The Now World of STC

From the STC President

 

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By Linda Oestreich
President, STC Board of Directors

 

 

This May, at the Technical Communication Summit in Minneapolis, I began my tenure as president of STC. Since that time, many people have asked me what my goals are as president. On the slides for Leadership Day at the conference, I used the themed logo you see above. The tag line “The Now World of STC” is similar to Paula Berger’s tag line of last year, “The New World of STC.”  

I chose the new themed logo you see above (designed for me by Tom Barnett from the Phoenix chapter) because I wanted the Society’s staff and volunteers to continue the many great programs that were begun or enhanced under Paula’s leadership, while emphasizing the importance of moving forward. Pema Chodron, a Buddhist nun in the Tibetan Vajrayana tradition, elegantly presents the concept I had in mind in these words:

Now is the only time. How we relate to it creates the future. In other words, if we're going to be more cheerful in the future, it's because of our aspiration and exertion to be cheerful in the present. What we do accumulates; the future is the result of what we do right now.

These words resonated with me and helped me see that my goal is to bring about an understanding that what we do now creates our future. To support this goal, I will rely upon what I know and what I learn from others to help steer a steady course. Of course, to do so, I’ll rely on the constant and skillful support of STC’s executive director and staff, the other members of the Board, and you.

Things about Me

As we begin this year, here are some things you should know about me:

• I understand that we do this work for the Society by choice—each of us for our own reasons.
• I support and cheer our volunteers and offer advice and resources often.
• I trust others to do the work they say they will do or graciously bow out if they can’t.
• I know how to face risks and make difficult decisions.
• I own up to my mistakes and then move on.
• I understand that other parts of our lives often have to be addressed before our work with STC.

My Promise

I promise to talk about more concrete STC things in my next article. This time, it was important to me to tell you about my hopes for the year and my philosophy about our work for the Society.

Please share your thoughts and questions with me. I’ll answer your notes or send them on to those who can. Send your notes to me at pres@stc.org.

I know the year will bring challenges, but it will also bring great success and accomplishments. It’s going to be a great year—starting Now.

Linda Oestreich
STC President
pres@stc.org

Roadmap from Writer to Communicator

The Profession

 

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By Mike Murray
STC Board of Directors

 

There's been discussion at the STC annual conference, in the pages of STC publications, and on the STC Forum regarding job titles. Are we technical writers or technical communicators? And why does it matter? (For background, see “Technical Communicator, Your Time has Come” by STC Executive Director Susan Burton, as well as other articles on the subject.)

For me, this discussion has a very personal dimension. For the past twenty-eight-plus years, I have been employed by Lockheed Martin, the largest aerospace contractor in the world. My experience there has been, borrowing the eloquent phrase of economist Rick O'Sullivan, "a roadmap from writer to communicator."

Let me walk you down that road....

The 1980s

In 1982, I had already been working at Lockheed Martin—first as a computer operator then a customer service rep—when I made the switch to technical writer. I began with (literally!) a pad of paper and a pencil. Some of the other seventeen employees in my department (called Technical Information Services) had the responsibility of (1) keying what I wrote using the Script programming language, (2) creating [crude] graphics, (3) coordinating hardcopy output and tracking revisions, and (4) supervising the whole process.

In 1985, the department was disbanded. Having earlier seen the writing on the wall, I was able to secure a technical writing position in the data center operations area. I recall that I had one of the first two Macintosh computers in the company. (Macs were introduced in 1984.) About 25 percent of the projects that were produced by my previous department of seventeen were eliminated, while I was able to easily accommodate the remaining 75 percent in this brave new world of desktop publishing.

Even as early as 1985, it was easy to see that I would have to be more than "just" a technical writer. I had to learn the new Microsoft Office suite, including page layout and design. I found myself doing less writing and more creative design work. More important, the new technology provided me the means of using my creativity to develop entirely new communications tools and processes. As I have been a member of STC since 1984, the Society publications told me that, indeed, things were changing, exactly how they were changing, and that I was on the right track in evolving my job functions. I had the confidence to move on.

New Millennium

In terms of "macro" trends, the next one that hit me the hardest became obvious just after the beginning of the new millennium. My business area (Enterprise Information Systems) supplies the information technology products, services, and support for all of Lockheed Martin Corporation. The Corporation's business areas and business units are our customers.

My department develops and delivers marketing collateral for all of these products and services. As the department grew and employees came on board with marketing experience, my manager ensured in advance that they would also have some solid writing experience. They do the majority of their own writing today. In addition, by the nature of their jobs, these marketers have direct contact with our customers. This contact means that they are free to use their creativity in best serving these customers, which has resulted in several new creative communication processes (e.g., setting up SharePoint sites that have the look and feel of a Web page). They have, in fact, BECOME technical communicators!

The Future

So where does this leave me—the guy who was once THE department technical communicator? It simply means that I have to accept the situation and rethink and refocus my place in the department. In essence, I have to reinvent myself. While there is certainly some stress/emotional pain involved in having to rejustify my position, at the same time it is strangely exciting and invigorating.

Just think of the possibilities! As cancer survivor and Olympic cyclist Lance Armstrong once said, "Cancer taught me a plan for more purposeful living, and that in turn taught me how to train and win more purposefully. It taught me that pain has a reason, and that sometimes the experience of losing things—whether health or a car or an old sense of self—has its own value in the scheme of life. Pain and loss are great enhancers."

Technical writing has never gone away; it has simply become part of something bigger. It has evolved, and we must evolve with it.

From Technical Writer to Technical Communicator: Guide to STC Content

The Profession

 

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Recent content in News & Notes and Intercom and on STC’s Web site has detailed STC’s efforts to change how the U.S. government defines our profession in the Standard Occupational Classifications (SOC). The SOC are used by all state and federal publications when occupational data are provided.

The following list summarizes each resource and provides a link to where it can be found.

• “The Case for ‘Technical Communicator.’” Prepared by STC Director of Communication and Marketing Maurice Martin and Economist Richard O’Sullivan of Change Management Solutions, this informative paper offers historical facts, statistical data, and observations by STC leaders (including President Linda Oestreich and Strategic Planning Committee Chair Larry Kunz) to support the change.

• February 2007 News & Notes, “From Writer to Communicator.” This introductory article highlights STC’s efforts to change the SOC description for our profession from “technical writer” to “technical communicator” and includes the proposed new job description.

• March/April 2007 News & Notes, "From Writer to Communicator: University of Central Florida Changes Its Program Name." STC Director Mike Murray discusses the decision of the University of Central Florida's technical writing program faculty to change the title of its BA and MA programs to "technical communication."

• April 2007 Intercom, “‘Technical Communicator,’ Your Time Has Come.” Executive Director Susan Burton explains why the old SOC definition for “technical writer” has become outdated and inaccurate and how it affects your salary.

• June 2007 Intercom, “You May Already Be a Technical Communicator!” Use Burton’s checklist to determine whether you are already a technical communicator. If you have “technical communicator” as your job title, learn how to let STC know so that this information can be compiled.

• July 2007 News & Notes, "Roadmap from Writer to Communicator." STC Director Mike Murray discusses his career experience moving from technical writer to technical communicator.

Markup Wars and the Future of the Web

The Profession

 

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The new generation of markup technologies—including HTML5 and XHTML2—that picks up where HTML 4.01 left off will have a large impact on technical communicators (read more).

Thanks to Destry Wion, member of the France Chapter STC, for providing a link to this article in a post to the STC Forum. 

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Region 1 Election

Board News

 

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By Suzanna Laurent
Chair, Nominating Committee

 

 

In April, STC members elected Region 1 Director Cynthia C. Currie as the Society’s Second Vice President, creating a vacancy on STC’s Board of Directors. To fill the Region 1 Director position in time for the next Board meeting, STC will hold a special election in July.

Although STC no longer elects Directors by region, New York state law requires the remainder of Currie’s term to be filled by a vote of the members who live in the same region as those who originally elected her. All members in good standing who reside in Region 1 as of July 1, 2007, are eligible to vote. (Note: According to STC’s bylaws, student members do not have voting rights.)

When candidates are selected, they will be posted on the election voting site, which may be accessed via www.stc.org. 

The election will open in mid-July. By the end of July, paper ballots will be mailed to eligible voters who indicated on their 2007 membership applications and renewal forms that they do not wish to receive election materials electronically. Members who intend to vote by paper ballot are urged to return their completed ballots immediately.

The person elected as Region 1 Director will begin serving on the Board immediately after the election and continue until STC’s annual meeting in June 2008. On the advice of STC’s legal counsel, no petitions can be accepted for this position.

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Bylaws Referendum to Be Held in Fall

Board News

 

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By Mary R. Wise, Chair, Bylaws Committee

In early fall, STC will conduct a member referendum to determine whether the Society will adopt a new set of bylaws. Because the current bylaws contain many inconsistencies and are out of compliance with New York state law, STC’s Bylaws Committee worked with the Society’s legal counsel to completely rewrite the bylaws. For more information about the need for new bylaws, please see the following articles:

• “STC Bylaws, Version 2.0,” January 2007 Intercom, page 31
• “The New STC Bylaws: A Leaner Approach,” February 2007 Intercom, page 32

Both articles are available from the Intercom archives.

