Foundation-Focused Deck Flashcards

Question

# As you draft, look for places where graphics can **support** the text

Answer 1

As you draft your document, you should look for places where graphics could be used to **support** the text. Graphics are especially helpful in places where you want to **reinforce** important ideas or help your readers understand complex concepts or trends.

Answer 2

**Format Choices for presentations:** * **Title** each slide with an **action-oriented** heading. * Put **five or fewer items on each slide**. If you have more than five points to make about a topic, divide the topic into two slides. * Use **left-justified text** in most cases. **Centered** text should be used **infrequently**, and **right**-justified text, **almost never**. * Use **lists** instead of paragraphs or sentences. * Use **icons** and **graphics** to keep your slides fresh for the audience.

Answer 3

**Font Choices in a presentation:** * Use a simple typeface that is **readable from a distance**. **Sans serif fonts** are often more readable from a distance than serif fonts. * Use a **minimum** of a **36-point font for headings** and a minimum of a **24-point font for body text**. * Use **color** to keep slides interesting and to improve retention. * Do **not** use ALL UPPERCASE letters because they are hard to read from a distance.

Answer 4

Here are some guidelines that pertain specifically to using graphics in a presentation: * Make sure **words** or **figures** in the graphic are** large enough to be read from a distance**. * **Label** each **graphic** with a title. * Keep **graphics uncomplicated and limited to simple points**. * **Keep tables small and simple**. Large tables full of data do not work well as visuals because the audience will not be able to read them—nor will they want to. * Use **clip art** or **photos** to add life to your slides, but don’t overdo the clip art.

Answer 5

Here are some basic weighting guidelines for a page or screen: * Items on the **right** side of the page weigh **more** than items on the left. * Items on the **top** of the page weigh **more** than items on the bottom. * Big items weigh more than small items. * Pictures weigh more than written text. * Graphics weigh more than written text. * Colored items weigh more than black-and-white items. * Items with borders around them weigh more than items without borders. * **Irregular shapes** weigh **more** than regular shapes. * Items in motion weigh more than static items.

Answer 6

The principle of consistency suggests that design features should be used consistently throughout a document or website: * **Headings** should be **predictable**. * **Pages** should follow the **same grid**. * **Lists** should use **consistent bulleting or numbering** schemes. * **Page numbers** should appear in the **same place on each page**.

Answer 7

Page 513, Figure 18.6, Choosing the Appropriate Graphic * **Line graph** - show a trend; quantities rising and falling over time * **Bar chart** - compare two or more quantities; compare different items or the same items over time * **Table** - present data and facts for analysis and comparison; display data in an organized, easy to use way * **Pie chart** - show how a whole is divided into parts; a pie carved into slices * **Flowchart** - show how things, people, or steps are linked together or are connected * **Gantt chart** - show how a project will meet its goals over time; project schedule and phases of work

Answer 8

The **advantages** of digital projectors are their ease of use and their ability to create highly attractive, colorful presentations. The **disadvantage** is that the projected slides often dominate the room because the lights need to be turned down. As a result, the audience can become fixated on the slides and stop listening to what you are saying. They might also get sleepy in the dark.

Answer 9

**time available** and **quality needed** Which level of edit is appropriate for your document? The answer to this question depends on two factors: (a) how much time you have and (b) the quality needed in the document. Given enough time, you should ideally go through all four levels, beginning with revising (Level 1) and ending with proofreading (Level 4). In reality, though, the time devoted to revising and editing often depends on how much time is left before the deadline.

Answer 10

Most usability testing is designed to answer four questions: * Can they **find** it? * Can they **understand** it? * Can they **do** it? * Is it **safe**?

Answer 11

A copyright gives someone an exclusive legal right to reproduce, publish, or sell his or her literary, musical, or artistic works. Essentially, a copyright means that a creative work is someone’s property. If others would like to duplicate that work, they need to ask permission and possibly pay the owner. Authors, musicians, and artists often sign over their copyrights to publishers, who pay them royalties for the right to duplicate their work.

Answer 12

The **Four Levels of Edit**: **Level 1: Revising** * **Subject**—Is the subject too narrow or too broad? * **Purpose**—Does the document achieve its stated purpose? * **Readers**—Is the document appropriate for the readers? * **Context of use**—Is the document appropriate for its context of use? **Level 2: Substantive Editing** * **Content**—Are there any digressions or gaps in content? * **Organization**—Does the document conform to a recognizable genre or pattern? * **Design**—Do the page layout and graphics enhance the readability of the document? **Level 3: Copyediting** * **Sentences**—Are the sentences clear and concise? * **Paragraphs**—Do the paragraphs have a clear topic sentence and support? * **Headings**—Do the headings help the readers scan for important information? * **Graphics**—Do the graphics support the written text? **Level 4: Proofreading** * **Grammar**—Are all the sentences grammatically correct? * **Punctuation**—Are the sentences properly punctuated? * **Spelling and typos**—Are there any spelling errors or typos? * **Word usage**—Are all the words used properly? See pages 533, 536, 538, and 540

Answer 13

These objectives could refer to (1) how well the users can **find** information, (2) how well they **understand** important ideas, and (3) how well they **perform** tasks described in the document.

