Technical Writing - How to Write a Business Process

Documenting your business processes is essential for long-term quality of operations and is part of the basic planning necessary to ensure that in the event of a disaster you can quickly get back on track. It doesn't need to be a complex task and while a technical author can minimise some of the headaches anyone can do it if they follow these six simple steps.

Get High Level

Before you write a complex document, get started by mapping out the big picture process - I like to use flipchart paper on a wall for this but you can use any tool you feel comfortable with. Don't get into detail, you're looking to identify the steps not the "how to" at this stage. If you aren't familiar with the process get the parties who currently perform the function together and get them to "information dump" on you. Once everyone agrees that you've got the outline covered you can move on.

Technical Writing - How to Write a Business Process

Get Graphical

Don't rush on to writing out the details, first map your high level process using some flowcharting software (if your organisation won't spring for Visio, there's a pretty good free flowcharting package that comes with OpenOffice, "Draw" and that's free). While there are specific conventions for flowcharts, they aren't mandatory and if you don't have any familiarity with them - use the boxes that make sense to you and your team.

Get Task Oriented

Now map out the tasks in detail, each task should be fully defined with the "owner" identified alongside timescales and any other necessary input. You should build in failure cases where proceeding tasks have not been performed correctly and what action should be taken in these cases. A simple table structure is fine for this.

Get Visual

Wherever possible grab some images to go alongside the words, for screen shots and the like Snag It is an excellent tool but if you can't get hold of it MS Paint does fine for screen capture (press the PRTSC button and then paste the image into Paint). People find visuals much easier to follow than a stream of text, but don't go overboard you need to include an explanation of each image too.

Get Complex and Simple

If your process has multiple choice options (different paths) then make sure you identify each step clearly and highlight the parts by the use of naming conventions and pointers in your text to make sure they are easily identifiable.

Include Hints and Tips

If there's more than one way to do something in your process, include some notes or "helpful hints" that detail these. For example if you're going to write a process about saving a record in a database there's often a "File Menu then Click on Save" option and a "click on the Save icon in the toolbar" option too. Don't leave out the details.

Writing up a process is a key business task but it doesn't have to be hugely complicated, just keep it simple and only include what you need to make it work and follow these tips to ensure the best documentation.

Technical Writing - How to Write a Business Process
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Nick is the President of http://www.authoring4u.com a specialist consultancy based in Shenzhen China, which helps companies from around the world save time and money in the areas of; technical documentation, Internet presence and marketing and Press Relations.

Three Essay Plans For Writing the Discursive Essay

A discursive essay is an expositive/argumentative piece of writing which discusses a particular issue, situation or problem. There are basically three types of discursive essays: a) For and Against; b) Opinion; and c) Solutions to Problems.

William Zinsser (Writing to Learn, Collins, 1989) teaches that clear writing is the logical arrangement of thought. One of the most difficult things about writing is how to organize are thoughts. One idea must lead and link to the next. In other words, we are talking about coherence and consistency. To be consistent, we need to plan our writing. And the best way to do this is to use a framework. No doubt, structure increases the quality of creative output. So, plans/frameworks and templates are valuable tools in helping to reduce complex problems into their component intellectual parts. But it is important to recognize, with Zinsser, that writing teaches writing, that is, writing organizes and clarifies are thoughts.

The Overall Essay Structure

Three Essay Plans For Writing the Discursive Essay

There are just two parts to an essay structure: the overall essay structure and the structure of each paragraph. Every discursive essay should consist of: an introductory paragraph in which you clearly state the theme (topic) to be discussed; a main body, in which you subdivide your argument into its relevant points (these points should be clearly stated in separate paragraphs and exemplified or justified); and a closing paragraph summarizing the most important points of the essay. You may, to use a common schema, visualize the overall essay structure as something like this:

Introduction: Paragraph 1
Main Body: Paragraphs 2-5
Conclusion: Final Paragraph

This blueprint explains necessary steps. The three fundamentals for our work are: the beginning, the exposition/problem, and the ending. Simply using this framework improves performance.

Let us see now three models that are a kind of procedure to enhance the process of writing. Surely, as is true with all structures, others can modify it successfully. Recall that to write a discursive essay you should use formal, impersonal style.

Three Essay Plans

Your goal is to write a simple six-paragraph article following the structures bellow. Notice that each of the four body paragraphs should expand on the points you identify in your thesis using ideas and examples.

1) For and Against
Introduction:
Paragraph 1 - state topic, without your opinion
Main Body:
Paragraphs 2-3 - arguments for and justifications, examples or reasons
Paragraphs 4-5 - arguments against and justifications, examples or reasons
Conclusion:
Final Paragraph - balanced consideration or opinion

2) Opinion
Introduction:
Paragraph 1 - state the topic including your opinion
Main Body:
Paragraphs 2-4 - viewpoints and reasons or examples
Paragraph 5 - opposing viewpoint and reason or example
Conclusion:
Final Paragraph - summarize/restate your opinion

3) Solutions to Problems
Introduction:
Paragraph 1 - state the problem and its causes/effects
Main Body:
Paragraphs 2-5 - suggestions/examples/results
Conclusion:
Final Paragraph - summarize your opinion

This is a simple strategy that will enable you to quickly write a short focused informational essay that you can use for your school needs.

Three Essay Plans For Writing the Discursive Essay
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Creative Writing: How Long Should Your Novel Be?

The length of a novel should depend on two things, and two things only:

1) It should be long enough to qualify as a novel; and

2) It should be just long enough to tell your story.

Creative Writing: How Long Should Your Novel Be?

