Technical Writing Presentation in United Nations

8/2/2019 Technical Writing Presentation in United Nations

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All Rights Reserved.

Technical Report Writing

Qamber Hassan


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The skill of writing is to create a context

in which other people can think.- Edwin Schlossberg



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The role of a writer is not to say what we all can

say, but what we are unable to say.~Anas Nin



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Technical Report WritingTraining

Fundamentals of Technical Report Writing.

Characteristics

Standard Model

Components of Standard Model

Implementation in MS Word

Report Presentation

Planning

Laws of good report writing

Dos and Donts

Exercises



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Introduction

A technical report is a formal report designed toconvey technical information in a clear andeasily accessible format.

It is divided into sections which allow different

readers to access different levels of information.



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Summary

This workshop describes the standard structure ofa report and provides a methodology forsuccessfully producing such a report. It Includes adescription of the generic structure of a report and

variations on this theme.


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Fundamentals

The main purpose of a technical report is toconvey information.

The report should place as few hindrances aspossible between the mind of the writer and the

mind of the reader.

Function is to stimulate the reader.

The essence of a successful technical report

lies in how accurately and concisely it conveysthe intended information to the intendedreadership.



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Fundamentals

Technical Report Writing includes:

Annual Report

Project Reports

Feasibility Report

Primary Research Report

Proposals

Books

Magazines

Newsletters

Organizational Manuals

Scholarly Articles/Journals Software Guides

Technical Reports

Business Prospectus



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Fundamentals

Your report should have clear answers to thefollowing questions

What is the report about?

What are you trying to say?Who are you writing for?

How long can the report be?



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Fundamentals

Keep in mind that not everyone will read thewhole report

Your report should start with a summary that canbe read in a few minutes.

You should arrange things so that key facts andconclusions are very accessible.

Ensure that your message will get across even ifa person only skims the document.



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Fundamentals

It is simply impossible to write a technicaldocument that will be equally easy foreverybody to read

Write a report that can be understood by the

decision makers

It's generally harder to write a short report thana long one, because it requires much betterorganization.

Short reports are likely to be fully read



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Fundamentals

Before writing the first word:Make your mind regarding the message you

want to convey

Try to define the likely audience:

Technical audience Non-technical, e.g., general public

Taking into account the audiences limitations

and the message you want to convey, choose

an appropriate outline.



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Characteristics of EffectiveTechnical Writing

The four Cs: Clarity-- it is easily understood by your intended

audience

Comprehensiveness-- all of the necessary

information is present Conciseness-- it is clear without excess

verbiage

Correctness-- it is grammatical and followsconventions



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Components of the StandardModel

Title Page

Abstract or Executive summary

Acknowledgements

Contents (TOC, TOF, TOT)

Introduction

Background

Methodology

Sections and sub-sections which make up the body of the report

Discussion or interpretation

Conclusion Recommendations

References

bibliography

Appendices



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Notes

Executive Summary and Abstract: not alwaysneeded.

Introduction: although not always a sectionentitled it is needed (e.g., in short reports), an

introductory section (e.g., a couple ofparagraphs) is always required .

Background is required when the history of theproblem (or methodology) is long. Otherwise,

include as part of the introduction.



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Notes Cont..

Methodology must be separate sections whenit is relatively long.

Conclusion must follow from the main body(must be supported by).

Recommendations if short, put at the end ofconclusions.

Appendices It must be classified and

organized to present important data/informationnot directly relevant to the main body ofdocument.



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The Standard Model

It has been widely used in the western world forabout 50 years.

The first major section is an introduction

The last section is a conclusion. Factual material and measurements are kept

completely separate from opinion andinterpretation, often in different chapters or

sections. Formal, and rather impersonal, language is

used.



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Title Page

Title should be precise and informative. Reportsfor assessment, where the word length hasbeen specified, will often also require thesummary word count and the main text word

count Leave the Report Title til last

The report Title needs a lot of thought & firstimpressions count when looking at a report.



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Title Page

Think about the Layout of the front page: Size and Style of font

Colour of font (the bigger the font enables you to use alighter colour)

Use of images and logos

Use the Report Templates via Microsoft Word



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Executive Summary

A short summary of the whole report includes scope,important features, results and conclusions.

An Executive Summary is a real must if your report is a

really lengthy one.

An executive summary is easy to create once you havewritten the complete report

Purpose - a short version of the report and a guide to thereport.

