Business Communications

Technical Communications Basics: Lab Reports & More

Metro Writing StudioNovember 18, 2009Instructor: Nancy [email protected]

Technical Writing & Communication

“Communication skills are extremely important. Unfortunately, both written and oral skills are often ignored in engineering schools, so today we have many engineers with excellent ideas and a strong case to make, but they don’t know how to make that case. If you can’t make the case, no matter how good the science and technology may be, you’re not going to see your ideas reach fruition.” George Heilmeier, corporate executive of Bellcore, in “Educating Tomorrow’s Engineers,” ASEE Prism, May/June 1995 (from A Guide to Writing as an Engineer)

Overview

Introduction to technical & business writing

Writing resources Editing & proofreading E-mail, letters, & memos Numbers, units of measurement,

equations, & abbreviations Lab reports Technical articles & papers Tables, graphs, & illustrations

Introduction

Your writing reflects who you are. It must be readable and

understandable. Know your audience. Organize, outline, summarize. Use short paragraphs, sentences,

and words. Use real language – no jargon,

buzzwords, or clichés.

Guidelines for Good Technical Writing

Focus on why you are writing. inform request instruct propose recommend persuade record

Guidelines

Get to the point: most important information at the

beginning Letter — opening sentence Memo & e-mail — subject line Report — abstract, summary (or

conclusion), and/or results (or recommendations)

General Advice for Reports

Determine the requirements for the report.

Define the needs & requirements of the audience.

Find out specific requirements from instructor (format, etc.)

English (American English)

“English is an imprecise, inconsistent, and illogical language that can be frustrating and difficult to use.”

Pocket Book of English Grammar for Engineers and Scientists by Leo Finkelstein, Jr.

Web Resources

Writing Guidelines for Engineering and Science Students (Virginia Tech & Penn State Univ.)http://www.writing.eng.vt.edu/

Writing Exercises for Engineers and Scientistshttp://www.writing.eng.vt.edu/exercises/

Engineering Communication Centre, The University of Torontohttp://www.ecf.utoronto.ca/~writing/handbook-lab.html

Web Resources

On-line dictionaries:

Merriam-Webster Online (this web site also includes a word a day, word games, and daily crossword puzzles) www.m-w.com

Dictionary.com (this web site also includes a word a day and a daily crossword puzzle) dictionary.com

Increase your vocabulary, subscribe to A.Word.A.Day wordsmith.org

Editing & Proofreading

Never send out the first draft—let time elapse.

Make sure draft makes sense. facts correct main message stands out

Never rely on spell check or grammar check (or autocorrect) but use them!


Print draft out. easier to review than on the screen how does it look printed?

Review with someone else. Read draft “backwards”. When it’s really important, hire

someone to proofread draft.


Edit at different levels Check for technical accuracy Level 1—spelling, punctuation, typos Level 2—paragraph & sentence length

and structure, verbiage, and precise word choice

Level 3—overall format, organization, and appearance

E-mail

Maintain a business/professional image.

Use a clear subject line. Only one topic per e-mail. Use an e-mail signature. Limit message to one screen. Avoid acronyms and Instant

Messaging abbreviations.

Example of e-mail signature

Nancy Passow Adjunct Instructor Fairleigh Dickinson University 201-541-9702 (telephone/fax) www.write4unj.com

E-mail (page 2)

When responding to e-mails, include reference.

Don’t forward “chain” e-mails. Set tone (no emoticons). Limit number of recipients. Use “bcc” for large groups. Limit use of “Reply All”. E-mails are not private.

E-mail (page 3)

Save e-mail into files or folders Keep copies of e-mail you send Search e-mail folders Create and use distribution lists Use templates Attach files to e-mail Proofread and spell check e-mail Know how to access e-mail on the road

Why Use Paper?

Permanent record. Recipient not comfortable with e-

mail. Complexity of topic, amount of

information. Need to transmit printed item or

item with signature.

Why Use Paper?

Security Memos – internal Letters – external Faxes – need to show a signature or

transmit something

General Tips

Write as though talking to recipient Give your reason for writing in first

paragraph Establish an order for your

responses Use the proper format

General Tips

Keep letters and memos short, simple, and structured stop when you’re through

End with a “call to action”/what comes next

Make the closing simple Adopt an easy-to-read format Don’t use “stilted expressions”

Memos

To, from, date Subject – make it descriptive Address only to person who must

take action Use cc’s & bcc’s for others – list

names alphabetically (except for president or CEO)

MS Word provides memo templates

Sample Memo

To: Technical Communications ClassFrom: Nancy PassowDate: September 18, 2006cc: Dr. Tan

Subject: Sample Memo

Memos are used to send information inside of a business or other organization. A memo can be used to ask or answer a question, report on a trip, transmit a report, or for any other type of communication that needs a written record.

A full signature isn’t needed on a memo–usually senders sign their initials next to their name.

