How to write a technical report Powerpoint: H VenterSpeakers: L Kruger Editor: GF De Wet G Claassen Group 42

Technical Report (definition) A technical report is a document that: present facts and conclusions about a project contains technical concepts and graphical depictions of designs and data

Technical Report (Who needs it?) Engineers: designing or modifying a project Technicians: implementing designs Researchers: organized reference Any other profession in need of organised technical descriptions of large projects

Technical Report (Why is it needed?) Strict organization To make sure all parties involved use the same data when using or modifying a project

Tips for Gathering Data It starts before the project starts Visualize Gather for purpose of publication Gather honestly Record rough ideas and prospects Work neatly and document everything

Analysing Data Choose relevant data Guide reader to conclusions Avoid repetition of data Ideas should not be repeated Don’t say the same thing twice

Analysing Data (2) Decide on significant digits Do not mix units Limiting Sentence: Subject: Can women drive? Scope: Includes high speed,parking and emotional stability tests. Reason: To improve road safety. Helps to focus point of report

Title page Contains a title, author and date The page should be descriptive and not too long

States the report instructions Contains administrative information Terms of reference

Abstract Helps the reader to decide what to read and what is relevant to his needs Overviews report structure, main topic, conclusions Can be separate from report

Table of contents list of headings and subheadings with page numbers outline the report structure helps the author of the report to structure his report during initial stages of the report

Table of contents (example)

Helps the reader to quickly locate tables, data sheets, graphs, etc. List of figures and tables

Glossary Abbreviations and special technical terms used in the report are explained

The report body (introduction) Give the industrial, economical, or technological background to the report Outline the approach of argument that the report will take

The report body (main section) The report body consists of sections and subsections regarding the report topic. Contains tables, data sheets, graphs, etc.

The report body (example) 1. Topic Subsection Subsection 2 2. Topic Subsection Subsection 2

The report body (conclusion) The report body (conclusion) It is usually short since technical reports consists mainly of technical specifications and not opinions

Bibliography gives credit to all sources referenced in report

Appendix The appendix is placed at the end of a report Appendices are labeled alphabetically e.g. Appendix A It contains: all data that may handicap the natural flow of the report, e.g. tables,data sheets, graphs, etc.

Requirements - Clarity Convey exact unambiguous meaning Define mathematical symbols clearly Remember that you are over familiar Readers won’t tolerate confusion One chance to sell objectives

Requirements - Continuity Tell story – logical and interesting Requires continuity between sentences,paragraphs and sections Especially between text and graphics Don’t refer to something you haven’t explained yet

Requirements – Objectivity Should be objective and show restraint. Be absolutely honest. Do not try to hide deficiencies. “No report is better than the project of research it’s based on.” State errors and what you don’t understand about results. “Write to express not to impress.”

Writing Style – Writing Naturally Personal style secondary to understanding Still, try to write to excite and enjoy Keep to sentences that come naturally Avoid impressing with large vocabulary Write in the present tense, and in the third person

Guiding the reader Tell them what you’re going to tell them (introduction / abstract) Then tell them (main body) Tell them what you’ve told them Remember to choose data to guide readers to conclusions

Getting to the point Not a mystery novel Get to the point as quickly as possible Don’t use blind alleys for effect Appendix – good way to bring up points that will be interesting to some users.

Separating fact from opinion Don’t overlap discussions of results with conclusions Alert readers when starting with fact or opinion: “From these results I conclude that..”

Data Representation Tables – Exact values Least preferred way to represent data Sometimes hard to grasp significance Try to keep tables short If possible rather use words Keep lengthy tables separate

Data Representation Graphs – relative trends Clear and simple As few data curves as possible As few labels as possible Keep equations in the text Choose coordinates to give a physical feel

Summary (1) Definition and applications of a technical report Data: –gathering –analysis –representation

Summary (2) Different parts of report –Title page –Terms of reference –Abstract –Table of contents –List of illustrations –Glossary and list of symbols –…

Summary (3) Style Requirements –Clarity –Continuity –Objectivity Writing Style –Writing naturally –Guiding the reader –Getting to the point –Separate fact from opinion –Data representation

How to write a technical report Powerpoint: H VenterSpeakers: L Kruger Editor: GF De Wet G Claassen Group 42