practical guidelines for writing a technical or scientific ...€¦ · practical guidelines for...

D

ee dp na ur kte gim ue tn krt eW

E nl gac ii nn ea eh ric ne g

M

--

K AT H O L I E K E U N I V E R S I T E I T

Practical guidelines for writing a technical orscientific report

Joris De Schutter

Katholieke Universiteit LeuvenDepartment of Mechanical Engineering

Division PMA

December 20, 2007

D



M

--


Prelude...

Overview

Objective

General principles

Contents

Structure

Style

Examples

Conclusion

Further reading

Prelude . . .

Importance of reporting

How important are written and oral reporting for anengineer, and why are they important?

Basic principles of reporting

What are the most important basic principles of goodreporting?

D



M

--


Prelude...

Overview

Objective

General principles

Contents

Structure

Style

Examples

Conclusion

Further reading

Overview

Objective

General principles

Contents

Structure

Style

Examples

Conclusion

Further reading

D



M

--


Prelude...

Overview

Objective

General principles

Contents

Structure

Style

Examples

Conclusion

Further reading

Objective

Improve the quality of written reports

papers

thesis

technical report

publication (journal or conference paper)

. . .

D



M

--


Prelude...

Overview

Objective

General principles

Contents

Structure

Style

Examples

Conclusion

Further reading

General principles

Essential and substantial

Reporting is an essential and substantial part of anytechnical or scientific activity (. . . 15% . . .)

Basic principle

Make it as simple as possible for the reader!!

“guide” the reader

give a clear message

be concise

D



M

--


Prelude...

Overview

Objective

General principles

Contents

Structure

Style

Examples

Conclusion

Further reading

General principles

And furthermore ...

report is your “name card”

good reporting requires special effort

writing down brings along a better understanding

D



M

--


Prelude...

Overview

Objective

General principles

ContentsTitleAbstractTable of contentsList of symbolsIntroductionChapters/SectionsConclusionReferencesAppendices

Structure

Style

Examples

Conclusion

Further reading

Title

Aim

Give reader exact idea of contents

How?

should cover contents as accurately as possible

as specific as possibleevery word is important

is decided at the very last moment!

Example

BAD: “Detector of air bubbles”

GOOD: “Design of an ultrasonic detector of airbubbles in blood lines”

D



M

--


Prelude...

Overview

Objective

General principles


Structure

Style

Examples

Conclusion

Further reading

Abstract

Aim

highlights own contributions

helps reader to decide whether report is of interest tohim

How?

just summarizes conclusions, no explanation

is written at the very last moment!!

D



M

--


Prelude...

Overview

Objective

General principles


Structure

Style

Examples

Conclusion

Further reading

Table of contents

Aim

reveals structure of report

allows to jump to specific part of the text

How?

structure should be logical and transparent!(see Structure)

D



M

--


Prelude...

Overview

Objective

General principles


Structure

Style

Examples

Conclusion

Further reading

List of symbols

Aim

for the reader: quick look-up of meaning of symbol

for the author: writing and updating list of symbolscontributes to

systematic notationavoidance of double use of symbols

How?

general notation: vector, matrix, meaning of subscriptor superscript, . . .

individual symbols: logical order

D



M

--


Prelude...

Overview

Objective

General principles


Structure

Style

Examples

Conclusion

Further reading

Introduction

Elements

situate problem or assignment

give relation with literature or previous work(references!!)

give short description of activities or proceduresfollowed

summarize main conclusions

give structure of report (refer to different parts)

D



M

--


Prelude...

Overview

Objective

General principles


Structure

Style

Examples

Conclusion

Further reading

Chapters/Sections

Structure and sequence

logical and transparent structure and sequence

balanced sections (approximatively same length)

limited number of subdivisions

three for thesis, e.g. 3.5.1.two for paper or short report, e.g. 3.5.

usual sequence

theoryexperimental set-upresults + discussion

D



M

--


Prelude...

Overview

Objective

General principles


Structure

Style

Examples

Conclusion

Further reading

Chapter/Sections

Contents of chapters of thesis

introduction

short description of activities or procedures followedconclusions of chapterstructure of chapter

sections

conclusion

D



M

--


Prelude...

