Proposal Writing: A Strategic Skill for Technical Communicators

Sooner or later, you will probably have to write a proposal, whether it’s for an internal capital expenditure, a sales contract, a government or institutional contract, or a nonprofit grant request. Are you ready for that?

It takes skill to write proposals that get noticed and get funded. Fortunately, you can learn these skills. Join us on December 10 at the Indiana Wesleyan Dayton Education Center., where you can add another arrow to your quiver of capabilities.

We will hear from Shipley Associates’ Mo Morrison about a proven process for developing winning proposals that meet the evaluation criteria. Shipley Associates specializes in customer-focused writing, essential for anyone who writes business or technical documents.

David “Mo” Morrison currently focuses on providing training to companies of all sizes to help them increase their share of federal government business. He previously worked with Logistics Specialties Inc., the parent company of Shipley Associates, providing business development consulting services. Mr. Morrison retired from the US Air Force after 23 years developing simulations and handling acquisitions, logistics support, and academic instruction.

Special Door Prize

Shipley Associates has generously donated a seat at one of their regular training sessions in Fairfax, VA, valued at more than $1000, to some lucky December meeting attendee.

Location:  Indiana Wesleyan Dayton Education Center

Directions from Interstate 75 (North or South):

• Take Exit 50A (Dryden Road) and turn right at the end of the exit ramp
• Go to the first traffic signal and turn right onto Springboro West (NOT Springboro Pike) . Indiana Wesleyan University is the 2nd building on the left (3-story tan brick)
• Come to the reception area on the 3rd floor to find our exact location in the building

Schedule:

• Networking: 5:30-6:00 pm
• Dinner: 6:00pm
• Program: 6:45 pm

Dinner:  A variety of sandwiches plus salad, cookies, and beverages

Cost for program and dinner:

• $15 for members
• $20 for non-members
• $12 for students

       Program only:

• $5 for members and students;
• $10 for non-members

To register:

Send an email to program@stc-swo.org.

All no shows will be billed. Please include your name, email address, membership status (member, non-member, or student), and how you will pay (cash, check, or Pay Pal). Click here for instructions about Pay Pal payments. Non-members must pay in advance via Pay Pal.

Network…or Die

(And Nearly Everybody Else)

by Mindy Hoffbauer

If you’re like most Americans, you’ve probably had one of those days when you were too tired to cook, so you decided to have pizza delivered. So what do you suppose would happen if, after determining that you wanted pizza delivered, you sat there and waited…and waited…and waited, but the pizza never came—because you never called to order it?

Having a pizza delivered to you without ordering it first isn’t an impossibility, particularly if you live next to an under-supervised adolescent or it’s Halloween. But it definitely improves your chances of getting a pizza, especially one made to your liking.

Training for a career but not doing any networking is a lot like expecting a made-to-order pizza to materialize at your door just because you’ve decided you want one; it’s possible, but I wouldn’t recommend it as a best practice.

Being an introvert, the thought of going to large gatherings and introducing myself has never sounded like a barrel of laughs to me. One of the only times I ever listened to my mother was when she told me never to talk to strangers, and I took her at her word. But these days, that’s not the best advice for those who want to propel their careers to the pinnacle of success.

Remember the phrase, “When my ship comes in…”? Whoever said that is probably still sitting at the dock, résumé in hand. Or what about, “When opportunity knocks…”? The problem is, if you never gave opportunity your business card, how will it know where to find you?

Fair or not, the saying “It’s not what you know, but who you know” is often true. Use “who you know” to help you get the job, and then use “what you know” to do the job.

Here are a few tips on networking that have worked well for me.

Like it or not, there’s no substitute for meeting people face-to-face. Conferences, monthly STC-SWO meetings, and formal networking events are all great places to start. But so are your kid’s soccer games, Thanksgiving dinner with your extended family, a neighborhood potluck, and your monthly book club. Networking doesn’t have to be some formal event where everyone is wearing a suit and a nametag, shaking hands with one hand while exchanging business cards with the other. A network is simply a group of people you know, who know 1) who you are, 2) what you can do, 3) what you want to do, and 4) how to contact you. And here’s where the real power of networking comes in—each of the people in your network has his or her own network, which increases your network exponentially.

