Technical Report Writing_Lesson_255.pptx

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1. Technical Report Writing and Presentation (MNE 312) (Lesson 2)

2. STEPS OF WRITING PROCESS The writing process involves a series of steps that guide a writer from the initial idea to the final draft Understanding and following these steps can help produce clear, well-organized, and polished documents

3. STEPS OF WRITING PROCESS Prewriting/ Planning Drafting Editing Revising Getting feedback Source: Atkinson and Curtis, 1998

4. Prewriting/Planning Brainstorming: Use techniques like mind mapping, free writing, or listing to generate ideas Engage in focused brainstorming sessions to explore various aspects of the topic Research: Identify reliable sources, such as academic journals, books, and reputable websites. Take detailed notes and organize the information thematically or chronologically Outlining: Create a detailed outline that includes main headings, subheadings, and bullet points for key ideas. This serves as a framework for your writing and ensures logical progression.

5. Drafting Identifying active period: For an individual, the active period describes the time of day or stage of life when they are most engaged, productive, or energetic. This is the ideal time for writing Writing the First Draft : Start with the sections you feel most comfortable with. Write freely and allow ideas to flow without self-editing Maintaining Focus: Keep referring to your outline to stay on track. Aim for completeness rather than perfection at this stage Set time limit: Each section of the report should have a specified time for completion

6. Revising Content Review : Assess the overall coherence and clarity of your draft. Ensure each paragraph has a clear main idea and supports your thesis Structural Changes : Reorganize sections if necessary to improve the logical flow. Combine or split paragraphs to enhance readability Avoid indefinite revision : No manuscript is absolutely perfect Example Revision: Original: "This study investigates the reliability of renewable energy sources in providing consistent power supply compared to traditional fossil fuels" Revised: "This study examines the efficiency and reliability of various renewable energy sources in providing a stable power supply, contrasting their performance with that of traditional fossil fuels"

7. Editing Grammar and Punctuation : Check for common grammatical errors, such as subject-verb agreement, tense consistency, and punctuation misuse Style Consistency : Ensure consistent use of technical terms, acronyms, and citation styles Formatting : Verify adherence to formatting guidelines, including font size, margins, headings, and reference styles External editors : They have a keen eye for catching grammatical errors, typos, and inconsistencies in formatting or citations.

8. Publishing Final Formatting : Ensure the document is formatted according to specific guidelines, such as APA, MLA, or Chicago style Final Review : Conduct a thorough review to catch any remaining errors or inconsistencies Example: Ensure the title page includes the title, author name, institution, and date Format references according to the required style guide Include necessary sections like acknowledgments, appendices, or glossary if applicable

9. Common Mistakes Across the Writing Process and How to Avoid Them Skipping Steps: Mistake: Skipping prewriting or revising stages. Solution: Follow each step diligently to ensure a thorough and polished final product Rushing: Mistake: Rushing through stages, particularly editing and proofreading. Solution: Allocate sufficient time for each stage and take breaks to maintain focus Ignoring Feedback: Mistake: Failing to seek or incorporate feedback. Solution: Actively seek feedback from peers, mentors, or instructors and thoughtfully incorporate their suggestions

10. Common Mistakes Across the Writing Process and How to Avoid Them Inconsistent Style and Formatting: Mistake: Inconsistent use of terminology, citation styles, and formatting Solution: Create a style guide for your document and adhere to it consistently Neglecting the Audience: Mistake: Writing without considering the target audience Solution: Tailor the content, language, and style to suit the knowledge level and expectations of your audience

11. Preparing the text (report/paper/thesis content) Abstract Introduction Materials and methods Results Discussion References Literature review

12. How to write the Introduction The introduction is a critical part of a technical report or research paper It sets the stage for the reader by providing context, stating the research problem, outlining the objectives, and summarizing the structure of the paper A well-crafted introduction engages readers and provides a clear understanding of the purpose and significance of the study

13. Purpose of the Introduction Provide Context : Offer background information that helps readers understand the research topic State the Research Problem : Clearly articulate the problem or question the research addresses Highlight the Importance : Explain the significance of the research and its potential impact Outline Objectives : State the specific objectives or hypotheses of the study Preview the Structure : Provide a brief overview of the structure of the paper or report

14. Structure of the Introduction General Background: Introduce the broad topic and provide relevant background information Example: "The use of renewable energy sources has been increasing worldwide due to concerns about climate change and energy security." Research Problem: Clearly state the research problem or question Example: "Despite the growth in renewable energy, there are still significant challenges related to energy storage and grid integration." Significance of the Study: Explain why the research is important Example: "Addressing these challenges is crucial for the successful transition to sustainable energy systems and for meeting international climate goals Research Objectives: Outline the main objectives or hypotheses Example: "This study aims to evaluate the efficiency of different energy storage technologies and their integration into the power grid."

