Cookies, Kids, and Technical Communication

by Jean Fudge

Tech Fest is a program dedicated to introducing kids to science, technology, engineering, medicine and math (STEM). The program includes hands-on, interactive exhibits staffed with volunteer professionals from societies, companies, museums, universities and other technology organizations. It was held Feb. 14 and 15 at Sinclair Community College in Dayton, Ohio.

Members of the Southwest Ohio (SWO) chapter of the Society for Technical Communication (STC) challenged children to explain to an outer space alien how to eat a cookie. More than 500 children accepted the challenge, taking the time to write the procedure on handouts distributed by SWO STC. Each child also was offered an Oreo to sweeten the deal – and to serve as a visual aid.

Children were quick to grasp the basics:

1. Grab cookie.
2. Place in mouth.
3. Chew.
4. Swallow.

Some offered extras, such as audience analysis.

“Does the alien have hands?”
“Are cookies poison to the alien?”
“Does the alien understand English?”

One young lady exhibited thorough comprehension of the process, adding:

5. Digest.
6. Go to bathroom.

All told, nearly 600 Oreos were distributed. Students completed roughly 500 handouts while standing at the booth.

Children and their parents also viewed winning entries from the STC international competition. SWO STC got a helping hand from Sinclair Community College, whose multimedia department loaned the five laptops used to display the  online competition winners.

Many thanks to the STC members who volunteered to help make the event a success for SWO STC! Thanks to:

• Thea Teich
• Jackie Watkins
• Tom Milligan
• Cheryl Drake
• Cheryl Stewart
• Doug Boatman
• Crystal Dunson
• Stephen Daugherty
• Craig Kupras
• Maggie Prince
• Karen Rokich
• Louise Tincher
• Jean Fudge
• Judy Harper

Learning: The Never Ending Journey

by Jean Fudge

When the editor told me that one of the topics for this month’s issue is ongoing learning, I had no doubt I could write on that topic. You see, OTJT (On The Job Training) are my initials, and Flexibility is my middle name.

Gone are the days when learning in your teen years would serve you all your life. Heck, when I was in college, the pc hadn’t been invented yet. My computer programming class involved punch cards! (Yes, we had wheels and fire …)

I’d hate to see where I’d be if I had not been curious, enthusiastic, and a little paranoid about what would happen if I didn’t learn new skills. My career has evolved through …seven (??!!) career changes or major platform shifts:

1. My formal training is in journalism and interdisciplinary studies.
2. Training for my tech writing career came on the job. I had been hired as a secretary, but I told them I’d be very bored if I just typed and filed!
3. The next career was as a multimedia writer and integration editor. A former Apple employee was joining another entrepreneur in setting up online tours of colleges – back in the mid Nineties. It was to be CD based, but the internet changed those plans …
4. After that, I went back to tech writing, but this time I had to learn how to use a PC instead of a Mac. Thank goodness, my cubicle mate was very kind and helpful! During that stint, I also learned how to do Online Help and web authoring.
5. Next, I got a job as a trainer. This fit very well with my personality and background. I was always the "go to" person whenever anyone had a problem or didn’t understand how to do something. I figured this was a formalization of what I was already doing.
6. After that, I became a member of the pc tech support team. Again, this was something I was already doing for my fellow workers. Granted, I had a lot of details and procedures to learn, but it fit well with my personality and experience.
7. Currently, I am helping to implementing electronic medical records at a hospital system in Dayton. I help build code and help support staff while they use it for the first time. I also help in lots of behind-the-scenes tasks, like making sure they have enough computers … making sure they are installed and working properly …

The list above doesn’t begin to address all the software I learned, and all the custom systems I learned to use at each job. The special, proprietary systems they sell or use behind the scenes …So … I’m a walking, talking, typing advertisement for ongoing learning. I truly, truly enjoy learning the new stuff, and HELPING OTHERS to learn it, too. Who knows what the future holds, but I’m game to give whatever it is a try!

A final thought: at bottom of her emails, a friend of mine includes a quote from Alvin Toffler, author of the book "Future Shock." I remember my mom read that book in the Seventies. It was on the best seller list, and everybody was abuzz with his predictions. Today, his quote does not sound futuristic or far out. It just sounds accurate. The quote is:

"The illiterate of the 21st century will not be those who cannot read and write, but those who cannot learn, unlearn, and relearn."– Alvin Toffler

‘Nuff said!

Fresh Starts …

by Jean Fudge

‘Tis the time of year to hear about New Year’s Resolutions. A determination to “do it right.” To eat right, exercise, work smarter, work less, spend more time with family, go back to school, get a new job, get a new attitude … oh my gosh. It’s exhausting just thinking about it!

So … my holiday gift to you is to share what helps me cope.

