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Types of Reports What makes a good report? How to Write Reports Clarity and Structure Figures and Tables (floats) Technical Issues Sales Proposals Computer Reports Anatomy of a Report Future of Reports Further reading Conclusions
Citation preview
Business Writing
Gihan Aboueleish
Outlines
2
Types of Reports
What makes a good report?
How to Write Reports
Clarity and Structure
Figures and Tables (floats)
Technical Issues
Sales Proposals
Computer Reports
Memos
Activities & Practices.
Anatomy of a Report
Future of Reports
Further reading
Conclusions
Business Writing - Gihan Aboueleish
Before we start
3
Discussion : what you find most difficult in writing a report…
Business Writing - Gihan Aboueleish
The Purpose....
4
The report exists to provide the reader with useful information Should this drug be licensed?
How do we fit non-linear regressions?
It succeeds if it effectively communicates the information to the intended audience
It fails otherwise!!
Business Writing - Gihan Aboueleish
Which Reports?
5
Annual Reports
Sales Reports
Feasibility Reports
Inspection Reports
Audit Reports
Progress Reports
White PapersBusiness Writing - Gihan Aboueleish
How We Communicate3
6
• CVs, Resumes
• Email, Web site, FAQs
• Letters, Newsletters, Brochures, Articles, Catalogs
• Advertisements, Notice Board, Pamphlets, Signs, Press Release
• Presentations, multimedia, talks
• Reports, Manuals, Proposals, Books
Business Writing - Gihan Aboueleish
Classification of Reports
7
Formal Reports and Informal Reports
Information Reports Analytical Reports Recommendation Reports
Business Writing - Gihan Aboueleish
First and foremost…
DON’T PANIC!
8
Getting Started
Business Writing - Gihan Aboueleish
Clear
Clarify what it is you intend before writing
9Business Writing - Gihan Aboueleish
Clear
Clearly state your intent in the lead
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Clear
One topic per communication
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Clear
Provide supporting detail
12Business Writing - Gihan Aboueleish
If everything else is cut, will your message still be clear?
Edit!
13Business Writing - Gihan Aboueleish
Make points briefly
Don’t get hung on an issue
14Business Writing - Gihan Aboueleish
Correct
Check the facts
15Business Writing - Gihan Aboueleish
Correct
Do not rely on spell check
16Business Writing - Gihan Aboueleish
Correct
Do not rush
17Business Writing - Gihan Aboueleish
Correct
Dictionaries and thesauruses are the writer’s friends
18Business Writing - Gihan Aboueleish
Conclusions
19
Writing is a skill to learn
Need practice
Large set of rules, do’s and don’ts
But it is very personal
Use all the feedback (from lab reports, vacation essays, dissertations,…)
Business Writing - Gihan Aboueleish
Idea
Collect
Focus
Order
Draft
Revise20
Business Writing - Gihan Aboueleish
Idea
PersonalOthers
21
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22
Talk back to your internal critic. Train yourself to recognize and write down critical thoughts as they go through your mind. Learn why these thoughts are untrue and practice talking and writing back to them.
-Robert J. Mckain
Business Writing - Gihan Aboueleish
Collect
yourself others
23
Business Writing - Gihan Aboueleish
Focus
24Business Writing - Gihan Aboueleish
Ordernarration
illustration
cause/effect
comparison/contrast
process analysis
persuasion
25
Business Writing - Gihan Aboueleish
Draft
Answering your questions
Ideas on paper
Making sense of what you know
26
Business Writing - Gihan Aboueleish
Revision
audience clarity
27
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Hard writing makes easy reading. Easy writing makes hard reading.
William Zinsser
Business Writing - Gihan Aboueleish
Editing
Grammar
Punctuation
Words
29
Business Writing - Gihan Aboueleish
Habits That Will Result in a Poor Paper
Procrastinating
One-draft writing
Massive self-criticism
Thesaurus abuse
Marriage to first draft
Habits That Will Result in a Successful Paper
Prewriting
Developing
Revising
Tweaking
Writing Center
Conferencing
30
Habits That Guarantee Failure
No Process No Paper Plagiarism
Getting Started
Business Writing - Gihan Aboueleish
Thoroughly read your assignment prompt.