15. Structure of the Introduction Methodology: Describing the methods to be used and reasons for the choice of the methods Example: Comparative analysis of various storage technologies through simulations and real-world data collection Results/Findings : Announcing the principal findings/results Example: The results reveal the most efficient energy storage solutions and provide insights on optimal integration strategies for enhancing grid reliability and performance Overview of the Paper: Provide a brief overview of the structure of the paper Example: "The paper is structured as follows: Section 2 reviews the relevant literature, Section 3 describes the methodology, Section 4 presents the results, and Section 5 discusses the findings and concludes the study."

16. Example of An Introduction

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19. Analysis of the Introduction

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25. Another Example of Introduction General Background: Renewable energy sources, such as wind and solar power, have become increasingly critical in the fight against climate change. As global energy demand rises, integrating these sustainable sources into the existing power grid poses significant challenges Research Problem: One of the major challenges is the efficient storage and distribution of energy from intermittent renewable sources. Current energy storage technologies often fall short in terms of capacity and reliability Significance of the Study : Improving energy storage solutions is essential for maximizing the use of renewable energy and reducing dependence on fossil fuels. This study's findings could contribute to more stable and efficient energy systems, supporting global sustainability goals

26. Another Example of Introduction Cont. Research Objectives: This study aims to evaluate the efficiency and reliability of various energy storage technologies, specifically comparing lithium-ion batteries and supercapacitors in storing solar energy Overview of the Paper: The paper is structured as follows: Section 2 reviews the relevant literature on energy storage technologies, Section 3 describes the methodology used in this study, Section 4 presents the results of the comparative analysis, and Section 5 discusses the findings and concludes the study

27. How to write the Literature review Purpose : To contextualize the research – previous research or background theory for the research Contents: Relationship between the research/study and previous research in the area Key issues which underlie the study; previous major findings on the area, by whom and when Review of the finding: agreement or otherwise

28. Steps for writing Literature Review Understanding the Purpose: Define the specific objectives and scope of your literature review Identify the significance of your research topic within the broader academic context. Recognize the role of a literature review in establishing the foundation for your research

29. Steps for writing Literature Review Conducting a Comprehensive Search: Utilize academic databases, scholarly journals, and reputable online repositories Use a combination of relevant keywords and search strings to refine your search Consider inclusion and exclusion criteria to ensure the relevance and quality of selected literature

30. Steps for writing Literature Review Evaluating and Analyzing Literature: Critically assess the credibility and reliability of sources Compare and contrast different perspectives and methodologies within the literature Identify key themes, trends, and gaps in existing research

31. Steps for writing Literature Review Organizing and Synthesizing Findings: Create a coherent structure for your literature review, based on identified themes and subtopics Develop a conceptual framework that outlines the relationship between different studies and concepts Provide a clear and logical flow of information, highlighting the progression of ideas and arguments

32. Steps for writing Literature Review Integrating and Interpreting Information: Demonstrate an in-depth understanding of the selected literature and its implications for your research Analyze how various studies contribute to the development of your research questions and hypotheses Offer insightful interpretations and explanations, emphasizing the relevance of existing literature to the research

33. Steps for writing Literature Review Writing and Formatting: Follow the prescribed formatting style, adhering to the guidelines provided by your academic institution Maintain a formal and objective tone, emphasizing clarity and coherence in your writing Use appropriate citation and referencing to acknowledge the contributions of other scholars

34. Steps for writing Literature Review Revising and Editing: Review the literature review for clarity, accuracy, and consistency of information Seek feedback from peers, mentors, or academic advisors to improve the quality of your review Revise and edit the content to ensure a concise, well-structured, and coherent narrative

35. Literature Catalogue A literature catalogue is essentially a meticulously organized collection of research materials relevant to a specific topic It is a foundational step in conducting a comprehensive literature review to: Efficiently manage, Analyse, and Synthesize information

36. Key Components of a Literature Catalogue Bibliographic Information: Complete citation details for each source (author, title, publication date, journal/book, etc.) Keywords: Relevant keywords or descriptors for easy searching and categorization Summary: A brief overview of the source's main arguments or findings Evaluation: Critical assessment of the source's strengths, weaknesses, methodology, and contribution to the field Categorization: Grouping sources based on themes, research questions, or other relevant criteria

37. Literature Catalogue S/N Autor(s) and Date Title Methodology Key findings Useful Quotes Gap Identified 1

38. How to write Materials and Methods Purpose: To describe experimental procedure and give enough detail such that it can be reproduced by any competent researcher. Tenses: Present simple passive (e.g. is placed in the furnace) - for standard procedure or to describe standard piece of equipment used Past simple passive (was collected) – for what you did. Example: Sample for soil analysis were collected using the method described by ISRM (2015) which uses….