At the recent Technical Communication Summit in Minneapolis, STC held an open forum to listen to members’ concerns about changing the bylaws. An audio recording of that forum and several supporting documents, including texts of both the current and proposed bylaws, are posted on the Society Web site.

The deadline for members to tell the Bylaws Committee what you think about the new bylaws is Monday, July 16. We want to hear from you and consider your opinions!

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STC Adopts Diversity Policy

Board News

 

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What does STC's new diversity policy say? Read the policy text in the February 2007 issue of Tieline. read article

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How to Contact STC

Membership

 

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There are several ways to determine whom to contact at the Society office or on the STC Board. The following list should help steer you in the right direction as you seek answers to your questions.

• Go to www.stc.org/about/staff/staff01.asp. Based on the job titles listed, see which staff member looks like the right person to answer your question. Call or e-mail using the detailed contact information on that page.
• Go to www.stc.org/about/orgChart01.asp. Based on the detailed information in the organizational chart, see which Board member or committee chair looks like the right person to answer your question. Call or e-mail using the contact information at www.stc.org/about/board/board01.asp.
• Post a question on the STC Forum at www.stcforum.org.
• Call the Society office main number at +1 (703) 522-4114 and ask for information.
• If the question is about chapter operations, contact the Leadership Community Resource (LCR) at lcr@stc.org. The new LCR Web site is specifically designed for community leaders or those looking to become more involved in leadership opportunities.

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What Members Are Saying

Membership

 

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The STC office appreciates receiving feedback from members regarding the aspects of their membership that are important to them. Following is a sampling of some of the recent comments we have received.

About STC’s Knowledge-Based Governance surveys sent to members before each Board of Directors meeting:

“Just a note of high praise for this approach to governing STC. It makes me proud to be an STC member! If only our local, state, and federal government could find their way to include Knowledge-Based Governance!”

— Judy Barnes, Senior Member, Central Ohio Chapter STC

About STC’s annual conference:

“Attending the STC annual conference is something that I urge every technical communicator to do. This is the single best source of information you can get under one roof on all aspects of technical communication—from management tips to content management, usability and accessibility, and good writing.”

— Christine Pellar-Kosbar, Immediate Past President, Southeastern Michigan Chapter STC

About the value of STC membership:

“I value membership in STC above any other organization.”

— Anita Floyd, Senior Member, Huntsville/North Alabama Chapter STC

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STC Welcomes Manager of Community Relations

Communities

 

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STC is pleased to announce the creation of a new position, manager of community relations. Evelyn McCamey began her work in this role on July 16, 2007. She will be responsible for working with STC’s communities to learn their needs and addressing them accordingly.

Evelyn is working on her Certified Association Executive (CAE) designation and has a BA and MBA from American Intercontinental University. She was previously the manager of executive services at the Navy League of the United States, an individual membership organization representing retired naval officers. She served as the national liaison to 300 chapter presidents and handled community and national awards programs. Prior to that, Evelyn served as the international projects manager at the National Architectural Accrediting Board, where she oversaw the international credentialing processes. She also worked for ten years at the American Institute of Architects (AIA), where she was the key liaison to AIA’s 250 communities (called “components”) on educational issues. She helped design and set up systems to assist communities in ensuring that their educational offerings were in compliance with AIA’s new requirement that architects earn a certain number of learning units (LU) to keep their membership in the association.

Evelyn may be contacted at evelyn.mccamey@stc.org  or +1 571-366-1919.

Marketing Your Community's Activities within STC

Communities

 

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Interested in letting fellow STC members know about an upcoming chapter or SIG event? This article from the April 2007 issue of Tieline explains how to submit your information for inclusion in STC’s publications or online events calendar. read article 

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Leaders: Send Contact Info to STC Office

Communities

 

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As a new year of programming approaches, many community leadership positions will change. Please send the names of the 2007–08 community leaders to the STC office at +1 (703) 522-2075 (fax), or e-mail Lynn Anderson, Membership Manager.

The office must have current information on the following chapter positions: president (or student chapter advisor), first vice president, secretary, membership manager, treasurer, newsletter editor, employment manager, and webmaster. The office also tracks the following SIG positions: manager, newsletter editor, secretary, webmaster, and membership manager.

Community leaders can check the monthly reports they receive from the Society office to verify the leader names that the office has on file.

Thank you for your cooperation!

New Chapter and Special Interest Group (SIG) Approved

Communities

 

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During the June 2007 Board of Directors teleconference meeting, the Board unanimously approved the Atlantic Canada Chapter STC’s petition for provisional status as well as the formation of the Europe SIG.

For more information about the Atlantic Canada Chapter STC—based in Saint John, New Brunswick, Canada—please contact William Gill.

For more information about the Europe SIG, please contact David Farbey.  

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Check Out Conference Highlights Online

Education and Training

 

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Couldn’t attend STC’s 54th Annual Conference held in May in Minneapolis, Minnesota, or want to relive some of the highlights? Visit the conference photo gallery, or listen to nearly three dozen interviews with conference speakers and attendees, available on Tom Johnson's Tech Writer Voices podcasting site.

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A Q&A Session with Susan Burton, STC's Executive Director

Education and Training

 

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The May 2007 issue of the Management SIG’s newsletter, Directives, featured a Q&A with Susan Burton, STC’s Executive Director. The interview contains helpful advice for managers or potential managers.

Below is an excerpt from the interview. The Q&A was prepared by Jan Lowry, managing newsletter editor, and this excerpt is reprinted with permission. To read the rest of the article, please visit the Management SIG’s newsletter.  

Jan Lowry: What do you want your legacy to STC to be?

Susan Burton: I want the officers, members, and staff to look at STC programs and services and know that these are wonderful, relevant, and make a difference. I want technical communication to be recognized as a highly valued profession that adds value to the bottom line and has an ethical underpinning to the good of society. I want STC to be an emotionally healthy place where everyone can share ideas in an atmosphere of trust and enthusiasm and focus on what’s best for the common good. And, paraphrasing something from Lao Tze, one of the Taoist masters, I don’t want people to point to me and say how great I was; I want the people to say, “We did it ourselves!”  

Susan Burton, CAE, has thirty years of experience managing trade and professional associations. She has experience with every major functional area in association management, including chapter relations, membership, marketing, meeting planning, finances, education, certification, publications, advocacy, awards, and competitions. Susan has a BSB in American history and education and an MSB in Chinese history. She earned the highest score in the nation when she became a Certified Association Executive (CAE) in 1984. ­

Just What Does the Board of Directors Do?

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From the STC President

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At election time, Board members tend to get a number of questions about just what the STC Board of Directors does, how it operates, and its relationship to the membership. One thing we have noticed is that many members know very little about associations and boards beyond their STC membership, and that’s quite understandable.

For our Board to be most effective, we would like you to understand just what we do. In the United States alone, there are about 60,000 registered associations, and best practices for associations are well-defined and widely followed. There is a substantial body of knowledge and literature available to us. We are working with Executive Director Susan Burton to adopt these best practices for our own Board.

This issue of News & Notes has several articles about the board in general and also an update on one of the biggest Board initiatives ever, the STC Transformation. Take a look at these articles:

• FAQs about the STC Board
  
• Transparency, Liability, and Communication
• Investing in STC's Future 
• What Ever Happened to the Transformation?
  

Leaders or Followers?

So, what does the Board do? Do we lead the way? Do we follow the wishes of the members? Where should the Board be focusing its attention?

Best practices for associations indicate that a healthy board should spend 70-80% of its time on external issues important to the membership and 20-30% on internal matters. External issues include managing and marketing perceptions of the technical communication profession, improving how technical communicators are valued and how their compensation is determined; and developing a body of knowledge for the profession. The ideal Board member will have concrete ideas about how to make these better.

Strictly speaking, the Board should not follow the wishes of the individual members. It shouldn't follow anyone – it should lead. Becoming a leadership board is one of the challenges we face. From her perspective with 30 years of association management experience, Susan Burton tells us that our current board functions as a management board – meaning we're too involved with the day-to-day operations of the Society. A leadership board is concerned with strategic goals, and delegates the details of implementing those goals to the STC staff and, in some cases, to committees of volunteers.

The Boards of the Future

It seems that many of the candidates that have been selected by the Nominating Committee over the years have also been unclear about what is expected of them as board members. The Board, the Nominating Committee, and Susan Burton are aware that we need to change that! Incoming Nominating Committee Chair Suzanna Laurent, with outgoing Chair Vici Koster-Lenhardt as an advisor, will be developing a comprehensive program to improve the ability of the Nominating Committee to find appropriate candidates for the Board and to educate the candidates about the requirements of serving on the Board.

The Nominating Committee will begin asking potential candidates about the issues that they think the board should be discussing. They will be looking for candidates who can focus on the external, strategic issues, and not only on our internal issues. It will take time for the STC Board to evolve from a management board to a leadership board. But only then can STC meet its goal of becoming the leaders of our profession.

Paula Berger
STC President
pres@stc.org
 

What Ever Happened to the Transformation?

News from the Board

 

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By Paula Berger
STC President

Quite often, STC members ask about the results of the Transformation. In an earlier issue of News & Notes, I promised to address this question, so I’m finally doing just that.