Too many authors try to stretch their novels into 200,000-word epics, only to bore their readers to tears. Others try to get the entire story over with in 50,000 words, leaving out valuable information. A novel should be just long enough to tell your story, but long enough so that all of the details are included.

Even the shortest novels, however, should be at least 50,000 words. Any shorter than that, and the novel becomes a novella. Anything less than 10,000 words is a short story. Although there really are no set "rules" for length of a manuscript, 50,0000-150,000 words is a safe bet. If your novel is more than 150,000 words, you might consider splitting it into two parts, creating a sequel.

That said, there are other factors which can influence the length of your novel. Pacing, characters and action are just a few, combined with the complexity of the subject matter. For example, in Tom Clancy's novels, he has to explain the complicated military jargon as well as the construction of planes and tanks. Therefore, his novels are much longer than 150,000 words. The same could be said for Jurassic Park, which uses in-depth scientific explanations.

Some authors choose to outline their plots before they begin writing, and using this technique, they can usually tell how long their novel will be before they even sit down to write. I never use an outline - I prefer to wing it - so the length usually comes as a surprise to me once I've finished. I judge the pace of the novel as I write, and I go over it chapter-by-chapter to make sure that I've written each scene as concisely and briefly as possible while still delivering the full effect.

For beginning writers, your best bet is to just continue writing until you get a feel for length. Write short stories to practice telling a story in fewer words and work on condensing sentences into their purest form. It's an art - that, I'll admit - but once you have a sense of your own abilities as a writer, it will be second nature.

Creative Writing: How Long Should Your Novel Be?
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Laura J. College is a professional ghostwriter with more than ten years' experience writing fiction and non-fiction manuscripts. Her work can be found all over the Internet, and she is currently accepting ghostwriting clients. Check out her website at [http://www.laurajcollege.com]

Ten Speech Tips for Writing Powerful and Persuasive Presentation

Have you ever had to give a speech?

Do you remember that feeling? A knot in the stomach, sweaty palms and a panic attack!

Not a very pleasant experience. And yet, I'm sure your speech was a success because 90 per cent of a typical audience want the speaker to succeed.

Ten Speech Tips for Writing Powerful and Persuasive Presentation

Yet according to The Book of Lists, speaking in public is one of our greatest fears.

Much of this anxiety is due to a lack of confidence in writing and preparing a speech rather than in the delivery.

Giving a presentation can be a great way to build your business, influence public opinion or kick-start your career.

It is an excellent way to stand out from the crowd and make a real difference in people's lives.

What are the secrets of writing a powerful and persuasive speech for any occasion?

Here are 10 tips for turning a good speech into a great one!

1. Have a plan and set some objectives & outcomes.

There is nothing worse than not knowing what you want to achieve. Do you want to educate the audience, inform, inspire, motivate or touch their emotions? Always work out what you want to achieve before beginning the speech process.

2. Have a formal structure - beginning, middle and end.

Audiences love structure and the best speeches stick to this tried and true rule. As they say: "tell them what you're going to say, tell them and then tell them again".

3. Avoid having too much content.

Hands up those that are guilty of this sin. I know I am. I have lost count the number of technical presentations given by CEO's, managers, scientists, engineers, geologists and other professionals who have just put too much content into their presentations. Far too much for an audience to absorb - remember even the best audiences face information overload after 20 minutes.
How do you overcome the content crisis? See Tip # 8.

4. Define who your audience is and use the most appropriate communication
channels to reach them.

Analyse how your audience likes to take in information - do they like to be visually stimulated or do they enjoy just sitting back and listening. Or do they like to get involved, to touch and feel in a kinaesthetic way. Work out the best mix of visual, audio and kinaesthetic and use this in your speechwriting.

5. Research your speech using a range of sources.

Be a keen observer of the trends your audience is likely to be interested in and keep a file of interesting articles and information. If you are time poor- a few quick questions when meeting an audience just prior to a speech, such as "what are the issues facing your business/industry/association at the moment?" can really help target your presentation and build rapport.

6. Use personal stories, examples and metaphors to make intangible concepts
tangible.

In many cases you are trying to sell ideas and concepts in a speech. These are intangible and often difficult for the audience to grasp. Personal stories, examples and metaphors make the invisible visible.

7. Have a strong opening and closing.

People remember the opening - first impressions count! The closing is important as it should reinforce the key message you want the audience to go away with in their head after they have heard the presentation. Ending with a 'call to action' can be a powerful way to get your audience to act on your message.

8. Add value and extra detail through a handout.

Here's a tip: if you want to provide detail - put it in a handout! You can get far more content across in the written form than in a speech. Always refer to this in your presentation but hand it out after your speech so the audience is not distracted reading through it while you talk. There is nothing more soul destroying for a presenter to see the audience leafing through written notes rather than looking at you!

9. Use short words and plain English.

The short words are always the best words. Avoid jargon. Use active words instead of passive. This has far more impact in the minds of your listeners.

10. Evaluate and review on a regular basis.

There's nothing more powerful than to hear back a speech you've written. If you are writing a speech for someone else always try and hear the speech or at least get some feedback. Recording and listening back to a presentation is the fastest way to improve your skills.

Ten Speech Tips for Writing Powerful and Persuasive Presentation
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Thomas Murrell MBA CSP is an international business speaker, consultant and award-winning broadcaster. Media Motivators is his regular electronic magazine read by 7,000 professionals in 15 different countries. You can subscribe by visiting http://www.8mmedia.com. Thomas can be contacted directly at +6189388 6888 and is available to speak to your conference, seminar or event. Visit Tom's blog at http://www.8mmedia.blogspot.com