Transcript Report Writing - Portland State University

Report Writing
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Three phases of report writing
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Exploratory phase
Implementation phase
Improvement phase
Exploratory phase (MAPS)
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Message
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Design for ergonomics is important
Simple design guidelines exist for ergonomic design. Here
are some good and bad examples.
Report Writing
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Audience:
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Purpose:
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Exercise good report writing skills. Learn about ergonomics in
design.
Scope:
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Engineers with no knowledge of ergonomics.
Introductory with focus on design aspects rather than anatomy.
Collect information:
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Library, catalogs, professional experts, original research.
In the case of ergonomics: mostly library search
Report Writing
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Implementation (PWRR)
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Plan!
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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
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Plan
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Write
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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.
Use the outline to write a rough draft.
Just get the ideas on paper - don’t bother with grammar.
Relax
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Rest or do something else for a day or two.
Allow your mind to become more objective in critically reviewing the
work.
Reports
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Revise
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First revision:
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Check for accuracy and validity of statements, charts, and
equations. Cross misleading or confusing information.
Second revision:
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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
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Second revision
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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.
Third revision
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Improve the report organization
Are there enough headings and sub-headings
Reports
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Third revision
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Does the material follow a logical development
Fourth revision
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Seek conciseness
Ask yourself how much can be deleted without
disturbing the reader’s comprehension of the report.
Reports
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Fifth revision
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Correct errors in grammar, spelling, and sentence structure.
Sixth revision
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Are you satisfied?
Allow someone to read your report
Report writing guidelines
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Format of Technical Reports
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Front material
Main Text
Back matter
Front matter
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Letter of transmittal: Per company guidelines
Title page
 Title, team members, report date
Preface
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Briefly introduces the reader to the report. Includes subject,
purpose, acknowledgements.
Report writing guidelines
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Table of contents
Abstract or summary: A mini-report
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Summary is written last
Excludes all the supporting materials
Includes the objective, the approach, the results, and the
conclusions and recommendations.
Report-Writing Guidelines
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Main text
– Introduction
 Prepares the reader for easier comprehension.
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Helps the reader understand the purpose of the project, and should
include:
– The subject
– Background information
– Purpose of the report
 Is this project relevant and informative to me?
– The scope of the project
– Plan of the development (organization)
Body
Conclusions and Recommendations
Report writing guidelines
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Body [Design work - Final design report]
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Product design specifications.
Introduce the final design.
Divide based on product functionally.
Divide into assemblies and components.
Show how components work together.
Describe each component in detail
Describe assembly, operations, safety, maintenance, and
disposal procedures.
Describe product development decisions in attachments.
Report writing guidelines
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Conclusions
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Summarize the entire work
State your conclusions
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Make recommendations [if any]
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strong and weak features of the design
What did not work and what to do about it
What aspects of design may need improvement
Back matter: Bibliography, appendix