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\begin{center}
\LARGE{Technical Report}
\end{center}

In the engineering and scientific professions, communication skills are as important
as in other fields.  Following the development of an innovative design and a cost
estimate that predicts large profit, the designer must be able to communicate the
findings to other people.   There is an old adage that a tree falling in a forest doesn't
make a sound unless there is someone to listen.  Similarly, the best technical design
in the world might never be implemented unless the designer can communicate the design
ideas to the proper people in the right way.  


The quality of a report generally provides an image in the reader's mind that, in
large measure, determines the reader's impression of the quality of work.  Of
course, an excellent job of report writing cannot disguise a sloppy investigation,
but many excellent design studies have not received proper attention and credit
because the work was reported in a careless manner.  

A formal technical report usually is written at the end of a project.  Generally, it
is a complete, stand-alone document aimed at persons having widely diverse
backgrounds.  Therefore, much more detail is required.  The outline of a typical
formal report consist of 
\begin{enumerate}
\item Cover page: Should have 
\begin{itemize}
\item title of the report
\item  name of author(s)
\item address
\end{itemize}
\item Summary: summarize the work and should also include a short conclusion
\item Table of content
\item List of figures and  list of tables include the corresponding page number.
\item Introduction: Back ground of the work (market analysis) to acquaint reader with the problem and
purpose of carrying on the work.
\item Design Process: Details of the procedure followed in the design process.  
\item Discussion: The discussion could be divided into several subsections such as
This section should contain the comprehensive explanation of the
results.  The discussion could be divided into several subsections such as
\begin{itemize}
\item technical analysis (force requirement, speed, etc.)
\item details of the build up of the artifact
\item equipment used
\item assembly and setup procedures
\item experimental setups and results
\item details of the final results
\end{itemize}
\item  Conclusions: This section states in as concise a form as possible the
conclusions that can be drawn from the study. 
\item References This section lists all the documents to which the writers
referred. The information on each document must be complete and must follow the
same formate throughout.
\item Appendices: This includes material deemed to be beyond the scope of the main
body of the report.  The appendix section may be divided into as many subsections
as necessary.
\end{enumerate}
\section{Steps in Writing a Report}
The five operations involved in the writing of a high-quality report are best
remembered with the acronym POWER
\begin{enumerate}
\item {\bf P}:  Plan the writing  
\item {\bf O}: Outline the report
\item {\bf W}: Write
\item {\bf E}: Edit
\item {\bf R}: Rewrite
\end{enumerate}

Good writers usually produce good reports.  Some of the attributes of good writing
are
\begin{enumerate}
\item Write as objectively as possible.  DO not become emotionally involved or
attached to a problem or a solution
\item Be reasonably methodical
\item Record whatever is learned, and keep in mind that whatever work is performed
must eventually be documented.
\item Always Strive for clarity in writing, and keep in mind that the written
material should be simple and straightforward.
\item Deliver the written material on time.
\end{enumerate}

There are also certain qualities associated with good report such as
\begin{enumerate}
\item Deliver on due date
\item Effectively answers readers' questions as they arise
\item Gives a good impression at the first sight
\item Read coherently
\item Contain  effective summary and conclusion
\item Is written Clearly and concisely and avoid vague or superfluous phrases
\item Provides pertinent information
\end{enumerate}


\section{Illustration Guidelines}
visual elements, such as figures, charts, graphs, etc., in technical reports have
specific purpose and convey specific information.  Visuals are used to explain,
illustrate, demonstrate, verify or support written material.   Visuals are only
valuable if their presentation is effective.  The general guidelines for preparing
effective visuals (illustrations) are as follows
\begin{enumerate}
\item Reference all illustrations in the text
\item Reference the data source
\item Carefully plan the placement of illustrations.  
\item Specify all units of measure and the scale used in the drawing
\item Label each illustration with an identifying caption and title.  Include
figure source, if it was obtained from another document
\item Spell words out rather than using abbreviations
\item When a document has five or more figures, include a list of figures at the
beginning of the report.
\item Avoid putting too much on an illustration
\end{enumerate}
\section{Mechanics of writing}
The following suggestions are presented as a guide to writing and an as in
avoiding some of the most common mistakes.
\begin{itemize}
\item Paragraph structure: Each paragraph should begin with a topic sentence that
provides an overall understanding of the paragraph.  Since each paragraph should
have a single theme or conclusion, the topic sentence states that theme or
conclusion.
\item Sentence length: Sentences should be kept as short as possible so that their
structure is simple and readable.  Long sentences require complex construction,
provide an abundance of opportunity for grammatical errors, lake considerable
writing time, and slow the reader down.  Long sentences are often the result of
putting together two independent thoughts that could be stated better in a separate
sentences.
\item Pronouns: There is no room for any ambiguity between a pronoun and the noun
for which it is used.  Novice commonly use "it", "this", "that", etc., where it
would be better to use one of several nouns.  It may be clear to the writer, but
it is often ambiguous to the reader.  
In general, Personal pronouns (I, you, he, she, my, mine, our, us) are not used in
technical reports.
\item Spelling and punctuation: Errors in these basic elements of writing in the
final draft of the report are inexcusable.
\item Tense: use the following rules when choosing the tense of the verb when
writing
\begin{itemize}
\item Past tense: Use to describe work done when you building or designing, or in
general to the past events.
\item Present tense: Use in reference to items and ideas in the report itself
\item Future tense: Use in making prediction from the data or results that will be
applicable in the future.
\end{itemize}
\end{itemize}











\begin{center}
\LARGE{Presentation Style}
\end{center}
Unlike the advertising executive, the engineer is ill-equipped to sell his
ideas. Second hand information represented by the company officials may not
answer all client's questions. In this write-up and during the semester,
students will be given the opportunity to be trained in technical
presentations.  
In this write-up the techniques of oral presentations are briefly discussed.
 

