How to Write a Good Report

1. How to Write a Good Report Tomas Maul This talk is based on slides by Khalid Al Murrani and Michel Bister

2. Khalid Al Murrani, "How to Write a Good Report", 2008-09 2 Preface Without publication, science is dead (Gerald Piel) Work, finish, publish (Michael Faraday)

3. Khalid Al Murrani, "How to Write a Good Report", 2008-09 3 Structure Front matters Title: What is this? Author(s) & affiliation: Who wrote this? Abstract: Summary of the work Acknowledgements: Who helped? (Table of Contents) (List of Tables) (List of Figures)

4. Khalid Al Murrani, "How to Write a Good Report", 2008-09 4 Structure Body of the report Introduction: What are we talking about? Method: How did we measure? Results: What did we measure? Discussion: What does it mean? Conclusions: What should be remembered?

5. Khalid Al Murrani, "How to Write a Good Report", 2008-09 5 Structure End matters References: Whose work was referred to? Appendices: Extra information

6. Khalid Al Murrani, "How to Write a Good Report", 2008-09 6 Title Short Accurate Informative Include key-words Allow search engines to find the article No abbreviations

7. Khalid Al Murrani, "How to Write a Good Report", 2008-09 7 Abstract Summary of work Should be self-contained (no references) 1-2 sentences for each of the 5 main parts (introduction, method, results, discussion, conclusions) � then streamline High information content

8. Khalid Al Murrani, "How to Write a Good Report", 2008-09 8 Abstract No abbreviations 200-300 words Best (re-)written last All information should be covered in the body of the report

9. Khalid Al Murrani, "How to Write a Good Report", 2008-09 9 Introduction Usually too long Best written last (or at least rewritten). The work it requires (e.g. background reading) needs to be done first. Provides background information Starts wide and focuses quickly Tries to catch the interest Introduces each and every new idea, concept, symbol, abbreviation

10. Khalid Al Murrani, "How to Write a Good Report", 2008-09 10 Introduction Places paper in context Relation to other work Defines scope and purpose of the work. What problem(s) are we trying to solve? What question(s) are we trying to answer?

11. Khalid Al Murrani, "How to Write a Good Report", 2008-09 11 Introduction Shows what has been done (by others) before = literature review Refer to main authors/works in the field (most relevant work) Refer to most recent work in the field (use Citation Index)

12. Khalid Al Murrani, "How to Write a Good Report", 2008-09 12 Introduction Shows what has NOT been done before (and was done in the present work) Shows WHY the study needed to be done Objectives

13. Khalid Al Murrani, "How to Write a Good Report", 2008-09 13 Method What method(s) did we use to address our problem(s)? What method(s) did we use to answer our question(s)? Must allow evaluation of the results Must allow verification of the results (convince) Describe experimental set-up, instruments, procedures, statistical processing Describe evaluation procedure

14. Khalid Al Murrani, "How to Write a Good Report", 2008-09 14 Method Mention all settings, controls, variables, processing, etc. Assume basic knowledge of the field Can include photographs and/or diagrams May include limitations, assumptions, range of validity Describe what was actually done, NOT what should have been done

15. Khalid Al Murrani, "How to Write a Good Report", 2008-09 15 Results Purely objective Only facts and observations No opinions or interpretations! Text Summarizes most important results of tables and figures Guides readers through tables and figures Provides clarifying information Points to anomalies in the results

16. Khalid Al Murrani, "How to Write a Good Report", 2008-09 16 Results Figures Label all axes Mention all units Use same scaling for figures that need to be compared Put caption BELOW the figure Number the figures sequentially Include the figure immediately after the first reference to it in the text (unless page layout does not permit)

17. Khalid Al Murrani, "How to Write a Good Report", 2008-09 17 Results Figures Put all required info on the figure (if possible) � not in caption or text Avoid crowded figures Avoid the use of color

18. Khalid Al Murrani, "How to Write a Good Report", 2008-09 18 Results Tables Label all columns Mention all units Put caption ABOVE the table Number the tables sequentially Include the table immediately after the first reference to it in the text (unless page layout does not permit)

