Technical Reports Lecture03_FALL-2024.pdf

Lecture 3 Assoc. Prof. Mohammad E. Rizk Assis. Prof. Mohammad Zaki Methodology for Writing a Report 1. Planning a report. 2. Using illustrations in a report. 3. Organizing and numbering a report. 4. Reference lists and referencing in a report. 5. Using appendices in a report. 6. Editing a r...

Lecture 3 Assoc. Prof. Mohammad E. Rizk Assis. Prof. Mohammad Zaki Methodology for Writing a Report 1. Planning a report. 2. Using illustrations in a report. 3. Organizing and numbering a report. 4. Reference lists and referencing in a report. 5. Using appendices in a report. 6. Editing a report. 1. Planning a report Step 1: Define the problem and the purpose of the report. Step 2: Define the audiences. Step 3: Determine the ideas to include. Step 4: Collect the information. Step 5: Sort and evaluate the information. Step 6: Organize the information. Step 7: Prepare the outline. Step 8: Writing the report. 1. Planning a report Step 1: Define the problem and the purpose of the report ▪ What will the report investigate? (‫)نقطة البحث‬ ▪ What are the limitations of your investigation? ▪ What method will you use to conduct (‫ )تنفذ‬your investigation? ▪ What is the significance of this investigation? 1. Planning a report Step 2: Define the audiences (‫)أهمية تحديد المتلقي لتحديد عمق وطريقة عرض التقرير ليناسب المتلقي‬ ▪ At university: It may be your lecturer or tutor. (‫)محاضر أو مدرس‬ ▪ At real world: It may be your boss, your clients or your staff. (‫ عمالء للشركة او المصنع أو موظفين تابعين لك‬،‫)رئيسك في العمل‬ 1. Planning a report Step 3: Determine the ideas to include ▪ Make a list of all the potential topics or sections of the report. ▪ From these, you can draw up a preliminary outline of headings. ‫(من الضروري تحديد المواضيع واألفكار قبل الشروع في إعداد التقرير ومن ثم وضع مخطط لعناوين‬ )‫أجزاء التقرير والعناوين الفرعية‬ 1. Planning a report Step 4: Collect the information ▪ After having identified the issues and topics, you need to locate the research and information needed. ▪ Different methodologies and sources could be followed for collecting the data and information, the point is that the person who is responsible for the report should be confident of the collected information and data. 1. Planning a report Step 5: Sort and evaluate the information ( ‫ترتيب وتقييم المعلومات والبيانات‬ ‫)المجمعة‬ ▪ Review your material; ▪ Highlight key terms and ideas that relate to the purpose of the report; ▪ Place these highlighted material in a file; and ▪ Put any irrelevant material into a background file. 1. Planning a report Step 6: Organize the information (‫)تنظيم المعلومات والبيانات المجمعة‬ ▪ Going back to the preliminary headings you drew up, begin to sort your information under these headings. ▪ Be sure that you have a suitable structure or outline of the report. ▪ You may need to revise your headings/outline during this process by adding new topics or removing redundant or irrelevant ones. 1. Planning a report Step 7: Prepare the outline ▪ There are different ways to provide a logical order of information. chronological sequence ‫التسلسل الزمني‬ order of importance: most important to least important and vice versa. inductive order: from the general to the specific. deductive order: from the specific to the general. scientific report structure. Methodology for Writing a Report 1. Planning a report. 2. Using illustrations in a report. 3. Organizing and numbering a report. 4. Reference lists and referencing in a report. 5. Using appendices in a report. 6. Editing a report. 2. Using illustrations in a report Using figures in a report. Using graphs in a report. Using tables in a report. 2. Using illustrations in a report (Figures) Figures are a very useful way to show and emphasize information in the report. Figures can be used to compile data in an orderly way or to amplify a point and are a useful tool to help the readers understand complex data. The label (caption) of the Figure is always put under the Figure. 2. Using illustrations in a report (Figures) Figures essential to the report should be smoothly and correctly integrated and should be explained and referred to in the main body (text) of the report. Figures that are supportive rather than essential can be placed in the appendix so that the continuity of your writing is not broken up. 2. Using illustrations in a report (Figures) It is important that you do discuss the information presented in the essential figures (or appendix figures) in the text. If the text is clear without the insertion of a figure it is not necessary to include it, despite how good the figure may look. The figure itself is not meant to make a point or an idea but to illustrate, emphasize and supplement it. 2. Using illustrations in a report (Figures) Each figure should have a title and a number. The numbering of figures should proceed chronologically (1, 2, 3, etc. ) or may relate to chapter or section numbers (i.e., 1.1, 1.2, etc., 2.1, 2.2, etc., 3.1, 3.2, etc.). The title of a figure should include enough information to enable the figure to be self-explanatory. (‫)بحيث ال تحتاج إلى شرح إضافي‬ 2. Using illustrations in a report (Figures) Figure 1: Flow Chart Figure 1: Flow Chart of the Proposed Methodology 2. Using illustrations in a report (Figures) 2. Using illustrations in a report (Figures) 2. Using illustrations in a report (Figures)