Technical Writing Lecture Notes 2023-2024 PDF

Technical Writing Course Code: IT1255 Program: Information Technology Faculty: Computing and Information Course coordinator: Dr. Bedine KERIM Course Instructor: ……………………………………. 2023-2024 Al-Baha University - Faculty of Computing and Info...

Technical Writing Course Code: IT1255 Program: Information Technology Faculty: Computing and Information Course coordinator: Dr. Bedine KERIM Course Instructor: ……………………………………. 2023-2024 Al-Baha University - Faculty of Computing and Infor mation Lecture 7:. PROGRESS REPORTS Al-Baha University - Faculty of Computing and Infor mation Outline 7.1 FUNCTIONS AND CONTENTS OF PROGRESS REPORTS 7.2 TIMING AND FORMAT OF PROGRESS REPORTS 7.3 ORGANIZATIONAL PATTERNS OR SECTIONS FOR PROGRESS REPORTS 7.4 OTHER PARTS OF PROGRESS REPORTS 7.5 REVISION CHECKLIST FOR PROGRESS REPORTS Al-Baha University - Faculty of Computing and Infor mation PROGRESS REPORTS You write a progress report to inform a supervisor, associate, or customer about progress you’ve madeonaproject over a certain period of time The project can be the design, construction, or repair of something, the study or research of a problem or question, or the gathering of information on a technical subject You write progress reports when it takes several weeks or even months to complete a project Al-Baha University - Faculty of Computing and Infor mation 7.1 FUNCTIONS AND CONTENTS OF PROGRESS REPORTS In the progress report, you explain any or all of the following: - How much of the work is complete - What part of the work is currently in progress - What work remains to be done - What problems or unexpected things, if any, have arisen - How the project is going in general Al-Baha University - Faculty of Computing and Infor mation 7.1 FUNCTIONS AND CONTENTS OF PROGRESS REPORTS Progress reports have several important functions: Reassure recipients that you are making progress, that the project is going smoothly, and that it will be complete by the expected date. Provide recipients with a brief look at some of the findings or some of the work of the project. Give recipients a chance to evaluate your work on the project and to request changes. Give you a chance to discuss problems in the project and thus to forewarn recipients. Force you to establish a work schedule so that you’ll complete the project on time. Project a sense of professionalism to your work and your organization. Al-Baha University - Faculty of Computing and Infor mation 7.2 TIMING AND FORMAT OF PROGRESS REPORTS In a year-long project, there are customarily three progress reports, one after three, six, and nine months. Depending on the size of the progress report, the length and importance of the project, and the recipient, the progress report can take the following forms: Memo—A short, informal report to someone within your organization Letter—A short, informal report sent to someone outside your organization Formal report—A formal report sent to someone outside your organization Al-Baha University - Faculty of Computing and Infor mation 7.3 ORGANIZATIONAL PATTERNS OR SECTIONS FOR PROGRESS REPORTS The recipient of a progress report wants to see what you’ve accomplished on the project, what you are working on now, what you plan to work on next, and how the project is going in general. the following three sections are key in any progress memo or progress report: - Work accomplished in the preceding period(s) - Work currently being performed - Work planned for the next period(s) Al-Baha University - Faculty of Computing and Infor mation 7.4 OTHER PARTS OF PROGRESS REPORTS In your progress memo or report, you also need to include the following sections: (a) an introduction that reviews the purpose and scope of the project, (b) a detailed description of your project and its history, and (c) an overall appraisal of the project to date, which usually acts as the conclusion. Al-Baha University - Faculty of Computing and Infor mation 7.4 OTHER PARTS OF PROGRESS REPORTS Opening paragraph introducing the purpose of the memo and a reminder about the project topic Summary of the project Specific objectives of the project Scope, or limits, of the project Research gathered Overall assessment or appraisal of the project at this time Al-Baha University - Faculty of Computing and Infor mation  7.5 REVISION CHECKLIST FOR PROGRESS REPORTS As you reread and revise your progress report, watch out for problems such as the following: - Make sure you use the right format. If this is for a course, check with your instructor; if it is for a work place, check with your supervisor. - Write a clear opening paragraph reminding your recipient of the project you are working on and that you are providing progress on that project - Use headings to mark off the different parts of your progress report, particularly the different parts of your summary of work done on the project. - Use lists as appropriate. - Provide specifics—avoid relying on vague, overly general statements about the work you’ve done on the final report project. - Be sure and address the progress report to the real or realistic audience—not your instructor. Al-Baha University - Faculty of Computing and Infor mation Lecture 8: OUTLINES Al-Baha University - Faculty of Computing and Infor mation  OUTLINES 8.1 CREATING AND USING OUTLINES 8.2 DEVELOPING THE ROUGH OUTLINE Al-Baha University - Faculty of Computing and Infor mation  OUTLINES Outlines are a necessary part of writing. Period. Outlines are like a road map They give you direction; they tell you where to go Working without an outline is like trying to get from Oregon to New York and only knowing you need to go east This chapter provides helpful tips for creating a road map for technical reports and other documents Al-Baha University - Faculty of Computing and Infor mation 8.1 CREATING AND USING OUTLINES In technical writing, outlines can serve multiple purposes One is help the writer organize ideas and evidence, and the other to communicate your plan of development clearly to the person who has the authority to move your project forward Therefore, the various parts of your outline should make sense to you and communicate your ideas clearly to your audience. Al-Baha University - Faculty of Computing and Infor mation 8.1 CREATING AND USING OUTLINES As you begin to outline your report: ◦ Indicate main idea/thesis at top. ◦ Name and number the major sections of the report at the left margin. ▪ Add details for each section underneath the major section. Write in complete sentences when presenting details. ▪ Indent the details related to each section underneath the names of major sections. ◦ Alternate between numbers and letters to indicate different levels: I. A. 1. a. 1) a) Al-Baha University - Faculty of Computing and Infor mation 8.1 CREATING AND USING OUTLINES Other suggestions about creating an outline from your research: Develop as specific an outline as you can: it shows you what information you must gather and, as importantly, what information you can ignore. Use the indexes, tables of contents, and headings within chapters of books or articles from databases selectively for just the information you need. Divide your work into manageable, hour-long chunks (make progress rather than relying on big blocks of weekend or vacation time) Al-Baha University - Faculty of Computing and Infor mation 8.1 CREATING AND USING OUTLINES Before you begin your detailed, formal outline, you might wish to consider the following: 1. Do any preliminary reading necessary to construct a rough outline. 2. Develop a rough outline with major section headings you are considering for this report. 3. Identify your information sources, and make a bibliographic citation for each. 4. Take notes as your read determining in which sections each source material might best work. 5. Provide in-text citations as you develop your outline; doing so will help document sources thoroughly and ethically at all stages (and will make your job easier when you are drafting your report). 6. Change or add extra detail to the outline as the research process continues Al-Baha University - Faculty of Computing and Infor mation 8.2 DEVELOPING THE ROUGH OUTLINE In the early stages of developing a formal, detailed outline, create a working outline before you begin gathering information. The rough outline shows you which specific topics to gather information on and which ones to ignore Think of the outline as a series of questions: Al-Baha University - Faculty of Computing and Infor mation 8.2 DEVELOPING THE ROUGH OUTLINE Al-Baha University - Faculty of Computing and Infor mation