Letters

Company logo &/or address and date

Correct name, title, & address Attention line – if actual recipient

isn’t known Reference line – refer to previous

letter Subject line

Letters

Salutation use Mr. or Ms. (or Dr. or other honorific) if not sure of gender, use full name or

else title Dear Terry Smith: Dear Supervisor Smith:

can use first name after relationship established

Body of letter

Letters

Close Sincerely, Regards,

Signature professional name typed can sign with first name if recipient is

addressed by first name

Letters

Reference initials author’s initials, capitalized; typist’s

initials lowercase End notations

enclosure cc and bcc

Letter Format

Block Style 80% of all letters all elements flush against the left

margin Modified Block Style

date and signature block start at center of page

other elements flush against left margin

Sample Letter – Block StyleOctober 24, 2005

Mr. Arthur H. BellBarron Educational Series250 Wireless BoulevardHauppauge, New York 11788

Dear Mr. Bell:

I’ve just finished reading your book Writing Effective Letters & Memos and want to thank you for writing such a useful book! Your book is not only very informative but fun to read. It will have a prominent spot on my reference shelf.

To show you what I learned, here is an example of a Block Letter Style. Normally this would be printed on my letterhead.

Sincerely,

Nancy R. Passow

Sample Letter – Modified Block Style

October 24, 2005

Mr. Arthur H. BellBarron Educational Series250 Wireless BoulevardHauppauge, New York 11788

Dear Mr. Bell:

I’ve just finished reading your book Writing Effective Letters & Memos and want to thank you for writing such a useful book! Your book is not only very informative but fun to read. It will have a prominent spot on my reference shelf. To show you what I learned, here is an example of a Modified Block Letter Style.

Sincerely,

Nancy R. Passow

Sample LetterOctober 24, 2005

Barron Educational Series250 Wireless BoulevardHauppauge, New York 11788

Attention: Customer Service Department

Please send me 10 copies of the book Writing Effective Letters & Memos by Arthur H. Bell. Enclosed is a check for $70.00 to cover the cost of the books and shipping. Thank you very much.

Sincerely,

Nancy R. Passow

Enclosure: check #560

cc: Arthur H. Bell

Numbers

Write out all numbers below 10. exceptions

time – 5 pm; 9-second delay units of measure – 3 inches; 1 pound money -- $7 dates – August 2 page numbers – page 8

Numbers

numbers that can go either way age percentages proportions

ordinals (first, third, etc.) spell out single words – first, fourteenth write others as numerals – 21st, 93rd

Numbers

When two or more numbers appear in a sentence or paragraph, be consistent.

If a number begins a sentence, write it out (or rewrite the sentence to change the order).

Millions can either be 2 million or 2,000,000

Numbers

Place a zero before the decimal point for numbers less than one (but don’t use “trailing” zeros unless they indicate precision). 0.72 1 6.30

Numbers

Write fractions as numerals when they are joined by a whole number, connecting them with a hyphen. 2-1/2 5-1/16

For very large or small numbers, use scientific notation. 0.0036 = 3.6 x 10-3

135,000 = 1.35 x 105

Numbers

Place a hyphen between a number and unit of measure when they modify a noun. 15,000-volt charger

Use the singular when fractions and decimals of one or less are used as adjectives. 0.9 pound

Numbers

In a listing of numbers, align decimal points vertically.133.4 27.06 0.345

Spell out one of two numbers that appear consecutively. four four-color photos/four 4-color photos 12 60-ohm resistors/ twelve 60-ohm resistors

Units of Measurement

Be consistent. English (inch, feet, Fahrenheit, pound) Metric/SI (Système International) can use both (second in parentheses)

Use commonly accepted abbreviations.

Leave a space between the number and measurement unit.


Use the correct symbol; remember a symbol may stand for more than one thing. C degree Celsius or C coulomb (electric charge)

Units of measurement derived from a person’s name usually not capitalized, even if abbreviation is. amperes A kelvins K volts V webers Wb

Units of Measurement Prefixes

1018 exa- E1012 tera- T106 mega- M103 kilo- k10-1 deci- d10-2 centi- c10-3 milli- m10-6 micro- μ10-9 nano-n


Dictionary of scientific terms Only use the terms, symbols, etc.,

if you and your audience know what they mean.

Can define them in the text

Equations

Define your audience, if non-technical, keep equations to a minimum.

Many word processing programs can write equations in text.

If writing long-hand, make sure it is legible and accurate.

Equations

Center equations on page. Number equations sequentially for

reference. 5 + 7 = 12 (1)27 – 13 =14 (2)

Align plus, minus, multiplication, and division signs with equal sign.

Equations

For a series of equations, align equal signs vertically.

Leave a space between text and an equation and between lines of equations.

Leave a space on both sides of the signs.

