1. EN 314 TECHNICAL REPORT WRITING Jeaneth Balaba, Lecturer ISHRM

2. Good morning! 1.Self-introduction 2.ISHRM Vision and Mission 3.Classroom policy 4.Grading system 5.Other clarifications 6.Trivia information 7.Lesson introduction 8.Lesson proper

3. CLASSROOM POLICY Attendance & Punctuality Classroom Behavior & Language Grading System Attendance10% Quiz15% Activity15% Exams60% Overall Rating: Prelims 100%, Pre-finals 100%, MT 70%, Finals 30% Personal Profile (Index card) – Quiz #1

4. PERSONAL PROFILE ON A 3X5 INDEX CARD Name:1x1 Photo Subject and Section: Course and Year: Age/Birthday: Home Location: E-mail address: Course expectation: (1-2 sentences) *Note: Leave the back portion of the index card blank*

5. ACTIVITY: SHORT ESSAY WRITING 1.Write a personal essay of introduction (1 page only): short biographical sketch, your interests and personal and professional goals, etc. 2.Choose one topic and elaborate on it (1 page only): Is education important? Why or why not? Can young people do without social media? Why or why not? Money is the root of all evils. Explain. Does God exist? Elaborate your thoughts.

6. Making the connection… Brainstorm on what technical writing is all about…

7. Technical Writing The link for good workplace/professional communication Part 1

8. “ Technical” or “Business” writing is very different from “Academic” writing. Each has its unique purpose and format to follow. “ Technical” or “Business” writing is very different from “Academic” writing. Each has its unique purpose and format to follow.

9. Technical writing is done in the workplace and centers around technical topics. Technical writing has unique characteristics and has specific audiences.

10. Why the Differences? Time management Time management Variety of Readers Variety of Readers Reading for different reasons Reading for different reasons

11. “Differences” Business leaders don’t have the time in their day to sift through many pages, searching for the information they need to know and

12.  Technical writing will have many different readers, reading different parts of the work. - a project manager, financial officer, CEO, and supervisor might all read parts that pertain to their jobs, then discuss as a team the merits of the proposal. “Differences”

13. This PowerPoint will: This PowerPoint will: Explore the differences between academic and technical writingExplore the differences between academic and technical writing Explain the components and style of technical writingExplain the components and style of technical writing

14. Technical vs. Academic Writing

15. Technical versus Academic Knowledge Knowledge You are the expertYou are the expert Knowledge Knowledge You are still a learner

16. Technical versus Academic Audience Audience Technical background, professional s in the fieldTechnical background, professional s in the field Audience Audience Wide range of academics and general audiences

17. Technical versus Academic Criteria for Evaluation Criteria for Evaluation Clear and simple organization,Clear and simple organization, Visually appealing and easy to follow.Visually appealing and easy to follow. Criteria for Evaluation Criteria for Evaluation Depth, logic, clarity, unity and grammar

18. Technical versus Academic Graphics, charts, and numbers are used very frequently to support conclusions Graphics, charts, and numbers are used very frequently to support conclusions  Graphics, charts, and numbers are sometimes used to help explain and demonstrate knowledge

19. Characteristics of Technical Writing Clear, Concise and simply organized. Clear, Concise and simply organized. Repetitive in nature. Repetitive in nature. Highly defined structure/format. Highly defined structure/format. Examples: Lab reports, memos, business letters, technical reports, and proposalsExamples: Lab reports, memos, business letters, technical reports, and proposals

20. Compare These Statements: Looking into Looking into the azure blue sky one could see the golden orb of sun slip gently beneath the western sky. The sun set in the west. The sun set in the west.

21. The left-side description of the sun setting is an example of academic writing and the right-side description is an example of technical writing.

22. Notice that the technical description is clear, concise, and coherent. These three C’s are trademarks of technical writing.

23. Assignment: Find an article out of a Popular Mechanics magazine. Compare the first two or three paragraphs of that article with a passage from one of your favorite novels using the following categories: Find an article out of a Popular Mechanics magazine. Compare the first two or three paragraphs of that article with a passage from one of your favorite novels using the following categories: Content, Organization, Layout, Intended Audience, Purpose, Tone.Content, Organization, Layout, Intended Audience, Purpose, Tone. You should notice a distinct difference in each of the categories, leading to how each is distinct in its clarity, coherence, and conciseness.You should notice a distinct difference in each of the categories, leading to how each is distinct in its clarity, coherence, and conciseness.

25. Style in Technical Writing Writers have unique characteristics. Writers have unique characteristics. Sentence structure, word length word choice, and word order; these are choices we make without being conscious of it. These decisions shape the way we express ourselvesSentence structure, word length word choice, and word order; these are choices we make without being conscious of it. These decisions shape the way we express ourselves Style is personal choice, there is no right or wrong here Style is personal choice, there is no right or wrong here

26. Tone- Expression of an underlying attitude that can be: CasualCasual ObjectiveObjective PersuasivePersuasive Enthusiastic Serious Authoritative Friendly **Always present your material in a positive light. Never let the negative be presented.

