COMMUNICATION SKILLS

Technical Reports

Major Reference
Sharma, Sangeeta; Mishra, Binod (2011-04-25).
Communication Skills for Engineers and Scientists. PHI
Learning Private Limited. Kindle Edition.

Introduction
LATIN
Reportare: re + portare.

It means to carry back the information to someone who was not

present at the scene of the event.
Reports are:
Systematic
Objective
Important tools for decision-making

Technical vs Literary Reports

Technical
Written on request
Audience identified
Fixed structure
Language: simple, precise, concise
Literary
Written on own initiative
Audience not assured
No fixed structure
Use of rhetorical language

Technical vs Literary Reports

Technical
Objective in approach
No aesthetic pleasure
Facts are presented
Written for a specific purpose
Literary
Subjective in approach
Aesthetic pleasure derived
Appeals to the emotions
Not written for any specific purpose

Technical Report Definition

A Technical Report is a document which is the result of
thorough investigation, written for a specific audience
in a well-defined format, with easy-to-understand
language.
It interprets and analyses the data and derives
conclusions and recommendations, where applicable.
A report presents the facts in an economical way. That
is the economy of words.

Objectives

The primary purpose of a report is to present facts in

an organized, ready-to-use form so that decisions may
be made
Update the progress of a companys plans and
activities
Produce the results in written form which could be used
for future reference
Guide the organization for the corrective path for
action
Record the work done

Objectives

Disseminate the information and new ideas

Avoid repetition of the work done
Provide platform for cross-fertilization of ideas
Enhance the decision-making process
Check the validity of the information
Evaluate and compare the efficiency of new
machinery, product or services
Assess the progress of any project
Record findings and recommend action.

Style

Write to express, not to impress

Use clear, straightforward, simple English
Keep the objective of the report in sharp focus
Analysis, conclusions and recommendation must be
oriented towards the basic purpose of the report
Data must be presented as objectively as possible,
without any distortion

Style

The facts presented should be audience oriented

Twisting of facts may lead to wrong decisionmaking
The report should be highly relevant apart from
being precise
Unnecessary details cloud the relevant information,
and, therefore, should be avoided
Let the report be sans frills.

Style

The success of the report lies in clarity and brevity.

A report must be systematic and well-organized
The purpose and objective should be clearly
defined
The sources of collection of data mentioned
The report must have proper division and
subdivision
Language should be grammatically correct
Include a title page and table of contents

Format

Introduction
Review of the Literature
Methods for the Collection of Data
Findings and Analysis
Discussion
Conclusions
Recommendation
Bibliography/References

Reports
Reports may be:
Long or short
More formal or less formal
Routine or special

Simplify the Sentence

Put the pressure on the button so that
the machine can be started.

Simplify the Sentence

There is a necessity to satisfy customers
for a business success to occur.

Simplify the Sentence

The board of directors arranged to
organize a meeting and a new
president was elected.

Simplify the Sentence

There is a cutter that cuts the plate
from the coil, rolling it perfectly and
completing the process.

Simplify the Sentence

Special features of this machine are more durability,
noise reduction and greater efficiency.
The companies made a comparison of the two pieces
of equipment and the deal was finalized.
The concentration by the Training Division of its time,
money, and other resources into a new program is not
advisable from our point of view.

Simplify the Sentence

Enclosed herewith please find two copies containing
identical information that must be completed, stamped
and then returned in an envelope to Mendhak
Enterprises
Personnel will take cognizance of the high priority
requisition of fifty pursuit planes. Immediate
implementation of this policy directive is imperative.

Simplify the Sentence

Subject to the above considerations,
and while the larger classes at present
in existence must necessarily lead to an
undesirable formalization of contact
between staff and students, the
fixation of a quota is not at present
desirable.

Writing Technique

Experience says that since most of the subjects are

new and novel to the readers, they, on most
occasions tend to develop lack of interest in the
content.
It is the writers responsibility to bring animation
and spontaneity in the document.
His/her writing may put life into the document,
making readable and understandable.

Writing Technique

An effective writing technique alone can make a

dull piece interesting.
As information of most technical documents is often
factual, the writer has to make it presentable
without disrupting the flow.
This is possible when he/she follows a technique
which suits his readers.

Jargon

These are words which may be quite familiar in

your own trade and profession. Such technical
words are known as jargons.
They are ineffective or even counterproductive
where the audience consists entirely or partially of
people from other professions who are totally
ignorant of the meaning of such words

Eg Debit and Credit or Cognizance, Summons and

Writ

Jargon
Words such as refraction, inventory, pedagogy,
chauvinism, cerebellum, freeware, synthesis, hybridization,
vegetative, etc. may ensure a smooth exchange of
information among people for whom these words have
clear meaning.

But such words may confuse people working in other

professions, crippling the essence of the text. As
considerate writers, you must save yourself from being
a victim of jargon by discarding their use to the
maximum.

Clichs
Clichs are overused words or phrases that should be
avoided in technical writing.
Acid test - A severe or crucial test
Pay through ones nose - Pay unreasonable price
Bolt from blue Unexpected
Breathless silence Lull
By leaps and bounds Rapidly
Last but not least Finally
Nip in the bud - Stop something in the beginning

Clichs
The new policy on education has thrown cold waters on
students.
Revised: The new education policy has disappointed
students.
The manager smelt the rat in the deal and put it on the
backburner.
Revised: The manager doubted the deal and postponed
making a decision.

Foreign Words

Blas - Indifferent because of familiarity

De facto - In fact
Laissez-faire - Non-interference
Per diem - Daily allowance
Modus operandi - Mode of operation
Et cetera - and similar items
Et al - and others

Abbreviations
The use of many abbreviations may, at times, create
confusion since people will interpret them according to
their own understanding and preferences. Many
abbreviations are still waiting to gain popularity among
the masses.
OCR Optical Character Reader
ODBC Open Database Conveyance System
CAD Computer Aided Design
ERP Enterprise Resource Planning
URL Uniform Resource Locator

Text Speak
One human resource manager recently got a thank you
note on her iPhone that said:
Thx 4 the Iview! Wud to wrk 4 u!!!
The manager had liked the candidates interview, but
after getting the note, she put him in the reject pile.
Do you think it was fair for the manager to automatically
reject the candidate? Should textspeak be considered
acceptable workplace communication? Explain briefly.

Avoid

Actual experience
Advance warning
All alone
Assemble together
Basic fundamentals
Detailed perusal

Avoid

Due to the fact that

End result
Final conclusion
Final result
Firm decision

Avoid

Free choice
Integral part
Last and final
Narrow down
Past history
Personal opinion

Avoid

Personal opinion
Refer back
Repeat again
Report back
Retreat backwards
True fact
Unexpected surprise

Passive Construction
To convey an unavoidably negative message, passive
constructions may be used:

Clearance of past dues authorizes you for all credit

applications in future.
Your application for employment was not accepted
by the committee at this time but would be kept on
file should an appropriate opportunity arise.
Your consignment was delivered to us in a damaged
condition