Welcome to TEC400 Technical Communication, Week 4 Braden Evans, PhD – Summer 2020 Who are you? Who are you? 1. 2. 3. 4. Name (optional) Major/program What makes you unique? Most interesting place visited Week 4 Lecture • Introductions • Fake news? • Bi-weekly #2 & Teamwork Assignment • Writing Technical Reports • APA Tutorial & Quiz Week 4 Audio • City news podcast, Jan. 2019 • Deep fakes, fake news, misinformation... • Barack Obama calling Donald Trump a “complete and total dip shit”… OMG! • How can we trust what we hear in the news media? Email Assignment & Teamwork Assignment • Thoughts & Feedback? Writing Technical Reports • Technical reports have specifications • Specifications involve layout, organization and content, format of headings and lists, design of graphics • Advantage of required structure & format anyone can expect them to be designed in a familiar way • Know what to look for and where to Writing Technical Reports Remember: • Reports are usually read in a hurry • People are in a hurry to get to the information they need, the key facts, the conclusions • A standard report format is like a familiar neighborhood Writing Technical Reports • Design of a technical report: repetitive sections • Duplication targets how people read reports • We don't read reports straight through • Maybe start with executive summary, skip around, not read every page • Challenge: design reports so that readers encounter your key facts and conclusions, no matter how much of the report they read or in what order they read it! Writing Technical Reports • The following standard components of a typical technical report are guidelines(!), not commandments • Different companies, professions, and organizations have their own varied guidelines for reports • Adapt your practice to those of your organization Letter of Transmittal • The transmittal letter is a cover letter • Either attached to outside of the report with a paper clip or bound within the report • Communication from you— the report writer—to the recipient Letter of Transmittal • Essentially: "Okay, here's the report that we agreed I'd complete by such-and-such a date… it contains this and that, but does not cover this or that… Let me know if it meets your needs." • The transmittal letter explains the context—the events that brought the report about. It contains information about the report that does not belong in the • Standard business-letter format • First paragraph. Cites the name of the report, in italics • Middle paragraph. Focuses on the purpose of the report and gives a brief overview of the report's contents • Final paragraph. Encourages reader to get in touch if there are questions, comments, or concerns • Closes with a gesture of good will, expressing hope the reader finds the report satisfactory • May have to modify contents of this letter for specific situations • E.g. adding another paragraph, listing questions you'd like readers to consider as they review the report Who are you? 1. 2. 3. 4. Name (optional) Major/program What makes you unique? Most interesting place visited Cover Page Covers give reports a solid, professional look as well as protection • Clear plastic slip covers should be avoided • Aggravating to use, awkward, static electricity • Aim for a cover that allows the report to lie open, e.g. spiral bindings *If report is over ten pages, bind it in some way Abstract and Executive Summary • Abstracts summarize the contents of a report • Different types of abstracts do so in different ways • Descriptive abstract: Provides an overview of the purpose and contents of the report • Sometimes placed at the bottom of the title page Abstract and Executive Summary Executive summary: • Also summarizes key facts and conclusions contained in a report • Much longer than an abstract • Imagine using a yellow highlighter to mark the key sentences in the report and place them onto a separate page, editing them for readability Abstract and Executive Summary • Usually 1/10 – 1/12 length of reports ten to fifty pages long • For reports over fifty pages, executive summary should not go over two pages • The point of the executive summary is to provide a summary of the report— something that can be read quickly Redundant? • Executive summary, introduction, and transmittal letter may seem repetitive • Remember that readers don't necessarily start at the beginning of a report and read page by page to the end • They skip around! Redundant? • Maybe scan table of contents; skim the executive summary for key facts & conclusions • May read carefully only a section or two from the body of the report, skip the rest • So(!), reports are designed with some duplication • Readers will be sure to see the important information Table of Contents (TOC) • How much time have you spent contemplating TOC design? • Hours, no doubt… • TOC shows readers what topics are covered in the report • How those topics are discussed (the subtopics), organized and • Which page numbers sections and subsections start Table of Contents (TOC) Several design decisions: • Levels of headings • Longer reports, include only top two levels of headings (keeps TOC tighter) • TOC should provide an ‘at-aglance’ way to finding information quickly • Words in TOC are the same as in the text – using headings features in word processors ensures consistency Table of Contents (TOC) Several design decisions: • Indentation, spacing, and capitalization • Items in different levels of headings should align with each other • Page numbers should right-align with each other • Capitalization: Main chapters or sections are all caps; first-level headings use initial caps on each main word; lower-level sections use initial caps on the first word List of Figures and Tables • Many of the same design considerations as TOC • Readers use the list of figures to find illustrations, diagrams, tables, and charts in a report • Figures are: illustrations, drawings, photographs, graphs, and charts • Tables are rows and columns of words and numbers; they are not considered figures List of Figures and Tables • For longer reports that contain dozens of figures and tables… • Create separate lists of figures and tables • OR • Combine the two lists under the heading, "List of Figures and Tables," and identify the items as figure or table Introduction • Essential element! • Must be clear on its real purpose and contents • In a technical report, the introduction prepares the reader to read the main body of the report What makes a good introduction? • The introduction is one of the most important sections of a report, often poorly written • We misunderstand the purpose of introductions • Introduce readers to the report, not necessarily the subject matter • "Introduction" is not "background"; may contain background, but more than that • Readers need to know: what is it about, why was it written, What makes a good introduction? • For 10-page reports, introductions = 1 - 1.5 p • ~ three paragraphs • Background information introducing subject matter • Two paragraphs introduce the report! Common Elements of Introductions Topic. • Early in introduction, indicate specific topic of the report • Imagine you can circle the topic words in the first three to four lines Purpose and situation • A good intro must indicate why report was written, for whom, for what