Technical Writing Presentation in United Nations

Technical Report Writing
Qamber Hassan
All Rights Reserved.
The skill of writing is to create a context in which other people can think.
- Edwin Schlossberg
The role of a writer is not to say what we all can say, but what we are unable to say.
~Anas Nin
Technical Report Writing Training

Fundamentals of Technical Report Writing. Characteristics Standard Model Components of Standard Model Implementation in MS Word Report Presentation Planning Laws of good report writing Dos and Donts Exercises
Introduction
A technical report is a formal report designed to convey technical information in a clear and easily accessible format. It is divided into sections which allow different readers to access different levels of information.
Summary
This workshop describes the standard structure of a report and provides a methodology for successfully producing such a report. It Includes a description of the generic structure of a report and variations on this theme.
Fundamentals
The main purpose of a technical report is to convey information. The report should place as few hindrances as possible between the mind of the writer and the mind of the reader. Function is to stimulate the reader. The essence of a successful technical report lies in how accurately and concisely it conveys the intended information to the intended readership.
Fundamentals
Technical Report Writing includes:
Annual Report Project Reports Feasibility Report Primary Research Report Proposals Books Magazines Newsletters Organizational Manuals Scholarly Articles/Journals Software Guides Technical Reports Business Prospectus
Fundamentals
Your report should have clear answers to the following questions
What is the report about? What are you trying to say? Who are you writing for? How long can the report be?
Fundamentals
Keep in mind that not everyone will read the whole report
Your report should start with a summary that can be read in a few minutes. You should arrange things so that key facts and conclusions are very accessible. Ensure that your message will get across even if a person only skims the document.
Fundamentals
It is simply impossible to write a technical document that will be equally easy for everybody to read Write a report that can be understood by the decision makers It's generally harder to write a short report than a long one, because it requires much better organization.
Short reports are likely to be fully read
Fundamentals
Before writing the first word:
Make your mind regarding the message you want to convey Try to define the likely audience:
Technical audience Non-technical, e.g., general public
Taking into account the audiences limitations and the message you want to convey, choose an appropriate outline.
Characteristics of Effective Technical Writing

The four Cs:
Clarity -- it is easily understood by your intended audience Comprehensiveness -- all of the necessary information is present Conciseness -- it is clear without excess verbiage Correctness -- it is grammatical and follows conventions
Components of the Standard Model

Title Page Abstract or Executive summary Acknowledgements Contents (TOC, TOF, TOT) Introduction Background Methodology Sections and sub-sections which make up the body of the report Discussion or interpretation Conclusion Recommendations References bibliography Appendices
Notes
Executive Summary and Abstract: not always needed. Introduction: although not always a section entitled it is needed (e.g., in short reports), an introductory section (e.g., a couple of paragraphs) is always required . Background is required when the history of the problem (or methodology) is long. Otherwise, include as part of the introduction.
Notes Cont..
Methodology must be separate sections when it is relatively long. Conclusion must follow from the main body (must be supported by). Recommendations if short, put at the end of conclusions. Appendices It must be classified and organized to present important data/information not directly relevant to the main body of document.
The Standard Model

It has been widely used in the western world for about 50 years. The first major section is an introduction The last section is a conclusion.
Factual material and measurements are kept completely separate from opinion and interpretation, often in different chapters or sections.
Formal, and rather impersonal, language is used.
Title Page
Title should be precise and informative. Reports for assessment, where the word length has been specified, will often also require the summary word count and the main text word count
Leave the Report Title til last

