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Business Captivate E-mail Language Rants Tools Uncategorized Writing

What’s Wrong with the Passive Voice?

Why do people use the passive voice? Engineers, scholars and business people alike use the passive voice on a daily basis – probably without even realizing it. So then, why is passive voice frowned upon and what exactly is it?

Simply put, passive voice is a style of writing that makes the object of the sentence the subject of the sentence. Sentences written in passive voice are structured so that the noun who performs the action is not the subject. Confused? Consider this illustration.

Sentence 1: I made a mistake (Active)
Sentence 2: Mistakes were made. (Passive)

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Business Marketing Process ROI Tools Uncategorized Writing

RFP Nightmares. Had Enough?

In an earlier article (http://www.shoap.com/rfp-responses-go-technical), we discussed the importance of responding to RFPs with correct, easy to read and understand responses. Several of our readers wondered if there were any tools that could help them address the arduous task of responding to RFPs. This article is for them.

Unquestionably, there are more onerous tasks than responding to a big, fat request for proposal (RFP). Unfortunately, I just can’t think of anything. People who have to do this for a living spend countless (and thankless) hours, ensuring the response is correct and flawless. These responses can go for hundreds of pages, require inputs from various and sundry departments within the organization, and are under tremendous time constraints. It’s stressful just thinking about it. Many companies, however, are facing this nightmare head-on by investing in software that automates the process. Leave the copy/paste method behind.

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Language Process Tools Training Uncategorized Writing

See, Technical Writing Is Good for Something by Robert Pudlik

I have little recollection of how I decided to become a technical writer. I’m not even sure how I found out that technical writing was a thing people did. I followed some roommates from college to Atlanta from Connecticut in the fall of 1993. I was a pretty good writer and I had always been a “computer nerd.” Today that might conjure up visions of Red Bull fueled hackathons. When I was growing up it meant reading operating system manuals. For fun.

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Computer Languages Process Screencasting Tools Training Uncategorized Writing

How Waterfall/Agile Development Impacts Technical Writing by Eric Sedor

“Waterfall is dead, long live Agile,” many voices cry, heralding a transition in the software industry from heavyweight engineering efforts to an almost sports-like scrimmage. Waterfall didn’tkeep up, they complain. Projects turned into congested pipelines and out of desperation to reclaim fluidity, the entire cycle broke down into an environment of iterative re-development that gave birth to Agile. Increasingly, developers collaborate in short sprints to rapidly address evolving concerns rather than as construction crews working from blueprints. What does this new era mean for technical writing as part of software development? More specifically, what is expected of an Agile Technical Writer?

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Business Marketing Process Tools Training

What Is Gamification?

You may have heard the term “gamification” floating around and wondered, “What is that?” The answer: Gamification is the new buzz word representing the idea of incorporating gaming concepts and techniques into non-game activities in order to drive a desired behavior. Marketing campaigns can use game mechanics to drive customers to their websites, sales agents can participate in games to drive competition and increase sales, and in our industry, documentation and training groups can build game-like training materials to fully engage the learner.

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Business E-mail Language Marketing Networking Tools Training Uncategorized Visual Aids Water Cooler Stuff Writing

MS Paint can be very useful

I used to take Microsoft Paint for granted. I saw it every once in a while in the Accessories folder when I was looking for the Calculator or Notepad but never really used it. Then I starting using screen capture programs at work to take screenshots for user guides, manuals, online helps, etc. When I was on my personal computer, I had no idea how to take a screenshot without a fancy program, and then I finally remembered Paint. Since then, I’ve used it for screenshots, creating and editing pictures/photos, and testing.

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Business Humor? Rants Tools Uncategorized Water Cooler Stuff Writing

Laptop Shopping for the Non-Native Speaker

Take a look at this picture of the keyboard on my Dell Studio 1558 laptop (shown above).  Notice anything odd?

Well, where’s Number Lock?  What happened to the numeric pad (usually shares keys with the 7, 8, 9, U, I, O, J, K, L and M)?  These keys are typically used to type alt code combinations for characters not represented in the English keyboard. A Spanish speaker like yours truly would use them to type the letter “ñ”, accented vowels, and the “upside-down” exclamation and question marks.

The first time I tried to use alt codes with the laptop I thought:  “I must be missing something. They must have come up with some hip new way to do it.”  But how?

It turns out that in their infinite wisdom, computer hardware OEMs have decided to start eliminating features that customers “don’t want” (specifically, the Number Lock and Scroll Lock keys) in order to replace them with things that we just can’t live without, like the Windows key, a disk ejection key, or a right-click menu key. Fortunately, my manufacturer’s support staff offered some ‘helpful’ alternatives like using the Character Map or changing my keyboard language anytime I wish to type a non-standard character.  Alternatively, they offered to return my ability to type accented characters in exchange for a ransom payment of $18.99 for a Targus USB numeric pad.

I still haven’t been able to decide if I’m more frustrated by the removal of a feature that I ‘don’t want,’ the support staff’s absurd ‘solutions’ to the problem that the removal of this feature has created, or the manufacturer’s complete lack of awareness of the message that it sends: “typing in any language other than English on your U.S.-market laptop will not be tolerated.”

So let this be a lesson: if you or your employees value the ability to type special characters quickly (whatever the reason may be), make sure you add the Number Lock Key to your list of features to consider for hardware purchases.  It doesn’t come standard anymore.

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Business Language Marketing Networking Tools Training Uncategorized Useful Links Writing

Do you know about Wikipedia’s Simple English?

I don’t know about you, but I’m constantly Googling anything and everything and I frequently end up on Wikipedia’s website. One day I was looking at all of the possible languages I could read an entry in and noticed “Simple English” was one of the options. I was reading about something complex and “Simple English” simplified the topic and made it easier to understand (you could say it’s a “red carpet” to the “English” entry).

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Tools Uncategorized

It’s Time to Stop the PDF Madness

Often, the quickest way to get a document deployed is to write it in a Word doc, create a PDF, and post it somewhere for users to access. This happens a lot for both end user and developer documentation. So why, then, is distributing PDF files for online reading a top web usability gaffe?

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Business Process Tools Uncategorized Writing

Why Bother Writing Requirements?

We’ve recently been approached by two different companies about writing requirements. The first, a small company, wanted to develop a dashboard to replace a third-party application it was using. The owner, who had most of the information in his head regarding what the new dashboard should look like, what it should do, etc., suggested we send one of our writers to his location to study the existing dashboard, spend a little time with him and some of his key people to learn more about the functionality the dashboard needed to support, and “capture” this information so he could give the requirements to a developer or offshore the project.