What, specifically, is your topic?
Who is your audience?
How long should your essay be?
Are there special requirements?
Ask questions if you don’t understand.
31
Understand Your Assignment(Then Forget About It For Awhile)
Business Writing - Gihan Aboueleish
32
After figuring out your assignment - you need to generate ideas before you begin drafting.
Forget about the end product for a bit and just get creative.
Try listing, mapping, free-writing, journalist questions, cubing, or any other method that works for you.
Getting Ideas
Business Writing - Gihan Aboueleish
Listing is a good way to quickly gather many ideas on paper.
Simply make a list of as many ideas as come to you as quickly as possible.
Topic: Essay About An Important Place
List:
Bed, my comfy chair, the mountains, the ocean, my office, the garden, anywhere with a book, Starbucks, home, the shower, the right state of mind…
33
Listing;
Business Writing - Gihan Aboueleish
Mapping is a form of free association that creates a visual image of ideas and their connections. Using mapping can give you not only ideas for an essay - but connecting ideas that may turn into paragraphs.
Favorite Place
34
Comfort
Starbucks
Aesthetics
Books
TastesSmell
Hanging outwith friends
Writing Studying
Energy
Business Writing - Gihan Aboueleish
Mapping;
Write, write, write and don’t stop. Free-writing means taking an idea and running with it wherever it leads. Don’t think about it - just keep writing. When you free yourself and just allow the ideas to come, you might end up with a great essay topic /or a marvelous idea (Product – plan - ….) that you wouldn’t have thought of otherwise.
Starbucks
Coffee calls from shelves and walls. I can’t not stop in. Who will be waiting for me today? Chatting till I have to run to class, my latte sloshing with each step. I don’t even mind when it splashes on my fingers: my sugar-free, non-fat liquid gold. Keeping me sane. The barista knows my name. Here I sip the taste of home.
35
Free writing;
Business Writing - Gihan Aboueleish
Use the standard questions every journalist must answer.
Who
What
When
Where
Why
How
Thinking of different ways to answer those questions might lead to a fresh perspective on your topic.
The Taste of Home
Who: Either alone or with friends.
What: Coffee, coffee, coffee!
When: Day, night, when studying, when socializing, when thinking, when chilling…
Where: Starbucks, Coffee Haus, my office, home, pretty much anywhere
Why: Energy, inspiration, comfort, mental and emotional health
How: With all the senses engaged.
36
Journalist Questions;
Business Writing - Gihan Aboueleish
Similar to Journalist Questions, cubing involves considering your topic from six different angles.
Describe it (colors, shapes, sizes, etc.)
Compare it (What is it similar to?) Associate it (What does it make
you think of?) Analyze it (Tell how it's made) Apply it (What can you do with it?
How can it be used?) Argue for or against it
Describe it: Engage the senses - how does it look and taste and feel - what do you hear and smell?
Compare it: Like finding my muse.
Associate it: A luxurious bubble bath; slipping into silk pajamas.
Analyze it: It gives me a moment to breathe in my surroundings, to organize my thoughts. When drinking a cup of coffee with friends, I am sharing my real self.
Apply it: Coffee can be an effective and relatively safe energizer. It can help get through massive amounts of graduate school readings.
Argue for or against it: Strangely, I think of home and comfort when I drink a cup of coffee during the day, despite the fact that no one in my home is terribly fond of coffee. When I make coffee at home, it never seems to be as comforting as coffee I share with friends at work.
37
Cubing;
Business Writing - Gihan Aboueleish
38
The VRD is rough - very rough.
Take your idea and start writing about it.
Don’t worry too much about spelling, punctuation, organization or grammar. Just make sure it’s marginally readable.
It’s like free-writing - but attempts to stick to the topic and gets typed.
It CAN be nutty, horrible, abysmal, disorganized, slangy and even silly.
The idea is to just get started.
The VRD (Very Rough Draft)
Business Writing - Gihan Aboueleish
39
After gathering ideas, you can think of your essay writing process in three drafts:
The Down Draft: Just get it all down ( the VRD).
