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Permalink Reply by Munesh Kumar on October 12, 2015 at 22:47

 

Dear Sir,

It is very simple as well as hard to answer your question. Writing a technical report may be anything; memo, note, domain specific report, report of case study, etc. is quite procedural at explicit side. It is very difficult for me to restrict you with a particular example here, rather than sharing a assignment to read about them. I recommend you to read books, online free notes, compilations which easily accessible through Google. 

There is a very good book, Effective Business Communication by Asha Kaul, 

@ https://books.google.co.in/books?id=0TDdxCDofPwC&hl=en

You can refer this book for getting solved your queries. This book is good for beginners like us so I think this would be enough at this stage. If you are not interested to buy, now then you read the attached e-book herewith.

You might be thinking that why I am recommending you to read instead of answering your query?, I am recommending you to read the said references because for writing a good note, memo, case study, you need to have some inputs above the formats and specifications. So please read and get idea about the arrangement and presentation skills about; what to write?, what to leave?. These questions are more important for each reports.

So kindly refer the contents and increase your word, phasing and sentence formation power and let us know if you need any clarifications further. 

Thank you. 

 

Attachments:

• Effective business communication.pdf, 1.3 MB

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Permalink Reply by Siddhartha Shankar Ray on October 16, 2015 at 20:22

Dear Sri Ganesh Upadhyay,

Thanks for your post. You have addressed a very common issue for many of our co-professionals and it is one  which are faced by many but very few bring them into open.I must convey you you my appreciation for bringing this issue to an open forum.

I have also gone through the post by Sri Munesh Kumar and I agree with his statements.

You see the ability or flair for writing is a mix of inherent ability and practice. Some are bestowed with it while some adopt it with practice. However, the following points may be helpful for your purpose:

( A) Memo & Note Preparation:

This one is a communication for business/official purpose.  So it has some underlying issue for instance you have  a collection of CDs & DVDs but your in your Computer section in the Library there is no CD/DVD readers/Writers in any of the machines and users are unable to use the collection. So you need to send a Memo/note to your authority 

1) Here you have to explain the present scenario. that is there are many relevant CDs/DVDs which are quite useful for the readers but since there no CD /DVD writers in any of the Computers, the CDS/DVDs are lying unused.This is, in short, problem Identification/ Assessment of the situation

2) Now you have to propose for CD/DVD writers and you know that fixing them to each of the computers may be expensive and complex. So your proposal should indicate a cost effective way. So you propose for a few  EXTERNAL DVD Writers so that people requiring access to the DVDs can use them. This one is your proposal or suggestion!

(B) Domain Specific report Writing:

You see , Reports/notes are prepared according to issues concerned. But everywhere you have to identify the issues or the problems, then you can put your own analysis if you have that scope and then put your suggestions/comments. 

(C) Case Studies:

Highlight the issues

Explain how it is influencing the smooth functioning of the system

IF REQUIRED

Explain the desired ways of functioning

Suggest ways to achieve the desired ways.

(D) Incident Reporting:

 Explain the incident, the time and date and how it occured

put your inputs (if any) if required Inference

I hope I could explain your queries.

But one thing, in case you have limitation in writing and specially English writing, The easiest way is to start writing Diary everyday in English. Discuss the issues of the day and your impact and your views and feelings. If you see any film, write your opinion about the acting, the songs, the picturization, the dresses, the story and your overall feeling. Soon you will see that you have developed the skills to analyze things.

I am telling you from my own experience. I have been writing diaries since 43 years.

As I sometime read them they often appears funny about my spontaneous reactions on several issues like the first Day in College, the University, the first interview, the first job offer and the first day at job, of different people I met different countries I went, different rituals I observed and so on.  If you do it I am sure you will develop a flair for writing and then the materials you have mentioned will be child's play to you.

Good Luck to your effort.

Siddhartha S. Ray 

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Permalink Reply by Munesh Kumar on October 18, 2015 at 20:20

Respected Sir,

S S Ray

Thank you for your kind remarks.

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