technical communications basics: lab reports & more metro writing studio october 26, 2011...
Post on 21-Dec-2015
214 views
TRANSCRIPT
Technical Communications Basics: Lab Reports & More
Metro Writing StudioOctober 26, 2011Instructor: 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 Tables, graphs, & illustrations Technical articles & papers
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!
Editing & Proofreading
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.
Editing & Proofreading
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
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.
Units of Measurement
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
Units of Measurement
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
Lab Reports – Contents & Organization
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
Lab Reports – Contents & Organization
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
Lab Reports – Contents & Organization
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.writing.utoronto.ca/advice/specific-types-of-writing/lab-report
http://www.writing.eng.vt.edu/workbooks/laboratory.html
“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.
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
Technical Articles & Papers
Types of articles scientific research new or improved products new techniques market trends case histories
Author’s guidelines length, style, and format
Technical Articles & Papers
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
Technical Articles & Papers
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.
Technical Articles & Papers
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.
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