1. Writing a (Technical) report Communication skills B
By Jan Bollen

2. Agenda Company organisation Aim of report Introduction
Questions to the aim
Use of report, not for all
Structure, logical !!!
Chapter structure
Different reports
Cover - Title page
Foreword
(Executive) Summary
Table of contents
Abbreviation list
List of figures
Company organisation
Introduction
Plan of approach
Research
Conclusions
Recommendations
References (apa)
What to avoid, examples
Excuses, Language style
Presentation
Graphs, Figures, Tables
Assignment Communication B

3. Aim of report Transfer information Project Internship Final Thesis
Connect to knowledge of reader
Stimulate the reader for more …

4. Questions to the aim You have to know clear about what you tell
What is the subject?
What is the assignment?
Who is your reader?
How long can the report be?

5. Use of report Not everyone will read the whole report
A summary can be read in a few minutes
Key facts and conclusions should be very accessible

6. Not for all It will be impossible it to be equally easy for everybody
Understood by decision makers
Short report is
better but difficult to make
needs a perfect organization
likely to be fully read

7. Structure, logical !!!! Logical, like a joke Good introduction
Context and assignment
Assignment plan
Research
Results and conclusions

8. Chapter structure

9. Different reports

10. Different reports

11. Different reports

12. Chapter structure Intro Body Ending Company description* Cover page
Title page
Foreword
(Executive) Summary
Table of content
Abbreviation list
List of figures
Body
Company description*
Introduction Subject / Assignment
Plan of approach / Theory
Method of research / Design
Research activities / Testing
Ending
Results / Conclusions
Recommendations
References
Appendices

13. Cover page Logo’s company and Saxion Short title Nice picture
Authors' name
Department and Course name
Place and date of submission

14. Title page Title page = cover + extra information
Logo’s company and Saxion
Short title
Authors' name and ID number ( )
Department and Course name
Place and date of submission
Addresses of University and company
Copyright / Statement about confidential
Signature student, company & Saxion

15. Foreword Written in 1st person. Why this report?
For who? restrictions ?
Information about author.
Thanking of people.

16. (Executive) Summary
Accurate representation of the contents in an abbreviated form.
Summarizes the whole report in words.
Decision
Go /no go
Read / no read

17. Summary content Assignment Method used Results Conclusion
Recommendations
Written after the report is complete
Normally 1 A4

18. Summary example

19. Table of Contents Organization of report. Chapters Sub-chapters
Shows the logical structure
Page numbers

20. Abbreviaton list
Explanation of used abbreviations A B C D

21. List of figures tables symbols

22. Company organisation*
Type of company
Product range
Structure / organogram
Amount employers
1 A4

23. Introduction Represents the subject the purpose the assignment
Introduce readers to the problem that you are setting out to solve in your technical report.

24. Plan of approach Main questions Sub questions Plan of approach
Planning (Gannt)

25. Research Method of research Theory Application of theory
Setup of research
Test setup or simulation
Executing of research
Data
Results / Graphs

26. Conclusions
The conclusion summarises the main findings of the report and presents 'an answer'.
No new information should be put in a conclusion!
Discuss what you Use
Invented Calculated values
Discovered Plots
Confirmed Illustrations

27. Recommendations Suggest further research for undiscovered items
possible changes/solutions

28. References (apa) Book E-book
Author, A.A.. (Year of Publication). Title of work. Publisher City , State: Publisher.
Finney, J. (1970). Time and again. New York, NY: Simon and Schuster.
E-book
Author, A.A.. (Year of Publication). Title of work [E-Reader Version]. Retrieved from or doi:xxxx
Eggers, D. (2008). The circle [Kindle Version]. Retrieved from

29. References (apa) Website article without author
Article title. (Year, Month Date of Publication). Retrieved from URL
Teen posed as doctor at West Palm Beach hospital: police. (2015, January 16). Retrieved from
Website article with author
Author, A.A.. (Year, Month Date of Publication). Article title. Retrieved from URL
Simmons, B. (2015, January 9). The tale of two Flaccos. Retrieved from

30. Why references Opportunity to follow up your work. Literature Websites
Materials
Data / Specifications

31. What to Avoid Clichés and stock phrases Useless words Excuses Poems
Computer program listings

32. Examples `at the end of the day...', `going forward, we will...'
`at this point in time...‘
`in the opinion of the author...‘
These phrases add nothing to the content. They could be replaced by a single word.
So use clear and direct language

33. Excuses !! Do not use statements about how difficult the work was
how the report would have been better if the author had more time.
People often say these sort of things in reports, and they don't look professional.

34. Language Style Always check grammar and spelling.
Make short sentences.
Use direct language.
Style
Formal, use 3rd person.
(not I or you better it )
Switching between formal and informal is not acceptable !

35. Presentation
Your report will be based to a large extent on the first impression made by the presentation.
Consistency good structure
Graphs and figures complete
Margins and lay-out straight
General appeal professional

36. Graphs

37. Figures
Top-down
Left right

38. Tables
V1 = Variable
(Unit)

39. Assignment Communication B
Make a short report
The subject is:
Sustainable energy
Give a general introduction to the subject
Choose one item of it (Wind Water Sun)
Discuss the chosen item
Make conclusions
Give recommendations
Body; minimal 5 pages and maximal 10 pages