The "STC Transformation" was the name given to 3-year plan developed by the Board of Directors to change many aspects of STC to better meet the needs of today's technical communicators. The plan was quite ambitious; its goals included overhauling governance, membership, communication, education, communities, finance, and technology.

The Transformation officially kicked off in 2003 and ended in 2006. So, what happened? Did we achieve our goals?

Some of the changes in the Transformation plan were implemented pretty quickly—generally those that could be implemented primarily by the Board and the members. I won’t go into details here, but you should recognize these major changes that occurred early in the Transformation:

• Membership—STC introduced new membership categories in 2005, and introduced global tiers a year later.
• Governance—We have been phasing out STC's eight regions, and the role of director-sponsor has changed to that of director.
• Communities—We have been steadily moving toward putting chapters and SIGs on an equal footing. Communities were also asked to recharter to ensure that they were addressing the needs of their members and the profession.

What about the rest of the Transformation initiatives—technology, finance, communication, education? Making major changes in those areas require very strong ties between the staff, the Board, and the members. Working out those ties slowed us down for a while. Over the last few years, strong leadership and support from the staff has enabled us to leap forward in all these areas.

So while the Transformation officially “ended” last year, the work laid out in those plans is still going strong! You’ll recognize many of our current initiatives as part of the original Transformation plan:

• Technology—In October, the Board voted the funds needed to build an entirely new infrastructure for STC this year. This will allow STC to better support our staff, our communities, and our members.
• Finance—New accounting systems and controls have recently been put in place to allow up-to-the-minute reporting and strong financial management.
• Education—Our annual conference is being totally overhauled this year. Also, we hired a new Director of Education in 2006 and we’re looking at a range of new education programs to implement over the next year.
• Communication—The Web site redesign is in full swing and we’ve added more online communication (like News & Notes). In addition, a task force will be looking at all our publications later in 2007 with an eye to upgrading them.
• Communities—The Leadership Community Resource (LCR) has been developed to take over the sponsorship function formerly handled by the director-sponsors. Watch for the formal LCR launch at Leadership Day at the annual conference in Minneapolis.

So where are we today? We’ve achieved many of the goals laid out in the STC Transformation, and the rest have now been folded into the Strategic Plan we use to guide the actions of the Board and staff. One thing we learned over the last few years is that STC will always be in a state of transformation. It’s the only way we can meet the continually changing needs of our members and our profession. And each bit of progress continues our mission—supporting the profession and providing value to our members.

FAQs about the STC Board

News from the Board

 

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By Paula Berger
STC President
 

 

An STC member recently posted a list of questions about the STC Board on the “Ask the Candidates” page. Both First Vice President Linda Oestreich and Treasurer W.C. Wiese are candidates and they each answered these questions. Since many of these questions are asked every year, we thought others might be interested in reading their responses. Here’s a condensed version of the answers to some frequently asked questions about the STC Board.

 
Q: Specifically, what would you do to ensure that I do not feel so much "in the dark" about all STC Board matters?

A: Paula: If you read each issue of News & Notes, that’s a good starting point. We try to provide an overview of the major board issues and actions in each issue. We are also now posting information about each board meeting and call on the STC website. We post the board slides that we use for the agenda and committee updates, and we post the meeting minutes. For some background about the legal issues surrounding this, see Transparency, Liability, and Communication.

Linda: You might also consider submitting your name for the Nominating Committee to evaluate next year as a potential candidate for the Board. If you’re nominated and you win, you’ll know all there is to know about all STC Board matters!

WC: I ask you to reflect on how STC has evolved in the past two years to better communicate with the membership regarding issues. We hired an interim Executive Director and, after a year of search, we hired our new Executive Director, Susan Burton. Both have encouraged an atmosphere of candor through their leadership.

Q. How do you as a Director know what views are held by the general membership, and specifically what are my own views as one member of our Society? What do you consider sufficient outreach to the general membership on the multitude of major issues facing the current Board

A. Linda: All Board members do our best to understand what is best for the profession and the Society by relying on our experience and our work, and by reading, talking, speaking, and connecting with as many people and their writings as possible within and outside of STC.

WC: We each participate in the presidents listserv, which is the source of many general membership concerns. The knowledge-based governance survey results have been helpful, too. During the past year, I personally held two strategic visioning sessions with chapters in Florida. I have also implemented a treasurers listserv to address issues more specific to those who manage chapter funds and to support them through the mutual mentorship it provides.

Q. Currently, the Board has initiated a very nice questionnaire prior to some Board meetings that asks the general membership question on one topic. Why do you do this? Do you consider this sufficient outreach?

A. Paula: These questionnaires stem from a best practice in associations known as “knowledge-based governance”. We now send questions to the members before every board meeting (not just some!) about the primary topic of the meeting. These surveys give the Board some sense of the "will of the members" with regard to one or two specific things that we plan to discuss at that particular Board meeting.

Linda: It’s true that thus far these have not been done as clearly and with enough context and lead time as they could be. This is a new process. We've only done it for the last four Board meetings, so we’re still working on getting it right. And, no, of course the knowledge-based governance surveys are not our only methods of outreach to the members. We don’t operate in a vacuum. We all communicate with many, many colleagues in and out of STC. And, by virtue of being elected to our positions, we are vested with the trust of the members and the health of the Society.

Q. Do the current operational processes of the STC Board support good decision-making by members of the Board on committee recommendations? When STC committees submit a recommendation to the STC Board before the Board meetings, do they provide the recommendations with background material? How do the Directors know how the recommendations were developed, or whether the final recommendations are in the best interest of the Society?

A. Linda: The STC Board is working to become more strategic, which means that we determine "what" and then get out of the way while others determine "how." The Board trusts its committees and the STC staff to do the research and come to us with recommendations. Quite often we ask for more information, discussion, research, return-on-investment analysis, more of whatever we need to make a knowledgeable decision. When we vote on something—especially if it costs money—we expect to see supporting materials and a business plan. We NEVER approach decisions casually.

If each Director had to review every piece of information and research that went into each recommendation, we truly would not get any work done.  But reality is somewhere in the middle—a combination of trust, oversight, and common sense. When we need to ask questions and get more information, we surely do. All of us feel the weight of responsibility that being a Director of the Society brings with it.

WC: The Board is structured such that we manage the committees that report to us, and we report their status and progress during each meeting of the board. These status reports have been posted to the STC Web site to share with our membership. Further, the board’s workload has grown significantly. While we met face-to-face only three times in previous years, this year the board meets monthly, either in conference call or face-to-face. That means committee progress and recommendations can surface every month, and each board member has ample time to develop sufficient awareness to vote.

Q. Where is the representation of the general membership on the STC Board? Do the Directors represent the general members of STC?  Do the Officers represent the general members of STC?  If not the Directors or the Officers, who does represent the general membership of STC?

A. WC: We all do, since most of us are now elected at large. The difficult change has been to step away from the comfortable regional sponsor roles everyone remembers. So, it’s true that no single Director represents the membership of Region 3 anymore. Instead, the change of structure has been to unleash the potential of the board to affect the profession on behalf of our membership in a way that could not be done while administering chapters in a specific area. We were unable to concentrate on academic affairs, energetically engage in standards bodies, effectively market the profession to employers, or seek strength through partnership with other societies. Instead of a single elected officer charged with addressing the needs of a failing chapter, we now have the freedom to develop experience and expertise to help those that want it.

We have not taken many steps along this road yet, and the need to revamp bylaws and hire Executive Directors has slowed our pace. Ultimately, our membership will be better served by the board’s work to hire externally focused professionals and to give energy to effective campaigns that enrich the value of our profession. I expect that is representation of greater importance than boardroom discussions about membership changes in a particular state.

Linda: As Board members of a 501(c)(3) organization, our first priority and strategic responsibility is to lead a business enterprise with a educational / charitable purpose. We do not represent individual members, but we work to strengthen the profession and the organization. If we can do that, our members, who are within that profession, will benefit. There is a large body of literature about the responsibilities of boards of directors. Most states define not-for-profit board responsibilities under three main “duties”: duty of care, loyalty and obedience. As you read the descriptions below, note that these responsibilities do not include a single word about representing members.

• Duty of care is a standard that requires a board member to exercise the same care that an ordinary, prudent person would exercise in a like position or under similar circumstances. It means that board members should attend board meetings and be informed about the activities of the organization in order to be able to make informed and independent decisions when voting.
• Duty of loyalty is a standard that requires a board member to act in good faith, be faithful to the organization, and pursue the organization’s best interests. It means that board members must be dedicated to the organization’s mission and put the interests of the organization above self-interest.
• Duty of obedience requires the board to act in accordance with the organization’s rules and policies, and to further its goals as stated in the mission statement, articles of incorporation, and bylaws. In addition, the board must comply with state and federal laws.

Q: Do you believe that the Society's leadership needs to be more transparent? For instance, the agenda and the agenda's support materials presented to each Director before a Board meeting are distributed to each Director electronically; would you vote to open these support materials to examination by the interested general membership of STC at the same time as the Directors receive the materials?

A. Paula: This is not a simple question or one with an easy answer. Please read the article on Transparency, Liability, and Communication, which deals with this question in detail.

