Technical Writing

Summary Report Purpose & Planning Report Format & Organization Heading & Language Visual Design Source Documentation Finishing touches

Agenda

Should be one page!

Most important part of the report.

Summarizes entire project.

Key considerations & research.

Overview of the Design Process.

Summary

Report Purpose Report Planning

Inform readers of results:◦ Precisely◦ Concisely ◦ Specifically

Should not have to read entire report to get main points!

Before writing consider:◦ Why are you writing?◦ What you are trying to

achieve?◦ Who are you writing for?

These will help you organize your report.

Full Format of Long Report

Our Report

Title Page Acknowledgements Summary Table of Contents Introduction/Terms of

Reference/Scope Procedure Findings (the evidence) Conclusions Recommendations References Appendices

Title Page Summary Table of Contents Introduction Technical Consideration Design Consideration Results of Design Efforts Changes and

Recommendations Conclusion Appendices

Report Format & Organization

Your report organization and format should be influenced by:◦ Audience◦ Purpose ◦ Content

The reader is the most important person!!!

Organizational Considerations

Heading and subheadings guide the reader’s attention

Also used for organization

This should be:◦ Specific and Helpful◦ Used to break up text & “chunk” information◦ Guide the reader’s attention

Heading & Sunheadings

Report should be easily accessible ◦ Be straightforward and concise.

◦ Use simple term and not technical terms.

◦ Be specific and not general. Use concrete numbers, metaphors and similes.

◦ Keep sentences short and simple. Sentence should not exceed 20 words.

Language & Vocabulary

A report’s visual design can make or break its communication success.

Visual design includes:◦ Use of Graphs, Tables, Equations, & Pictures ◦ Use of white space.

Visual Design

Examples

Should be used to illustrate a specific point.

Should be incorporated in a way that is natural to the report content/context

Should be explained fully in text using references such as, “Figure 1…..”

Should be cited if taken from a source.

Graphics

Examples

Graphics Visual

Graphics do not speak for themselves.

For this reason, textual information should come before or after a graphic.◦ Generally on the same

page.

General layout should focus reader on key information.

Achieve through:◦ Headings◦ Subheadings◦ Visuals

Example 2

Cite source that are: Quoted, Paraphrased or Summarized

Sources include:◦ Books◦ Interviews◦ Lectures◦ Journal, magazines or newspaper articles ◦ Conference Proceedings

Source Documentation

Citing provided credibility to you as a researcher.

Gives credit to authors and researchers.

Prevents you from accusation of plagiarism.

Use APA style or other specific format for documentation. ◦ Check online for style format.

Source Documentation

Check for formatting and how easy it reads.

Check for grammar and spelling errors.

Check for proper citations

◦ Best way to accomplish this is by having someone that has not worked on your project read your report.

Finishing Touches

Question?

2012. A Guide to Technical Report Writing. The Institution of Engineering and Technology. Retrieved from: http://www.unlv.edu/sites/default/files/24/Engineering-GuideTechnicalWriting.pdf

 Asian Institute of Technology Language Center. (2003). Writing Up Research Guidebook. Asian Institute of Technology. Retrieved June 9, 2005 from http://www.clet.ait.ac.th/el21open.htm

Chan, S.L., Kitipornchai, S., and Al-Bermani, F.G.A. (1991). Elasto-plastic analysis of box-beam-columns including local buckling effects. Journal of Structural Engineering, 117, 1946-1978.

Halligan, N. (2004). A short course on writing technical reports. Technical Writing. Retrieved June 9, 2005 from http://www.technical-writing-course.com/type-of-technical-report.html

References