REPORT WRITING

SUMMARY

How We Communicate3

• CVs, Resumes

• Email, Web site, FAQs

• Letters, Newsletters, Brochures, Articles, Catalogs

• Advertisements, Notice Board, Pamphlets, Signs, Press Release

• Presentations, multimedia, talks

• Reports, Manuals, Proposals, Books

Reports Audit

• Types of Reports

• How to Write Reports

• Computer Reports

• Anatomy of a Report

• Sales Proposals

• Future of Reports

Principle 1: Writing IS a PROCESS

•Forget the myth of the perfect first draft

•Multiple drafts lead to better reports

•Using “stream of consciousness” writing does not make for good reporting

•Your process may be unique to you

•To complete the process of writing, you have to plan the time to write (Avoid “the night before class” syndrome)

Principle 2: Writing is a simple process

(But no one said it was easy)

Prewrite

Write

Rewrite

Prewrite

• Gather your data and writing materials

• Write a preliminary summary (the “elevator” exercise)

• Organize your data– What defines the issue?– What describes what was done?– What shows the results, the impact?

• Make notes on what you want to say

in other words …

• Three phases of report writing– Exploratory phase – Implementation phase– Improvement phase

• Exploratory phase (MAPS)– Message

• Design for ergonomics is important • Simple design guidelines exist for ergonomic

design. Here are some good and bad examples.

Report Writing

• Audience: – Engineers with no knowledge of ergonomics.

• Purpose: – Exercise good report writing skills. Learn about ergonomics in

design.

• Scope: – Introductory with focus on design aspects rather than anatomy.

• Collect information:– Library, catalogs, professional experts, original

research.– In the case of ergonomics: mostly library search

Implementation phase (PWRR) Plan, Write, Relax, Revise

Plan!• Spend as much time planning as writing!• Planning prevents “wondering what to do next”.• Revise plans as necessary but keep planning.• Select the concepts to be presented from

information gathering stage.• Make an outline to organize and give order to your

presentation [report]

Reports

• Plan– Make a list of most important points and separate them from

supporting material. – The supporting material should be enough to assure the subject

comprehension, not overwhelming the reader.

• Write – Use the outline to write a rough draft.– Just get the ideas on paper - don’t bother with grammar.

• Relax– Rest or do something else for a day or two.– Allow your mind to become more objective in critically reviewing

the work.

Reports

• Revise1st revision:

• Check for accuracy and validity of statements, charts, and equations. Cross misleading or confusing information.

2nd revision:• Strive for clarity. • Use simple non-confusing statements.• As a rule of thumb, each statement should not be

more than two lines. But avoid too many short sentences …

Reports

* 2nd revision cntd– Avoid jargon not known to readers.– Avoid complicated drawings.– Match the report to the interest, need, and

technical level of audience.– Under-estimate the knowledge of the

audience.

* 3rd revision: CCC– Improve the report organization and layout– Check content, spelling, tone, etc

Report Components

• Title Page– Name of report (all caps)– Name, title, organization of receiver– Author’s name, title, organization– Date submitted

Report Components

• Table of Contents– Show beginning page number where each

report heading appears– Connect page numbers with leaders (spaced

dots)

Report Components

• Executive Summary– One of most important parts of report– Synopsis (overview) of report– Concentrate on what management needs to know– Summarizes

• Purpose• Scope• Methodology• Findings• Conclusions• Recommendations

Report Components

• Executive Summary– Organized same as report– Style and tone same as report– Avoid unexplained jargon/abbreviations– Do not refer to figures/tables presented later– Should not contain exhibits or footnotes– Include headings/make skimmable– Use transitional words– Length should be generally 1/10 of whole report

Executive summaries should be the last pieces of reports to be written since they are the

most important sections of the reports!

Report Components

• Introduction– Explain problem motivating report– Describe its background and significance– Clarify scope and limitations of report– Describe data sources, methods, key terms– Close by previewing report’s organization

Report Components

• Body– Discuss, analyze, interpret research findings– Arrange findings in logical segments following

outline– Use clear, descriptive headings/skimmable

Report Components

• Conclusions– Explain findings in relation to original problem

Report Components

• Recommendations– Make recommendations on suggested action

to be taken

Report Components

• Appendix– All items must be referred to in the text and

listed on the table of contents– Items of interest to some, but not all, readers

• For example, data questionnaires or computer printouts

Report Components

• References– List all references in section called “Works

Cited” or “References”– Include all text, online, and live sources– Follow style manual for citing sources

Other Specifics on Report Writing

• Single- or double-spaced

• About 2500 words (not counting appendix)

• Tables of Contents will help you organize and write report—write early!

• Headings of same level must be consistent– First, second, third levels

Headings

Same-level headings must be written consistently!

(For example)Level 1: CENTERED UPPER-CASE

Level 2: Centered Upper-case and Lower-case

Level 3: Centered, Underlined, Upper-case and Lower-case

Level 4: Flush left, Underlined, Upper-case

and Lower-case

Level 5: Indented, underlined, lower-case paragraph heading ending with a period.

Document Design

• Use no more than 5 fonts.

• Use no more than 5 colors.

• Use glossy paper.

• Use white space.

• Use templates.

• Use parallelism.

• Avoid double emphasis.

Letter of Transmittal

• Background

• Summarize conclusions and recommendations

• Minor problems. Thank those who helped.

• Additional research necessary

• Thank the reader. Offer to answer questions.

Sales Proposal2

• Budget

• Objectives

• Strategy and Tactics

• Schedule

• Results

• Closing

Sample Reports

Proposals

• 250-page reports

• 90-minute oral presentation

• 50-page summary

Reports

• Multi-media

• Web

AIHA GUIDELINES FOR WRITING REPORTS

• "IDEAL" REPORT ORGANIZATION (AIHA REFERENCE)– Cover sheet and transmittal letter– Preface (one half page)

• What was done• When it was done• Why it was done• Who it was done for

– Scope of work• Acknowledge outside work (lab)• Who wrote the report• Signature

AIHA GUIDELINES FOR WRITING REPORTS

• Executive Summary (no more than one page)– What was done– When it was done– Who did it– Results (brief)– Conclusions (brief)– Recommendations (brief)

• Table of contents– Major sections– Figures– Tables

AIHA GUIDELINES FOR WRITING REPORTS

• Introduction– What the report is about– What was done– When it was done– Who did it– Conclusions– Organization of the rest of report

• Background– Description of the problem– Description of the process evaluated– Literature search or historical information

AIHA GUIDELINES FOR WRITING REPORTS

• Sampling strategy– Basis for deciding what and how to sample– Include QA/QC– Sampling methodology - how sampling was done

• Analytical techniques– How were samples analyzed– QA/QC– Who did the analysis

AIHA GUIDELINES FOR WRITING REPORTS

• Results– Usually presented in tabular form with description of

data reporting format– Tables should include

• Title• Employee name• Job Description/location• Contaminants• Sampling rate or period• Sampling volume• Results (units)

– Tables can also show standards and contain other information

AIHA GUIDELINES FOR WRITING REPORTS

• Discussion– What were problems encountered– What were observations– What is the hazard– Basis for conclusions– Basis for recommendations

• Conclusions - briefly stated• Recommendations - briefly stated• References• (Appendices to include lab reports, photos, etc.)

AIHA GUIDELINES FOR WRITING REPORTS

• SHORT REPORT FORMAT (1 OR 2 PAGES)– What was done– Who did it– Why it was done– Compare results with standards or recommendations– Conclusions– Recommendations