Writ Tech Report

8/4/2019 Writ Tech Report

1/39


2/39

Khalid Al Murrani, "How to Write a Good Report",2008-09 2

Preface

Without publication, science is dead

(Gerald Piel)

Work, finish, publish

(Michael Faraday)


3/39


Structure

Front matters

Title: What is this?

Author(s) & affiliation: Who wrote this?

Abstract: Summary of the work

Acknowledgements: Who helped?

(Table of Contents)

(List of Tables)

(List of Figures)


4/39


Structure

Body of the report

Introduction: What are we talking about?

Method: How did we measure?

Results: What did we measure?

Discussion: What does it mean?

Conclusions: What should be remembered?


5/39


Structure

End matters

References: Whose work was referred to?

Appendices: Extra information


6/39


Title

Short

Accurate

Informative Include key-words

Allow search engines to find the article

No abbreviations


7/39


Abstract

Summary of work

Should be self-contained (no references)

1-2 sentences for each of the 5 main parts(introduction, method, results, discussion,conclusions) then streamline

High information content


8/39


Abstract

No abbreviations

200-300 words

Best (re-)written last All information should be covered in the body

of the report


9/39


Introduction

Usually too long

Best written last (or at least rewritten). Thework it requires (e.g. background reading)needs to be done first.

Provides background information

Starts wide and focuses quickly

Tries to catch the interest

Introduces each and every new idea,concept, symbol, abbreviation


10/39


Introduction

Places paper in context

Relation to other work

Defines scope and purpose of the work. What problem(s) are we trying to solve?

What question(s) are we trying to answer?


11/39


Introduction

Shows what has been done (by others)before

= literature review

Refer to main authors/works in the field (mostrelevant work)

Refer to most recent work in the field (use Citation

Index)


12/39


Introduction

Shows what has NOT been done before (andwas done in the present work)

Shows WHY the study needed to be done

Objectives


13/39


14/39

Khalid Al Murrani, "How to Write a Good Report",

2008-09

14

Method

Mention all settings, controls, variables,processing, etc.

Assume basic knowledge of the field

Can include photographs and/or diagrams

May include limitations, assumptions, rangeof validity

Describe what was actually done, NOT whatshouldhave been done


15/39


2008-09

15

Results

Purely objective

Only facts and observations No opinions or interpretations!

Text Summarizes most important results of tables and

figures

Guides readers through tables and figures Provides clarifying information

Points to anomalies in the results


16/39


2008-09

16

Results

Figures Label all axes

Mention all units

Use same scaling for figures that need to becompared

Put caption BELOW the figure

Number the figures sequentially

Include the figure immediately afterthe firstreference to it in the text (unless page layoutdoes not permit)


17/39


2008-09

17

Results

Figures

Put all required info on the figure (if possible)not in caption or text

Avoid crowded figures

Avoid the use of color


18/39


2008-09

18

Results

Tables

Label all columns

Mention all units

Put caption ABOVE the table

Number the tables sequentially

Include the table immediately afterthe first

reference to it in the text (unless page layoutdoes not permit)


19/39


2008-09

19

Results

Use EITHER table OR figure for a particularsubset of results

Do not use more decimals in a number thanyou could measure

Give an estimate of the measurement error

Also include negative results

They are often the source of the majordiscoveries


20/39


2008-09

20

Discussion

Only place where the author can and shouldbe less objective

Interpret your results. Did we solve ourproblem(s)? Did we answer our question(s)?

Put results in perspective

Major patterns

Relationships, trends, generalizations

Exceptions to observed patterns andgeneralizations


21/39


2008-09

21

Discussion

Differences with published work or expectedresults

Possible explanations for differences/

discrepancies Point out potential shortcomings

Recommendations for future work

Theoretical implications Possible applications

Possible generalizations


22/39


23/39


2008-09

23

Conclusions

What do you want the reader to remember?