The report Title needs a lot of thought & first impressions count when looking at a report.
Title Page
Think about the Layout of the front page:
Size and Style of font Colour of font (the bigger the font enables you to use a lighter colour) Use of images and logos
Use the Report Templates via Microsoft Word
Executive Summary
A short summary of the whole report includes scope, important features, results and conclusions. An Executive Summary is a real must if your report is a really lengthy one. An executive summary is easy to create once you have written the complete report Purpose - a short version of the report and a guide to the report. Length short, typically not more than 100 - 300 words
Content - provide information, not just a description of the report.
Acknowledgement
List of people who helped you research or prepare the report, including your proofreaders.
Contents
Numbers and lists all section and subsection headings with page numbers. Table of Content List of figures
List of Tables
Contents
This is another page you will leave until you have compiled the main body of the report. A contents list is only necessary for a lengthy report Give each section of your report a title and cross refer this to a page number Page numbers can be automatically entered by setting the appropriate section of the Microsoft Word Header or Footer
Introduction
States the objectives of the report and comments on the way the topic of the report is to be treated. Leads straight into the report itself. A transition toward the main body of the document. It should take an uninformed reader from a level of zero-knowledge to a level in which the reader is able to understand the main body of the document.
Introduction Components
A good introduction must have:
Motivation (i.e., why is it important?)
General Specific
Background (i.e., what is the history of this issue?) Objectives (i.e., what are you trying to accomplish?) Scope (i.e., what is the focus of your analysis?) Limitations (i.e., what constraints did you face?) Content (i.e., what is in the report?) Organization (i.e., how the report is organized?)
Background
A description of the history behind that particular problem. It may cover previous works on the area and previous attempts to solve the problem. The Background section should set the scene for the reader. It should explain why the information in the report has been put together.
Methodology
A description of the methodological framework you have used in the project, or investigation. It focuses on the theoretical side of the methods. This section of your report should explain HOW the information has been gathered. What were the sources of information? What format did any investigation take? Was any special documentation used to gather information?
Sections and sub-sections

Divided into numbered and headed sections. These sections separate the different main ideas in a logical order.
Discussion or interpretation
A description of the results obtained and analysis of the implications associated with main results. It must be supported by figures and tables to facilitate, not to confuse, the reader
Conclusion
A short, logical summing up of the theme(s) developed in the main text. The How factor! How the implementation of your ideas and recommendations would improve Service Productivity Performance Your assessment of the outcomes
Your evaluation of the benefits

Its your chance to really sell your ideas and recommendations to the reader!
Recommendations
This section allows you to make recommendations based on the findings of your report The recommendations could be for: Change Improvement New Ideas The recommendations should be based on the findings / results detailed in the report
References
Details of published sources of material referred to or quoted in the text (including any lecture notes and URL addresses of any websites used) A listing of books and articles you have used, or consulted, for methodological and nonmethodological issues. Must follow the Harvard Referencing Style
Referencing
Numeric Style
[1] William Shakespeare, Richard III (Act I, Scene I), Quarto 1, 1597. + Easy to use if references do not have to be sorted Difficult to maintain if references need to be presented as a sorted list.
Symbolic (Harvard) Style

Shakespeare, William 1597. Richard III (Act I, Scene I), Quarto 1. + Easy to maintain a sorted list of references. More verbose when citing.
(c) Swansea University. All Rights Reserved.
Bibliography
Other published sources of material, including websites, not referred to in the text but useful for background or further reading. A listing of books and articles you have used, or consulted, for methodological issues.
Appendices
Any further material which is essential for full understanding of your report (e.g. large scale diagrams, computer code, raw data, specifications) but not required by a casual reader
Appendices allow you to add supporting information to your report. You can attach spreadsheets, forms, questionnaires, tables, charts, articles in fact anything that will support the content of your report.
Report Presentation
Presentation
For technical reports required as part of an assessment, the following presentation guidelines are recommended;
Script The report must be printed single sided on white A4 paper. Hand written or dot-matrix printed reports are not acceptable. All four margins must be at least 2.54 cm Do not number the title, summary or contents pages. Number all other pages consecutively starting at 1 A single staple in the top left corner or 3 staples spaced down the left hand margin. For longer reports (e.g. year 3 project report) binders may be used.
Margins Page numbers Binding
Planning the report
Planning
Collect your information. Sources include handouts and notes, the reference books and journals and other documents.
Planning
Keep an accurate record of all the published references which you intend to use in your report, by noting down the following information;
Journal Article author(s) title of article Book author(s) title of book (italic or underlined)
name of journal (italic or underlined)

year of publication volume number (bold)
edition, if appropriate
publisher
issue number, if provided (in year of publication brackets) page numbers

Creative phase of planning

Write down topics and ideas from your researched material in random order. Arrange them into logical groups. Keep note of topics that do not fit into groups in case they come in useful later. Put the groups into a logical sequence which covers the topic of your report.
Structuring the report

Using your logical sequence of grouped ideas, write out a rough outline of the report with headings and subheadings.
Writing the first draft

Keeping the reader in mind begin writing with the main text, not the introduction. Follow your outline in terms of headings and subheadings. Let the ideas flow. Do not worry at this stage about style, spelling or word processing.

