Effective Report WritingBYKRUSHANTH REDDYPart 1

Presentation OutlineImportance of report writingKeys to effective report writingStructureFormat & MechanicsStyleEditingResources

Need for communicationReportsArticlesProposalsMeetingsLecturesConferencesspecific technical audiencegeneral technical audiencenon-technical audienceHow well you communicate Will affect your career!

Why reports are so importantMajor channel for communicating informationPart of a Student workPart of any Professional WorkTool for Decision Making Writing is an essential skill for a successful Professional

What is a good report?A good report should be one, which effectively conveyswhat the outcome of the project is or what the writer wants to say.

Keys to effective report writingUnderstand your subject matter Analyze constraints:AudiencePurposeOccasion

Know your audienceWho they areWhat they knowWhy they will readHow they will read

Identify the purposeTo Inform?To Convince?

Recognize the occasionFormatFormalityPolitics and ethicsProcess and deadline

Report writing processAnalyze constraintsOrganize informationWrite first draftEdit and reviseFinalize

How are reports assessed by reader?StructureHow information is organizedFormFormat: layout, typographyMechanics: grammar, punctuation, spellingStyleThe way you communicate

StructureFront matterPresents preliminary information for the reportMain bodyExplains report's content to primary audienceDiscusses results and presents conclusionsBack matterProvides secondary information to all readers as well as primary information to secondary readers

Front MatterTitle pageSummary Table of contentsPreface, acknowledgements, lists of tables and figures, notation

Pages numbered with roman numerals (except front one)

Front matter title pageOrients reader to content of documentTitleAuthorDate

Front matter summaryEntire information in its essencePreciseNon-technical language Most important part of the report Reader will decide whether to read further or not)

Front matter table of contentsLists various sections used in the report with their starting page number

Main BodyIntroductionDiscussionConclusion

Pages numbered with Arabic numerals

Main Body introductionTopicImportanceBackgroundScope and limitationsLeads the writer to the main body

Main Body discussionDiscusses your work in depthChoose logical flow of information: ideas follow each other naturallyChronologicalSpatialParallel partsFlowSection headings descriptive & parallel

Main Body conclusionMatter-of-fact kind of a sectionDo not introduce new information RecommendationsFuture work

Back MatterReferencesAppendices

Continue page numbering with Arabic numerals following conclusion

Back matter - ReferencesComplete and accurate list of all the literature sources you have consulted Make sure a source listed is cited in the textSeveral standard bibliographic formatsASCE: http://www.pubs.asce.org/authors/index.html#refCJCE:http://pubs.nrc-cnrc.gc.ca/rp/rppdf/cjce_instruct_e.pdf

Back matter - appendicesSupply additional information for secondary audiencesSupply secondary or tangential information to primary audienceSeparate appendices for different types of information

Structure of reportTitle pageSummary Table of contentsIntroduction DiscussionConclusionsRecommendationsReferences and Appendices

FormatThe way a document is arrangedNo universal formatDifferent formats to serve particular audiences, purposes, and occasions Follow the format that is expected or required for specific situationMake the reading process efficient

IllustrationsTablesFigures

Illustration - tablesUsed to display significant data or key findingsEach column of the data tabulated should be described by a headingVariables should be clearly identified by a symbol or nameUnits should always be clearly noted

Illustration - tablesNumerical data should be reported to relevant accuracyTables are identified by their captionsmust be referenced in the textshould appear after they have been cited

Sample of a table

Illustration - figuresAny graphs, flow diagrams, drawings, or picturesGraphs should be as clear as possibleDetermine a suitable scale for each axis, and label it with the quantity it represents and the units of measurement in bracketsUse different symbols for various data sets plotted on the same graph, include a legend or label identifying them Figures are identified by their captionsmust be referenced in the textshould appear after they have been cited

Sample of graph

MechanicsAvoid common errors of GrammarPunctuationUsageSpelling

StyleShort paragraphs and sentences One idea per paragraphSmooth and logical flow of ideasBe precise, avoid being vague

LanguageRemember that reports will be judged on:technical contentclarity & ease of understanding of written text choice of wordinggrammatical correctedness

Report writing processAnalyze constraintsOrganize informationWrite first draftEdit and reviseFinalize

EditingAllow time to edit and proofread before submissionContent correct, appropriate & complete?Delete unnecessary wordsRewrite unclear sentencesClean up grammatical errorsLook out for misspelled words

StyleShort paragraphs and sentences One idea per paragraphSmooth and logical flow of ideasBe precise, avoid being vague

Beware of Plagiarism

Images downloaded from the web: Greece.*jayborela - effective Presentation