for IE 496:
Writing/Presenting Internship Reports
Presented by:
Floreal Prieto
Center for Communication,
University at Buffalo
Fall 2006
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STEPS IN THE COMMUNICATING PROCESS
Define your purpose
PLAN
Understand your audience
Select your information
SELECT/
Organize (outline) your information
ORGANIZE
Create the narrative
Use easy-to-understand language
WRITE/
Format for reader ease and appeal
EDIT
Review, edit, finalize, and issue
Plan and organize your presentation
PRESENT
Prepare effective visuals
Deliver your presentation
USE THE PROCESS
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PRE-WORK: THE CRITICAL FIRST STEP
Certain issues must be addressed before you
organize, outline, and write your document.
The four key questions:
> Who are your readers?
- Group profile
- Target
> What response or action are you seeking?
> How do you communicate your message written memo; conversation; meeting?
> What information should you provide?
- Information sources; “gaps”
- Level of detail
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UNDERSTANDING YOUR AUDIENCE
Profile
> Size
> Background
> Knowledge
> Diversity
> Target(s)
Needs and Expectations
> What audience needs/expects from you
> What you need/expect from the audience
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BASIC ORGANIZATION MODEL
Purpose
Define:
Topic/problem/issue
Scope and objectives
Context; reference
Command:
Attention and interest; “hook” your reader
Message
Deliver:
Concepts
Solutions
Supporting information
Results and conclusions
Define:
Recommendations
Actions/next steps (you; your readers)
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DELIVERING THE MESSAGE: Options
Your message may be presented in a variety of
ways…
Main Point First (Order of Importance)
Main Point Last (Chronological)
Major Event Focus
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MAIN POINT FIRST (Order of Importance)
Information Sequence
1. Recommended approach, method, solution, or design
2. Results; conclusions; recommended actions
3. Discussion; technical detail; supporting data
4. Appendices containing background and additional
information
Typical Applications
– Memos/letters of all types
– Reports of all types
– Proposals
Note: Most powerful format…critical information presented first,
with details following…”bottom-line” orientation.
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“DOUBLE-5” ORGANIZATION METHOD
Scientific
Objective
Apparatus
Method
Observations
Conclusions
Tech./Business
PURPOSE
MESSAGE
Problem; issue
Scope and goals
Solution
Results; conclusions
Recommendations
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ENSURE INFORMATION “QUALITY”
SELECT THE RIGHT LEVEL OF DETAIL
COMMUNICATE WITH ALL YOUR READERS
ORGANIZE INFORMATION LOGICALLY
WRITE CONCISELY
STRIVE FOR CLARITY; EASE OF UNDERSTANDING
The major challenges are:
> Define the audience, including the
“primary target”
> Determine the “right” level of detail
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LOGICAL FLOW OF INFORMATION
 Problem described
 Scope and objectives defined relative to the problem
 Solution - addressing specific objectives
 Results - of applying your solution
 Conclusions - based on the results
 Recommendations - action; next steps
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OUTLINING
Purpose
> Gather and organize information
> Identify “gaps” in the information
> Basis for early review and planning
Outlining Techniques
> Prompting
> Brainstorming
> Hybrid approach
What works for YOU and YOUR TEAM.
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USE THE OUTLINE TO ADVANTAGE
A Personal Tool; A Team Tool
> Organize your thoughts; information
> Get information down - briefly; quickly
A Tool for Review
> Define and agree on: scope; content; organization.
> Information checklist… do you have what you need?
Outline and Gather Information EARLY
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CREATING THE NARRATIVE
Underlying principle
“From the general to the specific”
Consistent with your outline
> Information content and sequence
> Headings - sections/sub-sections
Coherency
> Paragraphs - relationships among sentences
> Report
- relationships among paragraphs
Logical reasoning
> Deductive
> Inductive
> Inductive-deductive
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TYPICAL PARAGRAPH STRUCTURE
Paragraph: A collection of related sentences dealing
with a single topic.