For me, getting to know people is the hardest part of networking. The next step is much easier, yet it’s the one most people skip. Once you’ve been to the conference or the potluck and you have someone’s contact information, contact them! I’m not sure why so many people forget this step, since the phrase “contact information” contains the hint: “contact.” Chances are, when you talked with each person, a topic came up that you can continue via e-mail if you choose. If, for example, you discussed an online resource, you could send them a link. If you talked about a type of book you both liked, you could recommend a book you’ve recently read. If e-mail’s not your thing or theirs, you could follow up by meeting for lunch or coffee, or you could arrange to meet them at an event you’re both interested in.

Some people jot down notes on the back of a person’s business card to help them remember details. I haven’t tried that technique yet, but I do e-mail everyone within a day or two after I’ve met them, while I still remember them—and they still remember me.

Two items I find very helpful for networking are a business card and an up-to-date résumé. I don’t exactly keep a supply of business cards at the tips of my fingers, ready to pass them down the table in between the platter of turkey and the jiggling bowl of cranberry sauce, but you never know when a cousin or uncle will ask for your e-mail address. And your cousin and uncle have their own networks.

I also don’t carry my résumé around, except to job interviews, but I do keep a current one on my computer, ready to send out at a moment’s notice. And I have had to produce my résumé on more than one occasion at a moment’s notice.

During college, I saw an online ad for a paid internship I really wanted, so I responded to the ad as I was about to rush out the door to pick up my kids. But before I could leave, the HR rep telephoned requesting a copy of my résumé. In less than five minutes, I wrote a brief e-mail (think “cover letter”), proofread it, attached my résumé, and sent it. By the time I’d gotten home, I had a voice mail message requesting an interview. I ended up getting that job and they told me later how impressed they were that I was able to send them my résumé so quickly.

Networking may not come naturally to you, particularly if you’re an introvert like me. But it can be learned just like any other skill.

Of course, you don’t have to network if you don’t want to; you could skip the networking and stay at home, waiting for opportunity—and the pizza delivery guy—to knock. Just don’t be disappointed when your dream job doesn’t magically appear, or the pepperoni pizza you were hoping for turns out to be a double anchovy with pineapple.

“If you always do what you’ve always done, then you’ll always get what you’ve always gotten.”

SWO-STC and the 3 Rs

by Louise Tincher

When Judy told me one of the themes for this month’s newsletter—The Three Rs—I thought “Reading, Writing and Arithmetic”? Why do we need that here?

"No," she said, “Rest, Relaxation and Renewal”—three things we all need that are very important for busy professionals at a busy time of year." Judy was right on track as usual.

You’ll have to forgive me, as incoming president for the 2008-2009 program year, I have found it all a little crazy-making. After one year as chapter president, Judy signed up for her second year as newsletter editor, so you’ll understand if I questioned her wisdom (or sanity).

Actually most of the SWO-STC chapter leaders this year are repeat offenders. We have seven Administrative Council returnees (myself, Jean Fudge, Judy Harper, Mindy Hoffbauer, Sylvia Miller, Karen Rokich and Thea Teich), five past chapter presidents (Jean Fudge, Judy Harper, Mindy Hoffbauer, Sylvia Miller, and Thea Teich) and one past president of STC International (Thea Teich). So why do we do this? We talked about that at one of our Administrative Council meetings.

Why are we active STC members? As we talked, our reasons fell into several categories:
•    Camaraderie
•    Education and training opportunities
•    Insights into the local job market
•    Mentoring
•    Networking contacts
•    Professional development
In other words, we do it for the benefits. We get benefits from actively participating in our chapter.

