How to Write Technical Reports (eBook)

Preface 5
Contents 6
1 Introduction 9
2 Planning the Technical Report 12
2.1 General overview of all required work steps 12
2.2 Accepting and analyzing the task 13
2.3 Checking or creating the title 14
2.4 The structure as the “backbone” of the Technical Report 17
2.4.1 General information about structure and table of contents 18
2.4.2 Rules for the structure in ISO 2145 19
2.4.3 Logic and formal design of document part headings 20
2.4.4 Work steps to create a structure and example structures 23
2.4.5 General structure patterns for Technical Reports 29
2.5 Project notebook (jotter) 33
2.6 The style guide advances consistency in wording and design 33
3 Writing and creating the Technical Report 36
3.1 Parts of the Technical Report and their layout 37
3.1.1 Front cover sheet and title leaf 38
3.1.2 Structure with page numbers = Table of Contents (ToC) 44
3.1.3 Text with figures, tables, and literature citations 50
3.1.4 List of references 52
3.1.5 Other required or useful parts 53
3.2 Collecting and ordering the material 58
3.3 Creating good tables 60
3.3.1 Table design 61
3.3.2 Table numbering and table headings 65
3.3.3 The morphological box – a special table 68
3.3.4 Hints for evaluation tables 73
3.3.5 Tabular re-arrangement of text 76
3.4 Instructional figures 77
3.4.1 Understandable design of instructional figures 80
3.4.2 Figure numbering and figure subheadings 84
3.4.3 Photo, photocopy, digital photo, scan and image from the internet 88
3.4.4 Using graphics software and CAD programs 93
3.4.5 Scheme and diagram (chart) 96
3.4.6 The sketch as simplified drawing and illustration of computations 106
3.4.7 Perspective drawing 108
3.4.8 Technical drawing and bill of materials (parts list) 110
3.4.9 Mind map 116
3.4.10 Pictorial re-arrangement of text 117
3.5 Literature citations 119
3.5.1 Introductory remarks on literature citations 119
3.5.2 Reasons for literature citations 120
3.5.3 Bibliographical data according to ISO 690 and ISO 690-2 120
3.5.4 Citations in the text 121
3.5.5 The list of references – contents and layout 128
3.5.6 Working with documents written in foreign languages 142
3.5.7 Copyright and copyright laws 142
3.6 The text of the Technical Report 146
3.6.1 Good writing style in general texts 147
3.6.2 Good writing style in Technical Reports 148
3.6.3 Formulas and computations 150
3.6.4 Understandable Writing in Technical Reports 155
3.7 Using word processing and desktop publishing (DTP) systems 159
3.7.1 Document or page layout resp. and hints on editing 160
3.7.2 Typographic details according to good general practice 168
3.7.3 Details about text accentuations 172
3.7.4 Automatic creation of indexes, tables, lists, labels and cross-referenceswith Word 173
3.7.5 Text editing with OpenOffice Writer 179
3.8 Creating slides with presentation graphics programs 182
3.8.1 Slide creation with PowerPoint 182
3.8.2 Slide creation with Open Office Impress 185
3.9 Completion of the Technical Report 186
3.9.1 The report checklist assures quality and completeness 186
3.9.2 Proof-reading and text correction according to ISO 5776 188
3.9.3 Creating and printing the copy originals and end check 193
3.9.4 Exporting the Technical Report to HTML or PDF for publication 196
3.9.5 Copying, binding or stapling the Technical Report and distribu 198
4 Useful behavior for working on your project and writing theTechnical Report 207
4.1 Working together with the supervisor or customer 207
4.2 Working together in a team 209
4.3 Advice for working in the library 210
4.4 Organizing your paperwork 211
4.5 Organizing your file structure and back-up copies 213
4.6 Personal working methodology 216
5 Presenting the Technical Report 220
5.1 Introduction 220
5.1.1 Target areas university and industrial practice 220
5.1.2 What is it all about? 221
5.1.3 What is my benefit? 221
5.1.4 How do I proceed? 222
5.2 Why presentations? 223
5.2.1 Definitions 223
5.2.2 Presentation types and presentation targets 224
5.2.3 “Risks and side effects” of presentations and lectures 225
5.3 Planning the presentation 227
5.3.1 Required work steps and their time consumption 227
5.3.2 Step 1: Defining the presentation framework and target 229
5.3.3 Step 2: Material collection 234
5.3.4 Step 3: The creative phase 234
5.4 Creating the presentation 240
5.4.1 General recommendations for designing presentation slides 241
5.4.2 Step 4: Summarizing the text and working out the details 246
5.4.3 Step 5: Visualization and manuscript 248
5.4.4 Step 6: Trial presentation and changes 261
5.4.5 Step 7: Updating the presentation and preparations in the room 262
5.4.6 Step 8: Lecture, presentation 264
5.5 Giving the presentation 264
5.5.1 Contact preparations and contacting the audience 264
5.5.2 Creating a relationship with the audience 265
5.5.3 Appropriate pointing 266
5.5.4 Dealing with intermediate questions 267
5.6 Review and analysis of the presentation 268
5.7 57 Rhetoric tips from A to Z 271
6 Summary 276
7 References 277
A Lists of figures, tables and checklists 283
A.1 Figures 283
A.2 Tables 285
A.3 Checklists 286
B Glossary – terms of printing technology 287
C Index 296