Answer 14

**Forming** - Strategic Planning 1. Define the project mission and objectives 2. Identify project outcomes 3. Define team member responsibilities 4. Create a project calendar 5. Write out a work plan 6. Agree on how conflicts will be resolved **Storming** - Managing Conflict * Conduct effective meetings * Choose a meeting facilitator * Set an agenda * Start and end meetings promptly * Address each agenda item separately * Encourage participation * Allow dissent * Reach consensus and move on * Record decisions * Recap each agenda item * Look ahead * Mediate conflicts **Norming** - Determining Team Roles * Revise objectives and outcomes * Redefine team roles and redistribute workload * Go virtual and mobile **Performing** - Improving Quality with Total Quality Management (TQM) strategies * Develop quality feedback loops * Measure metrics * Conduct team performance reviews

Answer 15

* building a brand * communicating with the public * communicating with your team In technical workplaces, microblogs are especially useful because they allow colleagues, clients, and customers to “follow” you, your team, or your company, receiving updates when things happen. You can also follow others. Managers are increasingly using microblogs to send out workplace announcements, to set up meetings, or to alter schedules. Both blogs and microblogs can be used for collaborating with your team on a project.

Answer 16

**Coordinator**—The coordinator is responsible for maintaining the project **schedule** and running the **meetings**. The coordinator is not the “boss.” Rather, he or she is a **facilitator** who helps keep the project on track. **Researchers**—One or two people in the group should be assigned to **collect information**. They are responsible for doing Internet searches, digging up materials in the library, and coordinating the team’s empirical research. **Editor**—The editor is responsible for the **organization and style** of the document. He or she i**dentifies places where content is missing** or where information **needs to be reorganized** to achieve the project’s purpose. **Designer**—The designer is responsible for **laying out the document**, collecting **images**, and making **tables**, **graphs**, and **charts**.

Answer 17

Once you have narrowed your subject, you should then formulate a research question and hypothesis. The purpose of a **research question** is to **guide** your empirical or analytical research. Try to devise a research question that is as **specific** as possible. As you move forward with your research, you will probably need to refine or modify your original research question and hypothesis. For now, though, ask the question that you would most like to answer. Then, to form your hypothesis, answer this question to the best of your knowledge. Your hypothesis should be your best guess at this time about the answer to your research question. Like most researchers, you will likely need to refine and revise your hypothesis as your research moves forward.

Answer 18

Usability testing means trying out your document on real readers. Most usability testing is designed to answer four questions: Can they **find** it?—Read-and-locate tests are used to determine whether users can locate important parts of the document and how quickly they can do so. Often, the users are videotaped and timed while they are using the document. Can they **understand** it?—Understandability tests are used to determine if the users retain important concepts and remember key terms. Users are often asked to summarize parts of the document or to define concepts. Can they **do** it?—Performance tests are used to determine whether users can perform the actions the document describes. These tests are often used with instructions and procedures. Is it **safe**?—Safety tests are used to study whether the activities described in the document, especially in instructions or user’s manuals, are safe. These tests carefully watch for possible safety problems by having sample readers use the product documentation.

Answer 19

Use the presentation software (PowerPoint, Keynote, or Presentations) that probably came bundled with your word-processing software The design principles discussed in Chapter 17 (balance, alignment, grouping, consistency, and contrast) work well when you are designing visual aids for public presentations. In addition to these design principles, here are some special considerations concerning format and font choices that you should keep in mind as you are creating your visuals. **Format Choices** * Title each slide with an **action-oriented** heading. * Put **five or fewer items on each slide**. If you have more than five points to make about a topic, divide the topic into two slides. * Use **left-justified text** in most cases. Centered text should be used infrequently, and right-justified text, almost never. * Use **lists** instead of paragraphs or sentences. * Use **icons** and **graphics** to keep your slides fresh for the audience. **Font Choices** * Use a **simple typeface** that is **readable from a distance**. **Sans serif** fonts are often more readable from a distance than serif fonts. * Use a **minimum** of a **36-point font for headings** and a minimum of a **24-point font for body text**. * Use **color** to keep slides interesting and to improve retention. * Do **not** use ALL UPPERCASE letters because they are hard to read from a distance. **Graphics** * Make sure **words or figures in the graphic** are **large enough to be read from a distance**. * **Label** each graphic with a title. * Keep graphics **uncomplicated** and limited to **simple** points. * **Keep tables small and simple**. Large tables full of data do not work well as visuals because the audience will not be able to read them—nor will they want to. * Use **clip art** or **photos** to add life to your slides, but don’t overdo the clip art.

