Download - Communication Skills Report Writing
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COMMUNICATION SKILLS
Technical Reports
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Major Reference
Sharma, Sangeeta; Mishra, Binod (2011-04-25).
Communication Skills for Engineers and Scientists. PHI
Learning Private Limited. Kindle Edition.
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Introduction
LATIN
Reportare: re + portare.
It means to carry back the information to someone who was notpresent at the scene of the event.
Reports are:
Systematic Objective
Important tools for decision-making
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Technical vs Literary Reports
Technical
Written on request
Audience identified
Fixed structure
Language: simple, precise, concise
Literary
Written on own initiative
Audience not assured No fixed structure
Use of rhetorical language
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Technical vs Literary Reports
Technical
Objective in approach
No aesthetic pleasure
Facts are presented
Written for a specific purpose
Literary
Subjective in approach
Aesthetic pleasure derived Appeals to the emotions
Not written for any specific purpose
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Technical Report Definition
A Technical Report is a document which is the result of
thorough investigation, written for a specific audience
in a well-defined format, with easy-to-understand
language.It interprets and analyses the data and derives
conclusions and recommendations, where applicable.
A report presents the facts in an economical way. That
is the economy of words.
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Objectives
The primary purpose of a report is to present facts inan organized, ready-to-use form so that decisions maybe made
Update the progress of a companys plans and
activities
Produce the results in written form which could be usedfor future reference
Guide the organization for the corrective path foraction
Record the work done
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Objectives
Disseminate the information and new ideas
Avoid repetition of the work done
Provide platform for cross-fertilization of ideas
Enhance the decision-making process Check the validity of the information
Evaluate and compare the efficiency of new
machinery, product or services Assess the progress of any project
Record findings and recommend action.
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Style
The facts presented should be audience oriented
Twisting of facts may lead to wrong decision-
making
The report should be highly relevant apart from
being precise
Unnecessary details cloud the relevant information,
and, therefore, should be avoided Let the report be sans frills.
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Style
The success of the report lies in clarity and brevity.
A report must be systematic and well-organized
The purpose and objective should be clearly
defined The sources of collection of data mentioned
The report must have proper division andsubdivision
Language should be grammatically correct
Include a title page and table of contents
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Format
Introduction
Review of the Literature
Methods for the Collection of Data
Findings and Analysis
Discussion
Conclusions
Recommendation
Bibliography/References
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Reports
Reports may be:
Long or short
More formal or less formal
Routine or special
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Simplify the Sentence
Put the pressure on the button so that
the machine can be started.
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Simplify the Sentence
There is a necessity to satisfy customers
for a business success to occur.
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Simplify the Sentence
The board of directors arranged to
organize a meeting and a newpresident was elected.
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Simplify the Sentence
There is a cutter that cuts the plate
from the coil, rolling it perfectly andcompleting the process.
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Simplify the Sentence
Special features of this machine are more durability,
noise reduction and greater efficiency.
The companies made a comparison of the two piecesof equipment and the deal was finalized.
The concentration by the Training Division of its time,money, and other resources into a new program is not
advisable from our point of view.
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Simplify the Sentence
Enclosed herewith please find two copies containing
identical information that must be completed, stamped
and then returned in an envelope to Mendhak
Enterprises
Personnel will take cognizance of the high priority
requisition of fifty pursuit planes. Immediateimplementation of this policy directive is imperative.
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Simplify the Sentence
Subject to the above considerations,
and while the larger classes at present
in existence must necessarily lead to anundesirable formalization of contact
between staff and students, the
fixation of a quota is not at presentdesirable.
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Writing Technique
Experience says that since most of the subjects are
new and novel to the readers, they, on most
occasions tend to develop lack of interest in the
content. It is the writers responsibility to bring animation
and spontaneity in the document.
His/her writing may put life into the document,making readable and understandable.
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Writing Technique
An effective writing technique alone can make a
dull piece interesting.
As information of most technical documents is often
factual, the writer has to make it presentablewithout disrupting the flow.
This is possible when he/she follows a technique
which suits his readers.
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Jargon
These are words which may be quite familiar inyour own trade and profession. Such technicalwords are known as jargons.
They are ineffective or even counterproductivewhere the audience consists entirely or partially ofpeople from other professions who are totallyignorant of the meaning of such words
Eg Debit and Credit or Cognizance, Summons andWrit
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Jargon
Words such as refraction, inventory, pedagogy,chauvinism, cerebellum, freeware, synthesis, hybridization,vegetative, etc. may ensure a smooth exchange ofinformation among people for whom these words have
clear meaning.
But such words may confuse people working in otherprofessions, crippling the essence of the text. As
considerate writers, you must save yourself from beinga victim of jargon by discarding their use to themaximum.
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Clichs
Clichs are overused words or phrases that should beavoided in technical writing.
Acid test - A severe or crucial test
Pay through ones nose - Pay unreasonable priceBolt from blueUnexpected
Breathless silenceLull
By leaps and boundsRapidly
Last but not leastFinally
Nip in the bud - Stop something in the beginning
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Clichs
The new policy on education has thrown cold waters onstudents.
Revised: The new education policy has disappointed
students.
The manager smelt the rat in the deal and put it on thebackburner.
Revised: The manager doubted the deal and postponedmaking a decision.
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Foreign Words
Blas - Indifferent because of familiarity
De facto - In fact
Laissez-faire - Non-interference
Per diem - Daily allowance
Modus operandi - Mode of operation
Et cetera - and similar items
Et al - and others
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Abbreviations
The use of many abbreviations may, at times, createconfusion since people will interpret them according totheir own understanding and preferences. Manyabbreviations are still waiting to gain popularity among
the masses. OCR Optical Character Reader
ODBC Open Database Conveyance System
CAD Computer Aided Design
ERP Enterprise Resource Planning
URL Uniform Resource Locator
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Text Speak
One human resource manager recently got a thank younote on her iPhone that said:
Thx 4 the Iview! Wud to wrk 4 u!!!
The manager had liked the candidates interview, butafter getting the note, she put him in the reject pile.
Do you think it was fair for the manager to automaticallyreject the candidate? Should textspeak be consideredacceptable workplace communication? Explain briefly.
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Avoid
Actual experience
Advance warning
All alone
Assemble together
Basic fundamentals
Detailed perusal
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Avoid
Due to the fact that
End result
Final conclusion
Final result
Firm decision
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Avoid
Free choice
Integral part
Last and final
Narrow down
Past history
Personal opinion
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Avoid
Personal opinion
Refer back
Repeat again
Report back
Retreat backwards
True fact
Unexpected surprise
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Passive Construction
To convey an unavoidably negative message, passiveconstructions may be used:
Clearance of past dues authorizes you for all creditapplications in future.
Your application for employment was not acceptedby the committee at this time but would be kept on
file should an appropriate opportunity arise. Your consignment was delivered to us in a damaged
condition