The Up Draft: Then fix it up (revision and organization).
The Dental Draft: Check every ‘tooth’ carefully - work on word choice and sentencing to make it sound better (tweaking).
Anne Lamott’s Three Draft Essay
Business Writing - Gihan Aboueleish
40
During the revision phase - read your paper slowly, out loud to yourself.
Better yet, read it out loud to a friend or tutor.
Even better - have someone read it out loud to you!
You will be amazed what paper issues you can ‘hear’ that you missed when reading.
If parts are awkward, confusing, choppy or repetitive, you’ll notice.
You might feel a little silly - but it may mean the difference in your paper grade.
Read IT Out Loud
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41
If you haven’t already - it’s time to revisit your assignment sheet.
Notice the requirements for paper length, font, margins, etc.
Does it need a cover sheet? A creative title?
What should be included in your folder with the final draft?
After all your hard work - don’t loose points by neglecting the requirements.
Formatting And Requirements;
Business Writing - Gihan Aboueleish
42
At this point - if you’ve gone through the process - you should be proud of your essay.
If you’ve also gone to the Writing Center and conference with me - you should be proud and confident.
Give it one last check for those sneaky, ‘dum’ errors (like writing ‘to’ instead of ‘too’ or ‘your’ instead of ‘you are’)
And all that’s left to do is…
Staple it - put it in a folder with the process
and celebrate!
Finish It!
Business Writing - Gihan Aboueleish
How We Communicate
43
• CVs, Resumes
• Email, Web site, FAQs
• Letters, Newsletters, Brochures, Articles, Catalogues
• Advertisements, Notice Board, Pamphlets, Signs, Press Release
• Presentations, multimedia, talks
• Reports, Manuals, Proposals, Books
Business Writing - Gihan Aboueleish
Which Reports?
44
Annual Reports
Sales Reports
Feasibility Reports
Inspection Reports
Audit Reports
Progress Reports
White Papers
Business Writing - Gihan Aboueleish
Classification Of Reports
45
Formal Reports and Informal Reports Information Reports Analytical Reports Recommendation Reports
Business Writing - Gihan Aboueleish
5 Steps to Report Writing
1. Define the problem
2. Gather the necessary information
3. Analyze the information
4. Organize the information
5. Write the report
Business Writing - Gihan Aboueleish
Organizing Reports
47
Comparison/contrast Problem-solution Elimination of alternatives General to particular Geographic or spatial Functional Chronological
Business Writing - Gihan Aboueleish
Words, Words, Words
48
UK English and US English International English and Indian English
Denotation and Connotation Let me know when you’re free next week for a meeting.
Could you let me know what times you have free?
Tone Terry is hung up on trivial details.
Terry is meticulous and takes care of details that others sometimes ignore.
Business Writing - Gihan Aboueleish
Writing Style
Brief writing style Omit needless words
Combine sentences
Rewrite
Campus Jewelers’; main objective is to increase sales. Specifically, the objective is to double sales in the next five years by becoming a more successful business.
Campus Jewelers’; objective is to double sales in the next five years.
49Business Writing - Gihan Aboueleish
Anatomy Of A Report
50
Cover Page Title Page Letter of Transmittal Table of Contents List of Illustrations Executive Summary Report Body
Business Writing - Gihan Aboueleish
Report Body
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Introduction Purpose and Scope;Limitations, Assumptions, and Methods
Background/History of the Problem Body
Presents and interprets data Conclusions and Recommendations References or Works Cited Appendixes
Interview transcripts, questionnaires, question tallies, printouts, and previous reports
Business Writing - Gihan Aboueleish
Letter Of Transmittal
52
Background Summarize conclusions and
recommendations Minor problems. Thank those who helped. Additional research necessary Thank the reader. Offer to answer questions.
Business Writing - Gihan Aboueleish
Sales Proposal
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Budget Objectives Strategy and Tactics Schedule Results Closing
Business Writing - Gihan Aboueleish
Document Design
54
Use no more than 5 fonts. Use no more than 5 colors. Use glossy paper. Use white space. Use templates. Use parallelism. Avoid double emphasis.
