1. Workplace Communication
Vocational Education and Training
Training Toolbox Series
ICA11v1.0
Information, Digital Media & Technology
Cert I, II and III
Workplace Communication
Section 5

2. Writing Technical Reports
Workplace Communication
Writing Technical Reports

3. Table of Contents Workplace Communication
Section 5 – Writing Technical Reports
Report Writing Overview Slide - 04
Structuring a Report Slide - 06
Headings Slide - 18
Numbering Systems Slide - 20
Body Slide - 21
Highlighting Slide - 22
Numbers/Measurements/Formulas Slide - 23
Lists Slide - 24
Visual Information Slide - 25
Report Style Slide - 26

4. Report Writing Overview
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Report Writing Overview
Reports allow information to be compiled into one document such as:
Design drawings
Analysis, calculations and spreadsheets
  Graphs, charts, photos and illustrations
  Summaries, minutes and descriptive narrative
Conclusions, recommendations and proposals

5. Report Writing Overview
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Report Writing Overview
There are four main steps in report writing:
Clarification
Investigation
  Planning
  Drafting and Editing
Investigation or research begins with asking some basic questions.
A common method to determine objectives is to simply ask the ‘who’, ‘what’, ‘where’, ‘how’, ‘when’ and ‘why’ questions.
Writing a report usually requires a number of drafts to ensure a consistent high standard and that the report's objectives are being met.
The writer decides how the report will be organised, usually including a simple outline comprising main headings, followed by sub headings.

6. Structuring a Report Workplace Communication
Reports usually contain the following elements:
Title Page
Summary
  Acknowledgement
  Table of Contents
  Listing of Tables
  Definitions
  Introduction
Body
Conclusion
References
Appendices

7. Structuring a Report -Title Page-
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Structuring a Report
-Title Page-
As a lead in to the report it includes:
The name of the company and department
The name of the report
  The author
  The intended audience/readership
  Date of the report

8. Structuring a Report -Summary-
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Structuring a Report
-Summary-
The summary is never more than a page long and contains:
The reason for the report
Summary of any research
  Information sources
  Recommendations
  Solutions
  Conclusions or proposals

9. Structuring a Report -Acknowledgement-
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Structuring a Report
-Acknowledgement-
Summary of those who have assisted in the preparation of the report such as:
A person
A group of people
  Organisations

10. Structuring a Report -Table of Contents-
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Structuring a Report
-Table of Contents-
A table of contents could contain:
Sections
Major headings
  Sub headings

11. Structuring a Report -Listing of Tables-
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Structuring a Report
-Listing of Tables-
Laid out the same way as the table of contents this contains:
Lists of tables
Descriptions of each table
  List of illustrations
  Description of the illustrations

12. Structuring a Report -Definitions-
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Structuring a Report
-Definitions-
Sometimes called a glossary this page contains definitions for:
Technical terminology
Symbols
  Unique names
  Abbreviations

13. Structuring a Report -Introduction-
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Structuring a Report
-Introduction-
The introduction provides the reader:
Details about the report
Background information
  Purpose
  Outlines information to be presented

14. Structuring a Report -Body-
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Structuring a Report
-Body-
Main section of the report this is dependent on the purpose of the report. Some reports could include:
Outcome of projects
Experimental report
  Observations

15. Structuring a Report -Conclusions-
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Structuring a Report
-Conclusions-
Concluding statements by the author such as:
How the process could affect the organisation
How the information could be used
  What further action is required

16. Structuring a Report -References-
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Structuring a Report
-References-
A list of what information sources were used such as:
Other reports
Text books
  Journals
  Technical papers
  Industry publications

17. Structuring a Report -Appendices-
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Structuring a Report
-Appendices-
Appendices usually include:
Drawings
Excerpts
  Surveys
  Tables
  Graphs
  Photographs

18. Headings Workplace Communication
There are three general types of headings:
Level 1
Level 2
Level 3 .

19. Headings Reader Writer Workplace Communication
Headings help readers to:
Be alerted to upcoming topics and subtopics
Find their way through long reports
Skip what the are not interested in
Headings help writers to:
Break up long stretches of straight text
Be organised
Focus on Topics 
Reader
Writer

20. Numbering Systems Workplace Communication
There are three main numbering systems used in reports they are:
Heading numbering
Appendix
Page numbering
i, ii, iii, iv… Or
1,2,3,4...)
Appendix A
Appendix B
Appendix C
Appendix D
1. HEADING LEVEL ONE
1.1 HEADING LEVEL TWO
1.2 Heading Level Three

21. Body Workplace Communication
When writing the body of a report remember:
  Use a single space after a full stop
  Use two line spaces between paragraphs
  Use a wider margin on the left to cater for hole punching

22. Highlighting Workplace Communication
There are six main methods of highlighting:
  Bold
  Italicising
  Bold Italics
Underlining
CAPITALISATIONS
Colour

23. Numbers/Measurements/Formulas
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Numbers/Measurements/Formulas
Numerical content could include:
  Calculations
  Measurements
  Formulas
  Summaries of surveys
  Financial information

24. Lists Workplace Communication The basic types of lists are:
  In – sentence lists
  Numbered lists
  Bulleted lists
Double column lists
Run in heading lists
Example
The steel storage area has types of two storage racks: 1) vertical stands, 2) horizontal side rack.
Example
Computer Parts RAM chips, motherboards, power sources
Printers Laser, inkjet, A3 printers, multipurpose
Cabling USB, serial, CAT5, monitor, coaxial
Example
The above text is an example of a bulleted list
Example
The purchasing procedure included:
1.  Requisition preparation
2.  Requisition approval 
3. Purchase order preparation 
4.  Purchase order sent to supplier
Example
Computer Parts – these would include RAM chips, motherboards, power sources
Printers - these would include laser, inkjet, A3 printers, multipurpose
Cabling - these would include USB, serial, CAT5, monitor, coaxial

25. Visual Information Workplace Communication
Graphics can represent the following elements:
  Objects
  Numbers
  Concepts
  Words
Many reports put key definitions in a box or shape, maybe with different colour.

26. Report Style Workplace Communication
Remember when writing technical reports:
  Inform do not entertain
  Be clear and concise
  State facts
  Avoid emotive language
Write in third person where appropriate
Use non-discriminatory language

27. Workplace Communication
End of Section 5