If you get stuck, go back to your outline plan and make more detailed preparatory notes to get the writing flowing again. Make rough sketches of diagrams or graphs. Keep a numbered list of references as they are included in your writing and put any quoted material inside quotation marks Write the Conclusion next, followed by the Introduction. Do not write the Summary at this stage.
Revising the first draft
Revising the first draft

This is the stage at which your report will start to take shape as a professional, technical document. When you read through what you have written, you must ask yourself these questions;
Does that sentence/paragraph/section say what I want and mean it to say? If not, write it in a different way. Are there any words/sentences/paragraphs which could be removed without affecting the information which I am trying to convey? If so, remove them.
Diagrams, Graphs, Tables and Mathematics
Diagrams, graphs, tables and mathematics

It is often the case that technical information is most concisely and clearly conveyed by means other than words.
Diagrams
Graphs Tables Mathemati cs
Keep them simple. Draw them specifically for the report.

Draw graphs for the graphical representation of any quantitative data. Draw tables wherever required, complicated tables should go in an appendix. Only use mathematics where it is the most efficient way to convey the information. Longer mathematical arguments should go into an appendix
Diagrams, graphs, tables and mathematics

In the main text you must always refer to any diagram, graph or table which you use. Label diagrams and graphs as follows;
Figure 1.2 Graph of energy output as a function of wave height. In this example, the second diagram in section 1 would be referred to by .see figure 1.2
The Report Layout
The Report Layout

The appearance of a report is no less important than its content. Use a standard, 12pt, font, such as Times New Roman, for the main text. Use different font sizes, bold, italic and underline where appropriate. Leave wide margins (1.25in is good). For formal reports it is also best to use the right justify. Too many changes of type style can look very fussy.
Tools
Make use of the Report Writing tools that Microsoft Word has to offer: Spell check Grammar check Thesaurus Report Templates Justify the text to ensure a consistent look throughout
Check font size, style, colour and headings are consistent

Headings and Numbering
Headings
Use heading and sub-headings to break up the text and to guide the reader. Headings should be based on the logical sequence which you identified at the planning stage but with enough sub-headings to break up the material into manageable chunks. Expect feedback on your report - this could come in writing or verbally
Make it easy for the reader to feedback by numbering important sections of your report
Headings
The use of numbering and type size and style can clarify the structure as follows;
3. METHODS OF HARNESSING WAVE ENERGY 3.1 Shore-Based Systems 3.2 Deep-Water Systems 3.2.1 Duck Devices 3.2.2 Rafts
Numbering
Numbering important parts of the report helps with signposting
Figure 2 shows . Better than the figure on page 3 shows
Things that should usually be numbered

Parts, Chapters and Sections Figures and Tables Equations
Things that can be numbered

Citations
Number Sections
It is easier to use signposting if you label your sections and subsections.
Dissertation or larger document
Part I
Chapter 1.
Section 1.1
Sub section 1.1.1
Report or shorter document
Section 1
Subsection 1.1
Sub-subsection 1.1.1
Word processors can make section labelling automatic and cross-referencing semi-automatic. Learn to use those features. Local rules often override general guidelines
Figures
Give all figures a numbered caption
Figure 1: A Document
Refer to figure in text. Figure 1 shows a document.

Use auto-captioning and cross-referencing.
Tables
Give all tables a caption. Caption goes above table.
Table 1: Fee fie fo fum

Fee Fo Fie Fum
Refer to table in text. Table 1 enumerates useful words beginning with f.

Use auto-captioning and cross-referencing.
Equations
Give all equations a label
b b 4ac 2a
2
(1)
Refer to equation in text. Equation (1) shows the formula for a quadratic.
Use your word processors equation editor to get auto-captioning and cross-referencing.
Citations and References

A rich reference list is considered evidence of wider reading. Critical appraisal of the references with citations in the body of the report is evidence of your understanding of the materials and how your work builds on from them. Your cited sources provide a frame of reference against which you can evaluate your reports contribution to human knowledge
Citations
Two main styles:
Numeric
According to Shakespeare [1] winters discontent is now made glorious by this son of York. Now is our winter of discontent made glorious summer by this son of York [1].
Symbolic
According to Shakespeare [1597] winters discontent is now made glorious by this son of York. Now is our winter of discontent made glorious summer by this son of York [Shakespeare, 1597].
Finalizing the report and proofreading

Your report should now contain an introduction, main text in sections, conclusions, properly formatted references and bibliography and any appendices. Now you must add the page numbers, contents and title pages and write the summary.

