Practical models for technical communication - Shannon Kelley 2021

Steps for writing proposals and short reports
Proposals and short reports

Whether you’re writing a proposal or short report, the steps you take to create an effective technical document are much the same. The longer the document, the more likely the project will require collaboration. Be sure to plan additional time for coordinating with various members of your team.

See Chapter 7 for more on collaboration.

Step 1: Plan

Determine a realistic scope, or purpose, before beginning. Narrow the focus of the topic to make it manageable. If you have a choice, opt for a specific rather than general topic. When planning, get input from your audience if possible. Talk to your audience directly, but if you can’t, find other ways, such as reviewing previously successful projects and their reports, to determine what the audience wants to see in your document.

Step 2: Research

Locate convincing and relevant data. If your document gives the impression that you’ve only partially understood the topic or the audience, it will likely be dismissed. Just like when you write a college essay, outside sources help you make a strong case. What are the expert sources of information that you should consult? Who are the experts in the particular field? Are there authoritative sources of data that can be consulted? Research thoroughly and present your findings in a precise format that is cited according to your audience’s expectation.

See Chapter 5 for additional research methods for technical communicators.

Step 3: Draft

Begin drafting the document once you have an adequate understanding of the topic and the needs of the audience. Ideally, the first draft should be written quickly. The goal in an initial draft is to get the information out of your head and onto the page. Avoid second-guessing yourself in an initial draft. Aim for a reasonable target word count. You might want to write a little more than you think you need in this stage because some sections will likely be cut during revision and editing.

Step 4: Revise

Revise the document by focusing on the big picture. What is the purpose of the document? Look at the draft and determine if your purpose is clear and direct. It’s often valuable to get outside feedback at this point, especially from someone with experience in the topic. Review the needs of the audience. What do they expect to see in the document? What will convince them that your idea is valuable? What might be their concerns or interests? Look at the draft as a whole, and consider whether you have addressed these questions.

Step 5: Edit

Edit the document with a focus on precise paragraphs, sentences, and words. This step is where you take care of the details. Editing focuses on grammar, punctuation, style, and format at the sentence and word level. A lack of editing makes a poor first impression that could result in your document being rejected based on its presentation. In addition, consider whether your word choice is appropriate for the specific industry. Does your vocabulary reflect an appropriate level of familiarity with the topic and the audience?