\section{Objective}
Every presentation should have an objective. The speaker main objective is to
deliver the message (objective) to the audience.  The objectives may vary
from one talk to another.  To identify the real objective  one needs to
ask the following question: "If everything goes perfectly, 
What I intended to achieve?".  One also should realize who are the audience and 
their educational level.  The time in most cases is limited.  It is of utmost
importance to keep within scheduled time some question/answer session.  For
this detailed planing is required.  Different tools could be used in the
presentation such as, slides, models,transparency, audio-visual, and web.  Make
sure if more than one medium is used, time to shift is accounted for.  One easy
way to see effectiveness of presentation while in a team is for one to play the
role of the speaker and the rest of the team as the audience and possibly play
the devils advocate.  
\subsection{Oral Presentation - Obstacles}
To sell your ideas to others, you should first be convinced that your ideas
will accomplish the task.  Oral presentation requires high degree of creative
ability.  Recall that humans resist changes though they announce that they
welcome it.  Humans like familiar methods.  Changes requires additional effort
which humans in general resist. 
Some usual quotes one hears:
\begin{itemize}
\item We tried before
\item It is too radical change
\item We have never done that before
\item Get back to reality
\item We have always done it this way
\item I don't like the idea
\end{itemize}
The speaker need to keep in mind that
\begin{itemize}
\item Only 70\% of the spoken words is actually received and understood. 
Complete understanding can come through repetition and redundancy in speech.
\item People mostly understand three dimensional objects. Two dimensional
projections need to be transmitted with added details.
\item Usually people perceive problems from their prospectives.
\item Convey ideas so that it is interpreted with the least expenditure of
energy.
\end{itemize}
\section{Oral Presentation Dos and Donts}
\begin{enumerate}
\item Know your audience thoroughly.  Deliver an extempore- prepared talk
\item Never read from notes, a sheet or directly from an overhead projector
\item Bring audience up to the speed, in the first few moments
\item Stay within the time allotted
\item Include relevant humorous stories, anecdotes or joke ( Only if you are
good at it)
\item Avoid using specialized technical jargon.  Explain the terms if you feel
the audience may not know.
\item Understand your message clearly.  The whole goal is to clearly
communicate the message
\item Practice-practice-practice, may like to memorize introduction and
concluding remarks
\item The dry run is a dress rehearsal.  Use it to iron out problems in
delivery,organization and timing.
\item Avoid mannerisms: Speak confidently but not aggressively
\item Maintain eye-to-eye contact with some audience and keep shifting that
contact through the talk.
\item Never talk to the board or to empty space
\item Present the material in a clever fashion, but not in a cheap and
sensational fashion.  Be genuinely sincere and professional
\item Logical presentation is much more critical in oral than in written
presentation
\end{enumerate}

\section{Oral Presentation Techniques}
\begin{enumerate}
\item Visual aids (sketches, graphs, drawings, photos, models, slides,
transparency, web) often convey information more efficiently and effectively. 
Visual aids permits dual sense of hearing and seeing, apart from helping the
speaker.
\item Limit slides (Viewgraphes) to not more than one per minute
\item each slide should contain one idea
\item First Slide should show the title of your talk and names.
\item Second slide should give a brief outline of the talk
\item Last slide should summarize the message you just delivered
\item If you need to show a slide more than once use a second copy
\item Avoid leaving a slide on the screen if you have finished discussion on
that topic.  
\item Never read directly from the slide.  Spoken words should complement the
slides.  Prepare notes for each slide and use it during practice.
\item Use graphs to explain variations.  Clearly label the axis, data, and
title.  acknowledge the source.
\item Every graph should have a message ( idea). Color should enhance the
communication not distract.
\item Audience respond to well organized information.  That means,
\begin{enumerate}
\item Efficient presentation
\item All assumptions clearly stated and justified
\item Source of information and facts are clearly outlined
\end{enumerate}
\item Begin with the presentation of the problem and conclusion/recommendation
(primarily goal)
\item Finish ahead and be prepared for the question answer session.
\end{enumerate}
\section{Question/Answer session}
The question answer session is very important. It shows the enthusiasm in the
audience and usually shows interest and attention.  In the Q/A session you
should
\begin{enumerate}
\item Allow the questioner to complete the question, before answering
\item Avoid being argumentative
\item Do not let the questioner feel that the question is stupid
\item Adjourn the meeting, if the questions slack off
\item Thank the audience, one final time after the Q/A session
\end{enumerate}
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