Business Writing - Gihan Aboueleish
Future Reports
55
Proposals
250-page reports
90-minute oral presentation
50-page summary
Reports
Multi-media
Web
Business Writing - Gihan Aboueleish
Technical Report
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Business Writing - Gihan Aboueleish
Introduction
Will present how to write a technical report
Covers the following standard technical report sections Summary
Introduction
Theory
Method
Results
Discussion of Results
Conclusions
Is itself structured in this way!
57
Business Writing - Gihan Aboueleish
Introduction (Content)
Defines the generic features of a technical report.
Gives the specific requirements for lab reports, design documents and dissertations.
Presents a methodology for writing a report.
Describes signposting, captioning, quoting, citing, and referencing.
Provides references that can be used for further reading.
58
Business Writing - Gihan Aboueleish
Theory ;
Technical reports have a standard structure
Technical reports may not be read “cover to cover”
Standard sections have evolved to same information to be extracted from document in different levels of detail!
(some) Repetition and signposting is good.
Section labelling, figure and table captioning, equations, references and citations.
59
Business Writing - Gihan Aboueleish
The Standard Structure
Summary of the report Purpose, approach, main findings in brief
(½ – 1 page)
Introduction To the presentation rather than the subject.
Purpose of study
Methodology
Results
Main findings & conclusions
Introduction to the presentation itself
60
Business Writing - Gihan Aboueleish
The Standard Structure
Conclusions Purpose of study Methodology Results Main findings & conclusions Further work
References All the sources used and cited in the body of the report.
Appendices Supplementary or more detailed information that supports
or expands the report (possibly for reference).
61
Business Writing - Gihan Aboueleish
Front and End Matter
Give further structure and information to the report Front matter
Table of Contents Table of Figures Table of Tables Abbreviations
End matter Glossary Index
Should be automatically generated whenever possible
62
Business Writing - Gihan Aboueleish
Variations on a Theme
Different reports will have different structures
E.g. Lab report
Dissertation
Software design Document
Refer to references for general guidelines
Follow your publisher’s or institution’s guidelines for specific cases
63
Memo
Business Writing - Gihan Aboueleish64
65
Memos are written messages sent among people working in the same company. Memos can be written for a number of reasons :
Inform staff about decisions/actions/events.
Request information / action /events.
Remind staff of action needed/procedures/changes in policy.
Provide information on work related topics.
Business Writing - Gihan Aboueleish
66
CONTENT;
Memos generally deal with only one subject.
For two unrelated subjects, write two different memos.
Business Writing - Gihan Aboueleish
67
Constructing Memos
What is the Reason for Writing?
Who is your Audience?
Can be low-tech, high-tech or multiple
Better to provide a parenthetical definition with terms.
What response do you expect from your Audience?
Business Writing - Gihan Aboueleis
Language;
Business Writing - Gihan Aboueleish68
The language you use in your memo will mainly depend on your position,the position of the reader the subject matter.
The general rule is to “keep it short and simple”.
