Preparing Written and Oral Reports Effective Communication in CH402.
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Transcript of Preparing Written and Oral Reports Effective Communication in CH402.
Preparing Written and Oral Reports
Effective Communication in CH402Effective Communication in CH402
Preparing Written and Oral Reports
Professor Julia WilliamsProfessor Julia Williams
Coordinator of Technical Communication Coordinator of Technical Communication and Assistant Professor of Englishand Assistant Professor of English
Preparing Written Reports
Chemical Engineering Department Style Chemical Engineering Department Style ManualManual
Components of the Project ReportComponents of the Project Report Structuring Technical InformationStructuring Technical Information
Chemical Engineering Department Style Manual
A Guide to Good Writing A Guide to Good Writing
Preface, CH Style Manual
Intended to help you Intended to help you prepare various types prepare various types of reportsof reports
Emphasizes clarity of Emphasizes clarity of communication communication andand quality of technical quality of technical informationinformation
Academic vs. Industrial Reports
Audience: ProfessorAudience: Professor Purpose: InformPurpose: Inform Reading: All parts of Reading: All parts of
the reportthe report
Audience: Peers, Audience: Peers, Supervisors, ClientsSupervisors, Clients
Purpose: Inform, Purpose: Inform, instruct, and persuadeinstruct, and persuade
Reading: Different Reading: Different parts read by different parts read by different readersreaders
Academic and Industrial Reports
Audience: Professional non-expertAudience: Professional non-expert Purpose: Inform and persuadePurpose: Inform and persuade Information: Technical features, experiment Information: Technical features, experiment
resultsresults Reading: Report parts must provide Reading: Report parts must provide
information reader expects to seeinformation reader expects to see
CH402 Project Report
Form and ContentForm and Content
Project Report Form Title PageTitle Page SummarySummary IntroductionIntroduction Description of ProjectDescription of Project ResultsResults Discussion of ResultsDiscussion of Results Conclusions and RecommendationsConclusions and Recommendations Literature CitedLiterature Cited AppendixAppendix
Project Report: Summary
Objectives: what you tried to do
Equipment/Procedure: how you did it
Results: what you found out
Conclusions/Recommendations: what it means
Project Report: Introduction
Audience: Professional nonexpertAudience: Professional nonexpert Purpose: Relate necessary background and Purpose: Relate necessary background and
theory for the projecttheory for the project Information: Background, equations, Information: Background, equations,
literature, project objectives, theoryliterature, project objectives, theory
Project Report: Introduction
Pattern of Organization
Theory
Background
Equations
Literature
Objectives
Project Report: Introduction
Background
Theory
Equations
Objectives
Literature
Pattern of Organization
Project Report: Description
Audience: Professional nonexpertAudience: Professional nonexpert Purpose: Identify parts of equipment and Purpose: Identify parts of equipment and
their functionstheir functions Information: Description and procedure Information: Description and procedure
with accompanying visual(s)with accompanying visual(s)
Description
Provide part-by-part description of Provide part-by-part description of equipmentequipment
In order of assemblyIn order of assembly Procedure: explain how the parts fit and Procedure: explain how the parts fit and
function togetherfunction together Level of detail adequate for another Level of detail adequate for another
researcher to duplicate the setup and researcher to duplicate the setup and procedureprocedure
Equipment Description
Part 1Part 1 Part 2Part 2 Part 3Part 3 Part 4Part 4
Parts fit/function togetherParts fit/function together
Procedure Description
Step 1Step 1
Step 2Step 2
Step 3Step 3
Application of the ProcessApplication of the Process
Project Report: Results
Purpose: Convey results of proceduresPurpose: Convey results of procedures Information: Data and results in graphical, Information: Data and results in graphical,
analytical, or tabular formanalytical, or tabular form
Project Report: Results
Commentary to Commentary to explain form of explain form of presentationpresentation
Captions for all Captions for all figuresfigures
Quantitative, not just Quantitative, not just qualitativequalitative
1stQtr
2ndQtr
3rdQtr
4thQtr
0
20
40
60
80
100
1stQtr
2ndQtr
3rdQtr
4thQtr
Results
East
West
North
Project Report: Discussion of Results Purpose: Explain results produced during Purpose: Explain results produced during
proceduresprocedures Information: Observations, discoveries, Information: Observations, discoveries,
anomaliesanomalies
Discussion of Results
EvaluationEvaluation
AnalysisAnalysis
InterpretationInterpretation
Discussion of Results
Observed results versus expected valuesObserved results versus expected values Significance in the method of plotting Significance in the method of plotting
resultsresults Significance of a particular graphSignificance of a particular graph Possible experimental errorsPossible experimental errors Alternative methodsAlternative methods Equipment failures or problemsEquipment failures or problems
Project Report: Conclusions and Recommendations Purpose: Offer conclusions based on Purpose: Offer conclusions based on
objective and resultsobjective and results Information: Questions posed by objectives Information: Questions posed by objectives
with specific conclusionwith specific conclusion Pattern of Organization: In order of Pattern of Organization: In order of
importanceimportance
Project Report: Recommendations
Purpose: Offer suggestions for changes in Purpose: Offer suggestions for changes in equipment, procedure, or experimentequipment, procedure, or experiment
Information: Specific recommendations Information: Specific recommendations based on your experience with the projectbased on your experience with the project
Pattern of Organization: In order of Pattern of Organization: In order of importance importance
Project Report: Literature Cited
Purpose: Source documentation for Purpose: Source documentation for background, theory, etc. background, theory, etc.
