Fall 2006 town meetingFall 2006 town meeting To further explore communication ethics we will To further explore communication ethics we will

hold a town meeting in class. At this meeting, hold a town meeting in class. At this meeting, engineers will present to the public a water-engineers will present to the public a water-quality plan for a proposed new regional airport quality plan for a proposed new regional airport in east Texas. in east Texas.

Be sure to come to class on Wednesday, Be sure to come to class on Wednesday, November 2, to choose what “character” you November 2, to choose what “character” you want to play in the meeting on 11/9. Five want to play in the meeting on 11/9. Five communities will be represented:communities will be represented: Engineers, regulators, industry representatives, Engineers, regulators, industry representatives,

homeowners, environmental groups. homeowners, environmental groups. A facilitator and the media will also be there. A facilitator and the media will also be there.

Report StructureReport Structure

Finalizing your project and preparing your

recommendation report

Project FrameworkProject Framework (graded assignments)(graded assignments)

Define the problemForecast solutionsIdentify the research questionsEstablish selection criteria

Establish final research methods

Research and interpret information

Reach conclusions

Arrive at recommendation

Memo

Proposal

Oral Progressreport

Report draft

Final reportPresentation

Report Draft SpecificationsReport Draft Specifications

Check Report Draft (under Writing Assignments) for specifications to use when writing the draft of your final report.

Read the Sample Final Report for ideas about organization of information in your report.

These are the parts of your final These are the parts of your final report: some are optional. report: some are optional.

Front MatterFront Matter CoverCover Letter of transmittalLetter of transmittal Title pageTitle page Table of contentsTable of contents

• List of figures and tables List of figures and tables (optional)(optional)• List of abbreviations and/or symbols List of abbreviations and/or symbols (optional)(optional)

BodyBody Back MatterBack Matter

List of References or Works CitedList of References or Works Cited AppendicesAppendices

= needed for draft

Let’s talk about the body parts first.Let’s talk about the body parts first.

Includes all narrative sectionsIncludes all narrative sections Executive SummaryExecutive Summary IntroductionIntroduction description, analysis, and evaluation description, analysis, and evaluation

sectionssections Conclusions Conclusions RecommendationsRecommendations

Drafts should be about 7/8 complete.

Executive SummaryExecutive Summary

Covers Covers brieflybriefly these items: these items: Problem/Need definitionProblem/Need definition Purpose of studyPurpose of study Purpose of reportPurpose of report Methods of studyMethods of study Main conclusionsMain conclusions RecommendationsRecommendations

• including costs and benefitsincluding costs and benefits

IntroductionIntroduction

Prepares reader for discussion sectionsPrepares reader for discussion sections Includes these items:Includes these items:

Background: who has the problem or need?Background: who has the problem or need? Problem definition Problem definition in detailin detail Previous workPrevious work

Purpose of projectPurpose of project ExpandExpand on summary on summary

Purpose of report – reiteratePurpose of report – reiterate

Introduction (con.)Introduction (con.)

Scope and limitations (if any)Scope and limitations (if any) Overview of procedureOverview of procedure

Organizational overview of reportOrganizational overview of report

Description and analysis sectionsDescription and analysis sections

Methodology (can be part of Intro. if short)Methodology (can be part of Intro. if short) Kinds of researchKinds of research Other activities (testing, calculations, surveys, Other activities (testing, calculations, surveys,

etc.)etc.) Solutions InvestigatedSolutions Investigated

Thoroughly defined and describedThoroughly defined and described Why others not considered?Why others not considered?

CriteriaCriteria Thoroughly definedThoroughly defined Tied to client’s needsTied to client’s needs

Evaluation section (s)Evaluation section (s)

EvaluationEvaluation Application of criteriaApplication of criteria

• criteria prioritized or weighted?criteria prioritized or weighted? BalancedBalanced analysis of alternativesanalysis of alternatives

If you’re presenting lots of data, consider a If you’re presenting lots of data, consider a “Factual Summary” at end of these sections.“Factual Summary” at end of these sections. Sample Report Sample Report has an example. has an example.

ConclusionsConclusions

Start on new page!Start on new page! Summary of evaluation/findingsSummary of evaluation/findings

Findings for Findings for allall solutions based on solutions based on allall criteria criteria

Formatted in point or bullet form, preferablyFormatted in point or bullet form, preferably Organize by criteria or alternative solutions?Organize by criteria or alternative solutions?