When you have finished your report, and before you staple it, you must check it very carefully yourself. You should then give it to someone else to read carefully and check for any errors in content, style, structure and layout. You should record the name of this person in your acknowledgements.
Two useful tips

Do not bother with style and formatting of a document until the penultimate or final draft. Do not try to get graphics finalized until the text content is complete.
How to Repeat Yourself

Say what you will say (in brief) in the Summary
Say what you will say (in more detail) in the introduction
Say what you have to say (in full in the body) with signposting Say what you have said (in the conclusions) Emphasise the good bits in an extended abstract or executive summary
How to Signpost
Open each section with a statement of context:
In the [last section] we . In [this section] we now
Close each section with a statement of context:

In this [section] we . In the [next section] we will
Provide cross references

As we saw in [a previous section] As we will show in [a later section]
Report Writing Tips

Use templates to create the look that is right for your report simple Using a graphic which is relevant to your report is a great idea. If you havent got a graphic remember the company logo. TOP TIP You can insert a graphic / logo into the Header or Footer (great, consistent effect!). Use bullet points to create interest on a page of text as well as highlighting specific points.
Ten Laws of Good Report Writing

1. The reader is the most important person.
2. Keep the report as short as possible.

3. Organize for the convenience of the report user.
4. All references should be correct in all details.

5. The writing should be accurate, concise and unobtrusive.

6. The right diagram with the right labels should be in the right place for the reader. 7. Summaries give the whole picture, in miniature. 8. Reports should be checked for technical errors, typing errors and inconsistency. 9. The report should look as good as it is. 10. The reader is the most important person.
Nevertheless, laws can be broken only on the basis of knowledge
Dos and Don'ts
dos and don'ts

Write positive language.
Dont use: Access to student information is not authorized for any parties except Enrollment Services. Employees who have access to student information are not allowed to share that information with non- affiliated third parties if you have not authorized it. Access to student information is authorized only for Enrollment Services purposes. Employees who have access to student information are required to protect and keep it confidential.
Do use:
Dont write in upper case for more than A WORD OR TWO.
dos and don'ts
dos and don'ts

Avoid giving too much data.
Too much data gives the impression that the writer don't have much to say. Include only a summary of experimental data in a report
Avoid poems and other non-technical material

Avoid computer program listings and long mathematical proofs.
Do you really think that anyone will want to read them?
dos and don'ts

It is a bad idea to include statements about
how difficult the work was

how the report would have been better had the author had more time.
Dos and Donts

Decide what the objective of the report is
Write down the objective

Always have in mind a specific reader Decide what information you need to include Have access to a good dictionary Identify someone who can provide feedback
Sentence and paragraph length

There is nothing clever about writing long, complex sentences. For technical writing it is simply wrong. You must get used to the idea of writing sentences that are reasonably short and simple.
A sentence should contain a single unit of information.

Check your sentences for faulty construction.
Use parentheses carefully.
Bullet points and enumerated lists

If the sentences in a paragraph need to be written in sequence then this suggests that there is something that relates them and that they form some kind of a list. The idea that relates them should be used to introduce the list.
Bullet points and enumerated lists

The following is much simpler and clearer: To get to university on time for a 9.00am lecture: 1. Set alarm before going to bed the previous night 2. Get out of bed when the alarm goes off 3. Take a shower 4. Get dressed 5. Have some breakfast 6. Walk to the tube station 7. Buy ticket 8. Catch next train to Stepney Green 9. Get out at Stepney Green
10. Walk to the University
Using the simplest words and expressions possible

Replace difficult words and phrases with simpler alternatives. Avoid stock phrases. Avoid legal words and pomposity.
Avoid jargon.
We will deal with each of these in turn.
Replace difficult words and phrases with simpler alternatives

Word/expression to avoid utilise facilitate Simple alternative use help
at this time
in respect of commence terminate ascertain
now
about start end, stop find out
Avoid stock phrases

Bad There is a reasonable expectation that ... Owing to the situation that Good Probably Because, since
Should a situation arise where

