1. Preparing Written Reports
Effective Technical Communication
ES205 Analysis and Design of Engineering Systems

2. Our topics today Guidelines and Standards for Writing Assignments
Types of reports for this course
Elements of each type of report
Characteristics common to all formats
Evaluation criteria

3. Guidelines and Standards for Writing Assignments
A manual for the common reports expected of engineering students
Emphasizes
clarity of communication
quality of technical information
Keep on hand for next year

4. Types of reports in ES205 Laboratory worksheets Memoranda
Informal reports
Formal reports

5. Elements of each type of report

6. Laboratory worksheets
A prepared question and answer sheet that you complete as you work through the lab.
Record data
Answer questions in more than a superficial manner.
Comment on graphs and results.

7. Memo Assumes the recipient is knowledgeable about the subject matter.
Comes directly to the purpose of the message.
Limited to 1 or 2 pages (unless the material warrants a longer submission)
No signature; initialed by sender(s).

8. Memo Header Online: template for 1st page of memo Followed by
To: From: Date: Subject:
Online: template for 1st page of memo
Followed by
Subject and purpose
Develop the subject
Conclusions, recommendations, and decisions.

9. Informal report
Communicates results in a time-efficient manner (with respect to recipient).
Structure
Title page. What was the problem?  goal/purpose
What is the answer?  results/discussion
Source of your answer?  supporting
Not chronological.

10. Formal report Title Page Summary or Abstract Table of Contents
Introduction
Body
Results with Discussion
Conclusions and Recommendations
Appendix

11. Formal report Title page Summary or abstract Template online
Start with brief overview.
Include all key information from full report.
Can substitute for the full report.
Several rewrites

12. Formal report Table of contents Introduction See guidelines for format
Purpose
Scope of work
Structure of the report to come

13. Formal report Body of report, section titles as required Theory
Apparatus, procedure
Experimental results
Discussion of results
Provides all information to duplicate the experiment and discuss results.

14. Formal report Results with discussion
What was found out; what does it mean?
Compare to theory or known results.
Quantitative interpretation.
Blatantly explain what graphs indicate.

15. Formal report Conclusions and recommendations
Must be supported by the results!
Repeat or restate results highlights.
Decisions or recommendations.
Discuss shortcomings, limitations, or problems with the experiment and suggest possible action to remedy the problems.

16. Formal report Appendices Work not directly discussed in the report.
May include
References
Sample calculations
Equipment list
Experimental equipment setup and schematics

17. Common characteristics of all technical reports

18. Structure of the technical story
Objectives: what you tried to do
Equipment/Procedure: how you did it
Results: what you found out
Conclusions/Recommendations: what it means

19. Graphical elements Tables to consolidate large amounts of data
Graphs to demonstrate trends, patterns, and relationships.
Explain inferences that should be drawn
Online --- more detail.

20. Results and conclusions
Observed results versus expected values
Significance of each graph
Possible experimental errors
Be quantitative … beware of that old standby “human error”
Be curious….”why did this occur?”
Conclusions based on objectives and results
Do not over-reach

21. Evaluation of reports

22. Grading a worksheet Collect all data Answer all questions … correctly
Attachments
Complete sample calculations
Correct format of graphs

23. Grading a memo Format Body Initials on memo Purpose
Give the important facts or data
What decisions or conclusions have been or should be made from this data.
Coherence and clarity
Initials on memo
Indicating all team members agree to report findings

24. Grading a report Format Technical story is coherent and clear Purpose
Usually requires more than one editor in the group
Don’t just cut and paste sections together
Purpose
Results
Credibility

25. General criteria The purpose or goal of the report is
Well stated and easily found
Substantive
The primary results and conclusions
Are clearly stated and supported by well-integrated figures
Are thoroughly discussed, with inferences drawn
The report is technically credible

26. For more information On report content, organization, format
Writing guidelines and standards
On graphics
Guidelines for graphic elements
On evaluation criteria
Rubric for grading reports (in packet)