Writing technical papers and reports

Integrated Disease Surveillance Programme (IDSP) district surveillance

officers (DSO) course

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Preliminary questions to the group

• Do you have to write technical reports?

• If yes, what difficulties did you face?

• What would you like to learn about technical writing?

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Outline of the session

1. Types of reports2. The six “S” of technical writing3. Common errors to avoid

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Audiences for which a district surveillance officer may need

to write• Administrators• District health officials• State surveillance unit• Elected representatives

Reports

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Types of report that a district surveillance officer

may need to write• Initial “First information report”

• Full outbreak investigation report

• Rapid assessments• Scientific publications

Reports

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General framework of an outbreak investigation report

(1/2)

•Executive summary•Background

Territory, origin of the alert, time of occurrence, places, staff met

•Methods used for the investigation Epidemiological methods

• Case definition• Case search methods, data collection• Analytical studies if any• Data analysis

Laboratory methods Environmental investigations

Reports

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General framework of an outbreak investigation report

(2/2)

•Major observations / results Epidemiological results (population at risk, time, place and person characteristics)

Experience/expected outcome of affected, Pathogen involved, laboratory diagnosis

Environmental investigation results Current status of transmission, control measures adopted/ initiated

•Conclusion: Diagnosis, source, vehicles

•Recommendations

Reports

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Annexes of an outbreak investigation report

•TIME: Epidemic curve•PLACE: Map

Spot map Map of incidence by area

•PERSON: Table of incidence by age and sex

•Analytical study results if any•Relevant figures to illustrate the source / vehicle(s)

Reports

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The six “S” of technical writing

1. Simple2. Short3. Structured4. Sequential5. Strong6. Specific

The six “S”

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The six “S” of technical writing

1. Simple• Use simple words to explain what is

meant• Explaining the concept to a lay person

• Don’t use jargon technical or statistical jargon

2. Short3. Structured4. Sequential5. Strong6. Specific

The six “S”

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Writing simply

Primary data on number of cases and death for two age groups (under five and above five) due to diseases / syndromes listed above are collected using a uniform format by all reporting units

Facilities report cases and deaths for 12 diseases among two age groups

The six “S”

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The six “S” of technical writing

1. Simple2. Short

• < 10 pages, < 5 tables / figures• Use short sentences with one idea each• Split complex sentences• Cut unnecessary elements

3. Structured4. Sequential5. Strong6. Specific

The six “S”

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The summary

• The audience of your report may be too busy to read it completely

• Always add a summary of: < one page < 300 words

• Structure your summary with subheadings"I'm sorry to write you a long letter. I had no time to write a shorter one”

Mark Twain

The six “S”

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The six “S” of technical writing

1. Simple2. Short3. Structured

• Have headings, subheadings• Write under the high level outline• Follow the logic argument

4. Sequential5. Strong6. Specific

The six “S”

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Using high-level outlines

• Skeleton of the report in bullet points • Outline of various sections

Spell out all titles Use outline format of word processors Summarize each paragraph with a bullet point

• List of tables and figures Spell out titles

• Reach consensus with contributors on the outline

• Expand when the outline is strong and clear

The six “S”

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The six “S” of technical writing

1. Simple2. Short3. Structured4. Sequential

• Take the reader by the hand step by steps• Start each sentence where the previous

ended

5. Strong6. Specific

The six “S”

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Being sequential

The pipeline was repaired on 31 July. This was followed by a sharp decrease of incidence after one cholera incubation period. Moreover, cholera was isolated from stool specimens.

• The first two sentences are sequential, not the third

The six “S”

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The six “S” of technical writing

1. Simple2. Short3. Structured4. Sequential5. Strong

Use the verb as the centre of gravity If the verb is weak, the sentence is

weak

6. Specific

The six “S”

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Using the right verbs

We conducted an investigation of the outbreakWe investigated the outbreak

We took a sample of the populationWe sampled the population

We made an assessment of the situationWe assessed the situation

The six “S”

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The six “S” of technical writing

1. Simple2. Short3. Structured4. Sequential5. Strong6. Specific

• Say clearly and exactly what you want to say

• Do not paraphrase• Prefer numbers to qualifiers

The six “S”

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Being specific

The village was very affected and the disease was severeThe attack rate was 13%, with a case fatality of 3% and 23% of case-patients hospitalized

Health workers are not aware of case definitionsOf 23 health workers interviewed, 35% could not quote the reporting criteria for measles

The six “S”

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Avoid passive voice

• Passive voice Suggest lack of ownership in the process

Imprecise OK if subject is unknown or irrelevant

• Active voice Reflects the responsibility taken Precise To use by default (use grammar checkers)

Common errors

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Examples of passive and active voice use

• Passive voice A study was conducted A sample was selected Questionnaires were administered

• Active voiceWe conducted a studyWe selected a sample Field workers administered the questionnaires

Common errors

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Avoid the wrong terms to document

the level of evidence Show (Leave it to music hall)

Indicate

Prove (Leave it to mathematicians) Indicate

Reveal (Leave it to photographers) Indicate (or suggest)

It appears (Leave it to crystal balls) Spell out what data suggests that

• Use suggest for indirect / partial evidence and indicate for clear / direct evidence

Common errors

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Get rid of “should”

• “Should” is passive and vague• Use the “find” function of word processors to hunt your “should” Tuberculosis patients should be counselled

• Use imperative Counsel tuberculosis patients

• Explain why it “should” be done Counselling will decrease default rates

• Do both Counsel tuberculosis patients to decrease default rates

Common errors

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Don’t be the bearer of bad news

• Avoid general, undocumented, finger-pointing, negative statements: The district medical officer has not even started programme implementation in this district

• Prefer specific, documented, diplomatic opportunity statements:Review of 6 out of 7 indicators indicated that the programme is still at an early phase in the district, allowing for some adjustments

Common errors

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Say it well, say it once

• The same information is displayed in duplicate In two locations in the text In two tables In a table and in a graph In the text as well as in the table or/and figure

• The information needs to be presented only once, and in the place that is most appropriate to serve the point made

Common errors

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Be technical, not anecdotal

• Avoid reporting anecdotal events that do not contribute to the technical aspects of the report The District Medical Officer and the Assistant Secretary of Health joined a team comprised of myself and three field workers to go to the site of the outbreak that could not be reached before three days because of rains

• Focus on technical aspects Because of logistical constraints the rapid response team initiated the investigation on 16 March 2003

You could actually omit the logistical constraints as the reason does not really matter

Common errors

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Be objective, not subjective

• Subjectivity: The author is writing from the psychological perspective of the reader or writer Subjective considerations (e.g., interests, surprises, shock) vary and are more likely due to backgrounds or transient feelings than from facts

• Focus on the ideas that are relevant to the issues examined and on the consistency of hypothesis with available evidence Objective statements

Common errors

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Take home messages

1. Write for your audience, not for yourself

2. Place a six “S” checklist above your desk

3. Identify and eliminate your errors