Business Reports Of Technical Writer - Myassignmenthelp.Com

Question: Discuss about the Business Reports Of Technical Writer. Answer: Introduction ProTech is an organization that hires technical writers. It specializes in writing and communicating reports related to technical and occupational fields like computer hardware and software, engineering, chemistry, aeronautics, medical, robotics, biotechnology and finance. The organization hires skilled writers because technical writing is very complex. The complexity demands for a use of guidelines in this industry. Without the use of the guidelines, there are chances that the documents will not be of standard quality (Riordan, 2013). The report will provide details about the guidelines used by the organization for technical documents. Guidelines are important because the technical documents not only contain texts but a number of illustrations, diagrams, charts, visual aids are used. In order to make these visual representations adequate skills and knowledge is required. A standard structure and designs are required to be followed so that the documents are of the quality that the cl ients require. Moreover, a number of software is required so guidelines for application of the software are to be provided to the technical writers (Chia Round 2015). Discussion Planning the report Before drafting a report it is very important the exact structure of business reports are followed. This creates a need for planning the report before had. Planning will emphasize on the information that is to be provided in the report. Business reports are to the point and hence they are needed to be accurate and full of information. The writers will need to undertake a deep and detailed research so that the report has authentic data. A writer needs to plan which sources would be best for the given business report. A draft should be initially made before finally making the report (Riordan, 2013). Readability The report should consider the reader. The language and writing should be comprehensible to the reader. If the reader fails to understand the information provided then the report will not be of any use as its prime objective is to provide information about the given topic. The language should be as per the knowledge and ability of the writer to encode the information provided. On the other hand, the report should be very general or simple if the reader is an expert the topic. So, the writer should their reader and drafts the report accordingly. Similarly, technical jargons should be avoided if the reader is an amateur in the field (Chia Round 2015). Data collection Data collection is one of the most important aspects of preparation of reports. The sources that are used by the writers should be authentic then only the data will be authentic. The writers should use more journals, books and official websites for collection of data. If the writer has to draft a report about mission, vision and objectives of any particular company then companys official website should be the most appropriate source for data collection. Accuracy of data is an essential criteria of the business reports. Especially in case of financial data, calculations and figures accuracy needs to be maintained (Cardon, 2015). Essential and non-essential elements Generally, reports are written in various sections. The sections those are common to all the reports are Executive Summary Introduction Body/Discussion Conclusion Recommendations (Fisher et al., 2016). All most all the reports irrespective of the nature of the report can be divided into these five headings. The Executive summary of any report is an essential element of the report. In this section, the writer gives information about the entire report. In the introduction section a brief information is given about the subject including what will be discussed in other sections. In body a detailed discussion is done on the given topic. This section is divided into various sub sections depending upon the topic and the information required. The data collection done from the research is analyzed in this section. The conclusion section contains the summary of the findings. The last section is recommendation, it is not given in some reports but in reports were some issues are highlighted recommendations are required. One thing that distinguishes reports from the essays is that the writers should not include their personal opinions. They should provide data and facts (Chia Round 2015). Evaluation of information- The evaluation of the report is a written document that gives description of the findings and recommendations. In the section the information gathered from various sources are analyzed the results are put in this section. Evaluation is an important part of research reports (Fisher et al., 2016). Ordering information- Ordering information can be termed as putting all the information in the report in the right order. If proper order is not maintained for providing the information, the report will not be presentable. The readers might be confused and would not be able to extract the right information from the report. The readers would not understand the information hence provided (Jaggia et al., 2016). Formatting Formatting is an important aspect of the structure of the assignment. The proper format of the report contains header, headings, sub headings, font type and size. The pages should be numbered (Riordan, 2013). Tables and graphs All the necessary information is required to be put in tables and graphs. Research figures when put in tables makes the information presentable (Fisher et al., 2016). Referencing It is an important section of the report writing. In this section, the writer is required to put the references of the sources from where the information has been taken. Using the exact style of referencing is very important (Jaggia et al., 2016). Editing Proof reading the report is very important. Writers are required to edit their reports before presenting the finally copy. Generally its better if the proof reading and editing part is done by the experts. There are six steps in the writing process Choosing the topic Gathering Idea Organizing the ideas Drafting Reviewing the structure Editing and Proof reading (Cardon, 2015) Conclusion Business and technical reports are required to follow a standard. Reports are generally formal documents and therefore they are required to follow the protocols and set guidelines. So that accuracy and authenticity of information can be maintained. The report has provided the guidelines on the structure and contains of the report writing. Business reports are used for several official purposes, like the sales reporting, presentation of action plans and project proposals. The reports are therefore required to be authentic. References Cardon, P. (2015).Business communication: Developing leaders for a networked world. McGraw-Hill Higher Education. Chia, A., Round, H. (2015). A Developmental Learning Framework for Business Report Writing: Guidance for Management Educators.Journal of Adolescent and Adult Literacy,45(7), 556-566. Fisher, J. P., Jansen, J. A., Johnson, P. C., Mikos, A. G. (2016). Guidelines for writing a research paper for publication.Mary Ann Liebert, Inc. Accessed on, 18-10. Jaggia, S., Kelly, A., Beg, A. B. M., Leighton, C., Olaru, D., Salzman, S., Sriananthakumar, S. (2016).Essentials of business statistics: communicating with numbers. McGraw-Hill Education. Riordan, D. (2013).Technical report writing today. Cengage Learning