Report writing skills
Question
Below is an example of a well-written document elaborating etiquettes of Zoom meetings. Analyze it
with respect to traits of technical writing and Seven C’s of communication. Identify the traits and
explain how they are present in this technical document. For example, if you think its language is
concise, give a textual example to justify your answer.
Analyzing the document with respect to the traits of technical writing skills
Clarity:
Avoid ambiguity:
Example: Here are some great tips on etiquette and best practices for you and your participants when
joining a zoom meeting.
Active voice:
Example:
1.Review your agenda and presentation.
2.Test all your technology.
No Personal Introduction:
Example:
1.Be prepared.
2.Dress Appropriately.
Transition Words:
Example:
1.Our tendency is to look at the person on the screen, but you should look at the camera when you
speak so the audience feels like you’re talking directly to them.
2.Leave your keyboard alone unless you want to ask questions and make comments silently if desired
using chat features.
Conciseness:
No meaning less words:
Example: Headspace, productive.
All words provide a clear meaning.
Reasonable sentence length:
Example:
Review your agenda and presentation.
Make time for Casual Conversation.
Reduced phrases to words
Example:
Our tendency is to look at the person on the screen, but you should look at the camera when you
speak so the audience feels like you’re talking directly to them.
Accessible Document design:
This document has an Accessible Document Design.
Tabular Form
All the information is provided in tabular form which makes it easy for the reader to understand the
document.
Figures/Diagrams
This document contains diagrams for the visual representation of the text.
Heading and sub-Headings
This document contains five heading under which their specific and related content is explained in
tabular form.
Italic text and bold text
Example:
Font size
The main heading has the largest font size followed by its sub-points that has slightly smaller font and the
details given in italic has even smaller font.
Audience Recognition
Type of audience
This document is referring to a low tec-audience who needs some background knowledge. Therefore,
details or background knowledge is provided in the text.
Example: The highlighted text is the detail of the points.
The document refers to audience of all age types whether they are male or female.
There is no gender discrimination in this document.
Gender discriminative words like he, she, her, his are not use instead general words like you
Yourself, them are used.
Accuracy
Grammar:
There is no grammatical error or mistakes in this document .
Sentence formation:
The sentence formation is also good. Everything is well-written.
Understandable:
The words and sentences are also understandable which makes the document easy to read and
understand.
Analyzing the document with respect to the 7 C’s of Communication
Clarity
Short , simple, concise words and sentences that convey complete meaning.
Example:
1.Be aware of your surroundings.
Conciseness
To give a clear and complete meaning in the smallest possible words.
Example:
1.Practice speaking to the camera and not the screen.
Completeness
Nothing important should be missed.
Example:
1.Adgust your work setup so that you face a window or are exposed to plenty of light.
Correctness
Specific words are used that make the sentence clear in its meaning.
Example:
1.Leave your keyboard alone unless u want to ask questions and make comments silently if desired
using the “chat” feature.
Courtesy
Using socially acceptable manners is more than just being courteous and saying "please" and
"thank you." It is a form of respect.
This document refers to a general audience that could be of any age group. So the document is written
in a formal language.
Example:
1.Silence your phones.
2.Mute you’re microphones when you are not talking.
Consideration
Consideration implies “stepping into the shoes of others”. You-Attitude.
Example:
1.Mute your microphone when you’re not talking. This will help eliminate any feedback or
background noise that can be heard in your environment.
Concreteness
you must be relevant and factual, rather than being generic and vague.
Example:
1.if you’re using your webcam, use attentive body language: sit up straight, don’t make big
extraneous movements, and don’t let your eyes wander too much.