27. The following tips lend themselves to better clarity and cohesion in technical writing.

28. Sentence Tips Place the main point at the beginning of the sentence Place the main point at the beginning of the sentence **Don’t make the reader work to find it.

29. Sentence Tips Use one main clause in each sentence Use one main clause in each sentence **more becomes Confusing.

30. Sentence Tips Examine your copy to make sure you vary the sentence length –but aim for 15-20 words per sentence. If you use the same length sentences, the text becomes tedious to read Examine your copy to make sure you vary the sentence length –but aim for 15-20 words per sentence. If you use the same length sentences, the text becomes tedious to read

31. Conciseness Tips  Avoid the repeated use of pronouns, this confuses the reader. Only use a pronoun immediately following the noun it represents. Try to use specific nouns such as the person’s name, or the specific piece of equipment, etc. In place of abstract nouns

32. Assessment of- Assessment of- Classification of- Classification of- Computation of- Computation of- Development of- Development of- Elimination of- Elimination of- Requirement of- Requirement of- Abstract Nouns

33. Conciseness Tips Focus on strong verbs! Assess Assess Classify Classify Compute Compute Develop Develop Eliminate Eliminate Require Require

34. Conciseness Tips Shorten wordy phrases Shorten wordy phrases Replace long words with short ones Replace long words with short ones Leave out clichés Leave out clichés Cut out extra words that are redundant Cut out extra words that are redundant

35. Language Use Tips Distinguish facts from opinions Distinguish facts from opinions Include supportive statements when necessary Include supportive statements when necessary Choose your words carefully Choose your words carefully Avoid using words like “always” and “never”—these box the writer in and create finality Avoid using words like “always” and “never”—these box the writer in and create finality

36. Active Voice Active voice—emphasizes the doer or the subject Active voice—emphasizes the doer or the subject “Joe delivered the pizza within the specified time frame.” Active voice uses one verb “delivered” compared to passive voice which uses a form of the verb “to be” + the verb--- ”was delivered” Almost all technical writing should be done in the active voice, except lab reports.

37. Active Voice helps: Create less wordy sentencesCreate less wordy sentences Places emphasis on the subject—e.g. company or person’s namePlaces emphasis on the subject—e.g. company or person’s name

38. Passive Voice Passive voice—emphasizes the recipient of the action Passive voice—emphasizes the recipient of the action Verbs with the “to be” formVerbs with the “to be” form Emphasize the receiver of the actionEmphasize the receiver of the action Avoid repetitious use of “I” and namesAvoid repetitious use of “I” and names Is it the roses or the receiver of the roses that is important to the giver?

39. Examples of editing for conciseness

40. “the passage of the levy was accomplished through long and hard negotiations, and door to door canvassing.”“the passage of the levy was accomplished through long and hard negotiations, and door to door canvassing.”Revised: “The levy pass through long and hard work.”“The levy pass through long and hard work.”

41. “Confirmation of the voting results occurred yesterday.” “Confirmation of the voting results occurred yesterday.”Revised “The voting results were confirmed yesterday.” “The voting results were confirmed yesterday.”

42. Technical Writing Provides clear communication in the workplace Provides clear communication in the workplace Has unique formats and a specific style of writing Has unique formats and a specific style of writing Creates clarity, conciseness and coherency in writing Creates clarity, conciseness and coherency in writing

43. Closure Welcome to a new style of writing. Hopefully the handouts that accompany these Presentations will help you take your first steps to become a Technical Writer.

44. Report Writing

45. Report writing Before writing a report, the writer should ask What is the purpose of the report? What action is it intended to trigger? Who will read the report? How many people will read it? What do they need to know? What is their current level of knowledge?

46. Report writing cont... * Some considerations: Assembling data: Assembling data: - Direct - look, ask, send a questionnaire, conduct experiments or tests - Personal - who can you write to, speak to, phone, with relevant experience/ knowledge Style: Style: clear, concise English!

47. Report writing cont... Objectivity: Objectivity: - The writer must appear to be neutral. Never use emotive language and always write logically. Back up assertions with evidence

48. Report Writing Stages The five major stages of report preparation are 1. Gathering the data 2. Analysing and sorting the results 3. Outlining the report 4. Writing the rough draft 5. Revising the rough draft

49. Gathering the data Plan what information/results you are going to need Maintain orderly records as the data is gathered The little extra effort required to record the results carefully can be of great value later

50. Analysing and sorting the results During this review, conclusions should be drawn This is best done by first writing down all significant results in no particular order and then sorting them so that the results pertaining to a common factor are grouped together. Once the conclusions are drawn, list them in descending order of importance.