Typical paragraph structure (deductive style)
Topic Sentence
Supporting Evidence
Wrap-Up Sentence, and
Transition
Typical paragraph length: 4 to 6+ sentences
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EXAMPLE: PARAGRAPH STRUCTURE
To respond to this survey message, we are now planning to
broaden our TC program at UB to cover all four
undergraduate years. For this effort, we have established a
steering committee that comprises engineering faculty,
mentors from industry, and TC faculty. We are particularly
examining alternative TC teaching methods and instruction,
addressing both written and oral communication skills, that
may be effectively integrated with specific engineering
courses. Also, we are building a consistent program of
content models and techniques based on past experience
and surveyed students’ recommendations. Thus, students
will have opportunities to continuously improve their TC
skills throughout their 4-year engineering curriculum.
Topic
Supporting Facts
Summary
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PARAGRAPH STRUCTURE (Original)
The following case study is a description of a fictional company,
CRIMTECH. Most of the study concentrates on CRIMTECH
Richmont headquarters and the Springfield manufacturing plant.
This study focuses on several customer quality issues of the
Boardway part produced by CRIMTECH at its Springfield
manufacturing facility. As a commodity part, Boardway sells for
approximately one penny per piece to customers. The majority of
this case study is based on the manufacturing, communication,
and human resources issues which arise due to several flaws in
CRIMTECH new manufacturing cell located at the Springfield
plant. There are five areas at Crimtech’s Springfield plant
comprised of plating, three assembly sections, the fifth section is
stamping, molding, and the tool room. Each section has a
designated supervisor but the plant lacks a business unit
manager locally.
Excess Words
Non-Parallelism
Imprecision
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PARAGRAPH STRUCTURE (Revised)
The following case study concerns a fictional company –
CRIMTECH – and specifically CRIMTECH’s Richmont
headquarters and the Springfield manufacturing plant. The
five areas at the Springfield plant include plating, three assembly
sections, and the fifth section (stamping, molding, and the tool
room). Each section has a designated supervisor but the plant
lacks an on-site business unit manager.
This study focuses on several quality issues with the
Boardway part produced by CRIMTECH at its Springfield
facility. This commodity part sells for approximately one penny
per piece. This case study addresses the manufacturing,
communication, and human resources issues that arise due to
several flaws in CRIMTECH’s new manufacturing cell at
Springfield.
Topic Sentence
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FORMAT
The two meanings of format:
1. Sequence of presentation…
Standard arrangement for reports, memos,
proposals, letters (format conventions).
2. Physical arrangement and appearance of the
finished document…
Use of graphic and text processing techniques to
create documents that are visually attractive and
distinctive (document design).
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WHY FORMAT YOUR DOCUMENT?
 To make it EASY for the reader to read,
understand, and reference
 To make it “accessible” to a range of readers
 To comply with internal or client requirements
 To make it visually appealing
NOTE: PC software makes it EASY for the writer to format.
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FORMATTING CONCEPTS
Create some “white space”.
Create structure and emphasis with headings,
sub-headings, and type variations.
Guide your readers by employing:
> A detailed table of contents
> An executive summary
> Section summaries
> Highlighting techniques.
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DO YOU PREFER TO READ?
THIS …
Three tasks must be completed to meet these objectives. First,
survey commercially available software for data networking;
select a development environment, including a compiler,
operating system, debugger, etc., and a run-time networking
suite that offers Ethernet and Serial communications with
TCP/IP, routing services, STREAMS-based module
interconnectivity, IEEE 802.11 wireless LAN layers, and SNMP
management. Second, select a commercially available i960
processor board for this networking environment. Understand
its capabilities and limitations. Third, interface our spread
spectrum technology to this processor board.
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… OR THIS?
Three tasks must be completed to meet these objectives.
1. Survey commercially available software for data
networking; select a development environment
(compiler, operating system, debugger, etc.), and a
run-time networking suite that offers Ethernet and
Serial communications with:
-- TCP/IP
-- Routing services
-- STREAMS-based module interconnectivity
-- IEEE 802.11 wireless LAN layers
-- SNMP management.
2. Select a commercially available i960 processor board for
this networking environment. Understand its capabilities
and limitations.
3. Interface our spread spectrum technology to this
processor board.
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GENERIC REPORT FORMAT
Typical Organization
1. Cover Letter (as needed)
2. Title Page
3. Table of Contents
4. Executive Summary
5. Report Sections (see Case Study Model)
6. References (as needed)
7. Appendices (as needed)
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VALUE OF THE EXECUTIVE SUMMARY
An accurate synopsis of your report (addresses all elements)
written in narrative style.
