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Geographical variations in engineering report style
2

Geographical variations in engineering report style

Geographical variations in engineering report style

(OP)
I work for a well established UK/US company that produces many engineering reports for automotive clients from all parts of the World.  My question is simple: Does preferred reporting style vary across the globe?

I've been told before by our US marketing people that the UK reporting style doesn't cut it in the US.  Far too laboured - you have to read a lot of text before you get to the punch line.  They would prefer the answer on page 1, with supporting arguments given later for those who want to read them.

The reporting style I've been familiar with has changed little from school to University to work - Introduction, Objectives, Method, Conclusions, Recommendations.  And when I read a report I expect to skim through to the results and conclusions before studying the method too hard.

What is the typical and preferred reporting method elsewhere?  Are there huge variations from US to EU to Asia?  How would an American write a report for a Chinese audience?  Or a German for an American audience?

RE: Geographical variations in engineering report style

I start all reports with an Executive Summary which provides a brief description of the issue, the methods used, the results found, and any conclusions.

It lets somebody quickly find the salient points without slogging through the report in detail.

--------------------
Bring back the HP-15
www.hp15c.org
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RE: Geographical variations in engineering report style

In the UK it is generally accepted to write technical reports with a summary at the beginning. This seems to be common world-wide. Management have a very short attention span and can only read a few words or sentences. Keep the summary simple, preferably beginning with "Once upon a time.." Remember your audience.

corus

RE: Geographical variations in engineering report style

Beggar's got it...

Executive summary, what's the bottom line !?
Cost, timing, performance, resources, results.
The rest is to back up the findings reported in the summary.

"Without data, you're just another person with an opinion"

regards,

Hydroformer

RE: Geographical variations in engineering report style

(OP)
Obviously all reports have a summary, but even that summary may vary depending on the target audience.  Two extreme examples:

The journalistic style - same information repeated at more and more depth with each paragraph:

"Don't do it, it won't work.  We did some experiments that proved it.  Those experiments <bulk of summary>"


The narative style:

"XXX were approached by YYY to aid with a decision about ZZZ.  Experiments were focused on <bulk of summary> The recommendation is to decline the offer."

RE: Geographical variations in engineering report style

I always do it this way:

What it is about? (i.e. headline, sometimes including location)

When and where investigation was made

Key persons involved

Previous reports on same subject (if any)

Summary, within a frame so that HE WHO PAYS can find it

Background, methods, instruments used.

Findings (including selected - NOT ALL! - measurement data, graphs etc)

Analysis ( sometimes including error analysis)

Recommendations

(Sometimes) Thanks

Place, date and name (easy to forget)

Appendices (if needed, usually contain references and facts that are not common knowledge for the particular trade)

Gunnar Englund
www.gke.org

RE: Geographical variations in engineering report style

I do em all the time and I use beggar's format.  No sense in discussing trial etc, when the conclusion is in the negative.  I try not to waste words and time of the big bad upper management.  They are WAY too busy with their full schedules laden with dinners, golf, and postings at eng-tips.com


RE: Geographical variations in engineering report style

Can't disagree more, Nathan. What's your occupation?

Gunnar Englund
www.gke.org

RE: Geographical variations in engineering report style

Typical report format for Building Failure Analysis that I do can be broken down into the following headings;

Purpose and Scope:  defines what it is that we were asked to look at and why

Limitations:  generally where I cover if I was allowed destructive testing and extent of that testing

Reliance: CYA paragraph that informs the reader that the information is based on conditions extant AT THE TIME and is intended for the party to whom the report is written and cannot be relied on by third parties.  This is to avoid those pesky 3rd party lawsuits by persons who did not commision and pay for the report.  This is the only paragraph that you could call 'boilerplate', or pretty much the same for every report.

Executive Summary:  Used for long, complicated reports involving several building components.  I do a lot of roofing reports 5 pages or less where I skip this section.

By Component or Topic, Observations, Conclusions and Recommendations, sometimes in paragraph form, sometimes in bullet form.  Depends on the client.

Attachements;  Photos, sketches, drawings, pertinent documents, generally in that order.

And for those busy executives who don't have time to read the report, when they call I remind them that they paid for all the words, but I would be happy to summarize verbally.  I generally remind them that it is included for an additional fee.  Some don't mind paying the extra money just to hear it instead of reading it.

"If you are going to walk on thin ice, you might as well dance!"

RE: Geographical variations in engineering report style

I remember one teacher not putting information at the start, because he wanted to force readers to read the whole thing.  (He felt that if he marked papers with the letter grade and his notes, students would just read the grade, and not the comments, so he buried the grade within the comments, near the end.)

RE: Geographical variations in engineering report style

Stephen,

That's fine if the purpose of everything that's been written is for it all to be read by everyone.

A lot of the time, the report has two distinct audiences:

1.  The person who paid you to write it, who will want to read the recommendation without having to hunt for them and probably doesn't have time for the rest.

2.  The person they paid to review it, who will want to be able to find and understand all the supporting data and analysis to advise whether the recommendations are sound.

A.

RE: Geographical variations in engineering report style

What ever system you decide on remember the golden rule KISS - Keep It Simple & Specific

Naresuan University
Phitsanulok
Thailand

RE: Geographical variations in engineering report style

We produce 30 to 40 geotechnical /environmental reports a month and we always start with an Executive Summary. However, it is important to ensure this contains all the relevant conclusions and recommendations of the main body of the report. Someone in your client's office (generally the decision maker) will only read the E.S. so don't miss anything out

RE: Geographical variations in engineering report style

(OP)
Oh well, I was hoping someone might answer the question.  Instead I've got loads of "I do it this way because I'm right." answers.  Never mind - I kind of expected it.

RE: Geographical variations in engineering report style

If you want a definitive answer my suggeston would be to write the report aimed at the particular audience - this means you will need to change to suit each case.

Naresuan University
Phitsanulok
Thailand

RE: Geographical variations in engineering report style

SomptingGuy,

You got a bunch of answers from a gerographically diverse selection of participants all describing essentially the same format with minor variations.

Seems like a reasonably good answer to your question to me.

RE: Geographical variations in engineering report style

SomptingGuy,

I see most of these responses are 'I do it this way and it works for me (and my company)'.

You asked for a 'typical and preferred reporting method' and I believe you've got one.  For something as subjective as technical report writing there is no definitive format, so comments based on the experience of other engineering professionals would keep me happy if I had asked the question.

Now my way, the right way (kidding).

I tend to differentiate between professions only, not nationalities.  I'll write a feasability study in a different manner to a failure analysis because although the audience for the 2 overlap, one is mainly for management and the other for engineering professionals, but I don't give much thought if any to the nationality of the customer.  Language aside, a Chinese plant engineer should have a similar level of understanding of a failure report as a US engineer, and a concise impersonal writing style should translate well to any culture.

This was a great thread SomptingGuy, much more in line with the objective of this forum than arguing over differing regional spellings etc.

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