First, I get a fresh start every morning. Not only that … if I have a slip in the morning, I remind myself that I can get back on track throughout each day. A nutrition counselor shared a scenario that helps me with this. If you woke up and discovered your car had a flat tire, would you flatten the other three tires? No! But that’s what we do when we say “Oh, I blew it. Might as well pig out …” Sounds kind of silly now, doesn’t it!

Another indispensable tool is to ask myself “What about me?” I find that the better I treat myself, the better I treat others. Not in the “hot fudge sundae” meaning of “treat.” More like treating myself kindly and asking for help when I need it. Especially when I get really busy, I tend to push myself too hard and get grumpy. If I can support myself and ask for help when I need it, life will naturally go smoother and I will naturally treat everyone better.

A good question to ask is “Is this realistic?” I may want to finish my degree this year, but if I have a lot of classes, and if I have a full time job and small children, it will probably take longer. Pushing myself harder isn’t going to make it happen. The flip side of this is to ask myself if I really want to accomplish the goal. If it’s something I “should” do but my heart’s really not in it, the task will be a lot more difficult – or impossible – to accomplish.

Two other strategies I like are “start small” and “make it fun.” Especially when it comes to things like exercising and changing my diet. Realistically, I’m not going to go from couch potato to marathon runner overnight. (Hey … wait a minute … that’s going WAY overboard!) But I think I can find a dance class that sounds fun and vow to show up. That’s a good start. If I can do that, maybe I’ll think about joining a gym. A couple months into the new year. After the “resolution crowd” has burned out. That way, I won’t have to wait in line for a machine … or a shower.

The best thing about my plan is that it’s never too late to start. While others are making grand plans, I can make small plans and spend more time enjoying the holidays. When others have mammoth struggles within themselves, I can go to my dance class and have fun. When others lament blowing their “perfect” plan, I can relax and realize that it’s never too late for a fresh start.

"Interview Survival Secrets from the Mock Interview Squad," originally published in the January-February 2005 issue of Between the Lines, is reprinted here in three parts. It’s good information, well worth repeating. This is Part Three.

by Karen O’Keefe, Rebecca Forrest, and Jean Fudge

In an interview, you want to find out about the position and the environment, give job-related information about yourself, and leave a good impression, all while being relaxed. That’s a tall order for anyone, so we hope our advice and anecdotes will help you survive—or even thrive—in an interview.

After the Interview

1. Make your decision. After you leave the interview and are seated somewhere (not driving), imagine this scenario: You have three job offers with equal perks. If you were offered this particular job, would you take it? If your answer is no, then remember that. While it may be true that any job is better than no job, it’s more often true that the wrong job is a disaster.

   Forrest: From creative writing, I have one great piece of advice: Each time you send a submission to a publisher, you must start on an envelope to the next publisher. That way, if the first sends a rejection, you’ve already emotionally moved on to the second one. The same is true for interviews. Don’t put all your eggs in one basket. Keep seeking new, realistic opportunities. Having another iron in the fire can soften the blow if you—or a company—should decide that one situation isn’t a fit.

2. Make your mother proud. Send a thank-you note for every interview. It can be an email, a handwritten note on good-quality (neutral color) stationery, or a standard business letter.

   O’Keefe: Although books always say to write thank-you notes, I’d be shocked if I get more than 1 in 25 from candidates. So few people write the notes that doing so separates you from the rest of the pack.

   Forrest: I get more of them, but many come with misspelled names (mine, my company’s), and they often show a lack of letter formatting knowledge. If you write a formal letter (and for any cover letters), get the format right! Here’s an easy reference http://adresnet.com/businessletter.html showing a full-blocked letter with the subject line in the right place (Bill Gates insists on putting it in the wrong place).

   Fudge: Absolutely! When I started hiring, I was shocked at how few thank-you letters I got. I was taught that a thank you is required, so I wondered if this obligatory note was a waste of time. Wrong! Sometimes “common politeness” is anything but. It’s a very small investment in time, money, and effort, but it truly can set you apart.

3. Follow up. If the hiring decision is supposed to be made this week, follow up next week. If it’s supposed to be made in two weeks, follow up in three weeks. And follow up even if you have decided against the company. It’s good practice.

   O’Keefe: A friend once had an interview where she was told the decision would be made “this week.” She hadn’t heard anything for two weeks, so she called to inquire. She was offered the job, she was told, because she was the only candidate with the wherewithal to follow up.

   Forrest: Follow up even if you don’t get the job. Make it easy on the interviewer by doing this on the phone. Ask what qualification might have put you at the top. Ask what you could have done better in the interview. Remember that the single best job-hunting resource is a good network of professionals in your field. Keep those channels open.