69
STYLE & TONE
controlled by the audience within your company;
Casual tone When writing to a co-worker whom you know well
Formal tone When writing to a manager
Business Writing - Gihan Aboueleish
Remember; that your employer and co-workers deserve the same clear and concise writing that your customers do
WRITING DATES IN MEMOS
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Date – In official memos ,write full date while in unofficial memo, it is acceptable to use short forms
e. g. Official : 7 March 2009
Unofficial : 7-3-2009
71
Organizational Markers;
Headings Organize your work and make
information easy for readers to follow Numbered or bulleted lists
Help readers see comparisons and contrasts readily
Underlining or boldfacing Emphasizes key points. Do not overuse
this technique; draw attention only to main points and those that contain summaries or draw conclusions
Heading
Bulleted List
Underlining
Business Writing - Gihan Aboueleish
72
Memo Format;
Some companies use a standard form while others have their memo printed on their letterheads
The memo may be on a half sheet or a full sheet
Basically, the memo consists of two parts The identifying information at the top The message itself
Business Writing - Gihan Aboueleish
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TO:
FROM:
DATE:
SUBJECT:
Memo Format;
If your memo is going to more than one reader, make sure you list them in the order of their status in your companyWrite your name (and job title, if necessary for the reader.) You may write your initials after your typed name to verify the memo comes from you
Give the full calendar date
This serves as the title line of your memo. Summarize your message/purpose precisely
Business Writing - Gihan Aboueleish
74
Memo Wizards & Templates
MS word provides three different templates ;
Elegant
Professional
Contemporary
Business Writing - Gihan Aboueleish
75
FIVE PARTS OF A MEMO
To:
From:
Date:
Sub:
Business Writing - Gihan Aboueleish
76
Part One : To
To: Mrs. Sharon Jones, Supervisor
From:
Date:
Re:
Business Writing - Gihan Aboueleish
77
Part Two: From
To:
From: Dianna Moreno, Bookkeeper DM
Date:
Re:
Business Writing - Gihan Aboueleish
78
Part Three: Date
To:
From:
Date: March 2, 2007
Re:
Business Writing - Gihan Aboueleish
79
Part Four: Subject
To:
From:
Date:
Sub.: Acceptance of Retirement Party Invitation
Subject= Focus + Topic
Business Writing - Gihan Aboueleish
80
Part Five: Intro + Discussion
To: Mrs. Jones, Supervisor
From: Dianna Moreno, Bookkeeper DM
Date: March 2, 2007
Re: Acceptance of Retirement Party Invitation
My husband and I will be able to attend Mr. Tran’s retirement party on April 21. We will bring potato salad.
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81
Part Six: Conclusion
To: Mrs. Jones, Supervisor
From: Dianna Moreno, Bookkeeper DM
Date: March 2, 2007
Re: Retirement Party
My husband and I will be able to attend Mr. Tran’s retirement party on April 21. We will bring potato salad.
Call me if you have questions: (714) 555-7355.
Business Writing - Gihan Aboueleish
Lab Report /Dissertation
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Business Writing - Gihan Aboueleish
Lab Report Structure
As standard + Theory
Method or Experimental Procedure
Results
Discussion of Results
It is acceptable to use “mini reports” if separation of Theory/Method/Results and Discussion would otherwise make structure awkward.
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Business Writing - Gihan Aboueleish
Theory in a Lab Report
Background is what is known or assumed
Sets context for specifying what results there will be and context for their discussion.
States what is expected from the experiment or study
May (should?) include properly cited evidence of wider reading than contents of lecture notes, lab script.
You can cite the script where the script provides sufficient detail.
You must include development of formulae that are not given in the script that you will later rely on in the discussion!
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Business Writing - Gihan Aboueleish
Dissertation
As Standard + Background and/or Literature Review
Method
Results
Discussion
Detailed Front and End Matter E.g. Table of contents
Table of figures
Appendices
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Business Writing - Gihan Aboueleish
Background Knowledge
Purpose is to define what was known about the subject covered in the report before the work was done4
“If I have seen further it is by standing on the shoulders of giants.”
[Newton, 1675]
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Business Writing - Gihan Aboueleish
Background for a Dissertation
Assumptions Basic “textbook” knowledge of the field State of the art prior to the work Detailed discussion of any of the available
technical literature text books journal articles conference proceedings web sites
that added to your knowledge of the field.
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Business Writing - Gihan Aboueleish
Background for a Software Design Document
Review of existing solutions
Review of related software systems
Justification for choice of programming languages and frameworks
Design methodologies
Non functional specifications
88
Business Writing - Gihan Aboueleish
Theory (Review)
Why write? Theory Standard structure Variations on a theme Background knowledge
89
Business Writing - Gihan Aboueleish
Introduction (Contents)
Theory Method Results Discussion of Results Conclusions References
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Business Writing - Gihan Aboueleish
Method
Method of writing a report Repetition is good!
How to repeat yourself
Signposting
Numbering Citations and References Writing a method
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How to write a report
Start in the middle You have done the work so you know what your approach was.
You have the results so you just have to write them up!
Ensure that you understand the background, write it up and use it to evaluate the results.
Gather your references and ensure that they are cited in the background sections and other sections as appropriate.