Answer 20

Step 1: Identify Your **Readers** Step 2: Identify Your Readers’ **Needs, Values, and Attitudes** Step 3: Identify the **Contexts** in Which Readers Will Experience Your Document

Answer 21

**Step 1: Identify Your Readers** **Primary Readers (Action Takers)** Your primary readers are the people who need to make a **decision** based on the information you are giving them. You might find it helpful to think of them as **action takers** because the information you are providing will **allow them to do something**. **Secondary Readers (Advisors)** Your secondary readers are people who might **advise** the primary readers. Usually, they are **experts** in the field, or they have **special knowledge** that the primary readers require to make a decision. They are not decision makers themselves, but they can greatly **influence** the decision that will be made. **Tertiary Readers (Evaluators)** The tertiary readers include others who may have an **interest** in your document’s information. These readers may be **local news reporters, lawyers, auditors, historians, politicians, community activists, environmentalists, or perhaps your company’s competitors**. You can think of these readers as **evaluators** because they will be making **judgments** about your project, usually from an outsiders’ perspective. **Gatekeepers (Supervisors)** Your document’s gatekeepers are **people who will need to look over your work before it is sent to the primary readers**. Your most common gatekeeper is your immediate **supervisor**. In some cases, though, your company’s lawyers, accountants, marketing specialists, and others may need to sign off on the document before it is sent out. **Step 2: Identify Your Readers’ Needs, Values, and Attitudes** * Readers’ familiarity with the subject * Readers’ professional experience * Readers’ educational level * Readers’ reading and comprehension level * Readers’ skill level * Needs * Values * Attitudes **Step 3: Identify the Contexts in Which Readers Will Experience Your Document** * Physical context * Mobile context * Economic context * Ethical context

Answer 22

* anticipate your readers’ needs and figure out what they value * find the best way to present information to them * anticipate the needs and expectations of readers from other cultures * will give you helpful insight into how they will react to your ideas and how they will use your document * make good decisions about what they need to know * figure out how readers' needs, values, and attitudes will influence how they read your document * help you better understand how your readers think and how they will respond to your ideas * make better decisions about the content, organization, style, and design of your document or presentation * anticipate how places and devices will shape how readers use and understand your message * anticipate resistance to change and redirect the discussion by appealing to your readers’ core needs and values * If you show your readers that your ideas are in line with their needs and values, they are more likely to react positively to your message. * Use reader profiles to make documents more informative and persuasive. * identify the need-to-know information that your readers want, while steering you away from information they don’t need * organize your document or presentation to feature the major issues that your readers or audience will find most important * decide what style and design will best suit your readers’ values and attitudes * Anticipate the needs of global and transcultural readers.

Answer 23

Empirical studies can be quantitative or qualitative, depending on the kinds of evidence you are looking for. **Quantitative** research allows you to generate **data that you can analyze statistically to find trends.** **Qualitative** research allows you to observe **patterns of behavior** that cannot be readily boiled down into numbers.

Answer 24

APA style follows an **author-year** system for **in-text** citations, meaning the author and year are usually cited within the text. Individual authors are cited using their last name and the date of the article. (And sometimes the page.) If an article has two authors, you should use the **ampersand symbol (&)** to replace the word and in the in-text citation. The word and should be used in the sentence itself, however. If the work has fewer than six authors, cite **all** the names the **first time** the work is referenced. After that, use the last name of the **first** author followed by “**et al**.” When the author of the document is a corporation or is unknown, the in-text citation uses the **name of the corporation** or **the first prominent word in the title of the document** (in quotation marks). In some cases, **several documents** will state similar information. If so, you should **cite them all and separate the works with semicolons**. The sources should be listed in **alphabetical** order. APA style **discourages** putting any forms of **personal communication**—conversations, e-mails, letters, even interviews—in the **References list**. So, in-text citations are the only citations for these sources in a document. When you are using APA style, your references should be listed in alphabetical order at the end of the document. List only the items that you actually **cited** in your document.

Answer 25

A reliable time management technique is to use **backward planning** to determine when you need to accomplish specific tasks and meet smaller and final deadlines. To do backward planning, start out by putting the project’s deadline on a calendar. Then, work backward from that deadline, writing down the dates when specific project tasks need to be completed