Should be self-contained (no references)

Typically 2-3 paragraphs (1 idea perparagraph)


24/39


2008-09

24

Acknowledgements

Thank all who have directly contributed to thework

Thank any sponsoring organizations

Thank any external reviewer

Do not thank relatives and friends


25/39


2008-09

25

References

All statements, ideas, figures, tables of othersshould be referenced

Cite current AND recent publications

Current: reference (seminal) papers

Recent: show that you know what are the recentdevelopments in the field (use Citation Index, e.g.:

Google Scholar Cited by ). Reference only the works that you have

actually read


26/39


2008-09

26

References

Should be clear enough for the reader to locate it

Should contain: author name(s), title, location, date

Location:

Publisher and city (for books)

Journal name volume and page(s) (for articles)

Conference name, date, and location, and page in theproceedings (for conference papers)

Department and University (for theses) URL (for Web pages)

Follow the imposed format


27/39


2008-09

27

References

Refereed journals are better than conference papers

Conference papers are better than Web sites

Try to avoid Web sites

They are not reviewed

They are transient

try to locate similar information in regular literature

Encyclopedias, textbooks, lab sheets are poorreferences

Review articles are particularly valuable


28/39


2008-09

28

Appendices

Additional material that is only meant fortechnical reading E.g.: mathematical proofs, raw results, circuit

diagrams, Non-essential to comprehension

Further clarify report

Each appendix should contain differentdata/information

Appendices should be referred to in the text


29/39


2008-09

29

Style

Paragraph

One idea per paragraph

One paragraph per idea

First sentence of paragraph is main idea

Rest of paragraph defines the idea

Tense

Passive

Avoid use of pronouns (I, we, you, )


30/39


2008-09

30

Style

Numbering

Number all pages

Number all headings except abstract

Hierarchical numbering of headings

Avoid repetitions

Use formal and impersonal language

Use a consistent style


31/39


2008-09

31

Style

Respect the structure

Use the standard model unless there is astrong reason for not doing so E.g. several radically different parts split up

methods, results (and maybe discussion) per part

Advantages of standard model Helps structure the report

Avoids forgetting essential parts Helps separate data from opinions

Helps readers to do selective reading


32/39


2008-09

32

Grammar

Should be impeccable

Spelling also

Articles

First time a process, part or concept is introduced:

a or an

Subsequently use: the

No article for uncountable nouns (e.g. NOT ahappiness)

Use short sentences


33/39


2008-09

33

General recommendations

Be as brief as possible

Avoid unnecessary abbreviations

Know your audience

Dont repeat the things the reader knows Dont copy the information from the lab sheets

Remove unnecessary words, sentences,

paragraphs Weigh each word Every word should be accurate, justified and

useful


34/39


2008-09

34


The main purpose is to convey information

Dont try to entertain

Good presentation is less important than sound

technical content

Dont over-emphasize format (you are notstudying to be a technical secretary)

Follow the imposed format right from thebeginning


35/39


2008-09

35


Proofread and let it be proofread

Follow preferably the same structure (sub-headings) in methods, results and discussionparts


36/39


2008-09

36


A good report should demonstratecomprehension, not just state facts

Check visibility and readability


37/39


2008-09

37

Summary


38/39


2008-09

38

Bibliography

UNiM Library: DG Riordan, SE Pauley, "Technical report writing today, Houghton Mifflin

Company (Boston), 1999 R Barrass, "Scientists must write: a guide to better writing for

scientists, engineers and students," Routledge (London), 2002 JW Davies, "Communication skills: a guide for engineering and applied science

students," Pearson Education Asia Ltd (Singapore), 2001 JN Borowick, "Technical communication and its applications," Prentice Hall

(New Jersey), 2000 DF Beer, D McMurrey, "A guide to writing as an engineer," John Wiley & Sons,

Inc (New York), 1997 R Ellis, "Communication for engineers: bridge that gap," Arnold (London), 1997 S Goodlad, "Speaking technically: a handbook for scientists,

engineers, and physicians on how to improve technical presentations, ImperialCollege Press (London), 1996

HF Wolcott, "Writing up qualitative research," 2001 JN Borowick, "How to write a lab report," 2000


39/39


2008 09

39

Bibliography

Web: CD Ingersoll, Scientific Writing, http://www.healthsystem.virginia.edu/internet/MTPCI/Introcourse04/9.-

Ingersoll---Scientific-Writing.ppt , 23 Nov 2004 RL Boxman, How to Write a Good Paper, http://www.isdeiv.tavrida.com/instructions.ppt, last accessed:

14 Feb 2005 K Boone, How to Write a Technical Report, http://www.kevinboone.com/howto_report.html, 8 Jul 2004 The Stucture, Format, Content, and Style of a Journal-Stye Scientific Paper,

http://abacus.bates.edu/~ganderso/biology/resources/writing/HTWsections.html, 25 Sep 2003 Scientific Paper Writing, http://www.geocities.com/EnchantedForest/Palace/1170/scipprwrt.html, lastaccessed: 14 Feb 2005

