Writ Tech Report
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Transcript of Writ Tech Report
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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)
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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)
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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?
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Structure
End matters
References: Whose work was referred to?
Appendices: Extra information
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Title
Short
Accurate
Informative Include key-words
Allow search engines to find the article
No abbreviations
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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
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Abstract
No abbreviations
200-300 words
Best (re-)written last All information should be covered in the body
of the report
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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
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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?
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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)
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Introduction
Shows what has NOT been done before (andwas done in the present work)
Shows WHY the study needed to be done
Objectives
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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
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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
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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)
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Results
Figures
Put all required info on the figure (if possible)not in caption or text
Avoid crowded figures
Avoid the use of color
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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)
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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
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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
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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
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Conclusions
What do you want the reader to remember?
Should be self-contained (no references)
Typically 2-3 paragraphs (1 idea perparagraph)
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Acknowledgements
Thank all who have directly contributed to thework
Thank any sponsoring organizations
Thank any external reviewer
Do not thank relatives and friends
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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
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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
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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
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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
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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, )
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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
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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
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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
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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
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General recommendations
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
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General recommendations
Proofread and let it be proofread
Follow preferably the same structure (sub-headings) in methods, results and discussionparts
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General recommendations
A good report should demonstratecomprehension, not just state facts
Check visibility and readability
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Summary
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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
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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
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