Structural drafting : a practical presentation of drafting ...
Drafting a Report
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Transcript of Drafting a Report
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Presentation outline
Importance of report writing
Keys to effective report writing
Structure
Format & Mechanics
Style
Editing
Resources
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Need for communication
reports meetings
articles conferences
proposals lectures
How well you communicate will affect your career!
specific technical audience
general technical audience
non-technical audienceCVG 1900 - Effective Report Writing 3
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1. Channel for the communication of information
2. Managers everyday work Tool for decision making
Why are reports so important?
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Identify the purpose
To inform?
To convince?
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Report writing process
Analyze constraints
Organize information
Write first draft
Edit and revise
Finalize
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How are reports assessed
by reader?
Structure
How information is organized
FormFormat: layout, typography
Mechanics: grammar, punctuation,spelling
Style
The way you communicate
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Structure
Front matter /Prefatory
Presents preliminary information for thereport
Main body /The report proper Explains report's content to primary
audience Discusses results and presentsconclusions
Back matter /Supplementary
Provides secondary information to allreaders as well as primary information tosecondary readers
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Front matter
Title Fly
Title Page
Letter of Transmittal Authorization of the person who commissioned the report.
Acknowledgement
Unexpected Findings
Emphasis on follow-up research
Personal Comments
Encouragement to the readers for further action
http://localhost/var/www/apps/conversion/tmp/scratch_6/cover%20page%20for%20report.jpghttp://localhost/var/www/apps/conversion/tmp/scratch_6/TRANSMITTALLETTER.dochttp://localhost/var/www/apps/conversion/tmp/scratch_6/ACKNOWLEDGEMENT%20FORMAT%20FOR%20THE%20PROJECT.dochttp://localhost/var/www/apps/conversion/tmp/scratch_6/ACKNOWLEDGEMENT%20FORMAT%20FOR%20THE%20PROJECT.dochttp://localhost/var/www/apps/conversion/tmp/scratch_6/TRANSMITTALLETTER.dochttp://localhost/var/www/apps/conversion/tmp/scratch_6/cover%20page%20for%20report.jpg -
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Table of contents and list of Illustrations
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Executive Summary
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Main body
Introduction
Discussion
Conclusion
Pages numbered with Arabic numerals
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Introduction
Topic
Importance
Background
Scope and limitations
Leads the writer to the main body
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Discussion/Findings
Describe the data presented in
table/graphs.
Highlight important findings Put your results in context by
comparing them with previous
research Give reasons to account for
differences
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Conclusion
Keep the conclusion relatively short.
Focus on main result.
Interpret the overall meaning;integrate similar findings
Add no new details
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Back matter
References
Appendix
Bibliography
Glossary
Index
Continue page numbering with Arabicnumerals following conclusion
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Recommendations
What does the writer wants the reader
to do?
What action needs to be done?
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AMERICAN PSYCHOLOGICAL ASSOCIATION
(APA)- References
CHICAGO MANUAL OF STYLE (CMS)-Bibliography
MORDEN LANGUAGE ASSOCIATION(MLA) -
Work cited
FORMAT USED TO CITE DATA
http://localhost/var/www/apps/conversion/tmp/scratch_6/apa%20style%20reference.ppthttp://localhost/var/www/apps/conversion/tmp/scratch_6/MLA%20STYLE%20reference.dochttp://localhost/var/www/apps/conversion/tmp/scratch_6/MLA%20STYLE%20reference.dochttp://localhost/var/www/apps/conversion/tmp/scratch_6/apa%20style%20reference.ppthttp://localhost/var/www/apps/conversion/tmp/scratch_6/apa%20style%20reference.ppthttp://localhost/var/www/apps/conversion/tmp/scratch_6/apa%20style%20reference.ppt -
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Appendices
Supply additional information for
secondary audiences
Supply secondary or tangentialinformation to primary audience
Separate appendices for different
types of information
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GLOSSARY
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INDEX
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Structure of a report
Title page Summary
Table of contents Introduction
Discussion & Conclusions Recommendations
References and Appendices
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Format
The way a document is arranged
No universal format
Different formats to serve particularaudiences, purposes, and occasions
Follow the format that is expected or
required for specific situation Make the reading process efficient
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Illustrations/Visual Aids
Tables
Figures
Line charts Pie Charts
Bar Graphs
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Mechanics
Avoid common errors of
Grammar, Punctuation Usage
Spelling
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Style
Short paragraphs and sentences
One idea per paragraph
Smooth and logical flow of ideas Be precise, avoid being vague
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Language use
Remember that reports will be judged
on:
technical content clarity & ease of understanding of
written text choice of wording
grammatical corrected ness
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Report writing process
Analyze constraints Organize
information, write first draft
Edit and revise Finalize
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EXAMPLE
books
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Magazine and journalarticles.
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Reports.
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Personal interviews, correspondence,
and other non print sources.
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citing Internet and Web
information sources,
http://owl.english.purdue.edu/handout
s/research/r_docelectric.html
http://www.columbia.edu/cu/cup/cgos/i
dx_basic.html
http://owl.english.purdue.edu/handouts/research/r_docelectric.htmlhttp://owl.english.purdue.edu/handouts/research/r_docelectric.htmlhttp://owl.english.purdue.edu/handouts/research/r_docelectric.htmlhttp://owl.english.purdue.edu/handouts/research/r_docelectric.html -
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Link for further help..
http://www.writing.engr.psu.edu/workb
ooks/proposals.html
http://www.writing.engr.psu.edu/workbooks/proposals.htmlhttp://www.writing.engr.psu.edu/workbooks/proposals.htmlhttp://www.writing.engr.psu.edu/workbooks/proposals.htmlhttp://www.writing.engr.psu.edu/workbooks/proposals.html