Linda: Most people on the Board would not choose to send the agenda and the support materials to the membership at the same time as they are sent to the Directors. Each of us on the Board is a volunteer with limited time to do all the things we need to do. If only 1% of our 15,000 members chose to read those materials and offer their opinions, the Board would be bogged down for months over every little action that was needed. We have been elected to serve the organization. We do so with care, loyalty, and obedience. You have to learn to trust us to do what you put us here to do.

WC: I think we’re at a good compromise already. If everyone in the world (including competing societies and disappointed former members) wished us well, we could do more. But within the comfort zone that allows board members to freely express their thoughts and concerns and exercise their duty of care for STC, I think we do what is reasonable. The power, as always, remains with the membership who elected us. If we fail to represent them to their satisfaction, they will find other candidates to vote for.

Q. The STC Bylaws are ready for a major revision in 2007. Why?

A. Paula: STC is incorporated in the state of New York, thus our bylaws must comply with New York State law. Over the years, New York State law has changed a great deal, and our bylaws have never been modified to comply with those changes. With the change in Executive Director, STC hired Jackie Henson of McKenna Long as our new legal counsel last year. Jackie quickly informed us that our bylaws are no longer in compliance with New York State law. Since then, the Bylaws Committee, chaired by Director Bob Dianetti, has worked diligently with Jackie Henson, our legal counsel, and Susan Burton to prepare a new bylaws draft.

Q. Will the general membership know in advance what the proposed changes to the bylaws are going to be? Has the Bylaws Committee developed a draft of the revised bylaws for the general membership or the Directors? If the bylaws are changed by the Board, will the general membership of our Society only hear about it as a done deal?

A. Linda: A draft of the revised bylaws was sent to the Board for review in early March. We have already had one 2-hour Board conference call to discuss the draft, and another is scheduled. After that call, Jackie and the Bylaws Committee will incorporate all agreed-upon changes and prepare a draft for distribution to the members.

At the Technical Communication Summit in May (aka the annual conference), we have scheduled a special Bylaws Forum to discuss the draft with the members and explain why we have made the changes we are recommending. The Board will be listening to the members' comments and concerns at that time.

The Board definitely does not plan to deliver the bylaws to the membership as a "done deal," nor can it do that according to those bylaws! After the conference, the Bylaws Committee will incorporate all changes agreed on at the Bylaws Forum. Then a special ballot will be sent out to all members so they can vote on the new bylaws. The Board cannot change the bylaws and put them into practice without approval by the members. We hope that the ballot will be completed during the summer so that the Board can use them as a guiding document starting in the fall of 2007.

WC: Your question implies that the Board may be tinkering with the STC Bylaws. This is not true. New York corporate law requires us to modify our bylaws to remain incorporated. This is one of the things the board has been elected to do—respond to the legal requirements placed on STC and determine a path forward. In fact, the challenge has been to leave the content and character of STC alone while meeting our legal obligations. Think of it as restating what you already know to a slightly different outline and some standardized procedures. The membership will vote to approve how successfully we have done this.

 

Transparency, Liability, and Communication

News from the Board

 

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By Paula Berger
STC President

When I was elected, one of my goals was to promote transparency, to allow STC members a clearer view into what the Board was doing and why. Another of my goals was to increase communications between the Board and the members.

Have I met those goals? We created the News & Notes e-mail newsletter to bring you news while it’s fresh. Our readership survey told us that members want Intercom to focus on articles dealing with the profession. Only 2% of the readers valued the Society Pages. That was surprising, since we get so many questions about Society news. So we dug deeper.

We found out that the low percentage of interest in the Society Pages has two very different sources. First, some members truly don't care about Society news. They want articles about the profession and high-quality educational content, but they are just not interested in the business and politics of the Society. Second, even interested members prefer to get Society news through the Web site or e-mail, like this newsletter or the e-mail bulletins we have begun to send more often. They want more timely communication. News & Notes fills that need.

What about my goal of telling you what the Board is doing and why? We have included articles about decisions made by the STC Board in Intercom, News & Notes, and Tieline (the newsletter targeted at STC community leaders). We have posted new policies on the Web site as they have been adopted, such as the new Diversity Policy. And there has been a sharp increase in our marketing communications.

However, we have fallen short on posting information on the Web site about each Board meeting and teleconference call. From September to March, we didn’t post much. I’d like to explain why this happened.

The first reason is time. The STC Board and staff have been extremely busy making many, many changes in STC this year. We’ve all been so busy that we have just not had time to document everything with the detail that do the topics justice—yet. Among other things, we need to update all our policy and guidelines documents.

The second reason is the tension between transparency and liability, the need to balance our desire to tell members what is happening against potentially exposing the Society to liability. I—and most others on the Board—want to post both the slides that focus our Board discussions and the minutes that record our actions. But the Board has access to a range of information that we use to make decisions, and some of that information, if shared with the membership, might be construed as potentially harming someone's reputation or exposing STC's financial and competitive strategies to those who might take advantage of the knowledge at the Society's expense.

We asked STC's legal counsel for advice on what to do. She recommended following a standard association format for minutes that focuses on decisions that were made by the Board and minimizes, if not entirely eliminates, discussion of why those decisions were made. The legal theory: the shorter the better. 

We asked our Executive Director, Susan Burton, who is a Certified Association Executive (CAE). She agreed with our legal counsel that the minutes should focus on decisions, not discussion. She advised us that the American Society of Association Executives (ASAE) does not recommend posting minutes on a Web site. In fact, many associations restrict access to Board minutes to Board members.

This debate has gone on for several months. After much deliberation and discussion, STC Secretary Char James-Tanny and I decided that transparency is more important than a potential lawsuit filed against STC because of something that appears in the minutes.

We will now go back and post two files for each Board meeting or conference call. One file contains the Board slides that we use for the agenda and committee updates. We have now posted the slides from the October Board meeting in London and the monthly teleconference calls from November to February. The second files contain the meeting minutes. Once our legal counsel reviews the minutes and the Board votes to approve them, these files will be posted too.

For the remaining few months that I am President, we will post the slides within a week of the Board call or meeting and we will post the minutes within a month. Thank you for your patience as we worked through this issue.

Investing in STC's Future

News from the Board

 

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By Paula Berger, STC President,
and Susan Burton, STC Executive Director

It's no secret that STC is at a turning point.  STC grew dramatically in the 1990s as it was carried along by the large macroeconomic forces that made technology king. Then, boom. We were hit with September 11 and the dot.com bust, and STC membership has been dropping steadily since 2000.  Just as the great growth had little to do with STC's internal management, so the decline has had little to do with STC's internal management.

Or has it?

Overall, the research indicates that as much as 90% of STC's declining membership is a result of changes in the external environment. But there have been several internal factors that also need to be addressed.

First, STC's annual conference was perceived as not providing the same educational value as some of the other related industry conferences. Members complained that there were too many sessions in each time slot, that thought leaders were not on the programs, that the presenters were all internal to STC, that the topics were too elementary, and so on. This year, the Board of Directors addressed this head on. The annual conference has been carefully and consciously redesigned. The certificate programs and "institutes" should satisfy the most discriminating and advanced practitioner.

Second, anyone who has tried to use the search function on the STC Web site would agree that the site needs a major redesign and content management system. In October, the Board voted to fund a complete redesign. The first step is to get member input.  Bogo Vatovec has chaired a committee of members who have started the process to get member input. We will see the results of this in 2008.

Third, STC's internal systems have been woefully outdated and ineffective. This affects every member. Why? Because when the STC staff is focused on "housekeeping" issues, they cannot focus on developing new and innovative programs that add value.

For a starters, STC's accounting system was developed in-house long ago. It wasn't even double entry, which is a fundamental requirement of any accounting system in order to ensure accuracy. Staff members were keeping track of checks with pencil in a green ledger. Hard to believe? Absolutely. As soon as the Board became aware of these practices, we knew things had to change. At the Board meeting in October, we voted to get a real accounting system. And just in time, because STC's auditor gave STC a big black mark in the 2006 audit for having this old, outdated system.

We are pleased to report that the new accounting software has been installed and the first financial statements for July-January have been produced.  We have cut out eight days of staff work per month already, and we will see additional savings when other process changes are put into place.

STC also had an internally developed Association Management System (AMS). This is the database that contains your member records.  This "homemade" system was a complicated and convoluted concoction of spreadsheets and databases. Individual member records could appear in three, four, even five different databases that were not connected to each other. So your address could be correct in one list but not in another list. Furthermore, your membership record was not connected to the accounting system. Talk about a nightmare!?

Again, as soon as your Board learned details about this system, we knew that it was time for STC to enter the 21st century. The Board voted to purchase a new AMS that keeps everything in one database, enables you to keep your own records, cuts down on staff time, and increases the accuracy of our record-keeping!

Fourth, because STC's systems are outmoded, we have an unusually high proportion of staff members who just try to keep the infrastructure going. STC has two full-time programmers. Other associations of like size usually have no programmers on staff and outsource the work. We also have five staff members handling some portion of the accounting and data entry functions. Our total staff is fourteen, and now you know what a lot of them have been doing. Our new systems should free these staff members from clerical work to handle projects that matter to the members.

