Writing a Report (in English)

7/29/2019 Writing a Report (in English)

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WRITING A REPORT (IN ENGLISH)PROJECT 1 NEW ENERGY TECHNOLOGIES

Herman HemmesMarijke Stehouwer


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Preparing a report Contents and structure Tips The Project 1 report Language

TABLE OF CONTENTS

WRITING A REPORT


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Take a systematic approach

1. Orientation on goal and target audience Why is this report written? What is the problem? Which questions

are to be answered in this report? Who are in the target audience? What is their knowledge level?

2. Planning of the work Start IN TIME! Plan in reverse, starting on the deadline. Take into account that it takes time to: obtain information (a book

may not be available), contact someone (expert, tutor,), they may

not have time immediately.

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3. Planning the contents and structure of the report By creating a structure the global contents can already be

determined.

Which topics will be discussed, which questions are going to beanswered?

4. Collecting and selecting information (text) Collect information, for example from the Internet or the library* Summarize the selected information for the report. Not all is

relevant (because already known to the target audience, or its too

detailed/complicated).

The summaries form the building blocks from which the report isbuilt.

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* In case of an experiment this includes the measurements


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The individual pieces of text obtained during the collection and

processing of information have to be combined into a coherent report.

5. Writing the draft version of the report (this takes a lot of time!) Contents first (and not the layout) First determine the subjects of each chapter. If you get stuck writing

at one point, skip it for the moment and get back to it later.

Use figures and graphs: One figure/graph says more than a 1000words.

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6. Check the draft version by trying to answer questions like:o Does the text still fit the original goal? Or, maybe new questions

have presented themselves?

o Does the text overlap or does it repeat itself? Since the parts havebeen written separately (division of tasks) some information could

be in more than one text.

o Are there any contradictions (is the report consistent)? Not allliterature sources always agree

o Is all information useful/necessary? Sometimes part of the info isnot needed anymore as a result of a change of goal

Some of the issues are dealt with in the discussion and recommendations.

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7. Completing and finishing the report A good structure makes reading easier. A chaotic report is

unreadable.

Have a clear division in chapters and paragraphs, an introductionof the whole and the parts (chapters), a final chapter (withconclusions), references.

Check spelling and grammar! Titles of the chapters and paragraphs should help to keep the main

issues clear.

Clearly agree on who does what (e.g. choose someone to collectthe texts and combine them into a readable report in a single style

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WRITING A REPORTCONTENTS AND STRUCTURE


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A report (usually) has a fixed structure

Title page Preface (optional) Abstract Table of contents Introduction Main body of the report (theory, experiments, results) Discussion Conclusions and (optionally) recommendations Reference list List of symbols with abbreviations (optional) Appendices

CONTENTS AND STRUCTURE

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Title pageo The title should be concise and cover the subject of the reporto Further information on the title page: authors (names and student

numbers), where, when and why (course) the report has beenwritten.

Example of a bad title: Solar cells and batteries ( short, but

meaningless)

OK is: The feasibility of solar cells as energy supply of an

autonomous garbage collection robot ( longer, but it makes clear

what the report is about)


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Prefaceo Customary with internships, BSc, MSc reports, etc.o Contains the reason for the report and an optional Thank You to

people that helped, etc. Abstract (summary)o Presents in a few sentences the context, the problem, the analysis

and the most important results/conclusions.

o Only contains information from the report.o No references, figures, etc.o The abstract is short (never more than one page) and is written last,

after finishing the complete report.


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Introduction (first chapter)o Contains information that needs to be known in order to be able to

read the report.

oContains the problem description

o In larger reports: contains a short description of the context that isfocussed on the specific problem dealt with in the report.

o Optionally, literature references can be used in the description ofthe context to indicate what is already known. (not applicable in

Project 1)


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Main body of the reporto Depends on the kind of research (experimental, literature, )o Starts with the theory (operation of solar cells & batteries), then an

overview of the literature (or experimental results)o If necessary, a discussion with explanation and interpretation of the

results. The validity of the results is critically discussed!