Length short, typically not more than 100 - 300 words

Content - provide information, not just a description of the

report.



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Acknowledgement

List of people who helped you research orprepare the report, including your proofreaders.



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Contents

Numbers and lists all section and subsectionheadings with page numbers.

Table of Content

List of figures List of Tables



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Contents

This is another page you will leave until youhave compiled the main body of the report.

A contents list is only necessary for a lengthyreport

Give each section of your report a title andcross refer this to a page number

Page numbers can be automatically entered by

setting the appropriate section of the MicrosoftWord Header or Footer



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Introduction

States the objectives of the report andcomments on the way the topic of the report isto be treated. Leads straight into the reportitself.

A transition toward the main body of thedocument. It should take an uninformed readerfrom a level of zero-knowledge to a level inwhich the reader is able to understand the main

body of the document.



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Introduction Components

A good introduction must have:Motivation (i.e., why is it important?)

General

Specific

Background (i.e., what is the history of thisissue?)

Objectives (i.e., what are you trying toaccomplish?)

Scope (i.e., what is the focus of your analysis?)

Limitations (i.e., what constraints did you face?)

Content (i.e., what is in the report?)

Organization (i.e., how the report is organized?)



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Background

A description of the history behind thatparticular problem. It may cover previous workson the area and previous attempts to solve theproblem.

The Background section should set the scenefor the reader.

It should explain why the information in thereport has been put together.



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Methodology

A description of the methodological frameworkyou have used in the project, or investigation. Itfocuses on the theoretical side of the methods.

This section of your report should explain HOW

the information has been gathered.

What were the sources of information?

What format did any investigation take?

Was any special documentation used to gatherinformation?



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Sections and sub-sections

Divided into numbered and headed sections.These sections separate the different mainideas in a logical order.



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Discussion or interpretation

A description of the results obtained andanalysis of the implications associated withmain results.

It must be supported by figures and tables to

facilitate, not to confuse, the reader



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Conclusion

A short, logical summing up of the theme(s) developed inthe main text.

The How factor!

How the implementation of your ideas and

recommendations would improve

Service

Productivity

Performance

Your assessment of the outcomes

Your evaluation of the benefits

Its your chance to really sell your ideas

and recommendations to the reader!



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Recommendations

This section allows you to makerecommendations based on the findings of yourreport

The recommendations could be for:

Change

Improvement

New Ideas

The recommendations should be based on thefindings / results detailed in the report



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References

Details of published sources of material referredto or quoted in the text (including any lecturenotes and URL addresses of any websitesused)

A listing of books and articles you have used, orconsulted, for methodological and non-methodological issues.

Must follow the Harvard Referencing Style



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(c) Swansea University. All Rights Reserved.

Referencing

Numeric Style[1] William Shakespeare, Richard III (Act I, Scene

I), Quarto 1, 1597.

+ Easy to use if references do not have to besorted

Difficult to maintain if references need to bepresented as a sorted list.

Symbolic (Harvard) Style

Shakespeare, William 1597. Richard III (Act I,

Scene I), Quarto 1.+ Easy to maintain a sorted list of references.

More verbose when citing.


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Bibliography

Other published sources of material, includingwebsites, not referred to in the text but usefulfor background or further reading.

A listing of books and articles you have used, or

consulted, for methodological issues.



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Appendices

Any further material which is essential for fullunderstanding of your report (e.g. large scalediagrams, computer code, raw data,specifications) but not required by a casualreader

Appendices allow you to add supportinginformation to your report. You can attachspreadsheets, forms, questionnaires, tables,

charts, articles in fact anything that willsupport the content of your report.



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Report Presentation



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Presentation

For technical reports required as part of an assessment,the following presentation guidelines are recommended;


Script The report must be printed single sided onwhite A4 paper. Handwritten or dot-matrix printed reports are not

acceptable.Margins All four margins must be at least 2.54 cm

Pagenumbers

Do not number the title, summary orcontents pages. Number allother pages consecutively starting at 1

Binding A single staple in the top left corner or 3staples spaced down the lefthand margin. For longer reports (e.g. year3 project report) bindersmay be used.


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Planning the report



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Planning

Collect your information. Sources includehandouts and notes, the reference books and

journals and other documents.