Emphasis on principal points and critical supporting information.
Management level focus and appeal.
A valuable part of major reports and proposals.
A good basis for a short verbal overview.
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GUIDELINES FOR LISTS
Why use lists?
> Clarify complex information
> Permit rapid scanning
> Provide visual relief
Types of lists
> Paragraph
> Vertical
The “Rule of Parallelism”
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CHARACTERISTICS OF A GOOD LIST
A GOOD LIST SHOULD:
 Be introduced by a carefully structured lead or
“umbrella” sentence
 Consist of logically comparable items
 Use words, phrases, or short sentences
 Apply the rules of “parallelism” throughout
 Use numbers or letters when order is important or
items are referenced elsewhere
 Use bullets when order or reference are unimportant.
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IMPROVE DOCUMENT READABILITY
Use Understandable Language
Accurate
Precise
Simple
Concise
Apply the 5 Editing Tools
> Trim the excess
> Minimize the use of “and”
> Reduce the use of passive voice
> Enhance clarity
> Observe the 20 wps guideline
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THREE MAJOR AREAS OF CONCERN
I – EXCESS WORDS
II – LACK OF CLARITY
III – POOR GRAMMAR
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HOW WE TALK; HOW WE WRITE
The situation: Reporting on field tests
The test engineer said …
We ran six tests on the ABC chemical plant in September,
covering a broad range of operating conditions. The plant met
all specified power and production requirements. Call me if you
want more details. (34 words)
The test engineer wrote …
The ABC production plant was tested in September. Six tests
were run over a broad range of operating conditions.
It was determined that the plant met all performance
requirements for power and production. If you wish to obtain
more detailed information, please contact the undersigned.
(45 words)
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EDIT, PLEASE !
Based on our current knowledge of mathematical
principles, it is our understanding that it can be
stated, without fear of contradiction, that the
square root of 81 (eighty-one) is equal to 9 (nine).
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EXCESS WORDS: Some “Flags”
 Passive voice – forms of the verb “to be”
 Too many prepositions – e.g., “to”; “of”; “in”
 Phrases containing “which” and “that”
 Low-value words/phrases – e.g., “There is …”;
“In order to …”
 Overuse of noun forms of verbs – words that
end in “-tion” or “-ment”; usually with “make”
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TRIM THE EXCESS WORDS
The power supply for the panels has had its cover
removed and it was mounted inside the case. The
cover did not appear to act as a heat sink for any part
of the supply, and it was deemed that ventilation
might be more readily achieved by removing the
cover. (50)
When mounting panel power supplies inside the
cases, remove power supply covers to improve
ventilation. These covers do not function as
a heat sink. (24)
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PASSIVE VOICE VS. ACTIVE VOICE
When the project of creating the reference guide was
first undertaken, it was thought that the material
researched should be presented in the form of a chart.
(3 passives) (27)
When we started to create the reference guide, we
decided to present the research material in chart
form. (0 passives) (18)
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LACK OF CLARITY
 Pronouns not associated with their intended nouns
 Incorrect or imprecise words and phrases
 Omission of transition words or phrases
 Undefined jargon and acronyms
 Incorrect use of articles
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MAKE “IT” CLEAR
When the baby is done drinking, it must be
unscrewed and put under a faucet. If it does
not thrive on fresh milk, it must be boiled. (27)
Three different meanings for “it.”
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MAKE “IT” CLEAR
When the baby is done drinking, it must be
unscrewed and put under a faucet. If it does
not thrive on fresh milk, it must be boiled. (27)
When the baby is done drinking, unscrew the
bottle cap and put the bottle and cap under a
faucet. If the baby does not thrive on fresh milk,
then boil the milk first. (33)
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USE TRANSITIONS EFFECTIVELY
INITIAL APPROACH
The initial solution used molded plastic pieces to replace
the welded metal. The solution was rejected, as the costs
to create the custom molds were unacceptably high. The
first solution was technically elegant. It didn’t make sense
from a business point of view considering present
production volume. We focused on a more economically
feasible solution.