While we have extra clerical staff, key positions that help shape the profession of technical communication have been absent. Until this year, STC did not have a Director of Education. We need someone in that position to help us continue to re-define and re-shape the annual conference, and also to develop new educational programs and services that members want and need. In addition, until this year STC did not have anyone on staff with marketing expertise. We need help to “tell our powerful story”! Marketing expertise is critical to the future of STC in order to reverse the declining membership trends, expand attendance at the conference, and increase STC's visibility with related organizations.

Overall, STC has been understaffed by about three to five positions, compared to associations of similar size and budget. Over the last year, the Board made the hard decisions to fill those positions—so that STC can increase its marketing reach, build its membership, and improve its educational offerings.

But we have not yet done enough. STC needs a Director of Professional Development to focus on developing the body of knowledge to solidify technical communication as a profession. STC needs a Director of Community Relations—an expert to help our community leaders be effective and to support our volunteer LCR. Can we afford this additional staff? Not quite yet. But we have made some difficult decisions already that we hope will lead to a stronger financial position for STC.  We are hopeful that the savings we gain from our investments in new systems and the additional revenues that will be brought in by our new education and marketing staff will allow us to add these positions soon.

Finally, we discovered this year that STC was not in compliance with some IRS regulations that could affect our 501(c)3 status if not addressed. They include regulations in both New York State, where we are incorporated, and Virginia, where the office is located. STC's new legal counsel is acting firmly and clearly to get STC back in good standing. But this costs money, too.

The STC Board has had to make some hard decisions this year. We focused on many of these financial topics during the budget discussions at the October Board meeting. Should STC have a "balanced" budget and not add the needed staff positions? Should STC have a "balanced" budget and just keep the same outdated, old, inefficient systems?  Should STC ignore our lack of compliance with the law and not pay for appropriate legal action to correct past oversights? Or should the STC Board be strategic, big thinking and take an educated, calculated risk that would mean voting for a deficit budget to cover the cost of new staff positions and legal counsel? Should the Board be even bolder and vote for capital expenditures to change ineffective systems now, knowing that new systems will ultimately enable STC's staff to do far more valuable work than just supporting the infrastructure?

This was the complex series of issues and questions that the Board of Directors had to consider earlier this year. We spent many long hours weighing all these issues, spending over 10 hours each day in intense discussions. The Board decided it was time to take a strong position to invest in STC's future. We voted for a budget that adds the new positions we need and covers the new systems.

The Board is fully aware that these investments are a calculated risk. No one can predict the future. But we are all certain that the Board needed to make those difficult and bold decisions or STC would be further behind in serving members and advancing the profession.

We are truly in a new STC now. Most of the changes won’t really pay off until 2008, 2009, and beyond. It will be exciting to watch STC’s progress over the next few years as we reap the rewards of the hard decisions this Board has made.

STC Communities of the Future

News from the Board

 

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The January meeting of STC's Board of Directors focused on STC communities—where they have been, where they are now, and where they should be going. Committee leaders from the communities area and STC staff joined the Board in extensive discussions to examine what changes might be necessary in the future. The Board developed a vision for the communities and then continued to the next step by identifying the ideal qualities that STC communities would have in the future. A task force that included members of the Board, the Strategic Planning Committee, the staff, and committee chairs then took the Board's ideas and distilled them into five defining qualities of STC communities of the future. These will be used as guidelines when the Board makes decisions regarding community policy.

How do we envision the STC community of the future? These are the qualities that we determined will allow a community to best serve STC and our members in the future.

1. Self-defining, within STC rules. It might be a traditional chapter or SIG; it might be a chapter with virtual qualities or a SIG that has geographic qualities. A community's purpose is whatever the individual members define it to be, and it may change over time. Don't worry about the old definitions of what constitutes a successful chapter or SIG.

2. Able to provide value from within and adept at reaching out, as needed, to other communities, to related organizations, to industries and companies, and to the international Society to provide value to its members. STC continues to support and promote multi-community initiatives, like collaborative conferences, but it no longer does so through the static geographic boundaries of the old region system. Instead, we encourage communities to work together and form (or dissolve) the appropriate partnerships for each project they choose to undertake. Those partnerships can be based on geography, areas of interest, industry support, or... whatever works. Be creative!

3. An incubator of ideas that can be used to benefit the entire profession. The relationship between STC and its communities is symbiotic (not parent/child)—there needs to be mutual (two-way) support. The Society's leaders are establishing programs to support all community leaders through an integrated set of resources, and it will offer a mechanism to respond to questions, concerns, and ideas that come from community leaders. Don't keep doing what you've been doing. Look for new ways of generating income and generating value for your members.

4. Part of a worldwide profession, to which it makes contributions and from which it derives benefits. To support the profession, the Society is engaged in several programs that affect (or will affect) technical communication throughout the world. Those programs entail standards and research work, revitalizing our job descriptions for the U.S. government (which can enhance worldwide recognition of our profession by industry employers and governments), and initiating statistically relevant and industry-accepted salary surveys.

5. One of many different avenues through which STC serves a typical member. Each member derives value from many different kinds of gatherings—through electronic means, through face-to-face meetings, through traditional formats like the print magazine and journal. The Society and its communities are here to support the best fit for each member.

From Writer to Communicator: University of Central Florida Changes Its Program Name

News from the Board 

 

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By Mike Murray
STC Board of Directors

By now, I hope you're all aware of the changes taking place in our profession. We're moving from being "technical writers" to "technical communicators," and it's more than just a change in job titles. (Read "Technical Communicator," Your Time has Come and From Writer to Communicator to learn more.)

This movement is taking place both in the workplace and, now, in academe. On March 19, STC Treasurer W.C. Wiese and I attended a meeting of the faculty of the University of Central Florida's technical writing program. I'm pleased to report that we had significant success in making the case for a switch to "technical communication."

W.C. and I explained the importance and value of changing the UCF program from “technical writing” to “technical communication.” For data, we drew on a document that STC recently presented to the United States Department of Labor that argues for official recognition of "technical communicator" in the Standard Occupational Classification system, a Bureau of Labor Statistics document that influences hiring decisions, funding grants, and statistic gathering. (See The Case for Technical Communication).

We also got support from UCF Professor and STC Fellow Dan Jones, who summarized the view of Dan Voss, who could not attend the meeting. (Voss spent eleven years as manager of STC's Education Committee and is the co-founder of the Orlando Chapter's mentoring program at UCF.) Jones pointed out that several of the English Department's new course titles already included the words "technical communication" (such as "The Visual in Technical Communication" and "International Technical Communication").

As a result of the meeting, the faculty unanimously agreed on changing the title of both the BA and MA programs to "technical communication."

Jones said he would look into what is officially required at the department, college, and university levels to make the name change. Jones also encouraged the faculty to use "technical communication" in place of "technical writing" in all program-related correspondence with other faculty, staff, administrators, and students. He plans to make the necessary changes to the 2008-2009 undergraduate catalogs when the next deadline comes in late fall.

The Board is, of course, pleased with this development, and we encourage other educational iinstitutions to consider changing their program names to "technical communication." And for those of us in the workforce—maybe it's time we talk to our bosses about a title change.

Personally, I think "Mike Murray, technical communicator" has a nice ring to it.

Election Closes April 12

News from the Board

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The 2007 STC election is underway! If you haven't already, please visit http://www.stc.org and click on Vote Now to help select future leaders of the Society.

New Philippine Chapter

News from the Board

 

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STC members in the Philippines are in the process of forming a chapter based in the city of Taguig. To get in touch with the provisional chapter leaders, visit http://www.stc.org/membership/chapterSearch01.asp.

Best-in-Class Companies Involve Technical Communicators in Early Stages, Report Finds

The Profession

 

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By Cecily Farrar, Assistant Editor

How do the best-performing companies structure their technical communication departments? To find out, the Aberdeen Group—along with the Society for Technical Communication, the Institute of Scientific and Technical Communicators, and the Center for Information-Development Management—examined the experiences and goals of more than 330 businesses that responded to an online survey about their development processes for product documentation. Developed with the assistance of members of the STC Research and Strategic Planning Committees, the questionnaire focused on such issues as the degree to which product documentation impacts corporate strategies, operations, and financial results and the structure and effectiveness of existing documentation procedures.

The Next-Generation Product Documentation Report: Getting Past the “Throw It over the Wall” Approach, published in December 2006 by the Aberdeen Group, examined five key performance indicators: publication/product launch date, documentation cost, translation cost, documentation purpose, and documentation quality. Companies whose aggregate scores were in the top 20 percent were categorized as “best in class,” those in the middle 50 percent fell into the “average” category, and the remaining 30 percent were deemed “laggard.”

“This report elevates the real value of product information and draws attention to the impact that technical communicators have on a manufacturer’s success in the marketplace,” said Dan Ortega, vice president of marketing for Astoria Software, one of the report’s underwriters. “[The technical communicator is] the hub for information about a manufacturer’s product [and] should be leveraged throughout the entire organization. . . . The end result will be a more consistent and positive product information experience for end users at every customer touch point.”