This year I have challenged the council to share these benefits with our members by telling their personal stories, as well as by mentoring and training new chapter leaders. I am also challenging you—our members—to reap those benefits for yourselves. Tell us why you joined STC and what you want from the organization. Call, email (president@stc-swo.org), stop by and chat at a meeting. SWO-STC offers you a wealth of professional knowledge and resources. Use them!

We will do our best to help you actively meet your needs. Notice that I used the word “active”? You will get the most value from your membership by actively participating in STC. That means attending meetings and seminars, as well as taking on volunteer duties, to build your professional network and skills. Some days it is a lot like work, but it pays dividends in career and personal development.

So how does SWO-STC tie in to the three Rs? Well, I can’t promise you much rest, but I can promise you lots of relaxation and renewal. At SWO-STC you’ll find friends who understand the challenges you face at work, mentors to guide your professional growth, and a roadmap to STC International resources. Last but not least, you’ll find like-minded people who actually laugh at your jokes. I don’t know about you, but some days I need that.

SWO Member Judges ITCC Entries

SWO Senior Member and STC Associate Fellow Sylvia Miller judged in the annual International Technical Publications Competitions of the Society for Technical Communication (STC). STC is an organization dedicated to advancing the arts and sciences of technical communication. It is the largest organization of its type in the world.

The international competition is the result of local competitions. Local STC chapters—both US and nternational—hold competitions by exchanging entries with another STC chapter. The entries Sylvia judged included the following:

• A literature suite promoting piping equipment used in oil drilling
• A literature suite promoting a plug-in hybrid vehicle
• An export manual from the US Dept. of Agriculture
• Two books: one about capturing and analyzing computer security
  metrics and one about writing effective content for Web sites
• A “coffee table book” commemorating five decades of accomplishments
  of the Lawrence Livermore National Laboratory

Sylvia and two other judges spent two to three hours per entry, reviewing its content and organization,  copy editing, visual design, and overall effectiveness. They reviewed the same set of entries and completed evaluation forms independently. Then, they conferred via a teleconference to determine the award, if any, for each entry. Although their team did not award a Best of Show this year, they did give a Distinguished Communication award and a couple of other awards.

Better Living through Chemistry… and Communication

by Karen Rokich

Joe Martin worked for nineteen years as an industrial chemist specialized in organic mass spectrometry. Working in two Fortune 500 companies, he earned the titles of Research Specialist and Senior Chemist.  He had only one problem… he enjoyed writing about scientific work more than actually doing it,. So he returned to graduate school in the early 90s to study professional writing and editing.

Free Pizza and a Tour!

by Lisa Carbaugh

SWO STC members returned to Miamisburg for their final meeting before summer break. O’Neil & Associates, located at 495 Byers Road, were our hosts providing our meeting room, dinner, and a tour of their facility. After some networking, receiving some O’Neil marketing materials and a really neat spiral notebook (you should have been there!), about 20 STC members and O’Neil representatives enjoyed pizza and beverages before the meeting.

Outgoing 2007-2008 SWO STC President Jean Fudge opened the meeting thanking our hosts. Announcements to consider into a new SWO STC year included:

• Regional conference at Cedarville University – (November 8, 2008)
• Volunteer positions
  • Open officer slots
  • Employment
  • Web master
  • Program committee
  • Membership chairperson
• Summer planning meeting – July 26 (open to all)

Jean then presented awards to active members based on a point-system that included showing up for meetings, bringing guests, and participating. Awardees received their choice of Amazon or Best Buy gift certificates. There’s a creative side to Jean too as she then presented various computer graphic inspired ribbon awards to officers, committee members, speakers, and volunteers who helped throughout the year. As with many organizations, the same names kept coming up of those who served in multiple areas.

Incoming SWO STC President, Louise Tincher, presented Jean with flowers and a gift from the chapter for her service this year. Please contact Louise and ask what you can do for the upcoming 2008-2009 year. There are many jobs both large and small which open up opportunities for professional growth and new friendships. [No guilt intended…well just a little.]