Overview

Objective

General principles


Structure

Style

Examples

Conclusion

Further reading

(General) Conclusion

Contents

recaps main conclusions of complete work

provides suggestions for further study or research

Frequent error

BAD: situate, explain, motivate . . .

D



M

--


Prelude...

Overview

Objective

General principles


Structure

Style

Examples

Conclusion

Further reading

References

Requirements

traceable, hence complete (also internet address!)

systematic

System

chronological

order of appearance

alphabetical (name of first author)

D



M

--


Prelude...

Overview

Objective

General principles


Structure

Style

Examples

Conclusion

Further reading

Appendices

Contents

Non-essential details that harm readability

long proofs

long calculations

extensive experimental results

deviations from main line of thought

D



M

--


Prelude...

Overview

Objective

General principles

Contents

StructureRule 1Rule 2Rule 3Rule 4Rule 5Questionnaire

Style

Examples

Conclusion

Further reading

Rule 1

Rule 1

Treat all necessary topics

D



M

--


Prelude...

Overview

Objective

General principles

Contents


Style

Examples

Conclusion

Further reading

Rule 1

Example: cycle of 4-stroke combustion engine

1 Intake stroke1 increase of volume2 decrease of pressure3 inflow of gas mixture4 closing of intake valve

2 Compression stroke1 decrease of volume2 increase of temperature

3 Power stroke1 increase of volume2 evolution of pressure3 opening of exhaust valve4 outflow of flue gases

D



M

--


Prelude...

Overview

Objective

General principles

Contents


Style

Examples

Conclusion

Further reading

Rule 2

Rule 2

Omit all unnecessary (irrelevant) topics

Example: cycle of 4-stroke combustion engine

No description of carburetter!

How do irrelevant topics sneak in?

we work hard on something we are interested in . . .

some subject is close to our subject . . .

after some time we find out that the original scopewas too wide and we have to narrow down . . .

D



M

--


Prelude...

Overview

Objective

General principles

Contents


Style

Examples

Conclusion

Further reading

Rule 3

Rule 3

Using a top-down procedure: divide each topic in all itssub-topics

Mind

every sub-topic can only belong to one sub-topic of ahigher level (“father”)

every sub-topic should be at the same level with atleast one other sub-topic

D



M

--


Prelude...

Overview

Objective

General principles

Contents


Style

Examples

Conclusion

Further reading

Rule 4

Rule 4

Order each group of sub-topics in a good way: use uniquecriterion, i.e. avoid cross division!

Example 1

MachinesPumps

principal pumpssecondary pumpstertiary pumpscentrifugal pumpspiston pumps. . .

D



M

--


Prelude...

Overview

Objective

General principles

Contents


Style

Examples

Conclusion

Further reading

Rule 4

Rule 4

Order each group of sub-topics in a good way: use uniquecriterion, i.e. avoid cross division!

Example 2

Shoes

leatherwoodclothcardboardsafety shoeshealth shoeschild shoes. . .

D



M

--


Prelude...

Overview

Objective

General principles

Contents


Style

Examples

Conclusion

Further reading

Rule 5

Rule 5

Use as much as possible parallel treatment and parallelwording

Example

BAD:

How heat is generated

Measurement of heat

Heat transfer

D



M

--


Prelude...

Overview

Objective

General principles

Contents


Style

Examples

Conclusion

Further reading

Rule 5

Example

GOOD:

Generation of heat

Measurement of heat

Transfer of heat

OR:

Heat generation

Heat measurement

Heat transfer

D



M

--


Prelude...

Overview

Objective

General principles

Contents


Style

Examples

Conclusion

Further reading

Questionnaire

Does the table of contents express a certain objective?

Does the table of contents contain the essentials ofthe subject?

Does the table of contents include the whole subject?

Is the table of contents clear?

Do the topic headings make sense?

Is every topic sufficiently divided in sub-topics?

Are the chosen headings the most appropriate ones(for your objectives)?

Are all superfluous topics omitted?

D



M

--


Prelude...

Overview

Objective

General principles

Contents


Style

Examples

Conclusion

Further reading

Questionnaire (continued)

Do the groups of headings express the relative lengthof all parts of the finished report?