Seven Key Recommendations
The Aberdeen report recommends the following actions to optimize product development processes:

1. Kick off the documentation and design processes at the same time. Best-in-class companies are 74 percent more likely than average or laggard companies to start the documentation process at the same time as the design process. Involving technical communicators early helps the project team meet deadlines—best-in-class companies meet their documentation targets on a 92 percent or better average—and allows for coordination and communication in relation to product changes.
2. Integrate the documentation department into engineering. Best-in-class performers are 69 percent more likely to place the documentation team in the engineering department. “Increased collaboration between engineers and technical writers keeps documentation up-to-date with design changes and results in successfully hitting launch dates,” according to the report. (The best in class make two-thirds fewer postproduct launch changes than laggards.)
3. Distribute structured document and content management tools to technical writers. For text-based documentation, best-in-class companies are 45 percent more likely to use structured document authoring tools such as XML and help technologies, which enable quick and easy content reuse. Top performers are also 45 percent more likely to use content management for their documentation, in turn creating relationships between topics.
4. Provide 3-D visualization and design-based illustration tools to technical illustrators. Best-in-class companies are 72 percent more likely to use design-based illustration tools. Technical communicators who use 3-D visualization or publishing technologies can capture their own images rather than work with computer-assisted design (CAD) users. These tools also save time for technical illustrators, who no longer have to wait for images from CAD users.
5. Deploy translation memory technology to localize product documentation. Best-in-class companies are 51 percent more likely to employ translation memory technology, which analyzes current content against existing translated material. Reusing content that has already been written and translated means that less time and money are required to localize it. The best in class also experience half the translation gap that laggards do.
6. Use 3-D publishing technology to increase graphical communication. Best-in-class companies are twice as likely to use 3-D graphical communications. For example, 3-D graphics embedded within electronic documents allow users to closely examine the product and observe animations of service and maintenance procedures.
7. Track content reuse to check for documentation readability. Best-in-class companies are seven times more likely to use percentage reuse as a key indicator of readability performance. Tracking content reuse is important because consistent documentation is easier for users to consume and aids in reinforcing the message.

About Aberdeen
Founded in 1988, the Aberdeen Group provides fact-based research on global technology issues. Aberdeen’s research community of more than 125,000 executives completed over 100 extensive research studies in 2006. For more information, visit www.aberdeen.com.

Other report underwriters include Adobe, JustSystems, ParallelGraphics, and SDL International.

STC World: Experimental Search

The Profession

 

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You're looking for something that you saw on an STC site, but you can't remember if it was on your chapter site, a SIG site, STC.org, or here on the STC communication department temporary site (http://www.stc-cdx.org). How can you easily search across all STC sites?

STC's forum administrator Lou Quillio asked that question, and his answer is the STC World: Experimental Search (http://stcforum.org/world/search). Enter an appropriate search term and see hits from all across the world of STC. Check it out, and let Lou know what you think by participating in the forum at http://stcforum.org/viewtopic.php?id=737.

Thanks, Lou!

Changes to STC's Annual Conference

Technical Communication Summit

 

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As you might be aware, we have made several changes to STC's annual conference (May 12-16) this year.  Here's a list of the key ways we've re-designed this event to significantly strengthen its value to your professional development.

• The name. We now refer to the event as the Technical Communication Summit, because it is a summit of the best thoughts and minds in the field.
• The philosophy. As you might have noticed in our marketing literature, the primary purpose of the Technical Communication Summit is to serve as your primary source of learning about technical communication.  In some cases, that learning is provided by peers in the field.  In others, we've invited outside experts to broaden the base of knowledge.
• Post-conference workshops are now pre-conference. This affords you several advantages: reduces the number of work days required for a complete conference experience and lets you participate in the in-depth learning experiences while your mind is freshest.
• Added Certificate Programs. These programs let you explore topics in-depth, coordinate learning from seminars and the conference, and earn a certificate of completion. The initial response to this program has been enthusiastic.
• Added "Institutes." These are conferences-in-a-conference that explore hot topics in the field in-depth. All of the speakers in these Institutes are invited, many are from outside STC, and all are regarded as among the top people in the area. This year, we've scheduled Institutes on internationalization, knowledge management, content management, information design and architecture, and Web 2.0 based on interest expressed by our members.
• Added sponsored sessions. These sessions give you an opportunity to try out the latest products and learn about the newest services in the field in more formal and in-depth ways than possible on the Expo floor.
• Added networking opportunities. These include an additional SIG lunch and springboards—which are intended to serve as venues for conversation during coffee breaks.
• Opening Session Sunday night. This year's Sunday night event is intended to inspire you to learn and provide an overview of the content ahead.
• Established an online conference community. We want the conference experience to begin before the event and the conversations to continue long afterwards.

STC's volunteers (under the leadership of Saul Carliner and Phylise Banner Klein) and staff (led by our Executive Director Susan Burton, Director of Education Lloyd Tucker, and Director of Marketing and Membership Mary Kabza) have collaborated to provide a dynamic learning experience for you.  So far, it seems that the membership concurs—a record number of you have already signed up for the conference.

We hope to see all of you in Minneapolis.

Ramius Software Provides Dynamic Conference Experience

Technical Communication Summit

 

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New features planned for this year’s conference in Minneapolis—including Institutes, or conferences-within-a-conference—continue STC’s tradition of educational excellence by offering in-depth explorations of hot topics in technical communication. As part of these new features, the Ramius Corporation (www.ramius.net) of Ottawa, Canada, has joined with STC to extend and deepen the conference experience beyond the few days that attendees gather in Minneapolis.

A leading developer of online community systems for virtual collaboration and knowledge sharing, Ramius will offer complimentary use of its flagship software, CommunityZero, a powerful Web-based tool for creating virtual communities. Attendees who register for the Sharing Corporate Knowledge Institute will be able to use CommunityZero to network, share information, view session files, and communicate with the presenter and other participants—for thirty days before and after the conference!

CommunityZero is 100 percent Web-based and features a full suite of collaborative tools that will enable participants to discuss Institute sessions and build on the knowledge they gather at the conference. Presenters also plan to use CommunityZero’s polling feature to solicit registrants’ input, which will help shape the discussions in Minneapolis. More than 1.5 million users worldwide recognize the value of CommunityZero’s extensive capabilities, which include the following:

• a consistent, easy-to-use interface
• powerful search capabilities
• integrated RSS feeds
• streamlined document management with check-in/check-out version tracking
• content submission via e-mail
• easy-to-use permissions capabilities
• Web-based database tool

The Sharing Corporate Knowledge Institute—organized by Michael Hughes, an STC Associate Fellow and award-winning author on knowledge management—will feature sessions on knowledge harvesting, maximizing the business value of your intranet through design standards, case studies in knowledge-driven design, and pattern language as a knowledge tool.

For more information about Ramius and CommunityZero, visit www.ramius.net. To register for STC’s 54th Annual Conference, go to the conference Web site at www.stc.org/54thConf.asp. The Institutes are included in the conference registration fee (US$795 for members).

Registration Reaches All-Time High

Technical Communication Summit

 

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Advanced registration for the new, different STC conference hit a record high during the week of April 2. At that time 1,019 people had registered. The closest comparable number in recent times was during the run-up to the 2003 STC conference in Dallas, which had 650 registrants six weeks prior to the conference.

"People are obviously responding to the changes we've made in the conference this year," says Lloyd Tucker, STC's Director of Education. "We're making the conference more useful to our members and the profession, and the difference is drawing more attendees."

For more information about the conference, including listings of technical sessions and speakers, please visit the Technical Communication Summit site.

Bylaws Forum at Annual Conference

Technical Communication Summit

 

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The February issue of News & Notes highlighted the Bylaws Committee’s effort to revise the STC Bylaws to ensure that they meet New York State legal requirements and reflect current professional association best practice. A special Bylaws Forum to discuss the proposed draft will be held at the annual conference in Minneapolis from 3 to 5 PM on Sunday, May 13.

This draft will be available on http://www.stc.org by May 4.

Hotel Deadline Coming Soon

Technical Communication Summit

 

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STC has arranged for special rates for conference attendees at four hotels in Minneapolis. However, you must make your hotel reservation by April 13 in order to take advantage of these deals.

Please visit http://www.stc.org/54thConf/lodging/index.asp for more details.
 

Business of Technical Communication: The Art of the Telephone Interview

Industry News

 

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The latest article by STC online columnist Doug Davis, titled Hello? The Art of the Telephone Interview, is now available at http://www.stc.org/pubs/onlinePubs01.asp. If you haven't already done so, check it out!

Commenting on his previous column, Carolyn Kelley Klinger wrote:

I just wanted to let you know how much I enjoyed and appreciated [Industrial-strength Technical Communication]. In January 2006 I left my staff job as a tech writer at EMC where I wrote about content management software. By March I was working from home part-time for the National Cancer Institute during my son's naps, not needing daycare for my then one-year-old and writing about biotechnology, to boot. It's not news to me how very lucky I am able to do this, but what is very affirming is reading your article and seeing biotech on the list.

Even if for some reason you hadn't mentioned biotech, I still thought your article gives readers an excellent sense of the real world. I'm going to recommend it to everyone that comes my way looking for career advice.

Sincerely,

Carolyn Kelley Klinger
Membership Manager, STC Washington, D.C. Chapter

Thanks for the feedback, Carolyn! If you have comments about Doug's column, please send them to Doug at ddavis@ProEdit.com with a CC to maurice@stc.org. We look forward to hearing from you.