4. Let go. After you’ve done your best and taken all the prudent steps you can, let go. You can’t control the outcome. You can only do your part. Pat yourself on the back. Note what you did well and what you’ll do differently next time. Regardless of the outcome, you brushed up your interviewing skills, which will strengthen your next interview.

That brings us to the last step. But this one is so important that we didn’t give it a number. It’s simply this: Enjoy your life. Shortly before his death, John Lennon wrote, “Life is what happens to you while you’re busy making other plans.” Don’t postpone fun until after you get your new job. Enjoy your life to the best of your ability right now.

Communication Is Crucial

by Jean Fudge

Shortly after I entered the field of technical communication, the Challenger shuttle blew up during launch. I was working at an engineering firm that was also associated with aeronautics, including space travel. A team mate was working through lunch and listening to the shuttle launch on the radio. All of a sudden, from over the partition, I heard “Oh my God. The shuttle blew up!”

People throughout the company gathered around the few television sets that we had on site. They shook their heads and marveled at the horror.

I had just come from the field of journalism, and found myself defending the camera crew that captured the shock of Christa McAuliffe’s family as they saw the shuttle explode. A team mate glared at me, demanding to know why reporters did such heartless things. I tried to explain that it is an important way to capture history. Also, there’s a hurtful way to go about it, and a kind way. However, someone needs to capture the news. Society, especially American society, would be far poorer without news gatherers.

Flash forward a few years. I’ve now been at this company for a while. I’ve had a huge role in documenting the latest product – which will be used to test the space shuttle. Our signal analyzer will be built into an Airstream trailer. After each flight, dozens of sensors will be attached to the shuttle skin. Our analyzer will perform a series of tests to make sure none of the skin’s plates have come loose. The sensors will then be removed and the trailer wheeled away. All within an eight-hour shift.

I am extremely proud to be part of this effort. Because our company is small, I and my team wear many hats in support of the shuttle project. From documenting the software commands … to gathering the blueprints for the hardware manual … to proofreading the sales documents … to physically putting all the components into binders. And don’t forget typing labels on a typewriter, and inserting them neatly into the binder’s spine.

Sometimes, tech writers are indispensable because we can wear so many hats. Many of us are generalists. We may not understand the nuances, but we can recognize when sentences make no sense to anyone – no matter what their IQ. Much of our value is that we are somewhat detached – we can see the forest for the trees. And we are not so educated that we have lost our common sense. A great example of this was Sandy Fields, my coworker and fellow tech writer at the engineering company. Our product was Macintosh based, and it had a limited number of slots for processor boards. Sandy, being an average mathematician, quickly figured that there were not enough slots for the currently discussed plan. She spoke up and was quickly shot down, being told to leave those matters for the engineers. Well, imagine her satisfaction a bit later, when the “experts” reached her same conclusions – and they only had to use one hand!

After the Challenger disaster, I had more than a passing interest when I watched the shuttle launches. I was now part of the team responsible for its safety. I kind of bit my lip, hoping that all would be fine. I would start to worry a bit, but then I’d stop. I knew that I had done my absolute best to ensure success. I had double checked the sources. I had written clear sentences. I had included all the drawings. And, most importantly, I and my team mates had used our common sense to produce the best possible product. I could breathe a proud sigh of relief, and relax.

We’re on Our Way to a Great Year!

by Jean Fudge

Greetings, SWO! Our year is up and running! I’ve got a lot of news to share, and a few opportunities to pass along:

Special Event!
Please mark your calendars for Dec. 12, when our chapter is headed to La Comedia Dinner Theater to see “White Christmas.” This is designed to be just plain fun. See the story, or go to our Web site for info. Because it’s a group registration, we need to sign up and pay by Nov. 5. So … before it has a chance to slip your mind, please check your calendar and then go to our Web site sign up! I think it’s going to be a lot of fun.

Active Member Program:
I’m very pleased that our Active Member Program continues for its fourth year, under the leadership of Crystal Dunson-Watson, SWO member. The goal remains the same, however: recognize and reward SWO members who are active members of the chapter. See the story.

Membership:
I am also very pleased to announce our new Membership coordinator: Jackie Watkins, SWO member. Many thanks to Jackie for joining the SWO leadership team! And thanks to Karen Stille, SWO Secretary, who also wore the Membership “hat” until we could find a new coordinator.

Job Leads from Cincinnati:
Each weekend, filtered job leads from the Cincinnati Enquirer arrive in our email boxes via the SWO STC web site. John Biederman, SWO member, entered appropriate keywords and gathered the job offerings each Sunday. After many years of performing this valuable service, John is ready to pass his keywords on to someone else. Thank you, John, for providing exceptional consistency and doing a wonderful job at a very valuable task!