Microsoft has an Equation Editor

Abbreviations

computer-aided design/computer-aided manufacturing = CAD/CAM

spell abbreviations out the first time initialisms (initializations)—first

letter from each word and pronouncing as initials (GPA, IBM)

acronyms—first letters or sounds but pronounced as a word (AIDS, ROM, NASA)

Laboratory Reports

Present the data from an experiment.

Present the conclusions that can be drawn from the data.

Present the theory, methods, procedures, and equipment.

Reader should be able to replicate the experiment.

Lab Reports – Contents & Organization

Title page name of experiment names of lab partners date

Abstract – 200 words max. purpose key results significance major conclusions


Introduction & background objective important background or theory show why you are doing this work

Methods & materials or equipment list (accurate & complete) may be able to reference lab manual or

standard procedure


Experimental procedure describe process in chronological order note any changes from planned method

Observations, data, findings, or results what happened? collect data, organize it, & present it use tables, graphs, or charts


Discussion & conclusions analysis and interpretation explain why you think your conclusions

are valid Implications and further research

how can the conclusions be applied? are there further research possibilities?

Information sources/references Appendices

Lab Reports Resources

On-line resources:

http://www.ecf.utoronto.ca/~writing/handbook-lab.html

http://www.writing.engr.psu.edu/workbooks/laboratory.html

Technical Articles & Papers

Types of technical publications academic journals trade journals

Why write an article? offers personal satisfaction showcases author’s technical expertise publicity for company or school professional prestige helps others learn


Types of articles scientific research new or improved products new techniques market trends case histories

Author’s guidelines length, style, and format


Author ToolsWriting technical papers plays an important role for engineers, and for growth of technology. With more than 120 journals, 450 annual conferences, and other publication options, IEEE offers authors the opportunity to make a difference in their careers and in their fields. Authors are invited to submit their work to IEEE journals, magazines, and other publications. Prospective contributors should be familiar with the submission guidelines for the appropriate publications, as outlined below.

Submission Guidelines and Calls for Papers:• IEEE Transactions, Journals, and Letters – IEEE Author Digital Toolbox

- Proceedings of the IEEE • IEEE Magazines - IEEE Spectrum - EEE Computer Society Magazines - IEEE Communications Society Magazines • IEEE Newsletters • EEE Standards Information Network • IEEE Conference Proceedings • IEEE Press Books • IEEE Computer Society Press • IEEE Conference Calls for Papers and Deadlines


Why Publish with IEEE? Prestige - IEEE is a not-for-profit publisher, with a mission

to promote "the engineering process of creating, developing, integrating, sharing, and applying knowledge about electro and information technologies and sciences for the benefit of humanity and the profession."

Legacy - IEEE authors include the giants of technology — from Edison and Marconi to Flanagan and Holonyak, and beyond.

Impact - Your research will be noticed — and read. IEEE journals are among the most-cited in Electrical and Electronics Engineering, Telecommunications, Robotics, Medical Imaging, Computer Science, any many other technologies.


Growth - Publication enhances your career. Technical papers published by IEEE are an important part of your resume, and play a vital role in determining your status in the technical community.

Reach - Technology professionals around the world depend on IEEE publications. More than 1 million researchers use IEEE online publications every month.

Quality - No one understands technology like IEEE. Volunteer editors and peer reviewers have access to the latest trends in their disciplines, because technology is their only business.

“Nontextual” Material

Tables Graphs Charts Graphics or illustrations

Tables

Use word-processing software to convert text to a table.

Can turn off grid lines to look like columns.

Import spreadsheet data to create a table.

Formatting Tables

Heading at top of each column. Can include “row heading” in

farthest left column. Text is left-aligned. Numbers are right-aligned. Measurement value goes in column

or row heading (or in note below). Table title goes above the table.

Charts & Graphs

Visual representations of tables. Shows the significance of the data. Line graphs – change in data

occurring over time. Pie charts – depict the relative

portion of a total amount. Bar charts – compares sets of data. In Excel, under Insert, click on chart

and follow the Chart Wizard.

Illustrations or Graphics

Photographs Drawings Diagrams Schematics

Sources of Illustrations

Internet Hardcopy scans Professional clipart Graphics professional Crop, size, label, clean up

Guidelines for Graphics & Tables

Add descriptive figure and table titles below figures above tables

Add labels. Indicate sources of borrowed

graphics or tables. Place graphics & tables at point of

first reference.

Guidelines for Graphics & Tables

Align and position graphics carefully. adequate spacing can “flow” text around

Intersperse graphics & tables with text.

Include a legend – symbols, colors, shadings, patterns, etc.

Provide a cross-reference to tables & graphics.

References

D. Beer & D. McMurrey, A Guide to Writing as an Engineer, 3rd ed.

A. H. Bell, Writing Effective Letters, Memos, & E-mail, 3rd Ed.

G. Blake & R. Bly, The Elements of Technical Writing

Engineering Communication Centre, The University of Toronto, Laboratory Reports

Business Communications

Business

Transcript of Business Communications