Write the conclusions and the introduction (in that order)
Write the summary
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Business Writing - Gihan Aboueleish
Repetition is Good! Form of technical report has developed to allow different classes of
readers to make use of the materials in different ways:
Only summary may be read by a researcher looking for information or a manager seeking an “executive summary”.
Only conclusions or introduction may be read by someone interested in the subject but only wanting to adopt the main findings.
The whole document may be read by someone wishing to follow-up on the work published.
It is important that each part tells the same story at the appropriate level of detail.
Repetition and signposts help the reader who is not reading the document sequentially.
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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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Business Writing - Gihan Aboueleish
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] …
95
Title
96
Should be informative, “punchy”, can include puns, humor.
Good The perfidious polynomial (punchy, alliterative)
Diagnosing diabetes mellitus: how to test, who to test, when to test (dramatic, informative)
Bad Some bounds on the distribution of certain quadratic forms in normal
random variables (boring, vague)
Performing round off analyses of statistical algorithms (boring, vague)
Business Writing - Gihan Aboueleish
Table Of Contents
97
Shows the structure of the document and lets the reader navigate through the sections
Include for documents more than a few pages long.
Business Writing - Gihan Aboueleish
Abstract/Executive Summary
98
Describes the problem and the solution in a few sentences. It will be all the big boss reads!
Remember the 2 rules Keep it short
State problem and solution
Business Writing - Gihan Aboueleish
The Introduction
99
State the question, background the problem
Describe similar work Outline the approach Describe the contents of the rest of the
paper in Section 2 we ... in Section 3 we ...
Business Writing - Gihan Aboueleish
Further Sections
100
Describe Data
Methods
Analyses
Findings
Don’t include too much technical detail Divide up into sections, subsections
Business Writing - Gihan Aboueleish
Conclusions/Summary
101
Summarize what has been discovered
Repeat the question
Give the answer
Business Writing - Gihan Aboueleish
Appendix
102
This is where the technical details go Be as technical as you like Document your analysis so it can be
reproduced by others Include the data set if feasible
Business Writing - Gihan Aboueleish
References
103
Always cite (i.e. give a reference) to other related work or facts/opinions that you quote
Never pass off the work of others as your own – this is plagiarism and is a very big academic crime!!
Business Writing - Gihan Aboueleish
How to cite
104
In the text
Seber and Wild (1989) state that…..
In the references
Seber, G.A.F and C.J. Wild. (1989). Nonlinear Regression. New York: Wiley.
Business Writing - Gihan Aboueleish
Writing clearly
105
Structure alone is not enough for clarity – you must also write clear sentences.
Rules: Write complete short sentences
Avoid jargon and cliché, strive for simplicity
One theme per paragraph
If a sentence contains maths, it still must make sense!
Business Writing - Gihan Aboueleish
Figures and Tables (Floats)
106
Golden rules for Figures and Tables:
Describe float in text (integration), make sure it matches description
Place after the first mention in the text
Make sure float conveys the desired message clearly: keep it simple!
Provide informative captions
Business Writing - Gihan Aboueleish
Figures
107
Always label and give a caption under the figure Be aware of good graphics principles: avoid
chart junk
low data/ink ratio
unlabelled axes
broken axes
Misleading scales
See Cleveland, “The Elements of Graphing Data”, “Visualising Data”
Using a good graphics package (R!) helps enforce good practice
Business Writing - Gihan Aboueleish
0 5 10
02
46
8
log(Animals$body)
log
(An
ima
ls$
bra
in)
Mountain beaver
Cow
Grey wolfGoat
Guinea pig
Dipliodocus
Asian elephant
DonkeyHorse
Potar monkey
Cat
Giraffe
Gorilla
Human
African elephant
Triceratops
Rhesus monkey
Kangaroo
Golden hamster
Mouse
Rabbit
SheepJaguar
Chimpanzee
Rat
Brachiosaurus
Mole
PigBad!
