ENG 302: Technical Report Writing and Communication (2 Credits)

Engr. Dr. M. C. Ogbue

Content of the Course

Data gathering and presentation; Technical correspondence; Letters of inquiry
and replies ; Letters of application and memoranda; Illustrating technical
writing using tables , graphs, diagram, equation and appendices; writing of
progress reports, proposals, student projects, thesis dissertation; oral and visual
presentations; computer aided technical writing.

General Instructions

1. The content of the course is divided into ten (10) lectures..

2. At the end of the ten (10) lectures student’s scores are added and weighed
over 20 marks.
3. A test is conducted at an agreed time. The scores of such test is weighed
over 10 marks.
4. The sum of total score from exercises and score from test gives the
student’s Continuous Assessment, (CA) weighed over 30 marks.
5. Finally, end of semester examination will be conducted. The score of
examination is weighed over 70 marks. Sum of student’s score for CA
and Examination is weighed over 100 marks.

Lecture 1: Data gathering and presentation; Technical correspondence

Technical Report
Reports are often conveyed in writing, speech, television, or film. A technical
report is a document that presents information in an organized format for a
specific audience and purpose. Technical reports are technical documents that
explain the process and outcome of any research, be it scientific or business-
centric. A technical report is a document written by a researcher detailing the
results of a project and submitted to the sponsor of that project or authority that
demands response. It's a specialized form of writing that focuses on making
complex ideas easy to understand for a specific audience. Whether it's a manual,
a report, or a set of instructions, the goal of technical writing is to explain
technical information in a way that anyone can follow.
Technical reports take several forms, such as feasibility reports, primary
research reports, business plans and prospectuses, short-form proposals, press
releases, and case studies.
Features of Technical Report
Technical reports :
1. may contain data, design criteria, procedures, literature reviews, research
history, detailed tables, illustrations/images, explanation of approaches
that were unsuccessful;
2. may be published before the corresponding journal literature; may have
more or different details than its subsequent journal article;
3. may contain less background information since the sponsor already
knows it;
4. may have restricted access - classified and export controlled reports; and
5. may contain obscure acronyms and codes as part of identifying
information.

Characteristics of a Technical Report

A technical report should be clear, concise, and complete, with assumptions
plainly identified and data presented (including their uncertainty) with
precise logic, with relevance to practices described, and with actual
accomplishments of the work clearly stated and honestly appraised.

1. Clear.
2. Coherent.
3. Concise.
4. Concrete.
5. Correct.
6. Complete.
7. Courteous.

Disciplines that use Technical Reports

1. Physical sciences
2. Engineering
3. Agriculture
4. Biomedical sciences
5. Social sciences
6. Education
7. etc.

Sponsors of Research
Documents research and development conducted by:
 1. government agencies (NASA, Department of Defense (DoD) and
Department of Energy (DOE) are top sponsors of research
2. commercial companies
3. non-profit, non-governmental organizations
4. Educational Institutions

Format of Technical Reports

1. Issued in print, microform, digital
2. Older technical reports may have been digitized and are available in
fulltext on the Intranet
3. Newer technical reports should be born digital

Two Categories of Technical Report

The document describes different types of technical reports, including
1. informal reports like memorandums, letters, bulletins, and booklets.
2. formal reports include proposals, progress reports, and recommendations.

Seven Types of Technical Writing

The seven types of technical writing include:
1. user manuals;
2. standard operating procedures;
3. technical reports;
4. white papers;
5. proposals;
6. online help documentation; and
7. scientific articles.

How to start Writing a Technical Report

To write a technical report, first define your purpose and audience, then
structure the report with clear sections such as the introduction, methods, results
and conclusion. Ensure the content is well-researched, accurate and supported
by data, using charts or diagrams where necessary.

Some useful tips when writing a technical report

1. Begin writing the main text (body), not the Introduction. ...
2. Reference ideas and each source (tables, graphs, picture, etc.) ...
3. Write the Conclusion next, followed by the Introduction.
4. Write the Summary at this stage.
5. Table of content would be the last to create.
 What is the Importance of Technical Report Writing
Technical reports allow you to communicate the findings or results of your
project to a broad audience. Since they're in written form, you can easily
send them and readers can go through them in their own time. Reports can
also be a way of gathering data and maintaining a record that can inform
work on future projects.

Objectives of Technical Report Writing

The main purpose of an Engineering technical report is to present a solution
to a problem in order to prompt action. Technical reports provide a record of
your developing expertise and are a legal record of your work and decision
making.

Technical Writing
Technical writing is a form of communication that professionals use to convey
information about specialized topics. A technical writer might create content to
provide instructions or explain technical concepts regarding environmental
regulations, computer applications or medical procedures.

Steps of Technical Writing Process

The process of creating and publishing technical writing can be broken down
into these seven parts:
1. identify the specification, audience and scope;
2. planning;
3. research and writing;
4. testing, reviewing and revision;
5. delivery;
6. evaluation and feedback;
7. revision, archiving or destruction.