Does the table of contents express a feeling of unity,rather than a simple collection of headings?

Does every heading, if it is subdivided, have at leasttwo sub-headings?

Are there less than six sub-headings? (If not: check ifall sub-headings are indeed at the same level)

Is every sub-heading placed under the right heading?

Is every group of sub-headings free of cross division

If advisable, is parallel treatment and parallel wordingbeing used ?

D



M

--


Prelude...

Overview

Objective

General principles

Contents

Structure

StyleGeneralParagraphSentenceVerbChoice of wordsFormulas and symbolsFigures and tablesAppendices

Examples

Conclusion

Further reading

General

Conciseness

delete all meaningless words, sentences, paragraphs,. . .

avoid repetition (except conclusions!!)

Guide reader

use introductory sentences, and refer to them later on

define all concepts!!

never leave the reader with questions

do no try out the reader’s curiosity

D



M

--


Prelude...

Overview

Objective

General principles

Contents

Structure


Examples

Conclusion

Further reading

Paragraph

Topic sentence

Sentence around which the other sentences of theparagraph are being developed

Methods to develop a paragraph

from general to detail

from physical cause to consequence

in order according to space or time

by analogy or by example

by comparison or contrast

by explanation of a definition

from simple to complex

by proof (induction or deduction)

by order of importance

D



M

--


Prelude...

Overview

Objective

General principles

Contents

Structure


Examples

Conclusion

Further reading

Sentence

Simplicity

use short, simple sentences

introduce only one new idea per sentence

Emphasize most important element

make the most important element subject and place itin front

avoid use of we/I/one

BAD: “In this chapter we describe how we haveextended the 2D system to a 3D system”

D



M

--


Prelude...

Overview

Objective

General principles

Contents

Structure


Examples

Conclusion

Further reading

Sentence (continued)

Link with previous sentence

indicate clearly link with previous sentenceuse reference words

conjunctionsprepositionsadverbsdemonstrative pronouns (+ noun)

use punctuation marks (between parts of compoundsentence)

use parallel wording for parallel constructions

D



M

--


Prelude...

Overview

Objective

General principles

Contents

Structure


Examples

Conclusion

Further reading

Verb

Active

prefer active form over passive form

BAD: “In this chapter it is described how the 2Dsystem is extended to a 3D system.”GOOD:“This chapter contains the extension from a2D system to a 3D system ”BAD: “Following results are obtained in thisexperiment . . . ”GOOD:“This experiment yields following results: . . . ”

replace noun by verb

BAD: Title: “Control of heavy machines . . . for . . . in. . . ”GOOD: Title: “Controlling heavy machines . . . for. . . in . . . ”

D



M

--


Prelude...

Overview

Objective

General principles

Contents

Structure


Examples

Conclusion

Further reading

Verb (continued)

Simple and direct

use as much as possible Simple Present tense

avoid verbs like would/should/can/could/may . . .

D



M

--


Prelude...

Overview

Objective

General principles

Contents

Structure


Examples

Conclusion

Further reading

Choice of words

As specific as possible

BAD: “a transducer”

GOOD:“a strain gauge”

BAD: “is obtained”

GOOD: “is measured” or “is computed”

No poetic descriptions

always use same word for same concept

always choose simplest expression

D



M

--


Prelude...

Overview

Objective

General principles

Contents

Structure


Examples

Conclusion

Further reading

Formulas and symbols

Formulas and symbols

use standard symbols and notations

avoid double use of symbols

define symbols in text where they appear first

insert short formulas in text

write longer formulas on separate line

use punctuation marks

“This yields:

y = ax2 + bx + c ,

where a, b en c result from (3.23).”

D



M

--


Prelude...

Overview

Objective

General principles

Contents

Structure


Examples

Conclusion

Further reading

Figures and tables

Figures and tables

sufficiently large and clear

label axes + units + scales

show most significant results

refer to figure or table in text

add explanatory caption to figure or table

D



M

--


Prelude...

Overview

Objective

General principles

Contents

Structure


Examples

Conclusion

Further reading

Figures and tables: table

D



M

--


Prelude...

Overview

Objective

General principles

Contents

Structure


Examples

Conclusion

Further reading

Figures and tables: graph

D



M

--


Prelude...