19. Khalid Al Murrani, "How to Write a Good Report", 2008-09 19 Results Use EITHER table OR figure for a particular subset of results Do not use more decimals in a number than you could measure Give an estimate of the measurement error Also include �negative� results They are often the source of the major discoveries

20. Khalid Al Murrani, "How to Write a Good Report", 2008-09 20 Discussion Only place where the author can and should be less objective Interpret your results. Did we solve our problem(s)? Did we answer our question(s)? Put results in perspective Major patterns Relationships, trends, generalizations Exceptions to observed patterns and generalizations

21. Khalid Al Murrani, "How to Write a Good Report", 2008-09 21 Discussion Differences with published work or expected results Possible explanations for differences/ discrepancies Point out potential shortcomings Recommendations for future work Theoretical implications Possible applications Possible generalizations

22. Khalid Al Murrani, "How to Write a Good Report", 2008-09 22 Discussion Opinions can be mentioned Shows what new things were learned from the experiments/data No new results? Replication. What is the relevance of the present results � what did we learn? Explain, analyze, interpret, compare Mention the things that are not readily observable from the data

23. Khalid Al Murrani, "How to Write a Good Report", 2008-09 23 Conclusions What do you want the reader to remember? Should be self-contained (no references) Typically 2-3 paragraphs (1 idea per paragraph)

24. Khalid Al Murrani, "How to Write a Good Report", 2008-09 24 Acknowledgements Thank all who have directly contributed to the work Thank any sponsoring organizations Thank any external reviewer Do not thank relatives and friends

25. Khalid Al Murrani, "How to Write a Good Report", 2008-09 25 References All statements, ideas, figures, tables of others should be referenced Cite current AND recent publications Current: reference (seminal) papers Recent: show that you know what are the recent developments in the field (use Citation Index, e.g.: Google Scholar �Cited by ��). Reference only the works that you have actually read

26. Khalid Al Murrani, "How to Write a Good Report", 2008-09 26 References Should be clear enough for the reader to locate it Should contain: author name(s), title, location, date Location: Publisher and city (for books) Journal name volume and page(s) (for articles) Conference name, date, and location, and page in the proceedings (for conference papers) Department and University (for theses) URL (for Web pages) Follow the imposed format

27. Khalid Al Murrani, "How to Write a Good Report", 2008-09 27 References Refereed journals are better than conference papers Conference papers are better than Web sites Try to avoid Web sites They are not reviewed They are transient ? try to locate similar information in regular literature Encyclopedias, textbooks, lab sheets are poor references Review articles are particularly valuable

28. Khalid Al Murrani, "How to Write a Good Report", 2008-09 28 Appendices Additional material that is only meant for technical reading E.g.: mathematical proofs, raw results, circuit diagrams, � Non-essential to comprehension Further clarify report Each appendix should contain different data/information Appendices should be referred to in the text

29. Khalid Al Murrani, "How to Write a Good Report", 2008-09 29 Style Paragraph One idea per paragraph One paragraph per idea First sentence of paragraph is main idea Rest of paragraph defines the idea Tense Passive Avoid use of pronouns (I, we, you, �)

30. Khalid Al Murrani, "How to Write a Good Report", 2008-09 30 Style Numbering Number all pages Number all headings except abstract Hierarchical numbering of headings Avoid repetitions Use formal and impersonal language Use a consistent style

31. Khalid Al Murrani, "How to Write a Good Report", 2008-09 31 Style Respect the structure Use the standard model unless there is a strong reason for not doing so E.g. several radically different parts ? split up methods, results (and maybe discussion) per part Advantages of standard model Helps structure the report Avoids forgetting essential parts Helps separate data from opinions Helps readers to do selective reading

32. Khalid Al Murrani, "How to Write a Good Report", 2008-09 32 Grammar Should be impeccable Spelling also Articles First time a process, part or concept is introduced: �a� or �an� Subsequently use: �the� No article for uncountable nouns (e.g. NOT �a happiness�) Use short sentences

