09 technical report

Technical Technical ReportReport

--NIKHIL JOSHI--NIKHIL JOSHI

Definition-Report is usually a peace of factual writing, based on evidence, containing organized information on a particular topic and/or analysis of that topic.

-The word ‘report’ is derived from the Latin term ‘reportare’ which means ‘to bring back’.

Report Writing: Objectives-To present a record of accomplished work- To record an experiment- To record findings and technical specifications- To record schedule and time tables for a long term plan- To document current status- To record and clarify complex information for future reference- To present information to a large number of people (organized info. & recommendations)

Characteristics of Report- Precision: investigation, analysis & recommendations should be given accurately.-Factual details: helps decision making.- Relevance- Reader orientation- Objectivity of recommendations: no self interest- Simple & unambiguous language- Clarity & brevity- Grammatical accuracy-Special format: cover, title page, table content, list of illustrations, letter of transmittal, appendices- Illustrations: tables, graphs, drawings, charts, maps, photographs- Homogeneity: one topic at a time- Documentation: acknowledgement

Types of ReportOn the basis of purpose, frequency or mode of reporting, reports can be classified as following:1- Informative or Analytical (purpose)2- Periodic or Special (frequency)3- Oral or Written (mode of presentation)

Informative & Analytical ReportsInformative reports focus on documenting new information. (Systematic and coherent manner, Explanatory, No recommendations)

Analytical reports assess information in order to propose a course of action. (problem statement, Evolving criteria, Suggesting alternatives and evaluation, Conclusion, Recommendations)

PatternsInductive methodDeductive method

Periodic & Special ReportsAt regular, prescribed intervals in the usual routine of business. (Annually, Semi-annually, Quarterly, Monthly, Fortnightly, Weekly, Daily)

Facts in summarized form, in the lay out of prescribed form, without any recommendation

Special reports for single occasion

Oral & Written ReportsDepending on mode of presentation.

Communicating an impression or observation.

All kinds of report carry legal responsibility.Activities and competence of an employee are reflected in reports.

Formats of Report1-Manuscript(Abstract, Summary, Appendix, Glossary etc.)2-Letter (to outsiders)(Headings, Illustrations, Footnotes)3-Memo (to insiders)(Analysis, Conclusion, Recommendations)4-Preprinted form(Printed form to be filled up)

Prewriting-Understanding the purpose and scope-Analyzing the audience-Investigating the source of information-Organizing the material-Making an outline

TipsPurpose: the objective of your studyScope: extent of coverage

Audience: to meet the needs, interests and background of readers.-add or omit information as per need-add examples-use graphics-use cross references

TipsInvestigating: searching for material, personal observation, conducting personal or telephonic interviews, preparing and circulating questionnaires

Organizing material: order of occurrence, order of importance, or combination of both

TipsMaking outline: correct grammar, coordination, decimal numbering, use of words and phrases, headings and sub headings

Elements of Structure of ReportPrefatory Parts:1-Cover page2-Title page3-Certificate4-Acknowledgement5-Contents6-List of illustrations7-Abstract

Elements of Structure of ReportMain Text:8-Introduction9-Discussion10-Conclusions11-Recommendations

Elements of Structure of ReportSupplementary Parts:12-Appendix/Appendices13-References/Bibliography14-Glossary

Elements of Structure of ReportOptional Elements:15-Frontispiece 16-Letter of transmittal (objective, scope, methodology, highlights of analysis, important results, significance of your study, suggestions, acknowledgements)17-Copyright notice18-Preface19-Summary20-Index

Writing a Report-First draft-Use of visual aids Tables: dependent, independent, Phrase table Graphs: Bar, Pie, Scatter, Pictorial, Area Charts: Organization, Flow, -Drawings & Diagrams-Photographs-Maps

Revising, Editing & Proof Reading-Accuracy of facts-Clarity of expression-Overall organization-Adequacy & appropriateness of the contents to meet the objective-Effective expression-Suitability & conformity of illustrations-Grammatical accuracy-Correctness of layout

ConclusionReport is a major form of technical/business/professional communication.

It can be the description of an event/situation by a person who witnessed/studied it to the person who did not do so.

It can be the description of the conditions that did exist, do exist or likely to exist.

It is formal in nature and is written for specific purpose and audience.

T h a n k y o u …

nnIKHIL IKHIL jjOSHIOSHI

e-mail: [email protected]

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