Fall 2006 town meetingFall 2006 town meeting To further explore communication ethics we will To further explore communication ethics we will
hold a town meeting in class. At this meeting, hold a town meeting in class. At this meeting, engineers will present to the public a water-engineers will present to the public a water-quality plan for a proposed new regional airport quality plan for a proposed new regional airport in east Texas. in east Texas.
Be sure to come to class on Wednesday, Be sure to come to class on Wednesday, November 2, to choose what “character” you November 2, to choose what “character” you want to play in the meeting on 11/9. Five want to play in the meeting on 11/9. Five communities will be represented:communities will be represented: Engineers, regulators, industry representatives, Engineers, regulators, industry representatives,
homeowners, environmental groups. homeowners, environmental groups. A facilitator and the media will also be there. A facilitator and the media will also be there.
Project FrameworkProject Framework (graded assignments)(graded assignments)
Define the problemForecast solutionsIdentify the research questionsEstablish selection criteria
Establish final research methods
Research and interpret information
Reach conclusions
Arrive at recommendation
Memo
Proposal
Oral Progressreport
Report draft
Final reportPresentation
Report Draft SpecificationsReport Draft Specifications
Check Report Draft (under Writing Assignments) for specifications to use when writing the draft of your final report.
Read the Sample Final Report for ideas about organization of information in your report.
These are the parts of your final These are the parts of your final report: some are optional. report: some are optional.
Front MatterFront Matter CoverCover Letter of transmittalLetter of transmittal Title pageTitle page Table of contentsTable of contents
• List of figures and tables List of figures and tables (optional)(optional)• List of abbreviations and/or symbols List of abbreviations and/or symbols (optional)(optional)
BodyBody Back MatterBack Matter
List of References or Works CitedList of References or Works Cited AppendicesAppendices
= needed for draft
Let’s talk about the body parts first.Let’s talk about the body parts first.
Includes all narrative sectionsIncludes all narrative sections Executive SummaryExecutive Summary IntroductionIntroduction description, analysis, and evaluation description, analysis, and evaluation
sectionssections Conclusions Conclusions RecommendationsRecommendations
Drafts should be about 7/8 complete.
Executive SummaryExecutive Summary
Covers Covers brieflybriefly these items: these items: Problem/Need definitionProblem/Need definition Purpose of studyPurpose of study Purpose of reportPurpose of report Methods of studyMethods of study Main conclusionsMain conclusions RecommendationsRecommendations
• including costs and benefitsincluding costs and benefits
IntroductionIntroduction
Prepares reader for discussion sectionsPrepares reader for discussion sections Includes these items:Includes these items:
Background: who has the problem or need?Background: who has the problem or need? Problem definition Problem definition in detailin detail Previous workPrevious work
Purpose of projectPurpose of project ExpandExpand on summary on summary
Purpose of report – reiteratePurpose of report – reiterate
Introduction (con.)Introduction (con.)
Scope and limitations (if any)Scope and limitations (if any) Overview of procedureOverview of procedure
Organizational overview of reportOrganizational overview of report
Description and analysis sectionsDescription and analysis sections
Methodology (can be part of Intro. if short)Methodology (can be part of Intro. if short) Kinds of researchKinds of research Other activities (testing, calculations, surveys, Other activities (testing, calculations, surveys,
etc.)etc.) Solutions InvestigatedSolutions Investigated
Thoroughly defined and describedThoroughly defined and described Why others not considered?Why others not considered?
CriteriaCriteria Thoroughly definedThoroughly defined Tied to client’s needsTied to client’s needs
Evaluation section (s)Evaluation section (s)
EvaluationEvaluation Application of criteriaApplication of criteria
• criteria prioritized or weighted?criteria prioritized or weighted? BalancedBalanced analysis of alternativesanalysis of alternatives
If you’re presenting lots of data, consider a If you’re presenting lots of data, consider a “Factual Summary” at end of these sections.“Factual Summary” at end of these sections. Sample Report Sample Report has an example. has an example.
ConclusionsConclusions
Start on new page!Start on new page! Summary of evaluation/findingsSummary of evaluation/findings
Findings for Findings for allall solutions based on solutions based on allall criteria criteria
Formatted in point or bullet form, preferablyFormatted in point or bullet form, preferably Organize by criteria or alternative solutions?Organize by criteria or alternative solutions?