Cisco Buys Webex

Industry News

 

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The company that facilitates webinars and other on-demand collaboration applications has been purchased by networking company Cisco (read more).

Return of the Call Centers

Industry News

 

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BBC News recently reported on the trend by local companies to move call centers back to the U.K. (read more).

Region 4 Conference

Education

 

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Mark your calendars now for the STC Region 4 Conference—The Crucial Communicator!

This unique event, scheduled on Friday, October 12, 2007, highlights how to add value to your career as a technical communicator and also features an international flair! The conference will be held at the Hilton Garden Inn and Gateway Conference Center in downtown Cleveland, Ohio—home of the Rock ‘n’ Roll Hall of Fame.

Sessions will feature presentations and discussions on how technical communicators can become more indispensable in the workplace. There also will be software demonstrations and opportunities to network with fellow professionals and software vendors.
 
We are privileged to have the ISO JTC 1 SC7/WG2 group, international experts in standards and user documentation from the United Kingdom, Canada, Japan, Australia, New Zealand, and the United States, join us during this full-day, education-packed conference.

Special Night! Join us Thursday night, October 11, 2007, for a "Rock 'n Write" welcome reception in the hotel lounge. This is a wonderful opportunity to meet other STC members as well as those from the ISO JTC 1 SC7/WG2 group.

Contact co-chairpersons Bob Young and Stephanie Webster with topic requests or to subscribe for conference news.

Date: Friday, October 12, 2007
Place: Hilton Garden Inn
1100 Carnegie Avenue
Cleveland, OH 44115

For more, visit http://www.neostc.org/conf.

New & Improved!

Paula Berger provides an update on the activities of our Board of Directors.

News & Notes is back in a new, improved format. As STC President, I wanted to find a timely and personal way to let our members know what was going on in STC. That was the origin of News & Notes, and we received lots of positive feedback about it. I quickly realized just how much was going on in STC that I wanted to tell you about. And so News & Notes grew and grew… until I didn’t have the time to do it any more. Now, the STC Communication Staff has rescued me by taking on News & Notes as an official STC publication.

Over the next few months, we’ll be sending you News & Notes in this new format. This is an interim step, because we’re moving toward a full-blown monthly online newsletter later in 2007. We’ll start including the Society information that’s now in the blue pages of Intercom, we’ll add a calendar, Executive Director Susan Burton will be writing a column, and more. We’re hoping this will become a core communication tool for STC, along with our revamped Web site, which should be up and running late in 2007.

What do you think? Please let us know what you like – and don’t like – about News & Notes. Also tell us what other information you’d like to see included. This is your STC, so help us give you the information you want.

Telling Our Powerful Story

I hope you’ve heard this phrase already as one of STC’s key strategic objectives for the year. But what does it mean? Be sure to read From Writer to Communicator, which describes STC’s efforts, led by economist Rick O'Sullivan, to change how the U.S. government defines our profession in the Standard Occupational Classifications (SOC). The SOC is used by the Bureau of Labor Statistics (BLS), which collects information on and categorizes our profession. The other major government user is the Employment and Training Administration (ETA), which provides employers, human resource professionals, job counselors, and labor market analysts across the country with up-to-date occupational information needed to assist students and job seekers in making career decisions.

When we hired Susan Burton as STC’s Executive Director, we were looking for someone to help us raise the public profile and awareness of technical communication, a public spokesperson for STC and for our profession. Susan immediately started looking outward for ways that we can tell our powerful story to hiring managers, business leaders – and the world. This BLS initiative is one of Susan’s first major projects and we’re very excited because we can see STC making progress toward this critical objective. We believe that the results of this work will help you tell your powerful story to your employers, colleagues, HR departments – and the world.

Board of Directors Update

In early February, the STC Board met in Arlington, Virginia, just outside Washington, DC. Why Washington? The Board wanted to try having a meeting near the STC office to allow more interaction between the staff and the board. What a great idea!

Meeting near the office allowed all the key staff members to attend the Board meeting without incurring any travel costs. Working together this way helps both the staff and the Board be far more productive. To welcome the Board, the staff held a reception at the STC office one evening. For many Board members, this was their first visit to the office. Several Washington, DC and Baltimore chapter members also joined us to see the office and meet the Board.

The Board extended an invitation to all candidates for Director to join us at the Washington, DC meeting. We were pleased that several of the candidates were able to make the trip and sit in on the meeting and attend the office reception. Nothing can prepare a candidate for being on the Board better than sitting in on a Board meeting!

STC Members Everywhere

On a personal note, I have continued to travel the world in my job as director of a global technology association. Wherever I go, I meet with STC groups, speak to related groups, or catch up with STC friends. So far in 2007, I’ve met with the Berlin LIG (who graciously waited for three hours as my flight was diverted by a sudden snowstorm), and visited with STC friends in Vienna and Rome. I know first-hand that STC is a global organization!

Paula Berger
STC President
pres@stc.org

 

From Writer to Communicator

Economist Rick O'Sullivan directs efforts to change how the U.S. government collects information on our profession.

 "If the U.S. government were to have a list of 'bestsellers,' the U.S. Occupational Outlook Handbook (OOH) would certainly be in the top 10," says Rick O'Sullivan. He should know--O'Sullivan, an economist and head of the consulting firm Change Management Solutions, served for more than 20 years on the Business Research Advisory Council to the U.S. Department of Labor (DOL). He knows all about government publications on employment--how the data for them is collected, how they're used, and who uses them. This includes Department of Labor publications like OOH, which lists hundreds of professions with accompanying job descriptions and salary data.

Unfortunately, the OOH listing most likely to affect STC members is badly out of date and skewed toward lower salaries. For this reason, STC has contracted O'Sullivan to help provide input to DOL as it revises the Standard Occupational Classification, which serves as the basis for OOH and other documents. He is also helping STC reshape its annual Salary Survey to better reflect our value to industry

The STC office and Board of Directors are working closely with O'Sullivan on these efforts. "We're approaching this as an opportunity to raise the profile and prestige of our profession," says STC Executive Director Susan Burton. "By working with Rick on a proactive plan for change in the [Occupational Outlook Handbook], we'll achieve two goals beyond the changes to this one publication: we'll be promoting the profession and generating respect and understanding for what our people do."

How the Standard Occupational Classification Affects You

To understand the impact that the Standard Occupational Classification has on your career, it's important to understand a bit about the Department of Labor. Two sections within the DOL use the Standard Occupational Classification: the Bureau of Labor Statistics (BLS), which gathers the statistical data for OOH, and the Employment & Training Administration, which administers federal government job training and worker dislocation programs, federal grants to states for public employment service programs, and unemployment insurance benefits.

 "OOH is a nationally recognized source of career information, designed to provide valuable assistance to individuals making decisions about their future work lives," says O'Sullivan. "It can be found in just about every guidance counselor office, state employment agency, college library, and career center, and on the bookshelf of every career counselor in the nation. It is considered a primary source on the most recent trends in the labor markets." The Bureau of Labor Statistics uses the Standard Occupation Classification as its guide when gathering salary information. Because the Standard Occupational Classification frames the questions that the Bureau asks employers, inaccuracies in the classification are propagated into the OOH salary data.

The Employment & Training Administration and numerous state and local employment agencies use data collected based on the Standard Occupational Classification to help it decide how best to distribute billions in public funds. A faulty classification means tax dollars are not being used in the way that would best serve the public interest, workers, or potential employers, Career counseling, whether provided by a public agency or outplacement professional, is only as good as the data on which it is based. Otherwise, as O’Sullivan quoted a well-worn economist’s warning, “It’s garbage in and garbage out.”

 Where's Technical Communication?

 So, what's the problem with the OOH entry for technical communicator? Actually, the problem is that there is no such listing. The closest job listed is for technical writer, and the accompanying job description for that hasn't changed in more than a decade:

Technical writers put technical information into easily understandable language. They prepare operating and maintenance manuals, catalogs, parts lists, assembly instructions, sales promotion materials, and project proposals. Many technical writers work with engineers on technical subject matters to prepare written interpretations of engineering and design specifications and other information for a general readership. Technical writers also may serve as part of a team conducting usability studies to help improve the design of a product that still is in the prototype stage. They plan and edit technical materials and oversee the preparation of illustrations, photographs, diagrams, and charts.

O'Sullivan points out that activities performed by today's technical communicators go far beyond this definition. The Bureau of Labor Statistics "only collects data for writers," he says. "It leaves out all new [job] functions that have emerged over the past decade. As a result, the earnings of technical communicators are under-reported. Salary data collected by BLS for the job 'technical writer' are 25 percent lower than that reported by STC."

 Making the Case

Obviously, the BLS should begin gathering data for the job title technical communicator, using an entirely new job description--one that reflects the more sophisticated work done today. But government agencies, which have very valid concerns for “historical comparability” of time series data like wage and salary indices, don't change the way they work on a whim--to convince the BLS, a strong case had to be made.