Information: Authors, publication Information: Authors, publication information, etc., in appropriate formatinformation, etc., in appropriate format
Pattern of Organization: Alphabetical orderPattern of Organization: Alphabetical order
Preparing Written Reports
Effective Communication in CH402Effective Communication in CH402
Questions?Questions?
Designing Oral Reports:
Components of effective Components of effective presentationspresentations
Designing Oral Reports:
Oral Reports and Professional ContextsOral Reports and Professional Contexts Preparing for your Audience Preparing for your Audience Structuring Technical Information: Text Structuring Technical Information: Text
and Visualsand Visuals Presentation Skills You Need: Space, Presentation Skills You Need: Space,
Voice, and BodyVoice, and Body
Oral Reports and Professional Contexts
Presentations in the Classroom and Presentations in the Classroom and the Workplacethe Workplace
Oral Reports and Professional Contexts Conveying information quickly and Conveying information quickly and
efficientlyefficiently Variety of situations: team meetings, Variety of situations: team meetings,
reports to superiors, presentations to clientsreports to superiors, presentations to clients Demanded more often than written reportsDemanded more often than written reports
Preparing for your Audience
Presentations for listenersPresentations for listeners
Know Your Audience
Determine their technical level: expert, Determine their technical level: expert, professional non-expert, student, technician, professional non-expert, student, technician, generalgeneral
Evaluate their previous experience with the Evaluate their previous experience with the topictopic
Gauge their attitudes toward the topicGauge their attitudes toward the topic Identify the information they needIdentify the information they need
Structuring Technical Information
Text and VisualsText and Visuals
Structuring Technical Information Emphasize the primary topic structure of Emphasize the primary topic structure of
your researchyour research Preview and reviewPreview and review Use transition words and phrasesUse transition words and phrases Supply a context for clear visualsSupply a context for clear visuals
Emphasize primary topic structure Written report components: objectives, Written report components: objectives,
introduction, equipment, procedure, results, introduction, equipment, procedure, results, conclusions, recommendationsconclusions, recommendations
Oral report components: same topics in Oral report components: same topics in reduced formreduced form
Overall strategy rather than specific pointsOverall strategy rather than specific points
Structuring Technical Information Emphasize the primary topic structure of Emphasize the primary topic structure of
your researchyour research Preview and reviewPreview and review
Designing Oral Reports
Oral Reports and Professional ContextsOral Reports and Professional Contexts Preparing for your Audience Preparing for your Audience Structuring Technical Information: Text Structuring Technical Information: Text
and Visualsand Visuals Presentation Skills You Need: Space, Presentation Skills You Need: Space,
Voice, and BodyVoice, and Body
Structuring Technical Information Emphasize primary topic structure of your Emphasize primary topic structure of your
researchresearch Preview and reviewPreview and review Use transition words and phrasesUse transition words and phrases
Transition words and phrases
First Second Third
Therefore However Consequently
In conclusion To summarize To review
Structuring Technical Information Emphasize primary topic structure of your Emphasize primary topic structure of your
researchresearch Preview and reviewPreview and review Use transition words and phrases to link Use transition words and phrases to link
ideasideas Supply a context for clear visualsSupply a context for clear visuals
Context for Clear Visuals
Using PowerPointUsing PowerPoint Overloading slidesOverloading slides Labeling charts and graphsLabeling charts and graphs TimingTiming
The Presentation Skills You Need:
Space, Voice, and BodySpace, Voice, and Body
Presentation Skills: Space
Arrange the room to suit your presentation Arrange the room to suit your presentation needsneeds
Check equipment and ensure it is operationalCheck equipment and ensure it is operational Practice with the equipment in presentation Practice with the equipment in presentation
conditionsconditions Allow adequate room so you can remain in Allow adequate room so you can remain in
contact with the audiencecontact with the audience
Presentation Skills: Voice
Speak loud enough to be heard, but don’t Speak loud enough to be heard, but don’t shoutshout
Try to be conversational, rather than trying Try to be conversational, rather than trying to deliver a “canned” speechto deliver a “canned” speech
Vary voice tone and pitch; avoid a monotoneVary voice tone and pitch; avoid a monotone Let your voice reflect your enthusiasm for Let your voice reflect your enthusiasm for
the topicthe topic
Presentation Skills: Body
Use hand gestures effectivelyUse hand gestures effectively Avoid using gestures just because you are Avoid using gestures just because you are
nervousnervous Approach the audience to emphasize a point Approach the audience to emphasize a point
or ideaor idea Avoid shifting or shufflingAvoid shifting or shuffling
Designing Oral Reports
Components of effective Components of effective presentationspresentations
Preview and
ReviewReview
Designing Oral Reports:
Oral Reports and Professional ContextsOral Reports and Professional Contexts Preparing for your Audience Preparing for your Audience Structuring Technical Information: Text Structuring Technical Information: Text
and Visualsand Visuals Presentation Skills You Need: Space, Presentation Skills You Need: Space,
Voice, and BodyVoice, and Body