Writing technical papers and reports Integrated Disease Surveillance Programme (IDSP) district surveillance officers (DSO) course

2 Preliminary questions to the group Do you have to write technical reports? If yes, what difficulties did you face? What would you like to learn about technical writing?

3 Outline of the session 1.Types of reports 2.The six “S” of technical writing 3.Common errors to avoid

4 Audiences for which a district surveillance officer may need to write Administrators District health officials State surveillance unit Elected representatives Reports

5 Types of report that a district surveillance officer may need to write Initial “First information report” Full outbreak investigation report Rapid assessments Scientific publications Reports

6 General framework of an outbreak investigation report (1/2) Executive summary Background  Territory, origin of the alert, time of occurrence, places, staff met Methods used for the investigation  Epidemiological methods Case definition Case search methods, data collection Analytical studies if any Data analysis  Laboratory methods  Environmental investigations Reports

7 General framework of an outbreak investigation report (2/2) Major observations / results  Epidemiological results (population at risk, time, place and person characteristics)  Experience/expected outcome of affected, Pathogen involved, laboratory diagnosis  Environmental investigation results  Current status of transmission, control measures adopted/ initiated Conclusion: Diagnosis, source, vehicles Recommendations Reports

8 Annexes of an outbreak investigation report TIME: Epidemic curve PLACE: Map  Spot map  Map of incidence by area PERSON: Table of incidence by age and sex Analytical study results if any Relevant figures to illustrate the source / vehicle(s) Reports

9 The six “S” of technical writing 1.Simple 2.Short 3.Structured 4.Sequential 5.Strong 6.Specific The six “ S ”

10 The six “S” of technical writing 1.Simple Use simple words to explain what is meant Explaining the concept to a lay person Don’t use jargon technical or statistical jargon 2.Short 3.Structured 4.Sequential 5.Strong 6.Specific The six “ S ”

11 Writing simply  Primary data on number of cases and death for two age groups (under five and above five) due to diseases / syndromes listed above are collected using a uniform format by all reporting units Facilities report cases and deaths for 12 diseases among two age groups The six “ S ”

12 The six “S” of technical writing 1.Simple 2.Short < 10 pages, < 5 tables / figures Use short sentences with one idea each Split complex sentences Cut unnecessary elements 3.Structured 4.Sequential 5.Strong 6.Specific The six “ S ”

13 The summary The audience of your report may be too busy to read it completely Always add a summary of:  < one page  < 300 words Structure your summary with subheadings "I'm sorry to write you a long letter. I had no time to write a shorter one” Mark Twain The six “ S ”

14 The six “S” of technical writing 1.Simple 2.Short 3.Structured Have headings, subheadings Write under the high level outline Follow the logic argument 4.Sequential 5.Strong 6.Specific The six “ S ”

15 Using high-level outlines Skeleton of the report in bullet points Outline of various sections  Spell out all titles  Use outline format of word processors  Summarize each paragraph with a bullet point List of tables and figures  Spell out titles Reach consensus with contributors on the outline Expand when the outline is strong and clear The six “ S ”

16 The six “S” of technical writing 1.Simple 2.Short 3.Structured 4.Sequential Take the reader by the hand step by steps Start each sentence where the previous ended 5.Strong 6.Specific The six “ S ”

17 Being sequential  The pipeline was repaired on 31 July. This was followed by a sharp decrease of incidence after one cholera incubation period. Moreover, cholera was isolated from stool specimens. The first two sentences are sequential, not the third The six “ S ”

18 The six “S” of technical writing 1.Simple 2.Short 3.Structured 4.Sequential 5.Strong  Use the verb as the centre of gravity  If the verb is weak, the sentence is weak 6.Specific The six “ S ”

19 Using the right verbs  We conducted an investigation of the outbreak We investigated the outbreak  We took a sample of the population We sampled the population  We made an assessment of the situation We assessed the situation The six “ S ”

20 The six “S” of technical writing 1.Simple 2.Short 3.Structured 4.Sequential 5.Strong 6.Specific Say clearly and exactly what you want to say Do not paraphrase Prefer numbers to qualifiers The six “ S ”

21 Being specific  The village was very affected and the disease was severe The attack rate was 13%, with a case fatality of 3% and 23% of case-patients hospitalized  Health workers are not aware of case definitions Of 23 health workers interviewed, 35% could not quote the reporting criteria for measles The six “ S ”

22 Avoid passive voice Passive voice  Suggest lack of ownership in the process  Imprecise  OK if subject is unknown or irrelevant Active voice  Reflects the responsibility taken  Precise  To use by default (use grammar checkers) Common errors

23 Examples of passive and active voice use Passive voice  A study was conducted  A sample was selected  Questionnaires were administered Active voice We conducted a study We selected a sample Field workers administered the questionnaires Common errors

24 Avoid the wrong terms to document the level of evidence  Show (Leave it to music hall) Indicate  Prove (Leave it to mathematicians) Indicate  Reveal (Leave it to photographers) Indicate (or suggest)  It appears (Leave it to crystal balls) Spell out what data suggests that Use suggest for indirect / partial evidence and indicate for clear / direct evidence Common errors

25 Get rid of “should” “Should” is passive and vague Use the “find” function of word processors to hunt your “should”  Tuberculosis patients should be counselled Use imperative Counsel tuberculosis patients Explain why it “should” be done Counselling will decrease default rates Do both Counsel tuberculosis patients to decrease default rates Common errors

26 Don’t be the bearer of bad news Avoid general, undocumented, finger- pointing, negative statements:  The district medical officer has not even started programme implementation in this district Prefer specific, documented, diplomatic opportunity statements: Review of 6 out of 7 indicators indicated that the programme is still at an early phase in the district, allowing for some adjustments Common errors

27 Say it well, say it once The same information is displayed in duplicate  In two locations in the text  In two tables  In a table and in a graph  In the text as well as in the table or/and figure The information needs to be presented only once, and in the place that is most appropriate to serve the point made Common errors

28 Be technical, not anecdotal Avoid reporting anecdotal events that do not contribute to the technical aspects of the report  The District Medical Officer and the Assistant Secretary of Health joined a team comprised of myself and three field workers to go to the site of the outbreak that could not be reached before three days because of rains Focus on technical aspects Because of logistical constraints the rapid response team initiated the investigation on 16 March 2003  You could actually omit the logistical constraints as the reason does not really matter Common errors

29 Be objective, not subjective Subjectivity: The author is writing from the psychological perspective of the reader or writer  Subjective considerations (e.g., interests, surprises, shock) vary and are more likely due to backgrounds or transient feelings than from facts Focus on the ideas that are relevant to the issues examined and on the consistency of hypothesis with available evidence  Objective statements Common errors

30 Take home messages 1.Write for your audience, not for yourself 2.Place a six “S” checklist above your desk 3.Identify and eliminate your errors