also where one may need to re-think or Is also where one may need to re-think or

re-shape the material already gathered so re-shape the material already gathered so that it will suit the audience and situation.that it will suit the audience and situation.

Third Level of ComposingThird Level of Composing

ArrangementArrangement– Putting the subject matter generated during Putting the subject matter generated during

the Discovery Process into a pattern which the Discovery Process into a pattern which is suitable for the purpose of the document is suitable for the purpose of the document and for the document’s intended audience.and for the document’s intended audience.

In the Arrangement Process, In the Arrangement Process, thenthen

The writer selects a sequenceThe writer selects a sequence– a sequence which contains all steps a sequence which contains all steps

necessary for the audiencenecessary for the audience– the writer may find that some steps are the writer may find that some steps are

missing and return to the discovery missing and return to the discovery process to generate themprocess to generate them

In the Arrangement Process, In the Arrangement Process, alsoalso

The writer also selects the formatThe writer also selects the format– formal or informal?formal or informal?– memo or letter?memo or letter?– short report or multi-level formal report?short report or multi-level formal report?

The writer selects the transmission The writer selects the transmission methodmethod– E-mail? Snail mail? Fax? Inter-office E-mail? Snail mail? Fax? Inter-office

mail? Hand delivered? Orally presented? mail? Hand delivered? Orally presented?

Also a component of Also a component of ArrangementArrangement

Time managementTime management– How much time can the writer spend on How much time can the writer spend on

the document?the document?– How quickly does the audience need the How quickly does the audience need the

document?document?– How long will the document be kept on How long will the document be kept on

file?file?– How long will the document be in transit?How long will the document be in transit?

Fourth Level of ComposingFourth Level of Composing

Drafting and RevisingDrafting and Revising– This level includes everything from rough This level includes everything from rough

notes to completed drafts.notes to completed drafts.– Good writers tend to spend more time on Good writers tend to spend more time on

this level of composing than any other.this level of composing than any other.– Poor writers tend to spend as little time as Poor writers tend to spend as little time as

possible on this level of composing.possible on this level of composing.

Drafting, Revising, and Drafting, Revising, and Technical WritingTechnical Writing

This level is the one upon which we will This level is the one upon which we will concentrate the most.concentrate the most.– Since better writers tend to spend more Since better writers tend to spend more

time on this level, we will break down the time on this level, we will break down the stages which good writers tend to go stages which good writers tend to go through.through.

– We will learn to spend time more profitably We will learn to spend time more profitably by learning and practicing the stages which by learning and practicing the stages which good writers tend to move through.good writers tend to move through.

Fifth Level of ComposingFifth Level of Composing

When revising ends, and the draft is When revising ends, and the draft is being prepared for transmission, editing being prepared for transmission, editing comes into play.comes into play.– Professional drafts must be pristine, as Professional drafts must be pristine, as

flawless as they can possibly be made.flawless as they can possibly be made.– Working with others is helpful, as fresh eyes Working with others is helpful, as fresh eyes

can often catch embarrassing mistakes.can often catch embarrassing mistakes.– One must become one’s own best editor.One must become one’s own best editor.

The Composing ProcessThe Composing Process

Situational AnalysisSituational Analysis Discovery ProcessDiscovery Process ArrangementArrangement Drafting and Drafting and

RevisingRevising EditingEditing

This process is not This process is not necessarily linear. necessarily linear. One may begin with One may begin with analysis and move analysis and move to discover, then to to discover, then to arrangement, then arrangement, then back to discovery, to back to discovery, to drafting, and back to drafting, and back to discovery, etc.discovery, etc.

Points to RememberPoints to Remember

Spend adequate time on each level of Spend adequate time on each level of composing--as time permits.composing--as time permits.

Break down tasks--do not try to draft and Break down tasks--do not try to draft and discover at the same time.discover at the same time.

Good writers tend to spend more time with Good writers tend to spend more time with drafting and revising.drafting and revising.

Save editing for the final stage--it is a waste Save editing for the final stage--it is a waste of time until the document is completed.of time until the document is completed.