Conclusionso A conclusion : is short, not a summary of the report, refers to the

original goals/questions posed at the start of the report. Have they

been accomplished/answered?


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Recommendationso Optional recommendations for additional work, if questions have not

been (fully) answered.

oCould also concern aspects, for which there was no time within thescope of the report. It could also refer to a new angle of approach,

following from the results presented in the report.

For example: if the conclusion states that is is not possible the

reduce the number of traffic jams by increasing the amount of

asphalt, you might recommend to investigate the possibility of

reducing the number of carsJ


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Referenceso List of all books, articles and web pages that are referred to in the

report.

oLay out and structure according to the rules! (Project 1: not morethan 50% websites!) (GLM 2010Ch. 5.7)

Example of a reference in the text:

Jansen et. al. [1] investigated the application of solar cells in professional cycling

References

[1] Jansen, J., Kneteman, G., The solar cells as energy source for fan cooling cyclists

on hot days, Journal of Dubious Research, 1 (1985), 123-126.


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List of symbols / abbreviationsExample list

Wavelength [nm]

c Light speed 2.998 108 [ms-1]

h Plancks constant 6.626 10-34 [Js]

E Energy [J]

f Frequency [Hz]

Appendiceso Parts that, because of the level of detail, disrupt the flow of the

report, but are necessary/useful as justification or reference.


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Tables, graphs figures, diagrams, photos,o Using tables, graphs, figures, photos and diagrams information can

often be presented in a more compact and clear form than by using

text.

o These elements should be presented according to generallyaccepted guidelines. See, for instance chapter 4.5 of the General

Laboratory Manual Faculty of Science and Technology 2010


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WRITING A REPORTTIPS


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Quality Dont contradict yourself: this system has no disadvantages, the

only disadvantage is

Insufficient evidence: claims should be made plausible or proven

Intrinsically difficult to prove: The results are nice (what is nice?),,the experiment went well(what is well?).

TIPS

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Quantity too much informationo Repeats: As mentioned before, in a good structure this is not

needed

o Superfluous expressions: We did our best, this is self-evidento Superfluous text: , does the text contribute to the goals of the

report?

Quantity not enough informationo Not enough supporting information to verify the validity of a claimo Unclear relation between text and figures

TIPS

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Relevanceo Dont include unnecessary informationo Use clear (exact) languageo Avoid the terms probably and maybe. Be certain, or leave it out

Pay attention to the order and structure Check the spelling and grammar (part of word processor!!!) Use a scientificstyle (look at the books and articles)

Correct order of information (theory after goal)

TIPS

WRITING A REPORT

See also GLM Ch. 4 and 5 & Information Literacy


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WRITING A REPORTPROJECT 1 1ST PHASE AND 2ND PHASE


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1st phase/report gives an overview of the technology. At the end of the 1st phase it is clear which questions are going to be

answered in the second part.

The main societal aspects are identified.

The information and sources are mostly general (not very detailed).

PROJECT 1 1ST PHASE

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2nd phase/report analyzes the technology and its (im)possibilities indetail.

It becomes clear whether the goals can be achieved, whichtechnological aspects are relevant, if there are bottlenecks and if so,

solutions are explored.

The societal implications of the technology are analyzed and possiblebottlenecks during introduction of the technology are discussed.

The information and sources used are more detailed and specific.