NotNot a recommendation a recommendation No new informationNo new information

RecommendationsRecommendations Use active voice:Use active voice:

“Firm Ideas recommends that ERC Properties use the Double Stud Wall as the common wall in their new complexes.”

Focus on implementation (could be new info.)Focus on implementation (could be new info.) manufacturers?manufacturers? contractors?contractors?

Include cost (if possible)Include cost (if possible) Include benefitsInclude benefits

Verb Tenses: when to use Verb Tenses: when to use present tensepresent tense

To state theory or established knowledgeTo state theory or established knowledge To say what your document presents or To say what your document presents or

concludesconcludes

Use mainly in Introductions and ConclusionsUse mainly in Introductions and Conclusions ..

Introduction: “Researchers have long known that these microbes destroy contaminants in soil.”Conclusions: “Of the materials tested, high yield strength steel has the lowest strength to density ratio at 9 psi/kg/m3.”

Use Use past tensepast tense . . . . . . To describe To describe what you didwhat you did To describe previous work on your topicTo describe previous work on your topic To set up a To set up a historical continuumhistorical continuum

Use in Introduction, Procedure, Methodology, and Background sections.

“Researchers have long known that microbes can destroy contaminants in soil. By the 1980s they isolated particular microbes.”

“In 1922, Einstein published the final version of his relativity theory.”

“The mixture was heated to a temperature of 1000 celsius.

Use future tense . . . Use future tense . . .

To outline recommendations for future work To outline recommendations for future work or actionor action

Use mainly in Recommendations.Use mainly in Recommendations.““Adopting this pavement repair method will save Adopting this pavement repair method will save TXDoT thousands of dollars annually.”TXDoT thousands of dollars annually.”

Don’t use this tense to state what your report shows!

“This report will present the results of the study.”

“This report presents the results of the study.”

IntroductionsIntroductions

Use mainly a combination of past and present Use mainly a combination of past and present tensetense past tensepast tense to give background of problem or to give background of problem or

situation or previous researchsituation or previous research presentpresent to state general theories and knowledge to state general theories and knowledge present present to say what your document coversto say what your document covers

Table of ContentsTable of Contents Don’t include more than two levels.Don’t include more than two levels. Be sure to check all headings against the report Be sure to check all headings against the report

proper.proper. To add dots between heading and page number, To add dots between heading and page number,

choose a “leader” style in the Tabs box under choose a “leader” style in the Tabs box under Format – be sure to set your tabs first.Format – be sure to set your tabs first.

The TOC will change as your report evolves, but The TOC will change as your report evolves, but it’s helpful to have this outline right from the it’s helpful to have this outline right from the beginning.beginning.

Report TitlesReport Titles

Sludge DisposalSludge Disposal Environmental Environmental Assessment of Sub-Surface Assessment of Sub-Surface Disposal of Municipal Disposal of Municipal Wastewater Treatment Wastewater Treatment SludgeSludge

• Give specific information about subject of report.• Be as brief as possible.

Misleads the reader!Misleads the reader! Better!

How much information is enough in your How much information is enough in your report’s title?report’s title?

The Prevalence of Sub-Surface The Prevalence of Sub-Surface Migration of Arsenic, Migration of Arsenic, Selenium, PCBs, Aldicard, and Selenium, PCBs, Aldicard, and Lead at Selected Municipal, Lead at Selected Municipal, Industrial, and Abandoned Industrial, and Abandoned Waste Land Disposal SitesWaste Land Disposal Sites

Migration of Hazardous Migration of Hazardous Chemical Substances at Chemical Substances at Land Disposal SitesLand Disposal Sites

Management reader gets the point!

How do you grade a report How do you grade a report draftdraft? ? Drafts are graded by me.Drafts are graded by me. Drafts are graded as a work-in-progress with Drafts are graded as a work-in-progress with

the following requirements:the following requirements: 7/8 complete in content 7/8 complete in content correct structure and consistent formatcorrect structure and consistent format second draft, not firstsecond draft, not first in-text citations madein-text citations made holes identified and explained holes identified and explained in notes to mein notes to me::

• missing graphics – what will be there?missing graphics – what will be there?• missing textmissing text• format requirements to come laterformat requirements to come later