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USE TRANSITIONS EFFECTIVELY
IMPROVED APPROACH
The initial solution used molded plastic pieces to replace
the welded metal. The solution was rejected, however,
as the costs to create the custom molds were
unacceptably high. (While; Although) the first solution
was technically elegant, it didn’t make sense from a
business point of view considering present production
volume. (Then; Consequently; As a result), we focused
on a more economically feasible solution.
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DEFINE ACRONYMS & JARGON
Representatives from OSHA and the EPA will visit the
plant next week. OSHA wishes to discuss ergonomic
issues, and the EPA will be reviewing our waste oil
disposal procedures.
Representatives from OSHA (Occupational
Safety & Health Administration) and the EPA
(Environmental Protection Agency) will visit the
plant next week. OSHA wishes to discuss
ergonomic issues, and the EPA will be reviewing
our waste oil disposal procedures.
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INCORRECT OR IMPROPER GRAMMAR
 Illogical mixing of tenses in the same paragraph
 Disagreement between subject and verb
 Misplaced modifiers
 Incorrect word usage
 Improper punctuation, particularly when using
commas
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AVOID MISPLACED MODIFIERS
Having been idle for over three years, a Region
engineer will start up the customer’s N-plant
next month.
Next month, a Region engineer will start up the
customer’s N-plant that has been idle for over
three years.
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KEY CONCEPTS
Plan Before You Write
Use the Writing Process
Organize Logically
Write the Way You Talk
Communicate to Get Action
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“ENGINEERING” YOUR WRITING
A “STAGED” MODEL
STAGE 1: Organize (Outline)
- Accurate, complete, and well-organized information
STAGE 2: Create the Draft
- Focus on content; ensure clear purpose and message
- Develop graphics (tables, schematics, etc.)
STAGE 3: Edit the Draft
- Edit for language; refine graphics; prepare summary
STAGE 4: Format the Report
- Format for easy reading and reference; prepare TOC
STAGE 5: Review, Finalize, and Issue
- Final review, proofread, revise, and issue
NOTE: Do a quality check at each stage to
avoid the “massive iteration.”
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TEAM REPORTS AND PROPOSALS
To prepare a quality report, the team must:
> Develop a good plan
> Gather the necessary information
> Prepare a comprehensive outline
> Reach consensus on content, detail,
organization, style, and format
> Share the work equitably.
A strong team leader is needed to integrate the inputs
and reconcile differences.
> Establish objectives and “buy-in”
> Coordinate team efforts
> Resolve conflicts
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QUESTIONS?
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ORAL PRESENTATION - WHY?
Opportunity for:
> Immediate information
> Immediate feedback
> Group interaction
> Understanding
> Consensus (agreement; buy-in)
Must focus on the key concepts.
You have one chance to deliver the message.
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TYPES OF ORAL PRESENTATIONS
Informal
> Small group setting; conference room
> Less structured
> High group interaction
Formal
> Large group setting; auditorium
> Highly structured
> Limited opportunity for interaction
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WHAT WE WILL DISCUSS …
Characteristics & Complexities
Planning & Organizing
Preparing Your Presentation
Delivering Your Presentation
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RIGHT BRAIN vs. LEFT BRAIN
Right Brain
Left Brain
Feelings; emotion
Words; facts; figures
The “synthesizer”
> Processes stimuli
> Recognizes patterns
> Inherently ambiguous
Academic training
> Intellect
> Knowledge
> Logical; precise
Dominant in IPC
Realm of the written word
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A CONVINCING PRESENTATION
A more complex type of communication
Three elements:
Verbal
Vocal
Visual
…must work together and be consistent
Consistency
==> Believability
Inconsistency ==>Message is blocked
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PLAN & PREPARE YOUR PRESENTATION
A four-step approach to creating a focused presentation:
1. Know your audience
2. Know your time limit
3. Organize your presentation
- Outline; storyboard
- Prepare notes
4. Create effective visuals
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PRESENTATION FORMAT
TITLE
OVERVIEW
INTRODUCTION
PROBLEM IDENTIFICATION
SOLUTION
EXPECTED RESULTS
CONCLUSIONS; RECOMMENDATIONS
SUMMARY & CLOSE
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CREATING AND USING VISUALS
Effective Visuals
> Reinforce the speaker’s message
> Help the audience to absorb new information quickly
(i.e., see/hear)