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Planning

Keep an accurate record of all the published referenceswhich you intend to use in your report, by noting downthe following information;


Journal Article Book

author(s) author(s)

title of article title of book (italic orunderlined)

name of journal (italic orunderlined)

edition, if appropriate

year of publication publisher

volume number (bold)

issue number, if provided (inbrackets)

year of publication

page numbers


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Creative phase of planning

Write down topics and ideas from yourresearched material in random order.

Arrange them into logical groups.

Keep note of topics that do not fit into groups incase they come in useful later.

Put the groups into a logical sequence whichcovers the topic of your report.



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Structuring the report

Using your logical sequence of grouped ideas,write out a rough outline of the report withheadings and subheadings.



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Writing the first draft



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Keeping the reader in mind begin writing withthe main text, not the introduction.

Follow your outline in terms of headings andsubheadings.

Let the ideas flow.

Do not worry at this stage about style, spellingor word processing.



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If you get stuck, go back to your outline planand make more detailed preparatory notes toget the writing flowing again.

Make rough sketches of diagrams or graphs.

Keep a numbered list of references as they areincluded in your writing and put any quotedmaterial inside quotation marks

Write the Conclusion next, followed by theIntroduction.

Do not write the Summary at this stage.



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Revising the first draft



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Revising the first draft

This is the stage at which your report will startto take shape as a professional, technicaldocument.

When you read through what you have written,

you must ask yourself these questions; Does that sentence/paragraph/section say what I

want and mean it to say? If not, write it in adifferent way.

Are there any words/sentences/paragraphswhich could be removed without affecting theinformation which I am trying to convey? If so,remove them.



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Diagrams, Graphs, Tables andMathematics


Di h t bl d


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Diagrams, graphs, tables andmathematics

It is often the case that technical information ismost concisely and clearly conveyed by meansother than words.


Diagrams Keep them simple. Draw them specifically

for the report.

Graphs Draw graphs for the graphical representationof any quantitative data.

Tables Draw tables wherever required, complicatedtables should go in an appendix.

Mathematics

Only use mathematics where it is the mostefficient way to convey the information.Longer mathematical arguments should gointo an appendix

Di h t bl d


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Diagrams, graphs, tables andmathematics

In the main text you must always refer to anydiagram, graph or table which you use.

Label diagrams and graphs as follows;

Figure 1.2 Graph of energy output as a function

of wave height. In this example, the second diagram in section 1

would be referred to by .see figure 1.2



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The Report Layout



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The Report Layout

The appearance of a report is no less importantthan its content.

Use a standard, 12pt, font, such as Times NewRoman, for the main text.

Use different font sizes, bold, italic andunderline where appropriate.

Leave wide margins (1.25in is good). For formalreports it is also best to use the right justify.

Too many changes of type style can look veryfussy.



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Tools

Make use of the Report Writing tools thatMicrosoft Word has to offer:

Spell check

Grammar check

ThesaurusReport Templates

Justify the text to ensure a consistent lookthroughout

Check font size, style, colour and headings areconsistent



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Headings and Numbering



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Headings

Use heading and sub-headings to break up thetext and to guide the reader.

Headings should be based on the logicalsequence which you identified at the planning

stage but with enough sub-headings to breakup the material into manageable chunks.

Expect feedback on your report - this couldcome in writing or verbally

Make it easy for the reader to feedback by

numbering important sections of your report



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Headings

The use of numbering and type size and stylecan clarify the structure as follows;


3. METHODS OF HARNESSING WAVE ENERGY3.1 Shore-Based Systems3.2 Deep-Water Systems

3.2.1 Duck Devices3.2.2 Rafts


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Numbering

Numbering important parts of the report helpswith signposting

Figure 2 shows .

Better than the figure on page 3 shows

Things that should usually be numbered Parts, Chapters and Sections

Figures and Tables

Equations

Things that can be numbered

Citations


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Number Sections

It is easier to use signposting if you label your sectionsand subsections.

Dissertation or larger document

Part I Chapter 1.

Section 1.1 Sub section 1.1.1

Report or shorter document

Section 1 Subsection 1.1

Sub-subsection 1.1.1

Word processors can make section labelling automaticand cross-referencing semi-automatic. Learn to usethose features.

Local rules often override general guidelines


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Figures

Give all figures a numbered caption

Refer to figure in text. Figure 1 shows a document.

Use auto-captioning and cross-referencing.

Figure 1: A Document


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Tables

Give all tables a caption. Caption goes above table.

Table 1: Fee fie fo fum

Refer to table in text. Table 1 enumerates useful

words beginning with f.