Taking into consideration such factors as Prior to the occasion when At this precise moment in time Do not hesitate to I am in receipt of
If
Considering Before Now Please I have
Avoid legal words

Avoid legal words like the following:
forthwith Hereof thereof henceforth hereto thereat whereat hereat herewith therein
The aforementioned people have agreed which should be changed to A and B have agreed
Avoid Jargons
Expressions like RAM, Poisson distribution, FA Cup, and distributor cap are examples of jargon. In general, jargon refers to descriptions of specific things within a specialised field. The descriptions are often shorthand or abbreviations.
Avoiding unnecessary words and repetition

Bad The product is not of a satisfactory nature The product is not of a satisfactory character After specification we are in a position to begin detailed design We are now in the situation of being able to begin detailed design Within a comparatively short period we will be able to finish the design Good The product is unsatisfactory The product is unsatisfactory After specification we can begin detailed Design We can now begin detailed design Soon we will be able to finish the design
Using verbs instead of nouns

Bad He used to help in the specification of new software Acid rain accounts for the destruction of ancient stonework When you take into consideration Good He used to help specify new software Acid rain destroys ancient stonework When you consider
The analysis of the software was Fred analysed the software performed by Fred
Using active rather than passive style

Bad The report was written by Bloggs, and was found to be excellent The values were measured automatically by the control system It was reported by the manager that the project was in trouble The stability of the process is enhanced by co-operation Good Bloggs wrote the report, and it was excellent The control system measured the values automatically The manager reported that the project was in trouble Co-operation improves the stability of the process
Using personal rather than impersonal style

Bad Good The current research work of the I also describe my current author of this report is also research work described However, it is the writers belief that this situation should not have occurred Examination and discussion of the results obtained, are necessary before a decision can be taken However, I believe this situation should not have occurred We must examine and discuss the results before we decide
Explain new ideas clearly

Use examples
Use analogies
Use a diagram
Avoiding common vocabulary and spelling errors

affect: verb meaning to influence adverse: adjective meaning unfavourable principle: noun meaning a standard or rule of conduct stationery: noun meaning writing materials advice: noun meaning recommendation effect: noun meaning result or verb meaning to bring about averse: adjective meaning opposed to or disinclined principal: adjective or noun meaning most important stationary: adjective meaning not moving advise: verb
Abbreviations
Always avoid abbreviating words out of laziness. Never write approx. for approximately Never write e.g. for for example.
A long title, such as Tottenham Hotspur Football Club, should not be abbreviated if it is used only once in a document. However, if it is used more than once then it can be abbreviated to its initials THFC providing that the first time it is used you write the full title with the initials in brackets or vice versa.

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Technical Report Writing

All Rights Reserved.

All Rights Reserved.

All Rights Reserved.

Technical Report Writing Training

All Rights Reserved.

All Rights Reserved.

All Rights Reserved.

All Rights Reserved.

All Rights Reserved.

All Rights Reserved.

Short reports are likely to be fully read

All Rights Reserved.

All Rights Reserved.

Characteristics of Effective Technical Writing

All Rights Reserved.

Components of the Standard Model

All Rights Reserved.

All Rights Reserved.

The Standard Model

Leave the Report Title til last

All Rights Reserved.

Use the Report Templates via Microsoft Word

All Rights Reserved.

Content - provide information, not just a description of the report.

All Rights Reserved.

All Rights Reserved.

All Rights Reserved.

All Rights Reserved.

All Rights Reserved.

All Rights Reserved.

All Rights Reserved.

Sections and sub-sections

All Rights Reserved.

All Rights Reserved.

Your evaluation of the benefits

All Rights Reserved.

All Rights Reserved.

Symbolic (Harvard) Style

(c) Swansea University. All Rights Reserved.

All Rights Reserved.

All Rights Reserved.

All Rights Reserved.

Margins Page numbers Binding

Planning the report

All Rights Reserved.

All Rights Reserved.

name of journal (italic or underlined)

issue number, if provided (in year of publication brackets) page numbers

Creative phase of planning

All Rights Reserved.

Structuring the report

All Rights Reserved.

Writing the first draft

All Rights Reserved.

Writing the first draft

All Rights Reserved.

Writing the first draft

Revising the first draft

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Revising the first draft

Diagrams, Graphs, Tables and Mathematics

All Rights Reserved.