Common Characteristics
> Easy to read (large lettering; generous spacing)
> Simplified figures, tables, and schematics
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VISUALS: TYPES AND FUNCTIONS
• Title Page
• Text Visuals
• Schematics
• Graphs and Charts
• Tables
• Metaphorical Figures
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DEPARTMENT FOCUS AND GOALS (Original)
Initial mailings and follow-up complete
Evaluate working relationships with programmers
XYZ specification sheets complete
XYZ contract issues resolved
Internal information sessions (by mid-March)
Client information sessions (by mid-April)
Continue work process development
Expand project portfolio by 15%
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DEPARTMENT FOCUS AND GOALS (Revised)
Department Publicity Program
> Internal mailings and follow-up complete
> Internal information sessions (by mid-March)
> Client information sessions (by mid-April)
XYZ Issues
> Specification sheets complete
> Contract issues resolved
Management Issues
> Continue work process development
> Evaluate working relationship with programmers
> Expand project portfolio by 15%
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RESULTS
(Original)
 The case will be more durable
-- Will withstand a drop from six feet
-- Requires 75 lbs. of pressure to crack front
cover
 Safety concerns will be eliminated
 Increased customer satisfaction
 Provide us with $1.5 million in revenue per year
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A REDESIGNED CASE WILL … (Revised)
 Be more durable
-- Withstand a 6 foot drop
-- Resist pressure approaching 75 lbs. on the
front cover
 Eliminate safety concerns
 Generate $1.5 million annual revenue
 Increase customer satisfaction
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ORAL PRESENTATION
Write & Read
Verbatim
Instead:
Speak in a conversational style, prompted by:
> Your visuals
> Brief notes
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DELIVERING AN ORAL PRESENTATION
Developing and using notes
Developing and using visuals
Using effective delivery techniques
> Eye contact
> Posture
> Voice level
> Voice inflection
Managing the Q & A
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PRESENTATION DON’T’s AND DO’s
DON’T
> Read your presentation
> Memorize your presentation
> Get disrupted by interruptions
> Exceed your time limit
DO
> Dress appropriately
> Have a strong message; believe it
> Develop a strong opening and closing
> Know your stuff; establish credibility
> PLAN, PREPARE, and PRACTICE
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WORKING WITH VISUALS
 YOU, the speaker, are primary
 Visuals are secondary - an aid to YOU
 Introduce each visual - Touch, Turn, Talk
 Don’t be afraid of a little SILENCE
 Keep the lights UP
 Stay close to the screen
 Limit your use of a pointer
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EFFECTIVE EYE CONTACT
 Truly SEE your audience
 Rapid scanning - NO!
 Controlled eye contact - YES!
 Benefits - to your audience; to you
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EFFECTIVE POSTURE
For “stand-up” presentations...
 Balanced stance
 Hands at your sides
 Gestures for emphasis
 No distracting mannerisms
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VOICE LEVEL
Slightly above conversation level
- Authoritative
- Dynamic
- Interesting
Holds audience’s attention
Conveys confidence/knowledge
Enhances audience’s understanding
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USE OF INFLECTION
HOW will you use these new techniques?
How WILL you use these new techniques?
How will YOU use these new techniques?
How will you USE these new techniques?
How will you use THESE new techniques?
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MANAGING THE Q & A
? Qs during the presentation; or
? Qs after the presentation
? Effective eye-to-eye contact
? Restate; rephrase
? Connect with the key issue
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CONTROL YOUR NERVOUSNESS
You can’t get rid of the “butterflies,”
so make them fly in formation.
Some suggestions for controlling the “nerves”
 Identify the “worst case” scenario
 Don’t try to be perfect
 Get to know your audience
 Make the room your own
 Loosen up physically
 PREPARE and PRACTICE
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QUESTIONS?
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DEVELOPING AND REFINING YOUR SKILLS
 A continuous journey
 Improved models and techniques
 PRACTICE; PRACTICE; PRACTICE
 Constructive feedback
 Increased capability and confidence
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CONTACTING THE CTC
Find out more about our Center and our
programs by visiting our web site:
www.ctc.buffalo.edu
Or call (716) 645-3470:
Bill Grunert; Ext. 2156
wgrunert@eng.buffalo.edu
Floreal Prieto; Ext.2156
prieto@eng.buffalo.edu
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