Criteria for Good Technical Report Writing

Criteria for Good Technical Report Writing

1. Criteria for Good Technical Writing

2. Good Technical Writing Major aspects of good technical writing are: Content Presentation technique Use of the language

3. Good Technical Writing

4. Good Technical Writing

5. Good Technical Writing

6. Technical Content Word Usage Appropriate for Readership. The technical content of a document depends on the type of document and the intended readership. Good technical writing dictates that a document is written for a particular Useful Information for Selected Readers. Technical documents must provide useful information that the readers want. The author must determine what the readers want. Authors also have the opportunity to decide whom to send information to. Only send documents to readers who will find value in the information in the document. If a reader asks, “Why was this paper sent to me?” you have sent it to the wrong person. This can often have a negative impact on what you were trying to achieve with your document. No Plagiarism. Plagiarism is the use of another’s work without permission. What constitutes fair use is discussed in a later section, but basically you cannot use any copyrighted material in a document. Needless to say, the effect of being caught in an act of plagiarism can be devastating. One stolen paragraph has ended otherwise distinguished careers.

7. Technical Content Factual Information/Supporting Data. Most technical writers need facts supported by data to convince readers to take action or pay attention to the message in a document. For example, stating “This is a costly problem” will get less reader reaction than saying “This problem cost the company $147,000 in the first quarter of 1999.” Clear Purpose. A common problem with papers published in scientific journals is the absence of a statement of why the work is being done. A clear, concise statement of the purpose of any document is mandatory. State what you are trying to achieve with a document. Make the purpose and objective clear. Provide information on the importance of the work described in the document. Readers’ time is important; they need to know why they should read your document.

8. Technical Content Timely Documentation. It is important that documents be completed in a timely fashion. Reports should be completed when the work is done or when action is needed; proposals for funding must obviously meet any submission deadline. Timeliness is very important for a report on a problem or investigation. Problems are a big part of any industry or business, and most engineers spend a significant portion of their career solving problems. The solution to most problems should be stated in a written document. As in any report on work done, verbal statements can be unreliable. After completing a project or solving a problem, people (like your boss) will ask what the employee learned. You can tell them verbally, but someone else may not get the complete story or spoken results may be misinterpreted. State the outcome in your own words and provide them in documentation in a timely way, as verbal statements change with every telling. Sources of Information Credited. A good technical document gives proper attribution when the work of others is cited to make a point or provide background information. To use another’s words without attribution is plagiarism, as mentioned previously, but to disregard citation of pertinent literature is an omission. Few technical journals will publish an article without references to similar or related works, and these references must be properly listed.

9. Technical Content Understandable Statistics. Statistics are becoming a more prominent part of corporate life. This is fine, but this particular branch of science has a vocabulary onto its own. Writers need to realize that these terms are not known to everybody. A good report should explain statistical terminology in words understandable by the intended readers. Acronyms. The ease of understanding a technical document depends on many of the attributes listed in Fig. 6.1. An author needs to present information in a proper way and with a proper use of the language. Example: DIIM dynamic inoperability input–output model and DCCP Dynamic cross prioritization plot Do not create your own acronyms; if you must use acronyms, define them

10. Presentation Logical Sections. The most important aspect of a technical document is a logical structure for the reader. Many kinds of documents constitute technical writing. They look different and have different purposes, but all documents must be broken into distinct parts, which are placed in a logical order in a clear fashion.

11. Presentation No Bias. Bias is imposing a personal opinion or proclivity in your writing. This is to be avoided at all costs. Technical writing must be objective. State facts and formulate conclusions based on these facts. Bias is usually detected by a reader, and from that point on, credibility may be questioned. A writer may not even be aware that his writing shows a bias. A review by a trusted coworker or another party usually prevents opinionated writing, but authors should make conscious efforts to read and reread work to ferret out statements that reflect opinion rather than objective fact. Interesting. Technical documents are not meant to entertain, but nobody likes dull reading either, including readers of technical documents. A technical document can be made interesting by including facts that: • Are new to the reader • Demonstrate the importance of the work • Define the reader’s stake in the results or conclusions Specific. It is generally accepted, in any kind of writing, that a good presentation progresses from the general to the specific. However, a good technical document must also contain specific statements rather than generalities and facts rather than opinions.

12. Presentation No Bias. Bias is imposing a personal opinion or proclivity in your writing. This is to be avoided at all costs. Technical writing must be objective. State facts and formulate conclusions based on these facts. Bias is usually detected by a reader, and from that point on, credibility may be questioned. A writer may not even be aware that his writing shows a bias. A review by a trusted coworker or another party usually prevents opinionated writing, but authors should make conscious efforts to read and reread work to ferret out statements that reflect opinion rather than objective fact. Interesting. Technical documents are not meant to entertain, but nobody likes dull reading either, including readers of technical documents. A technical document can be made interesting by including facts that: • Are new to the reader • Demonstrate the importance of the work • Define the reader’s stake in the results or conclusions Specific. It is generally accepted, in any kind of writing, that a good presentation progresses from the general to the specific. However, a good technical document must also contain specific statements rather than generalities and facts rather than opinions.

13. Reading assignment Page 97-99 Report Mechanics. Hierarchical Headings Good Page Layout

14. Language Skills No Jargon or Acronyms. As previously noted, acronyms can make documents difficult to read. The overuse of legitimate words or complex words can also obscure meaning, sometimes purposely. Jargon are confusing words, such as elbow (plumber using that word) No Misspelling. Spelling errors can destroy an otherwise perfect technical document. Right or wrong, many readers equate a misspelled word with the credibility of the entire work. Reasonable Grammar. Most readers of technical documents are interested in the technical content of a document, and they may be tolerant of less-than-perfect grammar. However, the writing goal should be perfection. Punctuation and grammar are the basic rules of language, and a disregard of these rules often leads to poor readability or misinterpretation. Poor grammar can affect your credibility as a technical person. Readers may question why an author did not have a document proofread before sending it out.

15. Language Skills Concision. A concise document contains no more words than necessary. Concision is an important attribute of technical writing because readers want to be informed in the fewest possible words. Readers determine the success of a document, and the planning and writing of a document must be directed toward readers. Everyone is busy, and readers do not need extra words , paragraphs, or unnecessary visual aids. If the reader thinks or does something, then the writing succeeded. Eliminate any unnecessary words, phrases, or sentences.

16. Reading assignment Page 97-99 No Punctuation Errors. Mixed Sentence Length. Written in the Active Voice.