English assignment

· Follow your instructor’s directions. You may be asked to fill out this worksheet and turn it in, OR, you may be asked to take notes on this worksheet and use them to develop a formal project planning memo.

· Note: Each set of brainstorming prompts is followed by a space for you to make planning notes. Not all questions may be relevant to every project, and in some cases you may not yet have answers to some questions.

Project identification

Writer’s name(s), title:

Project name:

Context

The “context” for a writing project is the event or circumstance that creates the need for something to be written. This is different from the purpose of the document.

Example: The context for completing this worksheet is that your instructor assigned you to fill out this form to prepare for a writing project. The purpose of this form is to help you brainstorm/analyze your writing situation.

1. What is the occasion for this communication?

· What issue problem or need compels you to write or act at this particular time and place?

· Why is this issue important right now?

· What is at stake – and for whom?

Your notes here:

Purpose

Your document likely has multiple purposes. General purposes include : 1) to create a record, 2) to give or request information, and 3) to persuade. Consider both the general purpose(s) and specific purposes.

1. From the perspective of the organization, what are the purposes of this document?

· What is the main purpose?

· Secondary purpose?

· Other purposes?

Your notes here:

2. From your perspective as the author, what are the purposes of this document?

· What is the main purpose?

· Secondary purpose?

· Other purposes?

Your notes here:

3. From the perspective of the audience, what are the purposes of this document?

· What is the reader’s goal in reading/using this document?

· What kind of information or content does the reader expect to find in this document?

· How will the reader use or interact with the document?

Your notes here:

The Writer

Examine your own motivation for writing and any biases, past experiences, and knowledge you bring to the writing situation. Also consider your role within the organization, as well as your position relative to your target audience.

1. What is your relationship to the primary audience?

2. How do you want to be perceived by the audience?

3. What languages choices are most appropriate for this audience? Tone? Level of formality? Use of jargon? Passive vs. active voice? First vs. third person?

4. Do you need to adjust the message because of political or ethical factors?

Your notes here:

Audience

Consider your primary audience (the main, intended reader of the final document), secondary audiences (others who will read/review the document as it is being developed/after it has been produced), and hidden audiences (readers who are not the audience but might incidentally encounter the document and have an interest in it.) Consider primary and secondary audiences for items 1-5; focus on hidden audience in item 6.

1. Who is the primary audience?

· Are you writing to an individual or a group?

· Do you know your audience personally?

· What is your organizational relationship to her/him/them?

· What assumptions can you make about this audience?

Your notes here:

2. What type of audience is this and what are they looking for in the document?

· Experts: enhancing their own knowledge or evaluating the validity of a project or proposal?

· Executives: trying to make a decision or get up to speed?

· Technicians: looking for technical detail and specifics?

· Non-specialists: limited expertise on the subject?

Your notes here:

3. How much knowledge or technical expertise does the audience have on this subject?

How will readers’ levels of expertise influence your decisions about

· what language to use

· how much detail to include

· how much explanation of concepts/terms will be necessary

Your notes here:

4. What biases or preconceptions will your audience bring to the document?

· Is the audience enthusiastic, receptive, neutral, hostile?

· How will their biases/preconceptions influence readers’ reception of the document?

· Are they likely to be resistant to the situation in which the message is delivered or to the content of the message itself?

· Are they more likely to agree, disagree or be indifferent to the information in the document?

Your notes here:

5. What cultural considerations do you need to address for this audience?

· Will you have international readers?

· Readers for whom English is not a first language?

· Do you need to adjust the content to accommodate these readers?

· Language?

· Rhetorical strategies?

· Are there strong local customs or traditions that you must respect?

Your notes here:

6. Who are the hidden audiences for this document?

· Who else might read this document and why?

· What is their level of knowledge and expertise?

· What assumptions and preconceptions might they have?

Your notes here:

Message and Medium

1. Given the audience and purpose, what is the most important information to communicate? What does the audience need to know?

Your notes here:

2. Given the audience and purpose, what is the most important information to exclude? What does the audience already know, not want, or not need?

Your notes here:

3. Given audience and purpose, what tone and style are most appropriate?

Your notes here:

4. What genre is most appropriate?

· What genre does the audience expect?

· For this genre, do you need to include or exclude specific types of information?

· Organize contents in particular ways?

· Incorporate specific design features?

Your notes here:

5. What medium is most appropriate for this communication, and does this medium affect writing, design or distribution of the document?

Your notes here:

6. Given the complete writing situation, what overall look is desired or most appropriate for this document?

Your notes here:

7. How will this document be delivered to the audience?

Your notes here:

Constraints and limitations

1. What practical or physical circumstances will affect the writing, design or distribution of this document?

· What environment are you writing in?

· What tools/technologies do you have available?

· How much time to do you have?

· What deadlines are important?

· What is your budget?

Your notes here:

2. What constraints or limitations do you bring to the project?

· How will your own beliefs, attitudes, prejudices or habits affect writing or design?

Your notes here:

3. What constraints will the audience face when they interact with the document?

· How will readers’ attitudes, traditions, or circumstances influence their perception of the document?

· Where, how and in what circumstance will they interact with the document?

· What environment will they be in?

· Will they need specific technologies to receive the document?

· Will they be focused on the document or distracted?

· Will they be limited by lack of time, space, or resources?

Your notes here:

4. What company policies, laws, or ethical considerations affect the writing, design, or distribution of the text?

Your notes here:

5. What relationships between individuals or groups might affect the writing, design, or distribution of the document?

· Does the organization’s structural hierarchy matter? How so?

· Are you in danger of stepping on anyone’s toes?

· Is there a chance that the communication might be intercepted by an unintended audience?

Your notes here:

6. What cultural, political or other factors place constraints on this project?

Your notes here:

Analyzing a workplace writing situation Julie Staggers 2014

Project Planning Worksheet: Analyzing the Writing Situation WSU/Winter 2019