Technical Documents

This section highlights Emily’s technical documents including letters and memos, internal documents created for human resources purposes, and documents with graphics.

 

Switchboard Manual

This document is a user and operator manual for the switchboard operators at a large regional medical center. Each operator had a separate set of directions and instructions that had been accumulated over months and years.

To create a cohesive manual, information was gathered from:

  • Each operator’s notes.
  • The Policies and Procedures Manual for Telecommunications.
  • The operators’ knowledge.
  • The director’s knowledge.

In order to create and test the manual’s instructions, the supervisor worked as an operator would for several days to insure the validity of the manual. The document is in outline form, which makes it very easy to follow, especially for new employees.

This sample indicates the writer’s ability to:

  • Create a major document from scratch.
  • Organize a tremendous amount of information in an easy-to-read format with headings and subheadings.
  • Write clear and concise directions.

 

Operator Competency Checklist

This document is a checklist that reflects all the duties a switchboard operator should be able to perform within the probationary employment period. The switchboard operators had no concrete idea of the tasks they were expected to perform at any given moment, so this checklist was created to help facilitate training for the operators.

To create this checklist, the writer pulled information from:

  • The Policies and Procedures Manual for Telecommunications.
  • The operators’ knowledge.
  • The director’s knowledge.

In order to insure the document would serve its purpose, the director of Telecommunications sampled the employees and performed the checklist on a few operators. The document is in a checklist format that makes it very quick to complete for the Switchboard Supervisor.

This sample indicates the writer’s ability to:

  • Create a document with bulleted lists in logical order and format.
  • Format documents for ease-of-use.
  • Create Human Resource documents for internal purposes.

 

Building Maintenance Checklist

This document is a checklist the Building Maintenance Mechanics (BMM) use to perform monthly maintenance checks on all the Real Estate property they are assigned. This information was scattered and spotty for most BMMs, so bringing it all into one cohesive document was much less time-consuming on the monthly walk-throughs.

To create this checklist, the writer spoke with:

  • The director of Real Estate,
  • The Building Maintenance Mechanics, and
  • The Real Estate Manager.

In order to ensure the checklist included all needed information, the BMMs performed monthly checks with the list and made revisions as needed. After the revisions were made, the finished product was installed for monthly use.

This sample indicates the writer’s ability to:

  • Create a complete document in a concise manner.
  • Pull from large amounts of information and categorize it into easy-to-read headings and subheadings.
  • Use Microsoft Office products to format a document for ease-of-use.

 

General Transmission Letter (Memo)

This document is a transmittal memo that is labeled as a letter because that is the accepted standard within the architectural community. It is addressed to the recipient of a drawing. These letters were used mainly to transmit final closeout documents interdepartmentally within the corporation. It was created out of necessity. When Emily began working for the Construction department, there was a mountain of shop drawings and closeouts that had never been sent to the Engineering for closeout purposes. A document for transmittal to other departments had to be created in order to create a document custody trail.

To create a transmittal document, the writer pulled information from:

  • The staff architect.
  • My knowledge of document creation.

In order to insure the document would serve its purpose, the finished product was forwarded to the architecture firm that handled all of the construction drawings. The document is in a memo format that makes it very easy to complete for any user.

This sample indicates the writer’s ability to:

  • Create a document with integrated checkboxes and graphics.
  • Format documents for ease-of-use and facilitated reading.
  • Create communication documents for internal purposes.

 

Shop Drawing Transmittal Memo

This document is a transmittal memo addressed to the architect of record for a drawing. When Emily began working for the Construction department, there was a mountain of shop drawings that had never been sent to the architect for closeout purposes. A document for transmittal to the firm had to be created in order to create a paper trail.

To create a transmittal document, the writer pulled information from:

  • The staff architect.
  • My knowledge of document creation.

In order to insure the document would serve its purpose, the finished product was forwarded to the architecture firm that handled all of the construction drawings. The document is in a memo format that makes it very easy to complete for any user.

This sample indicates the writer’s ability to:

  • Create a document with tables and graphics.
  • Format documents for ease of use and reading.
  • Create communication documents for external purposes.

 

 

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