The problem and the writer

Though you are still students, we cannot escape the fact that you will be graduating and will most likely engage in managerial positions that require you to make technical reports. As mentioned, in any research work you need to begin in the formulation of your research problem.

In this case, your first task will usually be to define the problem to be solved. It has been said that a clear, unambiguous problem statement is three quarters of the solution. Early in the report you must let your reader know what those problems are. Is the report intended merely to describe some factual situation or, as is more likely, is it intended to influence someone to do something?

Often the simplest way to begin is with the lowly list. On a piece of paper begin listing the problems to be solved as you understand them. Don't be too critical at this stage of the process. Don't be overwhelmed with hatred (if you have it) or any intense feeling. Stick on with objectivity rather than subjectivity. Your aim here is to simply get these ideas down on paper so you can refine them later. List all the problems you think might need to be addressed in your report but don't worry about how, or even if, you can solve them.

Once you're out of ideas and satisfied that you've identified most of the problems, begin editing them. See if you can eliminate some first. Are some of the things you've listed unimportant? Are some beyond what you were originally asked to do? Are some so difficult that you can't hope to solve them within the budget and time constraints of this project? If so, eliminate those and see what you're left with.

Now prioritize the remaining problems putting the most important first and secondary or minor problems last. The last, and most difficult step comes now. Try to state each problem as precisely, but as generally as you can. It is important that you state the problem in the broadest possible terms at this early stage in the process so that you don't cut yourself off from possible solutions or fail to investigate promising, though unlikely, alternatives.

You, as technical writer, have a second equally, important job in defining the rhetorical purpose of your report, and each of its parts.
Ask your self first, Why Write This Report? The reasons will usually fall into the following general categories:
· To Persuade or Cause Change
· To Inform or Report Results
· To Support a Decision to be Reached
· To Obtain Funding or Support for Future Work or Research

From these, select the one that best describes the most important reason you are writing. That will be the basis of your rhetorical problem statement which should appear early in your report and in any cover document you use to transmit it. Remember that your reader wants to know first, Why Should I take My Valuable Time to Read this Report? Unless you give him/her an acceptable answer your report will not be read, period.

Unless, and until, you have defined both the technical problems to be solved and the rhetorical reason you are writing the report you can't answer such questions as; what am I doing, why am I doing this, how am I going to do this, and how will I convince others that what I have done is worthwhile ?