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The planning stage of technical report
writing is the most time consuming. If a report is not properly planned
it can waste valuable time and risk producing a report that
does not meet your objectives. The following steps are suggested
set of guidelines for effectively planning your report. Step 1, define the problem and
the purpose of the report. At this stage,
ask yourself the following questions. What will the report investigate? What is the scope of your investigation? What are the limitations
of your investigations? What method will you use to
conduct your investigation? What is the significance
of this investigation? Defining the purpose of your
report is most important. Once you have determined the purpose, it will be easy to define the audience and
the information you need to collect. The next steps that 2 is
defining the audience. At university, it is relatively
easy to define your audience. It is your lecturer or tutor,
the market of your work. In the workplace, this process
may require further analysis and will impact on the scope and
style of your report in terms of issues, such as degree of technicality required. Given the audience of
your reported university. You will need to represent
a report that is well-researched which shows a depth of understanding and
uses appropriate academic style. The next step, step 3, is defining
the ideas you're planning to include. It is important to establish the ideas or
topics you need to address. Make a list of all the potential
topics and sections of the report. From those you can draw up
a preliminary outline of headings, this step will greatly assist in collecting the
information you need to write the report. Step 4, collect the information. After having identified the issues and topics, you need to locate
the research and information needed. There are two main categories of
information used in report writing. Primary interviews with people,
conversations and so on. And secondary, published materials,
previous reports, statistics. Make sure that your sources are reliable. The next step, step 5, is sorting and
evaluating the information. Once you have gathered your information,
review your material. As you review, highlight key terms and ideas that relate to
the purpose of the report. This highlighted material may make up
the finding section of the report. Place this in the file and put any irrelevant material
into a background file. Do not discard any information
until the report is complete. Circumstances can change and
you will save time if you need to make any major changes or
the purpose of the report changes. The next step, step 6,
organization of the information. Going back to the preliminary headings,
you drew up begin to sort your information under these headings,
if they're still appropriate. This step is very important, because you
must ensure that you have a suitable structure or outline of their report,
keep the big picture in mind. How do the ideas link together? Are there any gaps in the information? What headings or
issues are the most important, an what sud-headings
might come under them? You may need to revise your headings or
outline during this process and add new topics or
remove redundant or irrelevant ones. Categorize your information under
the headings and then plan sub headings. Having done this ensure that
your sequence of headings and sub headings is logical and appropriate. The next step, step 7,
prepare the outline. There're different ways to provide
a logical order of information. Chronological sequence, order of importance most important
to least important, or vice versa. Deductive order,
from the general to the specific, inductive order from the specific to
the general problem solving order. Scientific report structure or order. The order of the information and the report is closely link with
the purpose of the report. So, the above many generic suggestions.

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