108 Business Writing - Gihan Aboueleish
Figure 1. Plot of log Brain weights (gm) versus log body weights (kg) for 28 species
0 5 10
02
46
8
Log Body weight (kg)
Log
Bra
in w
eigh
t (gm
)
Mountain beaver
Cow
Grey wolfGoat
Guinea pig
Dipliodocus
Asian elephant
Donkey Horse
Potar monkey
Cat
Giraffe
Gorilla
Human
African elephant
Triceratops
Rhesus monkey
Kangaroo
Golden hamster
Mouse
Rabbit
SheepJaguar
Chimpanzee
Rat
Brachiosaurus
Mole
Pig
Better!
109
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Tables
110
Always label and give a caption over the table
Be aware of rules for good tables:
avoid vertical lines don’t have too many decimal places compare columns not rows
Business Writing - Gihan Aboueleish
Multiple Prefix Symbol
1012 tera T
109 giga G
106 mega M
103 kilo K
10-1 deci d
Multiple Prefix Symbol
1012 tera T
109 giga G
106 mega M
103 kilo K
10-1 deci d
Too busy
Better
111 Business Writing - Gihan Aboueleish
Multiple Prefix Symbol
1012 tera T
109 giga G
106 mega M
103 kilo K
10-1 deci d
Horizontal hard to read
Vertical easier to read
Multiple 1012
109 106 103 10-1
Prefix tera giga mega kilo deci
Symbol T G M K d
112
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Busy – too many DP’s
Better
Number ofProcessors Time (secs)
1 28.35221
4 7.218812
8 3.634951
16 1.929347
Number of Processors Time (secs)
1 28.35
4 7.21
8 3.63
16 1.92113 Business Writing - Gihan Aboueleish
Technical Issues
114
Sectioning Table of Contents Spelling and Grammar Choice of word processor
Business Writing - Gihan Aboueleish
Sectioning
115
Proper division of your work into sections and subsections makes the structure clear and the document easy to follow
Use styles in word/ sectioning commands in Latex
\begin{section}….\end{section}
Business Writing - Gihan Aboueleish
Table of contents
116
Provides “navigation aid”
Make sure TOC agrees with main body of text
If you use styles (Word) and sectioning commands (Latex) this will happen automatically
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Spelling and Grammar
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Use a style manual/dictionary if in doubt Spell check!!!! Proofread!!!!
He meant… This technique can also be applied to the
analysis of golf balls
He typed…. This technique cam also by applies to the
analysis or gold bills
Business Writing - Gihan Aboueleish
Choice of word processor
118
Word or Latex?My spin…..
Use Word for a short document with few figures and tables and little mathematics
Use Latex for a longer document with many figures and tables and lots of complicated maths.
Business Writing - Gihan Aboueleish
Conclusions
119
Structure is vital
Write clearly
Good clear simple illustrations
Spell-check and proofread
Reference all material used or quoted
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Elements of style: Report Structure
120
There are no “set in stone” rules for the structure of your report but most reports will include some or all of the following***
Title Page
Abstract
Introduction
Experimental Method
Theory
Experimental Results
Discussion and Conclusion
References
Appendices of raw data and calculations where appropriate.
***some sections have to be in a report
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Elements of style: some key Dos and Don’ts
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DO: include an abstract that concisely
summarises the outcome of the experiment-including numbers!
use the appropriate tense-you are reporting on an experiment that has been carried out in the past
ensure all figures have appropriate numbered captions
ensure you reference all source material appropriately (see later)
consider when words should begin with a capital letter
re-read and review your report critically before handing in for marking
DON’T:
just list instructions on how to perform the experiment
give detailed arithmetic or algebraic calculations
use jargon or undefined abbreviations
make excessive use of personal style of “I” or “we”(but we often use impersonal “we”!)
give long lists of experimental results in the main text of the report-use appendices if really necessary
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Elements of style: use our template for report writing
122
Title first word starts with a capital
Jack A Surname1 and (if joint) Jill Surname2
School of Physics and Astronomy
The University of Manchester
First Year Laboratory Report
Nov 2003
This experiment was performed in collaboration with T Partnername.
Abstract
Business Writing - Gihan Aboueleish
Conclusions
123
Structure is vital
Write clearly
Good clear simple illustrations
Spellcheck and proofread
Reference all material used or quoted
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Assessment of reports: criteria
124
All reports are assessed according to standard criteria relating to:
Presentation and Organisation
Use of English (spelling, grammar etc.)