Communication
The imparting or exchanging of information by speaking, writing, or using
some other medium.
Effective Communication is significant for managers in the organizations so
as to perform the basic functions of management, i.e., Planning, Organizing,
Leading and Controlling.
 The importance of communication
1. Communication promotes motivation by informing and clarifying the
employees about the task to be done, the manner they are performing the task,
and how to improve their performance if it is not up to the mark.
2. Communication is a source of information to the organizational members for
decision-making process as it helps identifying and assessing alternative course
of actions.
3. Communication also plays a crucial role in altering individual’s attitudes, i.e.,
a well-informed individual will have better attitude than a less-informed
individual. Organizational magazines, journals, meetings and various other
forms of oral and written communication help in molding employee’s attitudes.
4. Communication also helps in socializing. In today’s life the only presence of
another individual fosters communication. It is also said that one cannot survive
without communication.
5. Communication also assists in controlling process. It helps controlling
organizational member’s behavior in various ways. There are various levels of
hierarchy and certain principles and guidelines that employees must follow in
an organization. They must comply with organizational policies, perform their
job role efficiently and communicate any work problem and grievance to their
superiors. Thus, communication helps in controlling function of management.

Barriers of Communication.
There are many reasons why interpersonal communications may fail. In
many communications, the message (what is said) may not be received
exactly the way the sender intended. It is, therefore, important that the
communicator seeks feedback to check that their message is clearly
understood.
1. The use of jargon. Over-complicated, unfamiliar and/or technical terms.
2. Emotional barriers and taboos. Some people may find it difficult to
express their emotions and some topics may be completely 'off-limits' or
taboo. Taboo or difficult topics may include, but are not limited to,
politics, religion, disabilities (mental and physical), sexuality and sex,
racism and any opinion that may be seen as unpopular.
3. Lack of attention, interest, distractions, or irrelevance to the receiver.
4. Differences in perception and viewpoint.
5. Physical disabilities such as hearing problems or speech difficulties.
Physical barriers to non-verbal communication. Not being able to see the
non-verbal cues, gestures, posture and general body language can make
communication less effective. Phone calls, text messages and other
 communication methods that rely on technology are often less effective
than face-to-face communication.
6. Language differences and the difficulty in understanding unfamiliar
accents.
7. Expectations and prejudices which may lead to false assumptions or
stereotyping. People often hear what they expect to hear rather than what
is actually said and jump to incorrect conclusions.
8. Cultural differences. The norms of social interaction vary greatly in
different cultures, as do the way in which emotions are expressed. For
example, the concept of personal space varies between cultures and
between different social settings.

Data Gathering and Presentation

Data Gathering
Data collection is the process of collecting data for use in business decision-
making, strategic planning, research and other purposes. It's a crucial part of
data analytics applications and research projects. It seeks or collects and
synthesizes information from a variety of stakeholders and sources in an
objective, unbiased manner to reach a conclusion, goal, or judgment, and to
enable strategic and leadership decision making.

Steps in Data Gathering

Six steps to success in gathering data has been outlined.
1. Step 1: Identify issues and/or opportunities for collecting data. ...
2. Step 2: Select issue(s) and/or opportunity(ies) and set goals. ...
3. Step 3: Plan an approach and methods. ...
4. Step 4: Collect data. ...
5. Step 5: Analyze and interpret data. ...
6. Step 6: Act on results.

Methods of Data Gathering

The five most common methods for data gathering are listed below
1. Document reviews
2. Interviews
3. Focus groups
4. Surveys
5. Observation or testing.
While each has many possible variations,
Data Presentation
Data presentation is the art of visualizing complex data for better
understanding.

Data presentation is a process of comparing two or more data sets with

visual aids, such as graphs. Using a graph, you can represent how the
information relates to other data. This process follows data analysis and
helps organise information by visualising and putting it into a more readable
format.

Importance of Data Presentation

Data presentations enhance;
1. Clarity;
2. engage the audience;
3. aid decision-making and;
4. leave a lasting impact.

Types of Data Presented

1. Textual
2. Tabular
3. Graphical
These offer various ways to present data.

Seven tips for presenting data effectively

1. Keep visuals simple. “Remember that less is more.
2. Make the visuals easy to understand.
3. Limit the number of colors in your visuals.
4. Make the visuals engaging.
5. Use high-quality aesthetics.
6. Add legends and navigation aids where appropriate.
7. Strike a balance in the visual appeal.
Technical Correspondence

Technical correspondence means written requests for information regarding

Government interest in research areas, submission of research descriptions,
pre-proposal explorations, and other written technical inquiries (technical
correspondence does not request nor require agency funding).

Types of Correspondence
1. Internal Correspondence. It refers to the correspondence between the
individuals, departments, or branches of the same organization.
2. External Correspondence.
3. Routine Correspondence.
4. Sales Correspondence.
5. Personalized Correspondence.
6. Circulars

Exercise 1