This fall, O'Sullivan worked with the STC staff to produce The Case for Technical Communication, which puts forth historical facts, statistical data, and observations by STC leaders (including First Vice President Linda Oestreich and Strategic Planning Committee Chair Larry Kunz) to support the change. The Case for Technical Communication includes this proposed job description for technical communicator:

Develop and design instructional and informational tools needed to assure safe, appropriate and effective use of science and technology, intellectual property, and manufactured products and services. Combines multi-media knowledge and strong communication skills with technical expertise to educate across the entire spectrum of users’ abilities, technical experience, and visual and auditory capabilities.

 O'Sullivan followed The Case for Technical Communication with a series of discussions at the Department of Labor, refining and clarifying STC's argument. Currently, "The Bureau of Labor Statistics has accepted our argument in principle," says O'Sullivan. "The question now is whether they'll make the change during this upcoming information-gathering cycle, or the next one three years out."

Either way, says Burton, STC is committed to an ongoing campaign of education targeting management, career counselors, and human resources departments. The message: The time of the technical communicator has arrived. "Our members do more than writing," says Burton. "We're going to make sure everyone knows that."

Doug Davis and The Business of Technical Communication

STC's online columnist gives you strategic information on the business world.

STC's print publications cover research and its application (Technical Communication) as well as advice on doing your job better and getting a better job (Intercom). What else do our members need to read about?

That's what the STC office asked itself when it decided to publish an online column. "We decided what was missing was strategic business information specifically for technical communicators," says Director of Communication Maurice Martin. "Someone who is looking more at the forest than the trees. We cover some of that in our print pubs, but we thought a column focused specifically on the business of technical communication would have great value to our members."

The search for an online columnist led to Doug Davis, a 12-year member of STC and president of ProEdit, a technical communication staffing and project services company. His combination of  technical communication experience--more than 23 years'--and his insight into managers and their staffing needs give him a broad range of insights.  

So far, Davis' columns have covered geographic shifts in demands for technical communicators; the shift in emphasis from tool skills to industry knowledge among employers; and the shifting geography of demand among employers. "We think Doug's column gives our members a perspective they would not have otherwise," says Martin. "And from the e-mail responses I've seen, it looks like this is something STC members have been looking for."

Martin suggests that STC members check out Doug Davis' "The Business of Technical Communication" at www.stc.org/pubs/onlinePubs01.asp and send comments to ddavis@ProEdit.com with a CC to maurice@stc.org. "Let us know what you think," says Martin.

 

Certificate Programs for Technical Communicators

The Technical Communication Summit: STC's 54th Annual Conference, May 12-16, offers a new opportunity for in-depth exploration of hot topics in technical communication certificate programs.

Certificate programs combine attendance at a two-day pre-conference seminar with four designated conference sessions in the same subject area. This combination of seminars and sessions is intended to help you develop skills and expose you to the broad range of thinking in the subject area. Participants who complete a program earn a certificate of attendance.

Certificate programs include: 

• TechComm 101--Basic Technical Communication.
• Master Writers--Undiscovered Country: Taking Your Information Design to the Next Level.
• Usability--The Science and Art of Effective Interface Design.
• Content Management--Moving to Content Management: From Justification to Implementation.
• Team Management--The Shoemaker's Children: Successfully Managing Geographically Dispersed Teams and Managing Culturally Diverse Teams.

In addition to the practical work skills you'll develop, participating in a certificate program also provides you with a unique opportunity to learn not only from the instructor, but to exchange ideas with the other participants in the program.

A single registration of $1,295 enrolls you in both the pre-conference seminar and the full conference registration. For more information, visit www.stc.org/54thConf/precon/certPrograms.asp.

Some Precise Advice on Accuracy

A recent article in the Minneapolis Star Tribune describes how the paper reached out to the local STC chapter for help reducing the number of corrections published by the paper. read article

 

Report: Among Tech Execs, Men Face Gender Wage Gap

Results of a recent survey published in eWeek.com reveal new trends in technical writing salaries. read article

Community Achievement Awards Deadline: April 5

April 5 is the deadline for submitting entries for the community achievement awards (CAA). This annual competition is open to STC chapters, student communities, and Society-level special interest groups (SIGs).

The criteria for CAA awards has been updated this year. Thomas P. Barnett, manager of the Community Recognition Committee, wrote in the November 2006 Tieline that his committee "threw out dozens of flawed criteria" and moved other criteria to more appropriate award levels. (read article)

All applications must be submitted electronically; hardcopy notebooks will not be accepted. Submit applications and all supporting materials by either sending an e-mail with files as attachments to Peg Cottrell at peg@stc.org or recording the files on a CD and shipping it to the following address:

Society for Technical Communication
Attn: Peg Cottrell - Community Achievement Awards
901 North Stuart Street, Suite 904
Arlington, VA 22203

STC will distribute all entries to members of the Community Achievement Award Evaluation Committee via e-mail.

Community leaders can download the Guidelines for Community Achievement Awards (AD-116-2007) and entry form templates from www.stc.org/recog/awards01_comAchievement.asp. For an entry to qualify for the Distinguished award, all Fundamental activities and all activities listed for the Merit and Excellence awards must be checked off or replaced with alternative activities. 

If you have any questions about the CAA, please contact Dale Erickson, Manager of the Community Achievement Award Evaluation Committee, at stc_caaec@hotmail.com.

What’s the LCR Doing?

The Leadership Community Resource (LCR) will officially launch on May 13—the day that Leadership Day will be held at STC’s 54th Annual Conference.

The LCR has been engaged in some exciting projects that will be rolled out in time for the conference. One of the more exciting projects is the set of Leadership training modules which can be used to enhance leadership skills or develop a community's strategic plan. Stay tuned for more information.

New LCR Lead

Mary Jo Stark is serving as the LCR's new lead. Mary Jo has an impressive record of STC leadership, having served as co-manager of the community funding project, assistant to the president for Transformation, and Society treasurer (a position she held for four years). 

"The LCR will be delivering toolkits to communities that will feature an updated community handbook," says Stark. "We’ll also be delivering leadership training modules, which will contain tools that can be used by a community’s leadership council to set strategic planning or by an individual to develop training skills." The LCR will have an updated list of STC leaders who will act as mentors for leadership and community assistance. Also, a set of guidelines has been established for training leadership mentors.

Mary Jo is a principal developer at Halliburton Digital and Consulting, where she manages all of the Landmark Graphics' classic oil gas products.

Virtual Meetings for Chapters? Absolutely!

Chapters with members spread over a wide geographic area may wish to follow the example of SIGs and hold virtual council meetings. The LCR can connect chapter leaders with a SIG manager who can coach them through the process of setting up such a meeting. Contact Mary Kabza, Director of Marketing and Membership, at mary@stc.org or +1-703-522-4114, x206 for more information.

New Tool for Our Live Web Seminars

The STC office has changed the provider it uses to present Live Web Seminars! From now on, Genesys Conferencing will handle these popular events.

So what, you ask? Well, besides all the back-end advantages to the change--including integrated infrastructure and support for large groups--Genesys allows STC to offer toll-free lines to seminar participants outside of North America. In other words, no more dial-up changes!

What are you waiting for? Sign up for a Live Web Seminar today by visiting www.stc.org/edu/seminars01.asp.

Peter Bowerman to Deliver Keynote at Rochester Chapter Conference

What does it mean to be a "well-fed writer"? It means implementing strategies that ensure professional growth. And where do you go to learn about these strategies? Spectrum 2007--the upcoming conference presented by the Rochester Chapter STC.

Peter Bowerman, author of The Well-Fed Writer, will speak about sales, marketing, and understanding your worth--the essentials of a healthier income. Spectrum 2007 also offers sixteen learning sessions on a variety of topics of interest to technical communicators. Check out www.stcrochester.org for details.

Is your STC community planning an event that you'd like to share with News & Notes? Please send details to maurice@stc.org (the earlier, the better).

IDL SIG Offers Scholarships

Sylvia Miller, member services manager for STC's Instructional Design & Learning SIG, writes:

The IDL SIG Scholarship team proudly announces a $500 scholarship to assist students of all ages who are pursuing an undergraduate degree, graduate degree, or certificate in the area of Instructional Design. Students applying for this scholarship are expected to be able to demonstrate their focus on topics related to Instructional Design through their academic studies, current jobs, graduate or certification program, special projects, and/or the STC annual conference.

This award is wholly funded by the IDL SIG. The award may be used for registration fees, books, or attendance at the upcoming STC annual conference in Minneapolis. All winners and honorable mentions will be published in the IDL SIG quarterly newsletter. The deadline for submission is March 15, 2007. Winners will be notified by April 15, 2007. For more details and all necessary forms, go to www.stcidlsig.org/cms/ and click on Scholarships.

 

STC Partnerships

Since May 2006, STC has been actively seeking to partner with other organizations that offer training and career development. To date, the Society has established partnerships with the following:

• The Localization Industry Standards Association (LISA), a leading international forum for organizations doing business globally. STC and LISA will co-host educational events such as Live Web Seminars. Details to be announced soon.
• The Gilbane Group, which produces conferences and publishes newsletters on content management technologies. STC has negotiated special rates for its members who attend Gilbane conferences. Look for e-mails announcing these special rates from the STC office.
• Multilingual, the leading industry magazine for Web site globalization. Multilingual and STC have entered into a cross-promotional deal.
• The Association of