purpose • Also consider limiting scope: what it is not intended to accomplish Common Elements of Introductions Audience • Indicate who are the appropriate or intended readers of the report • For example, "experienced technicians trained on the HAL/6000…." • Indicate level of experience or knowledge readers need to understand the report • If none is needed, say so! Common Elements of Introductions Overview of contents • Indicate the main contents of the report • Maybe use an in-sentence list • If concerned about readers’ exaggerated expectations, indicate what topics the report does not cover Common Elements of Introductions Background on the topic • Some minimal background is necessary • E.g. key definitions, historical background, theory, the importance of the subject • Information to generate interest • If it’s getting too detailed... move it in to the body of the report Common Elements of Introductions Background on the situation • Another kind of background • …the situation that brought about the need for the report • E.g. conflicting data about some new technology… more research needed • Background on why the report was written Section Introductions • More than one intro? • Individual sections also need some sort of introduction • Prepare readers to read a section of a report — contents and purpose, show some linkage to the preceding section • Does not need all the elements of a report introduction • Can make a lot of difference in the clarity and flow of a report Section Introductions Topic indication • Indicate the topic of the upcoming section Contents overview • List the main contents Transition • Very useful - transitional phrasing indicates how preceding section relates to the one about to start Revision Checklist for Introductions • Avoid writing an introduction consisting of only background information • Background information should not overwhelm the key elements of the introduction • Make sure to indicate the topic early • Indicate audience & situation: what readers should expect; what knowledge or background is needed; what situation brought about the need for the report • Make sure there is an overview of the report contents, plus Who are you? 1. 2. 3. 4. Name (optional) Major/program What makes you unique? Most interesting place visited Body of the report Main text of the report – sections between the introduction and conclusion • Headings • Use headings to mark off the different topics and subtopics covered • Headings enable readers to skim report, jump to points with relevant/important information Headings • Headings are like the parts of an outline that have been pasted into the actual pages of the document • alert readers to upcoming topics and subtopics • help readers find their way around in long reports, skip what they are not interested in • break up long stretches of straight text • Also useful for writers stay organized and focused on the topic Headings First-Level Headings: • For formal reports with multiple sections ("chapters") • All-caps • Use Roman numerals • Bold the entire heading including the Roman numeral • Centered on the page • Start a new page whenever you have a first-level heading • Begin on the standard first text line of a page Headings Second-Level Headings: In smaller documents (e.g. two-page set of instructions), first-level headings are too much. Start with second-level headings in the body of smaller documents. • Headline-style caps • Use bold • Do not include outlining apparatus such as "A." or "B." or "1." • Not centered, align left • Leave more vertical space above this heading than below it • E.g. use equivalent of 2 blank lines between previous text and second-level headings and equivalent of 1 blank line between second-level headings and following text Headings Third-Level Headings: Third-level headings "run in to" the paragraph they introduce • Sentence-style caps (init-cap only the first word and any proper nouns) • Use bold for third-levels including the period • End third-levels with a period, which is also bold • Do not include outlining apparatus such as "A." or "B." or "1.“ • Align left Bulleted and Numbered Lists Bulleted and Numbered Lists • Use bulleted, numbered lists where appropriate • Lists help by: • emphasizing key points • making information easier to follow • breaking up solid walls of text Bulleted and Numbered Lists Symbols, Numbers, and Abbreviations • Technical discussions ordinarily contain lots of symbols, numbers, and abbreviations • Remember that the rules for using numerals as opposed to words are different in the technical world • Writing out all numbers below 10 does not always apply in technical reports Bulleted and Numbered Lists Lists are useful • Emphasize selected information in regular text • List of three or four items strung out vertically on a page rather than in normal paragraph format is more noticeable • Easier reading (e.g. instructions - each step is numbered and separate) • Lists create more white space, spread out the text • Like headings, lists are an important feature of professional technical writing • Help readers understand, remember, and review key points • Help readers follow a sequence of actions or events Bulleted and Numbered Lists • Use lists to highlight or emphasize text, enumerate sequential items • Make list items parallel in phrasing • Use a lead-in to introduce the list items and to indicate the meaning or purpose of the list • When two items are alternatives, use a bulleted list (with or between). Do not use numbered lists for items connected by or Conclusions • When planning final section of your report… • Think about the functions it can perform in relation to the rest of the report • Last section or paragraph or a document... • Can be presented as a summary, or as a “true” conclusion Conclusions Summaries • One common way to wrap up a report • Review and summarize the high points • If report is long/complex, use this section as an opportunity to leave readers with the right perspective • Tell them the most important things you told them Conclusions "True" Conclusions • More logical • E.g. in the body, you might present conflicting theories and explore related data • Or compared different models and brands of some product • The "true" conclusion presents your resolution of the conflicting theories, your choice of the best model or Appendices • Extra sections following the conclusion • Include items that do not fit in main part of the report, but cannot be left out • Large tables of data, extensive sample code, fold-out maps, background too basic or too advanced for body, large illustrations that do not fit in the body • Content too large for the main report, or would be distracting / interrupt flow • Each appendix is given a letter (A, B, C…) Page Numbering • All pages (excluding front and back covers) numbered; but not displayed on some pages • Contemporary design, all arabic numerals; Traditional design, all pages before introduction use lowercase roman numerals • Special pages, e.g. title page, page one of introduction, page numbers not displayed • Easiest location: page numbers at bottom center of page (hidden on special pages) • If page numbers at top of page, hide them on chapter or section openers where a heading or title is at top of page DUE NEXT WEEK! • Teamwork Assignment!