51. Analysing and sorting the results Sort through the information and select only the Relevant data Too much irrelevant information will confuse the reader Do not discard information that contradicts your ideas Consider how to represent your data

52. Analysing and sorting the results Before writing the outline report - Create a limiting sentence SUBJECT SUBJECT The HND module to Report Writing SCOPE SCOPE covering the fundamentals of organizing, writing, and reviewing reports, PURPOSE PURPOSE was written to improve the writing skills of HND students and the overall quality of their reports. This focuses your attention on the scope of the report

53. Outlining the report In the sorting stage concentration is on what results should be presented in a report. how In the outlining stage attention is directed to how these results should be presented.

54. Outlining the report The outline should contain descriptive headings of each significant part of the report. It should show the complete scope of the report, the relation of the various parts of the work discussed, the amount of space to be given each part, the places for inclusion of illustrations, and the conclusions

55. Outlining the report Descriptive headings provide a means of ready reference and aid clarity. The final outline should show the exact form, wording, and value of the headings to be used in the report. The headings, although brief, must serve as a reliable guide to the included material

56. Writing the rough draft Concentrate on what you want to say rather than how to say it. Keep writing down the thoughts as they flow into your mind, following your outline Then review this version—but only for its technical content. Are all of the ideas you wanted to express included? Have you included irrelevant ideas? Does the report organization still seem logical?

57. Revising the rough draft 1. The first review is of the material in the report. In this check ask yourself these questions: Are the conclusions valid? Is sufficient information given to support the conclusions? Is enough background information given to explain the results? Have all irrelevant ideas been deleted? Are the illustrations pertinent and necessary?

58. Revising the rough draft(2) The second review is of the mechanics and organization. Are the subject and purpose clearly stated? Does the report flow smoothly from topic to topic? Are the relations between topics clear? Is each illustration clear and properly labelled? Are all required parts of the report included?

59. Revising the rough draft(3) The third review is of spelling and grammar. Is each sentence written effectively? Are the sentences varied in length and complexity to avoid monotony? Are the words specific rather than vague? Have all unnecessary words been deleted?

60. Language Be clear, concise and correct. Use: – Familiar words technical terms should be defined within the text – Active verbs for majority of the report Avoid – Ambiguity – Loaded words – Clichés e.g. ‘a can of worms’ – Jargon

61. Language cont. Avoid: – Superfluous words and phrases e.g. in order to = to, in the event that = if – Tautology - saying the same thing twice with different words in the same sentence e.g. the brevity of the notice given was far too short – Split infinitives e.g. to boldly go – Double negatives; not never = sometimes

62. Language cont. Avoid – Joining two sentences which are not logically related – Sentences ending with prepositions e.g. to put up with – Long sentences Professional report may have to be written in the third person

63. Spelling and punctuation Spelling – Word processed material should always use the spell checker Word uses the American spelling e.g. formalize not formalise Punctuation – See handout#

64. Report writing cont... Report layout: Report layout: Title page - Title page: title of report, name of the person who wrote it, date, reference no. (if applicable), circulation list. Table of contents - Table of contents: with section and page numbers

65. Report writing cont... - Abstract or summary: Usually written last. Not more than about a 1.5 spaced, 3/4 of a page of A4. Should include the main ‘bones’ of the report for ease of reference.

66. Report Writing Introduction: - Introduction: Background to the report; specify the purpose of the research; terms of reference; reference to similar work being done elsewhere; acknowledgement of any help and cooperation.

67. Report writing cont... Methods of investigation - Methods of investigation: Specify your methods used. If you are writing a systems analysis and design report for example, you may wish to specify the methodology used here. Findings: - Findings: The results of your investigation Conclusions: - Conclusions: Your assessment of these findings and their implications

68. Report writing cont... - Recommendations: - Your suggestions for following up the research contained in the report

69. Report Writing References: - References: a complete list of material directly referred to in the main text. After a quote in the main body of the text you may put (Jones, 1994:78) = author of book used, date of publication, page number. In your references at the back, the entry for this would be: Jones, M A (1994): An introduction to SSADM, McGraw Hill, Maidenhead.

70. Report writing cont... Bibliography: - Bibliography: A complete, alphabetical list of all sources consulted. Appendices: - Appendices: Detailed information which could have cluttered up the main body of the report, i.e. charts, graphs, tables of figures, supplementary information...

71. Report writing cont... Use a numbering system: - Use a numbering system: This can be either decimal or a mixture of numerals and letters. The example on the next slide is the decimal system.

72. Report writing cont... 1. Main section 2. Main section 2.1 first subsection of 2 2.2 second subsection of 2 3. Main section 3.1 first subsection of 3 3.1.1 first subsection of 3.1 etc...

73. Report writing Exercise # – Fog index # An indicator that sentences are too long and there are too many long words – Calculate average number of words in a sentence – Calculate the percentage of words of two or more syllables – How would you write these differently?

74. Summary Remember the 5 stages of report writing Good planning is essential Clear well presented style Subject, Scope and Purpose - limiting sentence Well referenced Recommendations

75. END OF INTRODUCTION