technical report wring skills

8/8/2019 Technical Report Wring Skills

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TECHNICAL REPORT WRITING

SKILLS

BTE LEVEL 400 SEMESTER1

COURSE CODE:CREDITHOURS: 1


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LECTURER: JOHN K. QUAGIE

M.A.ENGLISH/EDUCATION,UNIVERSITY OFWITWATERSRAND, JOHANNERSBURG, SOUTH

AFRICA PHD- WITS, IN PROGRESS.


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What is a Report?

General Definition of report:

A report is an account or description of

events, experiences to a person or a group ofpeople who has not witnessed how it

occurred.


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In addition, a report is an account and

interpretation of observations or information

which is presented to another person to

enable him understand issues at stake, so that

he can make informed decisions(Sekyi-baidoo

2003:356). In summary, we can say that areport is an informed account of a situation

which helps us to know the details of it in

order to take a decision.


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Conditions Necessary for a Report

When there is a problem to be solved/averted

When there is a mysterious

occurrence/happeningWhen somebody has been falsely accused of

crime, etc.


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Nature of a Report

A report can look into the:

Presesnt and

Pastsituations so that a decision can be made for

future.

Note that such decisions are often made toameliorate/rectify/improve upon the situation

on which a report has been given.


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The Presentation of a Report

The presentation of a report is made up of three

activities, which are as follows:

Researching looking for facts/information

Analysis and interpretation of the information

Presentation of analysed facts.

Note: We shall concentrate on the presentationof analysed facts report writing/reporting.


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Although we shall concentrate on the last

stage of the report, it is important for us totake a cursory look at both aspects whichfinally manifest in the third part.

(i)Researching: This is concerned with obtaining

data. To obtain relevant and accurate data,you must be very clear about the problem atstake.(How? Solicit responses fromstudents).


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Sources of Data

For you to write a good or up-to-date report,

you have to be conversant with the sources of

information/data.


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Where do you obtain your data for the

report?

For an authentic report, data can be obtained

from:

People

Documents

Other physical materials, etc.


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What is the nature of your data?

(i) Data must be related to your problem or

what your report will be about/based on.


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How do you extract your data or

information?

For this, you need effective research techniques

such as: Observation, interview, questionnaire

and experiments/experimentation.


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Analysis and Interpretation of Data

Data are analysed and interpreted when you

relate them to the problem you have

identified and draw implications from them.

What this means is that you need to make

meaning out of your data and take decisions

based on them. Note that this is essentially a

mental activity which eventually manifests inthe third stage report writing.


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Factors to Consider when you Analyse

and Interpret your Data.

You must be knowledgeable, experienced,

energetic and diligent(Why?)

You must be open minded or unbiased

You must consult people who have already

conducted and written similar reports in your

area read existing literatures on the area.

You must be ready to criticise yourself during

data interpretation.(why?).


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Your analysis and interpretation must be

geared towards the needs of the people to

whom you are writing the report. (Why?)


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Writing the Report

Features of a Good Report

(i) It is based on a well researched and analysed

data.(ii) It is focused on the problem and need at

stake.

(iii) It must aim at solving a problem.(iv) It is presented in the recommended or

effective style


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(v) It is written in a chronological manner

(vii)It must have a heading/title which spells outthe topic, the reporter/investigator, time,

date, year of reportage, etc.

(viii)It must be void of ambiguities and

trivialities/frivolities, etc.

(ix) sub-headings for each matter relating to the

main discussion must be indicated.


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(xi) Terms relating to the main theme of a report

must be well explained for a better

understanding of those it is intended for.


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Types of Reports

The long report

The short report

The letter reportProblem report


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The Role of Language in Technical

Report Writing

As a tool of communication, the language of a

research report must clear to your reader(s).

In addition, for you to communicate your

thoughts clearly in a report, you need a meta-

language of the discipline in which your report

is being written.

What then is a meta-language?


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Types of sentences

Structurally, there are four main types of

sentences in English Language. Each type of

sentence is used by writers to communicate

intentions and varied ideas.

What is a sentence?

What is not sentence?


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Classification of Sentences

The simple sentence communicates a main

idea normally has a complete verb. E.g.

The compound sentence conveys two ideasof the same rank.

How to form/realise a compound sentence.

Use coordinators and, but, or and correlativeconjunctions not only but also, neither nor,

either or, hardly when, sooner than, etc.


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The complex sentence and its

Functions in a Technical Report Writing

A complex sentence contains one main clauseand one or more subordinate clauses. Notethat the main clause in a complex sentence is

always a simple sentence and contains themain idea in your report.

Formation of a complex sentence:

Use subordinators/subordinating conjunctions after, because, since, although, even though,if,etc.


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Ways of Achieving Effective Report

Writing.

Must avoid incomplete sentences- a sentence

without a complete verb; therefore does not

express complete thought. E.g.1. When I was

going home yesterday at the T-Junction (?).

2. Although the equipment are not sufficient

and new (?). Note that in academic or report

writing, incomplete sentences occur throughthe use of the subordinate clauses.


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Other ways of Achieving

Comprehensive Report Writing.

Avoid wrong modifications/use of wrong

modifiers.

What are modifiers? (work with students toestablish meaning of modifiers and their role

in achieving comprehensive report writing).

Give examples of modifiers (?).


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Avoid Misplaced and Dangling

Modifiers

Step 1:What are misplaced modifiers and how

can they affect the message of your report?

Step 2: Explain misplaced modifiers withexamples in sentences.

e.g. The zoo is a favourite destination for my

family, which boasts of several new species.

(solicit students' comments on the sentence).


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Eg. 2. The black feathered dog was of particular

delight to my small brother with its long

striped tail. (comments from students?)

Eg.3. Mr. Donkor bought a car from a dealer

with tinted class. (comments from students?).

Eg.4. Many animals drew sympathy from my

sister, kept confined in a small space.

(comments?.


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Effect of Dangling Modifiers on your

Report

What are dangling modifiers? A word or group

of words, usually at the beginning of a

sentence that does not modify the word next

to it (Long, 2007:653). Note that in

communication/report, sentences containing

dangling modifiers cause confusion to your

audience.


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Examples of dangling modifiers

Eg. 1. Containing books, magazines and

computers, my mind reels at the thought of

the library. (comments from students).

E.g. 2. Coming out of the shopping mall,

Thomas computer was stolen. (comments

from students).

Discuss more examples with students on this

topic.


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How to avoid Dangling Modifiers

There are four methods of doing this.

1. Move the word being described closer to thedangling modifier. Eg. Containing books,

magazines and computers, the library makesmy mind reel.

2. Introduce a subordinator into the sentence

to obtain a finite clause Because the librarycontains books, magazines and computers,my mind reels of it.


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Contd.

3. Move the dangling modifier close to the wordbeing described, and introduce an appropriate

subordinator. Eg. My mind reels of the library,

which contains book, magazines and

computers, etc.