Use auto-captioning and cross-referencing.

Fee Fie

Fo Fum


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Equations

Give all equations a label

Refer to equation in text. Equation (1) shows

the formula for a quadratic.

Use your word processors equation editor to

get auto-captioning and cross-referencing.

a

acbb

2

42

(1)


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Citations and References

A rich reference list is considered evidence ofwider reading.

Critical appraisal of the references with citationsin the body of the report is evidence of your

understanding of the materials and how yourwork builds on from them.

Your cited sources provide a frame of referenceagainst which you can evaluate your reports

contribution to human knowledge


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Citations

Two main styles: Numeric

According to Shakespeare [1] winters discontentis now made glorious by this son of York.

Now is our winter of discontent made glorioussummer by this son of York [1].

Symbolic

According to Shakespeare [1597] wintersdiscontent is now made glorious by this son of

York. Now is our winter of discontent made glorious

summer by this son of York [Shakespeare,1597].


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Finalizing the report andproofreading


Finalizing the report and


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Your report should now contain an introduction,main text in sections, conclusions, properlyformatted references and bibliography and anyappendices.

Now you must add the page numbers, contentsand title pages and write the summary.


Finalizing the report and


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When you have finished your report, and beforeyou staple it, you must check it very carefullyyourself.

You should then give it to someone else to read

carefully and check for any errors in content,style, structure and layout. You should recordthe name of this person in youracknowledgements.



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Two useful tips

Do not bother with style and formatting of adocument until the penultimate or final draft.

Do not try to get graphics finalized until the textcontent is complete.



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How to Repeat Yourself

Say what you will say (in brief) in the Summary Say what you will say (in more detail) in the

introduction

Say what you have to say (in full in the body)

with signposting

Say what you have said (in the conclusions)

Emphasise the good bits in an extended

abstract or executive summary



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How to Signpost

Open each section with a statement of context: In the [last section] we .

In [this section] we now

Close each section with a statement of context:

In this [section] we .

In the [next section] we will

Provide cross references

As we saw in [a previous section]

As we will show in [a later section]


Report Writing Tips


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Report Writing Tips

Use templates to create the look that is right foryour report simple

Using a graphic which is relevant to your reportis a great idea.

If you havent got a graphic remember thecompany logo.

TOP TIP You can insert a graphic / logo intothe Header or Footer (great, consistent effect!).

Use bullet points to create interest on a page oftext as well as highlighting specific points.



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Ten Laws of Good Report Writing


T L f G d R t W iti


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1. The reader is the most important person.2. Keep the report as short as possible.

3. Organize for the convenience of the reportuser.

4. All references should be correct in all details.

5. The writing should be accurate, concise andunobtrusive.


T L f G d R t W iti


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6. The right diagram with the right labels shouldbe in the right place for the reader.

7. Summaries give the whole picture, in miniature.

8. Reports should be checked for technical errors,

typing errors and inconsistency.

9. The report should look as good as it is.

10. The reader is the most important person.

Nevertheless, laws can be broken only on the basis ofknowledge



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Dos and Don'ts


d d d 't


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dos and don'ts


Write positive language.Dont use: Access to student information is not authorized forany parties except Enrollment Services. Employeeswho have access to student information are notallowed to share that information with non- affiliatedthird parties if you have not authorized it.

Do use: Access to student information is authorized only forEnrollment Services purposes. Employees who haveaccess to student information are required to protectand keep it confidential.

Dont write in upper case for more than A WORD OR TWO.

d d d 't


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dos and don'ts


d d d 't


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dos and don'ts

Avoid giving too much data. Too much data gives the impression that the

writer don't have much to say.

Include only a summary of experimental data ina report

Avoid poems and other non-technical material

Avoid computer program listings and longmathematical proofs.

Do you really think that anyone will want to readthem?


d d d 't


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dos and don'ts

It is a bad idea to include statements about how difficult the work was

how the report would have been better had theauthor had more time.


Dos and Donts


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Dos and Donts

Decide what the objective of the report is Write down the objective

Always have in mind a specific reader

Decide what information you need to include Have access to a good dictionary

Identify someone who can provide feedback


Sentence and paragraph length


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Sentence and paragraph length

There is nothing clever about writing long,complex sentences. For technical writing it issimply wrong. You must get used to the ideaofwriting sentences that are reasonably shortand simple.

A sentence should contain a single unit ofinformation.

Check your sentences for faulty construction.