PROJECT 1 2ND PHASE

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Introduction outline of the chosen application and applicability of thetechnology

Theory principles of operation of solar cells and batteries

Application application requirement posed with respect to the energysupply (technological & economic)

Technology overview of the materials/solutions in relation to theapplication requirements

Societal overview of relevant societal factors Discussion/conclusions which choices have been made and their

justification

REPORT STRUCTURE 1ST PHASE

WRITING A REPORT

This report will be part of the 2ndphase report


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Introduction outline of the chosen technology and its relevance Theory principles of operation Application application requirements (technological & economic) Technology details of the technology (materials, problems/solutions,

) in relation to the application requirements

Societal identification and analysis of the relevant societal factors Discussion/conclusions what are the answers to the questions posed

REPORT STRUCTURE 1ST AND 2ND PHASE

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1. Make an overview of the different trajectories of technologicaldevelopment over the years (you can use the branching model ATS)

2. Make a social map in which you give an overview of the majoractors involved in the development of the technology, including

governmental agencies; engineers/developers; producers; users; and

social movements (environmental groups)

3. Conduct a survey to investigate the views of social actors on one ormore of the following items: acceptability; environmental issues, risks

(who is responsible when something goes wrong); regulatory policies

4. Specify policy recommendations for the future development of thetechnology that are required to solve possible problems with

acceptability, risks, etcetera (see 3).

SOCIETAL FACTORS

GUIDELINES REPORT


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Correctly formed references Less than 50% internet sources Results of assignments (use feedback for improvement) in appendix

INFORMATION LITERACY

GUIDELINES REPORT


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Layout & Structure 20% Figures, Refs, & Logic, Argumentation, Language & Style,

Information Literacy 20%

Assignments in Appendix

Societal aspects 20% Analysis and discussion

Scientific 40% Concepts, Theory, Technology, Clarity,

GRADING OF REPORT


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PROJECT 1LANGUAGE: WRITING A REPORT IN ENGLISH


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Do not write Weve written this report because but We have writtenthis report because.

Use words rather than figures when the amount is less than twenty Try to use the passive voice when describing your results Dont start sentences with and, also, but, so, or, even so (use in

addition, however, hence, consequently, alternatively,

nevertheless)

Structure your paragraphs and make sure they dont just consist ofone or two sentences.

USE FORMAL ENGLISHSOME EXAMPLES


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USE LINKING WORDSTO CREATE LINKS BETWEEN IDEAS, PARAGRAPHS OR EVEN CHAPTERS


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Make a plan! What is the topic of your chapter, in which order do youwant to present your arguments?

Start writing in English! Dont write a chapter in your native languagefirst, to translate it afterwards. It will affect the quality of your writing in

a negative way.

Start writing well before the deadline so that you will have time to takesome distance from what youve written, and then look at it again and

make improvements.

WRITING STRATEGIES


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Vary your choice of words, use synonyms (Shift-F7 in Word) Be consistent in your use of tenses Review your English grammar (if necessary), it doesnt need to be

perfect but you do need to make an effort.

Check Blackboard for useful links (grammar, vocab etc.)

VOCABULARY AND GRAMMAR


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And it remarkable is that the most have against that no

objection subject to what kind of them apply also to the

competitor apply: a right speelveld therefore. It not simple will

be after the democratisation of the citizen rights and political

the also democratise economy. But try that, however, to

achieve: under penalty of in the long run let erode of those

citizen rights and the purity and independence of political.

AND WHATEVER YOU DO.DONT USE TRANSLATION SOFTWARE!!!


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Globalisation is an contiuos of the process from de worldwide

economic of politic and culture intergration. With the central

point of worldwide workingcompartments where

productionlines all over the world are. Globalization is made

by ontwikkelingen from, transport en telecommunication.

Globalization is knowing by worldwide capitalism and

costumorsculture.

AND WHATEVER YOU DO 2USE SPELL CHECK


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"The conclusion about this report is if maybe already have seen very

clear (...) so the conclusion is if you want to change something you'll have

advantages en disadvantages

There are a view interesting point from both types of globalists.The

biggest difference is that Pro-globalist say that globalization will help

against pollution.And the Anti-globalist say that because of the

globalization there is more pollution.They both can be right, the two

opportunitys are each extremes.Actually it would be something between

this extremes.

AND WHATEVER YOU DO 3THINK BEFORE YOU START WRITING


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GOOD LUCK WRITING YOUR PROJECT REPORT!!

Writing a Report (in English)

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