33. Khalid Al Murrani, "How to Write a Good Report", 2008-09 33 General recommendations Be as brief as possible Avoid unnecessary abbreviations Know your audience Don�t repeat the things the reader knows Don�t copy the information from the lab sheets Remove unnecessary words, sentences, paragraphs Weigh each word Every word should be accurate, justified and useful

34. Khalid Al Murrani, "How to Write a Good Report", 2008-09 34 General recommendations The main purpose is to convey information Don�t try to entertain Good presentation is less important than sound technical content Don�t over-emphasize format (you are not studying to be a technical secretary) Follow the imposed format right from the beginning

35. Khalid Al Murrani, "How to Write a Good Report", 2008-09 35 General recommendations Proofread and let it be proofread Follow preferably the same structure (sub-headings) in methods, results and discussion parts

36. Khalid Al Murrani, "How to Write a Good Report", 2008-09 36 General recommendations A good report should demonstrate comprehension, not just state facts Check visibility and readability

37. Khalid Al Murrani, "How to Write a Good Report", 2008-09 37 Summary

38. Khalid Al Murrani, "How to Write a Good Report", 2008-09 38 Bibliography UNiM Library: DG Riordan, SE Pauley, "Technical report writing today,� Houghton Mifflin Company (Boston), 1999 R Barrass, "Scientists must write: a guide to better writing forscientists, engineers and students," Routledge (London), 2002 JW Davies, "Communication skills: a guide for engineering and applied science students," Pearson Education Asia Ltd (Singapore), 2001 JN Borowick, "Technical communication and its applications," Prentice Hall (New Jersey), 2000 DF Beer, D McMurrey, "A guide to writing as an engineer," John Wiley & Sons, Inc (New York), 1997 R Ellis, "Communication for engineers: bridge that gap," Arnold (London), 1997 S Goodlad, "Speaking technically: a handbook for scientists,engineers, and physicians on how to improve technical presentations,� Imperial College Press (London), 1996 HF Wolcott, "Writing up qualitative research," 2001 JN Borowick, "How to write a lab report," 2000

39. Khalid Al Murrani, "How to Write a Good Report", 2008-09 39 Bibliography Web: CD Ingersoll, �Scientific Writing,� http://www.healthsystem.virginia.edu/internet/MTPCI/Introcourse04/9.-Ingersoll---Scientific-Writing.ppt , 23 Nov 2004 RL Boxman, �How to Write a Good Paper,� http://www.isdeiv.tavrida.com/instructions.ppt, last accessed: 14 Feb 2005 K Boone, �How to Write a Technical Report,� http://www.kevinboone.com/howto_report.html, 8 Jul 2004 �The Stucture, Format, Content, and Style of a Journal-Stye Scientific Paper,� http://abacus.bates.edu/~ganderso/biology/resources/writing/HTWsections.html, 25 Sep 2003 �Scientific Paper Writing,� http://www.geocities.com/EnchantedForest/Palace/1170/scipprwrt.html, last accessed: 14 Feb 2005 K Kastens, S Pfirman, M Stute, et al, �How to Write Your Thesis,� http://www.ldeo.columbia.edu/~martins/sen_sem/thesis_org.html, last accessed: 14 Feb 2005 R Irish, �Laboratory Reports,� http://www.ecf.toronto.edu/~writing/handbook-lab.html, 19 Aug 2002 �How to Write a Scientific Paper?�, http://www.bioen.utah.edu/faculty/KWH/teach/BE4201/How_to_w.pdf, last accessed: 14 Feb 2005 �How to Write a Laboratory Report,� http://www.mhhe.com/biosci/genbio/maderinquiry/supp/moorech5.html, last accessed: 14 Feb 2005 G Dillard, �The Scientific Paper,� http://bioweb.wku.edu/courses/Biol398/Paper/paperText.html, last accessed: 14 Feb 2005 M Longan, �How to Write a Research Report and Give a Presentation,� http://www.valpo.edu/geomet/geo/courses/geo361/presenting.html, last accessed: 14 Feb 2005