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2010x

Reports

General

The final result of almost all engineering work includes some sort of report. The information for

the report usually comes from the engineer’s notebook, status reports, design information, and

other reports. It follows that a good engineer must be skilled at transmitting technical informa-

tion, whether by a long formal report or by a short telephone conversation. Examples of the types

of informational reports commonly used by engineers are:

- Routine periodic (e.g., biweekly) reports to a supervisor on activities carried out during the

time period.

- Special reports on projects, investigations, etc., to a supervisor or to management.

- Informational reports to others regarding work done to provide the information needed to do

the job.

- Routine (monthly, quarterly, etc.) project reports to a project director, or from you as a pro-

ject director to management or to clients.

- Informational and fiscal status reports to the management and controllers.

- Informational reports needed by people being supervised.

The informational report is written to provide information on the results of specific work done. It

will vary from a very short report (e.g., a telephone conversation or one-page laboratory report)

to a comprehensive formal technical report that requires weeks or months and many people to

prepare. The informational report is the type used in technical laboratories and in engineering

design correspondence.

The major characteristics of a good technical report can be summed up as conciseness, com-

pleteness, accuracy, and clarity. Conciseness is important since a wordy report or one with un-

needed information is often put aside and not read, or only scanned. Completeness is important

since lack of needed information may require additional work to get the information, causing de-

lay of a project, or it may result in wrong decisions being made. Accuracy is important since any

error in content (or in write-up) generally makes the whole report suspect. Clarity, along with

accuracy, is a primary requirement since ambiguities or misinterpreted statements are synony-

mous with errors.

Other characteristics, such as objectivity, authoritativeness, coherence, control, direction, organi-

zation, and veracity are also important, and are discussed in more detail in the references.

One of the most important but often overlooked steps in preparing a good report is the selection

of the appropriate audience. A technical report addressed to a few people with similar back-

ground and knowledge of the subject can be written more easily than one addressed to an audi-

ence of varied backgrounds. In reports for people of similar backgrounds, superfluous informa-

tion must be omitted. In writing to a group with different types of background knowledge, care

must be used to include the required information without requiring all the readers to read and

comprehend all the material. Perhaps the worst technical reports are those written to the wrong

audience.

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BK Precision 4011A Betriebsanleitung Seite 10