Overview

Objective

General principles

Contents

Structure


Examples

Conclusion

Further reading

Figures and tables: graph

0 0.2 0.4 0.6 0.8 1 1.2 1.4 1.6 1.8−2

−1.5

−1

−0.5

0

0.5

1

1.5

2

2.5

3

tijd [sec]

vers

nelli

ng [m

/s2]

D



M

--


Prelude...

Overview

Objective

General principles

Contents

Structure


Examples

Conclusion

Further reading

Figures and tables: drawing

D



M

--


Prelude...

Overview

Objective

General principles

Contents

Structure


Examples

Conclusion

Further reading

Figures and tables: picture

D



M

--


Prelude...

Overview

Objective

General principles

Contents

Structure


Examples

Conclusion

Further reading

Appendices

Appendices

add necessary explanation!

D



M

--


Prelude...

Overview

Objective

General principles

Contents

Structure

Style

ExamplesExample 1Example 2

Conclusion

Further reading

Example 1

Original

Both methods are applicable to systems that can beconsidered single degree of freedom and few restrictions areimposed upon the type of nonlinearity. The methods areself-consistent in the sense that no a priori knowledgeabout the nonlinear system characteristics is required andno initial estimates or approximative functions have to beprovided. (54 words)

D



M

--


Prelude...

Overview

Objective

General principles

Contents

Structure

Style


Conclusion

Further reading

Example 1 (continued)

Improved

Both methods apply only to single degree of freedomsystems, however with few restrictions imposed upon thetype of nonlinearity. These methods require no a prioriknowledge about the type of nonlinearity: no initialestimates or approximate functions are needed. (39 words)

Improved

Both methods apply only to single degree of freedomsystems. However, few restrictions are imposed upon thetype of nonlinearity. These methods require no a prioriknowledge about the type of nonlinearity: no initialestimates or approximate functions are needed. (40 words)

D



M

--


Prelude...

Overview

Objective

General principles

Contents

Structure

Style


Conclusion

Further reading

Example 2

Original

A self-calibration procedure will deduce the systematicerrors of the CMMs and this information can be used in anon-line error correction of single measurements by theCMM. (28 words)

D



M

--


Prelude...

Overview

Objective

General principles

Contents

Structure

Style


Conclusion

Further reading

Example 2 (continued)

Improved

A calibration procedure determines the systematic errors ofthe CMM. These errors are subsequently used for on-lineerror correction. (19 words)

D



M

--


Prelude...

Overview

Objective

General principles

Contents

Structure

Style

Examples

Conclusion

Further reading

Conclusion

Reporting is important: it is an essential part of thework

Reporting requires a special effort and a criticalattitude

Basic principle: make it as simple as possible

Practical guidelines for

structure of contentsstyle

Papers and thesis projects are very good exercise!

D



M

--


Prelude...

Overview

Objective

General principles

Contents

Structure

Style

Examples

Conclusion

Further reading

Further reading

Holtom D., Fisher E., Enjoy writing your science thesisor dissertation, Imperial College Press, 1999, (ISBN&-86094-090-0).

Haydon L.M., The complete guide to writing &producing technical manuals, J. Wiley, 1995. (TWER801 HAYD 1995).

Lesikar R.V., How to write a report your boss will readand remember, Dow Jones-Irvin, 1974. (TWER 621.8TEKM 012).

Markel M., Writing in the technical fields: astep-by-step guide for engineers, scientists andtechnicians, IEEE Press, Piscataway, 1994.

Strunk W., White E.B., The elements of style,MacMillan Publ. Co., 3rd ed., 1979. (TWER 801STRU 1979).

D



M

--


Prelude...

Overview

Objective

General principles

Contents

Structure

Style

Examples

Conclusion

Further reading

Further reading (continued)

Truscott R.B., The essentials of college and universitywriting, Research and Education Association,Piscataway, NJ, 1995. (TWER 801 TRUS 1995).

van Emden J., Easteal J., Technical writing andspeaking. An introduction, McGraw Hill, 1996.(TWER).

practical guidelines for writing a technical or scientific ...€¦ · practical guidelines for...

Documents