technical writing for researchers and graduate students
DESCRIPTION
Technical Writing for Researchers and Graduate Students. Spring 2003 Lincoln Campus Instructor: Deborah Derrick. Seminar goals. To give you tools and strategies for: Writing useful, concise, readable documents Writing efficiently Writing to your audience. Seminar focus. - PowerPoint PPT PresentationTRANSCRIPT
Technical Writingfor Researchers
and Graduate Students
Spring 2003Lincoln Campus
Instructor: Deborah Derrick
Seminar goals
To give you tools and strategies for:
Writing useful, concise, readable documents
Writing efficiently Writing to your audience
Seminar focus Content – Selecting and organizing
information
Readability – Applying language and tools to help the reader understand
Efficiency – Applying productivity strategies to the writing process
You will receive…
Checklists, models and examples that you can adapt to your writing
A concise set of guidelines and principles you can use as a reference
Help on any writing projects in progress (on a request basis)
How the seminar will run…
15 weeks, Mondays and Wednesdays
Sessions divided into units (see agenda)
Lecture format plus hands-on exercises
Good writing skills…
Increase your marketability
Increase your advancement potential
Help save you time when you write
Overall, researchers and their supervisors spend at least 20 to 40 percent of their time working with reports, proposals, memos and other documents.
What supervisors say…
Information is hard to read and understand quickly
Material is poorly organized Sentences are poorly constructed Incorrect word choice; jargon Documents are too long Document focus is unclear
Researchers need help with…
Deciding what and how much information to include
Organizing documents Figuring out what the audience
needs to know Structuring easy-to-read sentences Getting started; writing efficiently
Unit 1: Organizing
OUTLINE OF TOPICS:
Why start with organization? A suggested organizational method How it works How to apply it to different
documents
Why organize?
It provides a framework on which to “hang” ideas.
It presents ideas in a logical, coherent sequence that is easily understood.
It helps you decide what content to include in your document.
It helps stimulate ideas.
A “top-down” approach In organizing your document, you
should follow a problem-solving approach that is already familiar to researchers.
This framework will help you organize your notes and thoughts before you write.
You can use it for both technical and business documents.
“Top-down” organization
This organizational scheme is based on science’s 5-part method for recording and reporting experiments:
Define objective Select apparatus Determine method Make observations Draw conclusions
Top-down organization
By translating these 5 scientific terms into technical/business terms, we have a framework that can be applied to both the academic and business environments.
Top-down organization
It uses science’s problem-solving structure for conveying technical information.
It adds a parallel structure for interpreting technical information in business terms.
Top-down organization
SCIENTIFIC Objective Apparatus Method Observations Conclusions
TECHNICAL/BUSINESS Problem Scope and goals Solution Results Conclusions and
Recommendations
Top-down organization
By contracting, expanding, using “as-is” or otherwise modifying this structure, you can use it to organize the main research-related documents you need to write.
Applying the top-down method
This method can be applied to: Memos or business letters Single-task research reports Multi-task research reports Progress reports Proposals Other technical papers
Example of single-task report
Researchers were asked to solve a specific problem in the production of a product.
Here’s how the body of the report might look from a technical standpoint.
1. Problem
What is the specific problem that is being addressed in this research?
Why is the problem important (from a technical and a practical/business standpoint)?
2. Scope
What has been done before to try to “fix” the problem (literature review).
What technical factors or issues had to be addressed to resolve this problem?
3. Solution What approach was taken to resolve
the problem? What specific task(s) were
performed? Did the research proceed as planned
or were there unexpected difficulties? How were these difficulties resolved?
5. Conclusions/Recommendations
Can the results be directly applied to resolve the problem?
What technical steps should be taken to implement these results?
Has this research yielded other ideas for that should be followed up in future research?
Multi-task research report
A multi-task report may require expansion of this framework.
The following pages give an example of the components of this type of report.
1. Needs, problems, benefits What needs prompted the
company’s (sponsor’s) funding this research?
What problems are being addressed?
What opportunities or benefits will the sponsor receive if the research project succeeds?
2. Scope and goals
What has been done before to try to solve this problem?
What specific technical elements of the problem were researched?
What technical goals did the research attempt to achieve?
3. Solution
What approach was selected to solve the specific problems and achieve the identified goals?
How did it compare to other possible approaches?
What specific tasks did the research include?
Solution (continued)
What difficulties were encountered? How were they solved?
What “shortcuts” or other unexpected advantages were found that could be useful in other research projects?
4. Results
What results did each task yield? From a scientific viewpoint, how
“good and complete” were these results?
5. Conclusions
To what extent did the research solve its stated problems and achieve its intended goals?
What future research should be done?
6. Recommendations What future research in this area should
be conducted? What steps could be taken in future
projects to prevent the difficulties found in this project and to improve results?
What actions should be taken in future projects to utilize the shortcuts and other efficiencies found during this project?
Variations
The basic top-down scheme lends itself to other variations, such as: Need Problem, scope, and goals Solution Results Conclusions
Progress reports
Engineers (in business and academe) often need to write quarterly or monthly progress reports on projects to funding agencies or clients.
Here is a simple way to organize a monthly progress report, based on the planned tasks outlined in your proposal or work plan.
Progress reports (continued)
Current month Solution
What tasks did you work on? What problems, if any, occurred? How
were they resolved? Results
What main data did you get? Were such data expected? If not, what is
the impact?
Progress reports
Next month: Solution
What tasks do you plan to do? What problems, if any, do you anticipate?
Results What main results do you expect to get?
Benefits of this scheme Each section builds logically on
preceding sections. It can be used for almost all types of
documents. It can help reveal gaps in logic and
data. It helps you decide what information is
needed. It saves you time during the writing
process.