NotNot a recommendation a recommendation No new informationNo new information
RecommendationsRecommendations Use active voice:Use active voice:
“Firm Ideas recommends that ERC Properties use the Double Stud Wall as the common wall in their new complexes.”
Focus on implementation (could be new info.)Focus on implementation (could be new info.) manufacturers?manufacturers? contractors?contractors?
Include cost (if possible)Include cost (if possible) Include benefitsInclude benefits
Verb Tenses: when to use Verb Tenses: when to use present tensepresent tense
To state theory or established knowledgeTo state theory or established knowledge To say what your document presents or To say what your document presents or
concludesconcludes
Use mainly in Introductions and ConclusionsUse mainly in Introductions and Conclusions ..
Introduction: “Researchers have long known that these microbes destroy contaminants in soil.”Conclusions: “Of the materials tested, high yield strength steel has the lowest strength to density ratio at 9 psi/kg/m3.”
Use Use past tensepast tense . . . . . . To describe To describe what you didwhat you did To describe previous work on your topicTo describe previous work on your topic To set up a To set up a historical continuumhistorical continuum
Use in Introduction, Procedure, Methodology, and Background sections.
“Researchers have long known that microbes can destroy contaminants in soil. By the 1980s they isolated particular microbes.”
“In 1922, Einstein published the final version of his relativity theory.”
“The mixture was heated to a temperature of 1000 celsius.
Use future tense . . . Use future tense . . .
To outline recommendations for future work To outline recommendations for future work or actionor action
Use mainly in Recommendations.Use mainly in Recommendations.““Adopting this pavement repair method will save Adopting this pavement repair method will save TXDoT thousands of dollars annually.”TXDoT thousands of dollars annually.”
Don’t use this tense to state what your report shows!
“This report will present the results of the study.”
“This report presents the results of the study.”
IntroductionsIntroductions
Use mainly a combination of past and present Use mainly a combination of past and present tensetense past tensepast tense to give background of problem or to give background of problem or
situation or previous researchsituation or previous research presentpresent to state general theories and knowledge to state general theories and knowledge present present to say what your document coversto say what your document covers
Table of ContentsTable of Contents Don’t include more than two levels.Don’t include more than two levels. Be sure to check all headings against the report Be sure to check all headings against the report
proper.proper. To add dots between heading and page number, To add dots between heading and page number,
choose a “leader” style in the Tabs box under choose a “leader” style in the Tabs box under Format – be sure to set your tabs first.Format – be sure to set your tabs first.
The TOC will change as your report evolves, but The TOC will change as your report evolves, but it’s helpful to have this outline right from the it’s helpful to have this outline right from the beginning.beginning.
Report TitlesReport Titles
Sludge DisposalSludge Disposal Environmental Environmental Assessment of Sub-Surface Assessment of Sub-Surface Disposal of Municipal Disposal of Municipal Wastewater Treatment Wastewater Treatment SludgeSludge
• Give specific information about subject of report.• Be as brief as possible.
Misleads the reader!Misleads the reader! Better!
How much information is enough in your How much information is enough in your report’s title?report’s title?
The Prevalence of Sub-Surface The Prevalence of Sub-Surface Migration of Arsenic, Migration of Arsenic, Selenium, PCBs, Aldicard, and Selenium, PCBs, Aldicard, and Lead at Selected Municipal, Lead at Selected Municipal, Industrial, and Abandoned Industrial, and Abandoned Waste Land Disposal SitesWaste Land Disposal Sites
Migration of Hazardous Migration of Hazardous Chemical Substances at Chemical Substances at Land Disposal SitesLand Disposal Sites
Management reader gets the point!
How do you grade a report How do you grade a report draftdraft? ? Drafts are graded by me.Drafts are graded by me. Drafts are graded as a work-in-progress with Drafts are graded as a work-in-progress with
the following requirements:the following requirements: 7/8 complete in content 7/8 complete in content correct structure and consistent formatcorrect structure and consistent format second draft, not firstsecond draft, not first in-text citations madein-text citations made holes identified and explained holes identified and explained in notes to mein notes to me::
• missing graphics – what will be there?missing graphics – what will be there?• missing textmissing text• format requirements to come laterformat requirements to come later