After a short break, Tom Milligan, VP at O’Neil & Associates introduced SWO STC members to what their company offers its military, aerospace, and industrial clients through integrated product support in technical information development.

Since its beginnings in 1947, O’Neil has grown to 300 employees who have a vested interest in the company through its stock option plan. The corporate culture expressed emphasizes the employees to think like owners, provide promotion opportunities, and encourage friendly service. “Customers are only as happy as the employees that serve them.” Perhaps this philosophy prompts O’Neil to provide the motivation and support to employees to empower them to better serve their clients.

Two young technicians at O’Neil presented a Web site developed for equipment dealers to better support their customers. Parts and service manuals, graphic schematics with bidirectional hot spots (yes, it was that cool), updates, and translations were just part of the support offered through this site.

A brief question and answer session followed. We then broke into two groups to tour the facility. After getting through the cubicle maze, we were guided through a demonstration of some of the e-learning capabilities developed at O’Neil. Through another hall, past the fitness center, we came to a room full of washing machines and other home appliances in various states of disassembly. O’Neil provides support to GE Appliances by producing and maintaining monthly updates of their Illustrated Parts Catalog on CD. In 2000, GE Appliances put out to bid the outsourcing of their technical publications. O’Neil won the contract and develops GE appliance technical service guides. In both areas, O’Neil has reduced costs for GE. There’s much more to what O’Neil & Associates develops than what we had time to see on the tour. You can find out more at www.oneil.com.

Strategies for Success is the theme for SWO’s 2008-2009 programs. Whatever your level of satisfaction with your current professional life, tyou can expect only one guarantee: everything changes.  But even when change is the only constant, flexibility and preparation can see you through great times, awful times, and the vast plateau of everyday life in between the extremes.

STC-SWO meets every month between September and May. This year’s meetings include events like:

• Face-to-face gatherings featuring accomplished speakers on topics ranging from effective networking to independent contracting. The alternating venues for in-person meetings are the West Chester and Dayton branches of Indiana Wesleyan University.
• 20-20 Vision of the Future, a regional conference about the future of techcomm, held at Cedarville University in October.
• A virtual meeting (one of our winter webinars, for weeks when winds are blustery and roads are bad) focusing on the effective use of tools for professional communicators.

Keep reading for a complete 2008-2009 program schedule.

• September 17: Gregg MacMillan, 21st Century Networking – West Chester
• October 15: Jackie Damrau, Navigating STC Resources – Dayton
• November 8: STC Regional Conference at Cedarville University – Cedarville
• December 10: Shipley Associates, Everything You Ever Wanted to Know about Proposals – Dayton
• January 21: Contracting & Independent Consulting: If You Ever Thought about This (tentative) – West Chester
• February 18: Everything You Ever Wanted to Know About MS Word (tentative) – Webinar
• March 18: Business: The Quick Course (tentative) – Dayton
• April 15: Marketing Yourself as a Technical Communicator (tentative)
• May 20: Volunteer Recognition, New Officer Installation

Reflections from a Leadership Day 2008 Panel

By Karen Mardahl, STC SIG Advocate
This is reprinted with permission from an article in the July 17 issue of Tieline, 

While participating in a panel on Leadership Day together with my colleagues in the SIG Advisory Council, I heard many ideas that inspired the thought "that would be a great Tieline article." The panel—Judith Herr, outgoing SIG Advocate and incoming STC Director; Dan Charles (Emerging Technologies); Richard Mateosian (Management SIG); Shari Gray (Lone Writer SIG); and me (AccessAbility SIG and incoming SIG Advocate)—covered a range of topics, including recruiting, motivating, and keeping volunteer leaders—virtually. This article contains just a few of the ideas shared that day.