Use of Figures, Tables and References
Clarity and Conciseness
Physics Content
Each of these five areas is scored out of a maximum mark of 10, with a resulting total mark out of 50.
Feedback should be provided from marker. Feedback is crucial in learning the art of writing reports.
If you are unsure about something, ASK!!
Business Writing - Gihan Aboueleish
Assessment of reports: criteria
125Business Writing - Gihan Aboueleish
Assessment: examples of real reports
126
Activity: You have been provided with two anonymous (but real!)
reports, and are requested to grade each of them using the criteria in the previous slide.
NO CONFERRING!!! You will then submit your total mark using the ‘clickers’.
We will look at the distribution of marks.
Business Writing - Gihan Aboueleish
Business Writing - Gihan Aboueleish
Numbering
Numbering important parts of the report helps with 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 sections and 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 automatic and cross-referencing semi-automatic. Learn to use those features.
Local rules often override general guidelines
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Citations and References
Why cite at all? A rich reference list is considered evidence of wider
reading.
Critical appraisal of the references with citations in the body of the report is evidence of your understanding of the materials and how your work builds on from them.
Your cited sources provide a frame of reference against which you can evaluate your report’s contribution to human knowledge
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Citations
Two main styles: Numeric
According to Shakespeare [1] winter’s discontent is now made glorious by “this son of York”.
“Now is our winter of discontent made glorious summer by this son of York” [1].
Symbolic According to Shakespeare [1597] winter’s discontent
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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Referencing
Numeric Style[1] William Shakespeare, Richard III (Act I, Scene I), Quarto 1,
1597.+ Easy to use if references do not have to be sorted− Difficult to maintain if references need to be presented as
a sorted list.
Symbolic (Harvard) StyleShakespeare, 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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Referencing
Technical Report References at end of document
Poor support for “End notes” in some word processors
Different publications often have different styles
Consider use of a bibliographic database and citing tool to automate citing and formatting of references.
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Quoting Never quote documents without citing
sources. Copy-and-paste of large amounts of
text, even with quotation marks and full attribution is considered plagiarism.
If you like what someone had to say on a subject, rewrite it in your own words!
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URLs
With more of the world’s knowledge accessible via the Internet it is unrealistic to ban URLs from reference lists.
Do not rely solely on hyperlinks to present URLs A paper report will not be read on a browser! Cite them like any other resource
Cite them as you would a book or article. Use as much detail as possible:
[1] William Shakespeare, Richard III. Online at URL: http://www.gutenberg.org/catalog/world/readfile?fk_files=53 (Project Gutenberg., 2002)
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Writing a Method
You are reporting what you did so use past tense!
Do not quote from the lab script:
Wrong: “take measurements of x and
record results in your lab book” Right: “we took measurements of x and
recorded the results in our lab book”
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Don’t rewrite the instructions!
It is acceptable to refer to the instructions if you did not divert from the suggested method.
But cite the original source We performed x as suggested on
Section y (page 2) of the lab handout [2].
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Assessing the Audience
137
Any piece of written material is aimed at a specific audience: Who are your readers? Professors, managers, engineers, scientists, or
technicians? What terms will you have to define? What background information will you have to include?
Why is audience reading the document? Is the document supposed to inform or to convince?
How will they read your document? Will they read it straight through like a story or will they turn to specific sections?
Based on http://www.writing.eng.vt.edu/workbooks/intro.html#audience
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The audience
138
Often 3 different audiences
The casual reader/big boss who wants the main message as painlessly as possible
The interested reader who wants more detail but doesn’t want to grapple with all the gory technical details
The guru who wants the whole story
Business Writing - Gihan Aboueleish
What To Do?
139
To address all 3 audiences effectively,
Include an abstract for the big boss
A main body for the interested non-specialist
A technical appendix for the guru
Thus, a structure emerges!
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To Succeed...
140
The report must be
Clear
Well structured, clear, concise, suitable for the intended audience
Professional
statistically correct, correctly spelled, produced with a decent word processor
Well illustrated
illustrations that aid understanding, integrated with text
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141
Thank You
Business Writing - Gihan Aboueleish