Technical%20Report%20writing(Third%20Year%20Irrigation)1

8/7/2019 Technical%20Report%20writing(Third%20Year%20Irrigation)1

1/49

Technical Report

Writing

By

Dr. Aly El-BahrawyFaculty of Engineering,

Ain Shams University


2/49

Contents

Engineers and Writing

Characteristics of TechnicalStyle

Organization of Formal Report

Example of Complete Report

Word Processing formatting, tables

Computers and Graphics

Spreadsheets

pie and line charts


3/49


4/49


5/49

Characteristics

of Technical Style

Objectivity

neutrality, absence of bias

Precision concrete language, exact dimensions

and units, well-defined terms

Clarity

word choice, completeness, correctness Economy

fewest words for the desired meaning

Audience

general, technicians, experts, executive,mixed


6/49

Objectivity

Means neutrality or the absence ofbias

Subjectivity means personal

perception, with emotions

Denotative (as in dictionary) vsconnotative (subjective meaning)

Impersonality not required


7/49


8/49

Precision

Concrete language Exact dimensions of size,

weight, volume, etc.

Well-defined technical terms


9/49


10/49

Clarity

Completeness

Journalists mind: where, when,who, why and how?

Correctness

usage, punctuation, grammar

Examples

Misplaced modifiers

Careless punctuation


11/49

Clarity Examples

Misplaced modifiers Training sessions will be offered

at several sites covering the

operational characteristics of the

equipment. Training sessions covering the

operational characteristics of the

equipmentwill be offered at

several sites


12/49

Clarity Examples

Careless punctuation The proposal which deals with

administrative computing was

discussed at todays meeting.

The proposal,which deals withadministrative computing,wasdiscussed at todays meeting.

The proposal dealing with

administrative computing was

discussed at todays meeting.


13/49

Economy

Fewest words for the desiredmeaning

Hints to make concise writing:

Delete unneeded words or phrases

Substitute single words for phrases

Avoid there is, it is constructions

Limit use of passive voice

Revise indirect sentences into direct

forms.


14/49

Redundant Expressions


15/49

Phrases versus Verbs


16/49


17/49

Economy Examples

Wordiness There are three assumptions on

which this proposal is based.

This proposal is based on three

assumptions.

Passive voice

Many of these tasks are now

performed by office computers.

Office computers now perform

many of these tasks.


18/49

Economy Examples

Indirectness In an article that was published in

Computerworld, there is an

explanation of this phenomenon

that has been so puzzling to somany.

A Computerworld article explains

this puzzling phenomenon.


19/49

Adaptation to Audience General

define technical terms, use graphics, focus on

how to use

Technicians focus on construction, installation and

servicing, use graphics

Experts design or evaluation of technology

Executives costs, personnel, company politics, summary

and conclusions

Mixed

clear summary, non-technical language, detailsin appendix


20/49

Checklistfor Effective Technical Style


21/49


22/49

Organizing a Formal

Report


23/49

Cover/Title Page

attractive and informative includes four pieces of

information

Project title

Clients name (prepared for)

Your name (prepared by)

Date of submission


24/49


25/49

Letter/Memo ofTransmittal

immediately after title page includes major point from

report

single spacing

ragged edge

one page


26/49


27/49

Table of Contents

very readable white space, indenting, page

numbers

specific and concise

low-level headings may be left

list appendices

use parallel form


28/49


29/49

Formatting

Font (style, size)

Paragraph

Alignment: left, center, right,

justified (left and right)

Line spacing: adapts to size of font

Indentation: temporary setting of margins

Format/Paragraph or Ruler

Special indentsFirst line indentHanging indent

Tabs setting:Default every inchLeft, right, center and decimalLeaders (Format/Tabs/Leader)


30/49

List of Illustrations

may be on separate page number, title and page number

separate the list of tables and

figures


31/49


32/49

Executive Summary

for decision makers free of technical jargon

one page

important conclusions andrecommendations

no reference to body of report

paragraph format

written last


33/49


34/49

Introduction

project description physical setting, reasons for the

study

scope information

objectives, necessary details

report format

preview of main sections


35/49


36/49

Discussion Sections

from facts to opinions collect, verify and analyze data to

develop recommendations

headings and sub-headings

listings to break up long

paragraphs

illustrations

excessive details in appendices


37/49


38/49


39/49


40/49


41/49


42/49


43/49

TableCreating a Menu and toolbars/ruler

Gridlines

Moving around

Entering text

Selecting in a table (cell, row, column)

Changing column width

Menu or ruler (column dividers)

Adding/deleting rows and columns Merging and splitting cells

Adding borders and shading


44/49

Conclusionsand Recommendations

exhaustive list for technical and

management readers

conclusions and

recommendations can beseparate


45/49


46/49


47/49


48/49


49/49

References

A Guide to Writing as an Engineer,D. Beer and D. McMurrey, John

Wiley & sons, Inc., 1997.

Technical Writing: A PracticalApproach, William S. Pfeiffer,

Prentice Hall, 1997.

Technical Communication: ThePractical Craft, Maris Roze,

Prentice Hall, 1997.

Technical%20Report%20writing(Third%20Year%20Irrigation)1

Documents