Use parentheses carefully.


Bullet points and enumerated


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plists

If the sentences in a paragraph need to bewritten in sequence then this suggests thatthere is something that relates them and thatthey form some kind of a list. The idea thatrelates them should be used to introduce the

list.


Bullet points and enumerated


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plistsThe following is much simpler and clearer:

To get to university on time for a 9.00am lecture:

1. Set alarm before going to bed the previous night

2. Get out of bed when the alarm goes off

3. Take a shower

4. Get dressed

5. Have some breakfast

6. Walk to the tube station

7. Buy ticket

8. Catch next train to Stepney Green

9. Get out at Stepney Green

10. Walk to the University


Using the simplest words and


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g pexpressions possible

Replace difficult words and phrases withsimpler alternatives.

Avoid stock phrases.

Avoid legal words and pomposity.

Avoid jargon.

We will deal with each of these in turn.


Replace difficult words and


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pphrases with simpler alternatives

Word/expression to avoid Simple alternative

utilise use

facilitate help

at this time now

in respect of aboutcommence start

terminate end, stop

ascertain find out


Avoid stock phrases


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Avoid stock phrases

Bad Good

There is a reasonableexpectation that ...

Probably

Owing to the situation that Because, since

Should a situation arise where

If

Taking into consideration suchfactors as

Considering

Prior to the occasion when Before

At this precise moment in time

Now

Do not hesitate to Please

I am in receipt of I have


Avoid legal words


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Avoid legal words

Avoid legal words like the following: forthwith

Hereof

thereof

henceforth

hereto

thereat

whereat

hereat

herewith

therein


The aforementioned peoplehave agreed

which should be changed to

A and B have agreed

Avoid Jargons


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Avoid Jargons

Expressions like RAM, Poisson distribution, FACup, and distributor cap are examples ofjargon.

In general, jargon refers to descriptions of

specific things within a specialised field. The descriptions are often shorthand or

abbreviations.


Avoiding unnecessary words and


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repetition

Bad Good

The product is not of asatisfactory nature

The product is unsatisfactory

The product is not of asatisfactory character

The product is unsatisfactory

After specification we are in aposition to begin detailed design

After specification we can begindetailedDesign

We are now in the situation ofbeing able to begin detaileddesign

We can now begin detaileddesign

Within a comparatively shortperiod we will be able to finishthe design

Soon we will be able to finish thedesign


Using verbs instead of nouns


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Using verbs instead of nouns

Bad Good

He used to help in thespecification of new software

He used to help specify newsoftware

Acid rain accounts for thedestruction of ancient stone-work

Acid rain destroys ancient stone-work

When you take intoconsideration

When you consider

The analysis of the software wasperformed by Fred

Fred analysed the software


Using active rather than passive


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style

Bad Good

The report was written byBloggs, and was found to beexcellent

Bloggs wrote the report, and itwas excellent

The values were measuredautomatically by the control

system

The control system measuredthe values automatically

It was reported by the managerthat the project was in trouble

The manager reported that theproject was in trouble

The stability of the process isenhanced by co-operation

Co-operation improves thestability of the process


Using personal rather than


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impersonal style

Bad Good

The current research work of theauthor of this report is alsodescribed

I also describe my currentresearch work

However, it is the writers belief

that this situation should not

have occurred

However, I believe this situationshould not have occurred

Examination and discussion ofthe results obtained, arenecessary before a decision canbe taken

We must examine and discussthe results before we decide


Explain new ideas clearly


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Explain new ideas clearly

Use examples Use analogies

Use a diagram


Avoiding common vocabulary


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and spelling errors

affect:verb meaning to

influence

effect:noun meaning result or

verb meaningto bring about

adverse:adjective meaningunfavourable

averse:adjective meaningopposed to ordisinclined

principle:noun meaning a

standard or rule ofconduct

principal:adjective or noun

meaning mostimportant

stationery:noun meaningwriting materials

stationary:adjective meaningnot moving

advice:noun meaningrecommendation

advise: verb


Abbreviations


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Abbreviations

Always avoid abbreviating words out oflaziness.

Never write approx. for approximately

Never write e.g. for for example.

A long title, such as Tottenham HotspurFootball Club, should not be abbreviated if it isused only once in a document. However, if it isused more than once then it can be abbreviated

to its initials THFC providing that the first time itis used you write the full title with the initials inbrackets or vice versa.

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Technical Writing Presentation in United Nations