39. Materials and Methods contd … Content: General introduction and overview of the materials and methods and source(s) of the materials/equipment used. e.g. In this study, the rock samples were collected…. Essential background information - description of instruments, equipment or locations. e.g. The mirrors are positioned near the focal plane Specific and precise details about material and methods (i.e. quantities, temperatures, duration, sequence etc ). e.g. the model was calibrated using convergence measurement from the mine

40. Materials and Methods contd … Content: Justification for the materials, methods and equipment used e.g. The method enables….; the advantage of using FLAC 3D for the analysis…. Appropriate care that was taken during the experiment e.g. The samples were sealed and carefully transported to…. Relationship between the method/material and other studies e.g. The method is similar to ….or exactly……or significantly different…. Identification of problems or limitation e.g. …the variations among the samples was negligible

41. How to write Results or Data analysis Purpose: Presentation of the results Tenses: Past tense Contents: Revisiting the research aim/existing research e.g. As mentioned earlier…..; In earlier studies…; The main purpose of this work… General overview of results – explaining the general pattern or trend of the results e.g. In most cases…; It is apparent that both…; It is evident.. Invitation to view results e.g. The stress data in Fig. 1 indicate…; Fig.3 illustrates the findings..; The overall….are reported in Fig. 6; Comparing Figs. 1 and 4 shows that….

42. Results or Data analysis contd … Contents: Specific/key result in detail e.g. There was a lower proportion of large particles at lower pH (Objective); As can be seen, acoustic emission gave satisfactory results from other methods…(subjective) Comparisons with results in other research e.g. Distributions are almost identical in both cases..; This is consistent with results obtained by Idris (2015) Problems with results e.g. It is difficult to simulate the behaviour of the joints realistically; Nevertheless, this effect is only local Possible implications of results e.g. This suggests that.. ; The curve indicates that…..

43. How to write Discussion The discussion section interprets the results of the study, placing them in the context of existing research and theoretical frameworks The section analyses the findings, discusses their implications, and explores their limitations With multiple results often present, discussions are structured in cycles

44. How to write Discussion Purpose of the Discussion Interpret Results : Explain what the results mean in relation to the research questions. Contextualize Findings : Place the findings within the broader context of existing literature. Highlight Implications : Discuss the significance of the results for theory, practice, and future research. Identify Limitations : Acknowledge the limitations of the study and suggest ways to address them.

45. How to write Discussion Structure of the Discussion Revisiting the Research Questions : Start by restating the research questions or hypotheses. Summarizing Key Findings : Provide a brief summary of the key results. Interpreting the Results : Discuss what the results mean, why they are significant, and how they relate to previous research. Comparing with Existing Literature : Compare and contrast your findings with those of other studies. Exploring Implications : Discuss the practical, theoretical, and methodological implications of your findings. Addressing Limitations : Acknowledge any limitations in your study and their potential impact on the results. Suggesting Future Research : Propose areas for further investigation based on your findings.

46. How to write Conclusion The conclusion section succinctly summarizes the research findings and their implications It provides closure by revisiting the main points of the paper and suggesting broader implications and future directions

47. How to write Conclusion Purpose of the Conclusion Summarize Findings : Provide a concise summary of the main findings Highlight Significance : Emphasize the importance and impact of the research Suggest Future Research : Propose future research directions Provide Closure : Offer a concluding perspective on the study

48. How to write Conclusion Purpose of the Conclusion Summarize Findings : Provide a concise summary of the main findings Highlight Significance : Emphasize the importance and impact of the research Suggest Future Research : Propose future research directions Provide Closure : Offer a concluding perspective on the study

49. How to write Conclusion Structure of the Conclusion Restating the Main Findings : Summarize the key results and their implications "In conclusion, this study found that [summary of findings]." Discussing the Study's Contributions : Highlight the contributions of the study to the field "This research contributes to the field by [contributions]." Suggesting Future Research : Propose areas for further investigation "Further research is needed to [future research directions]." Final Thoughts : Provide concluding remarks that encapsulate the essence of the study "Overall, this study provides [final thoughts]."