Virtual vs. Physical

Let’s demystify one thing right away. In his own presentation, Richard Mateosian stated that "Virtual is the same as physical, it’s just different." I continued on that theme when I spoke. What we are doing as community leaders in STC is just life in miniature. We have tasks, deadlines, conflicts of interest, management issues, employee issues, and the list goes on.

So, work as a volunteer in STC is no different from so many other things we do. We don’t need to hesitate when we see the word "virtual." Of course, meeting people virtually is different. You don’t have the body language, the handshake, and other non-verbal forms of communication. We have been using email long enough now that we ought to know about netiquette and good old-fashioned values like respect and tolerance. Also, we are communicators, aren’t we? And professionals? We are already involved. Therefore, we can just move our very professional approach from the physical world to the virtual.

Recruiting

Now that we are in the virtual world, how do we get others to join in the fun that we’re having?

STC members should be clamoring for an opportunity to write for an STC publication or serve in some other capacity. According to some of the discussion lists within the Society, we want attention and respect as technical communicators. We claim that we love to write or that we have a huge body of knowledge in our heads concerning a specific tool or methodology. The Society has the proper forums for writing or sharing, from the discussion lists and STC Forum to the Technical Communication journal. The Society also allows us to put our ideas into action in the 150-plus communities of STC, both SIGs and chapters. We should be turning away the hordes, not begging for one solitary volunteer.

In another Tieline article I wrote (Invest in an STC Membership, October 2007) last year, I discussed the virtues of renewing STC memberships. I called it an investment. We are not talking about a passive investment like gold bars. Membership is an active investment. We all need to do something with our membership if we—and our Society—want to develop. It is up to us to prioritize and communicate our priorities, and we must respect our personal needs and the personal needs of others.

Don’t force tasks on volunteers. Instead, use the psychology you use in any life situation. Show or explain the value the volunteers will receive. They may not want to do a task for you, but you can nearly always get them to do something to benefit themselves! When you use a positive and constructive approach, you rarely, if ever, get negative results.

What’s in It of Me?

Once you prioritize time for involvement in STC activities, you have good opportunities to show your talents to your peers. Yes, it is scary. The technical communication community is a very difficult audience. But isn’t that a fantastic learning opportunity? If you can practice with a tough audience like STC members, your paying work should end up dazzling your customers.

Performing duties for the communities can always translate back to your job. Long-term members should realize this. We should find opportunities for new volunteers to do a task that has substance, but is less daunting. With smaller tasks, we can help develop their skills—and get work done for our community.

Never forget to point out the value in all tasks. All tasks should be treated with respect, and that should give you quality in return. This is also the time to consider whether you really need to get all those tasks completed. Perhaps your list of tasks is too long and too complex. Rethink your goals, and consider pruning your list. A less overwhelming list of duties may be all you need to attract new volunteers. Ultimately, I’d like to see people stop saying "what’s in it for me?" and start saying "what’s in it of me?" All attendees at the conference and those who could not attend have potential. Find out where you can give someone an opportunity to shine and give of themselves. Share your experiences-and shine-in a future Tieline article so we can all learn. Who’s first?

Rest, Relaxation, and Renewal

by Judith Harper

Blogger Sonia Simone made a great observation in her Remarkable Communication blog:

Scheduled maintenance is critical for any complex piece of equipment that’s working at or close to its maximum productivity. And the fix-it-up chappie will tell you that delicate equipment is a lot easier and cheaper to maintain than it is to repair. .  . You, my friend, are a high-maintenance machine. You’re the complicated invention that can’t be replaced. Your work relies on your energy, your creativity, and your enthusiasm. And you can only fake those things on a very limited basis. Starbucks is a crappy substitute for creativity and life force.

Check out Sonia’s good advice about scheduling personal maintenance by setting aside time to do something "pointless and highly satisfying" just because you like it. It may sound strange to speak of "pointless" activities as part of a strategic plan for professional development, but the notion is worth thinking about. Neglecting personal maintenance can be deadly to creativity, energy, and enthusiasm.

Rest, relaxation, and renewal–make them part of your schedule.