K Kastens, S Pfirman, M Stute, et al, How to Write Your Thesis,http://www.ldeo.columbia.edu/~martins/sen_sem/thesis_org.html, last accessed: 14 Feb 2005

R Irish, Laboratory Reports, http://www.ecf.toronto.edu/~writing/handbook-lab.html, 19 Aug 2002 How to Write a Scientific Paper?, http://www.bioen.utah.edu/faculty/KWH/teach/BE4201/How_to_w.pdf ,

last accessed: 14 Feb 2005 How to Write a Laboratory Report,

http://www.mhhe.com/biosci/genbio/maderinquiry/supp/moorech5.html, last accessed: 14 Feb 2005 G Dillard, The Scientific Paper, http://bioweb.wku.edu/courses/Biol398/Paper/paperText.html, last

accessed: 14 Feb 2005 M Longan, How to Write a Research Report and Give a Presentation,

http://www.valpo.edu/geomet/geo/courses/geo361/presenting.html, last accessed: 14 Feb 2005
http://www.healthsystem.virginia.edu/internet/MTPCI/Introcourse04/9.-Ingersoll---Scientific-Writing.ppthttp://www.healthsystem.virginia.edu/internet/MTPCI/Introcourse04/9.-Ingersoll---Scientific-Writing.ppthttp://www.isdeiv.tavrida.com/instructions.ppthttp://www.kevinboone.com/howto_report.htmlhttp://abacus.bates.edu/~ganderso/biology/resources/writing/HTWsections.htmlhttp://www.geocities.com/EnchantedForest/Palace/1170/scipprwrt.htmlhttp://www.ldeo.columbia.edu/~martins/sen_sem/thesis_org.htmlhttp://www.ecf.toronto.edu/~writing/handbook-lab.htmlhttp://www.bioen.utah.edu/faculty/KWH/teach/BE4201/How_to_w.pdfhttp://www.mhhe.com/biosci/genbio/maderinquiry/supp/moorech5.htmlhttp://bioweb.wku.edu/courses/Biol398/Paper/paperText.htmlhttp://www.valpo.edu/geomet/geo/courses/geo361/presenting.htmlhttp://www.valpo.edu/geomet/geo/courses/geo361/presenting.htmlhttp://bioweb.wku.edu/courses/Biol398/Paper/paperText.htmlhttp://www.mhhe.com/biosci/genbio/maderinquiry/supp/moorech5.htmlhttp://www.bioen.utah.edu/faculty/KWH/teach/BE4201/How_to_w.pdfhttp://www.ecf.toronto.edu/~writing/handbook-lab.htmlhttp://www.ecf.toronto.edu/~writing/handbook-lab.htmlhttp://www.ecf.toronto.edu/~writing/handbook-lab.htmlhttp://www.ldeo.columbia.edu/~martins/sen_sem/thesis_org.htmlhttp://www.geocities.com/EnchantedForest/Palace/1170/scipprwrt.htmlhttp://abacus.bates.edu/~ganderso/biology/resources/writing/HTWsections.htmlhttp://www.kevinboone.com/howto_report.htmlhttp://www.isdeiv.tavrida.com/instructions.ppthttp://www.healthsystem.virginia.edu/internet/MTPCI/Introcourse04/9.-Ingersoll---Scientific-Writing.ppthttp://www.healthsystem.virginia.edu/internet/MTPCI/Introcourse04/9.-Ingersoll---Scientific-Writing.ppthttp://www.healthsystem.virginia.edu/internet/MTPCI/Introcourse04/9.-Ingersoll---Scientific-Writing.ppthttp://www.healthsystem.virginia.edu/internet/MTPCI/Introcourse04/9.-Ingersoll---Scientific-Writing.ppthttp://www.healthsystem.virginia.edu/internet/MTPCI/Introcourse04/9.-Ingersoll---Scientific-Writing.ppthttp://www.healthsystem.virginia.edu/internet/MTPCI/Introcourse04/9.-Ingersoll---Scientific-Writing.ppthttp://www.healthsystem.virginia.edu/internet/MTPCI/Introcourse04/9.-Ingersoll---Scientific-Writing.ppt

Documents

Writ Tech Report