50. Example of Discussion Discussion This study aimed to investigate the relationship between X and Y. The results indicate a significant positive correlation between X and Y, suggesting that as X increases, Y also increases. These findings align with the work of Smith et al. (2020), who found a similar relationship in a different context. However, our study extends these findings by demonstrating that this relationship holds true in a broader population. One limitation of our study is the reliance on self-reported data, which may introduce bias. Future research should consider using more objective measures to validate these findings.

51. Analysis of the Discussion S/N Sentence Analysis 1 This study aimed to investigate the relationship between X and Y. The author re-visited the research objectives/aim 2 The results indicate a significant positive correlation between X and Y, suggesting that as X increases, Y also increases. The author summarised the key findings of the study and interpreted the results 3 These findings align with the work of Smith et al. (2020), who found a similar relationship in a different context The author compared the results of the study with relevant existing literature 4 However, our study extends these findings by demonstrating that this relationship holds true in a broader population The author explored the implication/significance of the study compared with existing literature 5 One limitation of our study is the reliance on self-reported data, which may introduce bias. The limitation of the study is addressed. 6 Future research should consider using more objective measures to validate these findings. Suggestion for future research

52. Example of Conclusion Conclusion In conclusion, this study provides evidence of a positive correlation between X and Y. These findings contribute to our understanding of [field] and suggest practical applications for [specific area]. Future research should explore this relationship further, particularly in diverse populations and using different methodologies. Overall, this research enhances our knowledge and provides a foundation for further investigation.

53. Analysis of the Conclusion S/N Sentence Analysis 1 In conclusion, this study provides evidence of a positive correlation between X and Y. The author again stated the main finding of the study 2 These findings contribute to our understanding of [field] and suggest practical applications for [specific area]. The author discussed again the contribution of the study 3 Future research should explore this relationship further, particularly in diverse populations and using different methodologies. The author suggested the area for future research based on the finding of the study 4 Overall, this research enhances our knowledge and provides a foundation for further investigation. The author gave the final thought.

54. How to prepare the abstract An abstract is a brief summary of a research report, article, thesis, or other document It provides readers with a quick overview of the study, including its objectives, methods, results, and conclusions Crafting a well-structured abstract is essential as it often determines whether a reader will delve into the full document

55. Purpose of an Abstract Overview : It offers a snapshot of the main points of the research Guidance: It helps readers decide whether the full document is relevant to their interests Indexing : It aids in the indexing and retrieval of the document in databases Types of Abstracts Descriptive Abstracts : Briefly describe the contents of the paper without detailing results or conclusions. Typically 50-100 words Informative Abstracts: Provide a more detailed summary, including results and conclusions. Typically 150-250 words

56. Structure of an Abstract A well-structured abstract typically includes the following components: Background/Context: Briefly introduce the research topic and its significance Objectives: State the main goals or objectives of the study Methods: Summarize the methods used in the research Results: Present the key findings of the study. Conclusions: Highlight the main conclusions and implications of the research

57. Steps to Write an Effective Abstract Write the Paper First: Ensure the paper is complete before drafting the abstract. This ensures all key points are included. Identify Key Components: Extract the main elements from each section of the paper: introduction, methods, results, and discussion. Draft Concisely: Write a first draft without worrying about length. Focus on clarity and conciseness. Revise for Clarity: Refine the draft to eliminate unnecessary words and ensure readability. Aim for a coherent and logical flow of information. Check Guidelines : Adhere to any specific formatting or length guidelines provided by your institution or publication.

58. Example of an Abstract Title : Probabilistic Approaches to Estimating Variation in the Mechanical Properties of Rock Masses Abstract: The probabilistic method of estimating mechanical characteristics of a rock mass is discussed based on Monte-Carlo simulation. The study aims to analyze the inherent variability of rock mass properties using extreme value statistics. Data from laboratory and field tests were utilized for the simulations. Results indicate that the mechanical properties follow the third type asymptotic distribution of the smallest values. The findings suggest that the proposed approach provides a viable means of assessing variability in rock mass properties, offering significant implications for geotechnical engineering and risk assessment

59. Analysis of the Abstract S/N Sentence Analysis 1 The probabilistic method of estimating mechanical characteristics of a rock mass is discussed based on Monte-Carlo simulation The author introduced the research topic 2 The study aims to analyze the inherent variability of rock mass properties using extreme value statistics The author stated the objective of the study and the methodology 3 Results indicate that the mechanical properties follow the third type asymptotic distribution of the smallest values. The author presented the results of the study 4 The findings suggest that the proposed approach provides a viable means of assessing variability in rock mass properties, offering significant implications for geotechnical engineering and risk assessment. The author highlighted the main conclusion and the implication of the findings.