Workplace Communication Vocational Education and Training Training Toolbox Series ICA11v1.0 Information, Digital Media & Technology Cert I, II and III Workplace Communication Section 5

Writing Technical Reports Workplace Communication Writing Technical Reports

Table of Contents Workplace Communication Section 5 – Writing Technical Reports Report Writing Overview Slide - 04 Structuring a Report Slide - 06 Headings Slide - 18 Numbering Systems Slide - 20 Body Slide - 21 Highlighting Slide - 22 Numbers/Measurements/Formulas Slide - 23 Lists Slide - 24 Visual Information Slide - 25 Report Style Slide - 26

Report Writing Overview Workplace Communication Report Writing Overview Reports allow information to be compiled into one document such as:   Design drawings Analysis, calculations and spreadsheets   Graphs, charts, photos and illustrations   Summaries, minutes and descriptive narrative Conclusions, recommendations and proposals

Report Writing Overview Workplace Communication Report Writing Overview There are four main steps in report writing:   Clarification Investigation   Planning   Drafting and Editing Investigation or research begins with asking some basic questions. A common method to determine objectives is to simply ask the ‘who’, ‘what’, ‘where’, ‘how’, ‘when’ and ‘why’ questions. Writing a report usually requires a number of drafts to ensure a consistent high standard and that the report's objectives are being met. The writer decides how the report will be organised, usually including a simple outline comprising main headings, followed by sub headings.

Structuring a Report Workplace Communication Reports usually contain the following elements:   Title Page Summary   Acknowledgement   Table of Contents   Listing of Tables   Definitions   Introduction Body Conclusion References Appendices

Structuring a Report -Title Page- Workplace Communication Structuring a Report -Title Page- As a lead in to the report it includes:   The name of the company and department The name of the report   The author   The intended audience/readership   Date of the report

Structuring a Report -Summary- Workplace Communication Structuring a Report -Summary- The summary is never more than a page long and contains:   The reason for the report Summary of any research   Information sources   Recommendations   Solutions   Conclusions or proposals

Structuring a Report -Acknowledgement- Workplace Communication Structuring a Report -Acknowledgement- Summary of those who have assisted in the preparation of the report such as:   A person A group of people   Organisations

Structuring a Report -Table of Contents- Workplace Communication Structuring a Report -Table of Contents- A table of contents could contain:   Sections Major headings   Sub headings

Structuring a Report -Listing of Tables- Workplace Communication Structuring a Report -Listing of Tables- Laid out the same way as the table of contents this contains:   Lists of tables Descriptions of each table   List of illustrations   Description of the illustrations

Structuring a Report -Definitions- Workplace Communication Structuring a Report -Definitions- Sometimes called a glossary this page contains definitions for:   Technical terminology Symbols   Unique names   Abbreviations

Structuring a Report -Introduction- Workplace Communication Structuring a Report -Introduction- The introduction provides the reader:   Details about the report Background information   Purpose   Outlines information to be presented

Structuring a Report -Body- Workplace Communication Structuring a Report -Body- Main section of the report this is dependent on the purpose of the report. Some reports could include:   Outcome of projects Experimental report   Observations

Structuring a Report -Conclusions- Workplace Communication Structuring a Report -Conclusions- Concluding statements by the author such as:   How the process could affect the organisation How the information could be used   What further action is required

Structuring a Report -References- Workplace Communication Structuring a Report -References- A list of what information sources were used such as:   Other reports Text books   Journals   Technical papers   Industry publications

Structuring a Report -Appendices- Workplace Communication Structuring a Report -Appendices- Appendices usually include:   Drawings Excerpts   Surveys   Tables   Graphs   Photographs

Headings Workplace Communication There are three general types of headings: Level 1 Level 2 Level 3 .

Headings Reader Writer Workplace Communication Headings help readers to: Be alerted to upcoming topics and subtopics Find their way through long reports Skip what the are not interested in Headings help writers to: Break up long stretches of straight text Be organised Focus on Topics  Reader Writer

Numbering Systems Workplace Communication There are three main numbering systems used in reports they are:   Heading numbering Appendix Page numbering i, ii, iii, iv… Or 1,2,3,4...) Appendix A   Appendix B Appendix C Appendix D 1. HEADING LEVEL ONE 1.1 HEADING LEVEL TWO   1.2 Heading Level Three

Body Workplace Communication When writing the body of a report remember:     Use a single space after a full stop   Use two line spaces between paragraphs   Use a wider margin on the left to cater for hole punching

Highlighting Workplace Communication There are six main methods of highlighting:     Bold   Italicising   Bold Italics Underlining CAPITALISATIONS Colour

Numbers/Measurements/Formulas Workplace Communication Numbers/Measurements/Formulas Numerical content could include:   Calculations   Measurements   Formulas   Summaries of surveys   Financial information

Lists Workplace Communication The basic types of lists are:   In – sentence lists   Numbered lists   Bulleted lists Double column lists Run in heading lists Example   The steel storage area has types of two storage racks: 1) vertical stands, 2) horizontal side rack. Example   Computer Parts RAM chips, motherboards, power sources Printers Laser, inkjet, A3 printers, multipurpose Cabling USB, serial, CAT5, monitor, coaxial Example   The above text is an example of a bulleted list Example   The purchasing procedure included: 1.  Requisition preparation 2.  Requisition approval  3. Purchase order preparation  4.  Purchase order sent to supplier Example   Computer Parts – these would include RAM chips, motherboards, power sources Printers - these would include laser, inkjet, A3 printers, multipurpose Cabling - these would include USB, serial, CAT5, monitor, coaxial

Visual Information Workplace Communication Graphics can represent the following elements:   Objects   Numbers   Concepts   Words Many reports put key definitions in a box or shape, maybe with different colour.

Report Style Workplace Communication Remember when writing technical reports:   Inform do not entertain   Be clear and concise   State facts   Avoid emotive language Write in third person where appropriate Use non-discriminatory language

Workplace Communication End of Section 5