Opportunities:
Our chapter has a few opportunities for leadership and service:

• Webmaster: We need someone to update text on the web page and review applicants for our bulletin board. The web page is all set up; we just need someone to make edits when necessary. For the bulletin board, we need someone to review the database and discard the spam (99% of the “applicants” to the bulletin board are actually digital robots). Investigating spam-blocking options would also be appreciated!
• Job Ad Gatherer: We need someone to go to the Cincinnati and/or Dayton newspaper web sites on Sunday and send a digitally filtered list of jobs to a member list. We have clear and simple instructions from the person who previously performed the task.
• Meeting Check-In: We need someone to sit at the door at a meeting and check in the attendees. You would mark them off the list, accept their payment, and write a receipt if necessary. You would need to show up a few minutes earlier than the networking starts.

If anyone is interested in these or other opportunities, please contact me at president@stc-swo.org.

Our chapter has some exciting events coming up. I hope you will be able to join us!

Crystal Dunson-Watson Will Lead the Program

by Jean Fudge

The Active Member Program (AMP) heads into its fourth year under a new coordinator.

Crystal Dunson-Watson, of Dunson & Associates, Inc., takes over the reins from Jean Fudge. The program is designed to recognize the bedrock importance of member participation.

Points are awarded to members of the Southwest Ohio (SWO) chapter who attend meetings, write for the newsletter, or otherwise participate in chapter activities. Members who accumulate eight points earn a prize.

Previously, the prize was a polo shirt with special embroidery denoting active membership in SWO STC. Last year, the prize was a set of stone coasters that show the SWO logo. This year, the prize will be chosen by Dunson-Watson.

The most important qualification is SWO membership. Even if a person is a member of STC, he/she will not earn any points in the SWO program unless he/she has officially registered with STC as an SWO member.

Eight types of activities will qualify for points:

• SWO STC Meeting Attendance
• Bring a Guest to a Meeting
• Join or Renew Membership in STC and the SWO Chapter
• Refer a new member of STC and the SWO Chapter
• Program Presentation
• Article Published in SWO STC Newsletter
• Committee Membership (SWO STC)
• Elected Officer (SWO STC)

Each activity will earn one point, with the exception of “Bring a Guest” and “Committee Membership,” which will earn two points. See the table below for examples of the activities and possible points.

The program is already underway. Members who attended the September meeting have already started to accumulate points. Calculation will stop at the end of April, when points will be tallied and prizes will be ordered.

Cool Tools for Tech Communicators

by Jean Fudge

Have you ever needed to do a quick edit of a graphic, but felt stuck because you couldn’t afford to buy Photoshop? Ever needed to edit a PDF file, but you didn’t own Acrobat? Come to the September 19 meeting, to learn about free or low-cost software that can solve these and other predicaments.

	Tom Staubitz, engineer by day and software explorer by night, and chapter president Jean Fudge will introduce you to an array of freeware and software available for $100 – total. Tom will present his favorite tools, along with reasons why they might become yours, too.
Please join us and bring your questions.

Please RSVP by Thursday, September. 13, at 5 p.m.

Directions (and map):

1. Take I-75 south (from Dayton) or north (from Cincinnati).
2. Take exit 38 for OH-73 toward Franklin/Springboro
3. Turn left (from Dayton) or right (from Cincinnati) at E 2nd St/OH-73
4. Turn left at Greenwood Ln (first light on Ohio 73, past the I-75 exchange).

The Springboro exit is 20 miles north of I-275.

President Jean Fudge shares her vision for the Southwestern Ohio (SWO) community…

Q.  Where do you plan to lead the SWO community in 2007-08?

A.  Working together with the Administrative Council, we plan to encourage member participation in chapter activities. If we get enough people involved, we will be able to sustain career-enhancing activities and the chapter will get healthier and stronger.

Q.  What are the community’s most pressing needs?

A. Here’s the laundry list:

• We need a vice-president–someone to be president in 2008-09.
• We need somebody to handle membership. Our current interim membership lead is doing double-duty, tacking membership responsibilities onto another job, and I don’t want to burn her out.
• We need a webmaster. I’m handling that job right now, but we may get help from one or more Cincinnati State students, with Pam Ecker’s assistance.  I am very grateful for Pam’s willingness to help us out.

Q. Tell me about next year’s meeting programs.

 A. We are taking the top-ranking topics from the member survey and finding speakers to share their expertise on those topics. The theme for this year’s programs is Thriving as a Technnical Communicator:  Knowledge, Skills, and Tools.  All our topics will address that theme. The program team is doing an awesome job coing up with really neat stuff, and I’m very pleased. Members can expect to benefit professionally and personally from the meeting discussions and the networking opportunities.

Q. Do you have a message for the members? What do you want them to know?

A. We really truly do need people to get involved, even with small tasks. I’d like to make our chapter stronger, and any help would be welcome. Showing up to enjoy the program is also important, and one of the most valuable parts of an STC-SWO membership.