Technical Report Writing & How to Write Policies, Processes and Procedures

Course Objectives

Upon completion of the course, participants will be able to:

• Understand the principles of effective technical writing.
• Plan, structure, and write clear technical reports.
• Identify the purpose and target audience of a document.
• Present technical information clearly and professionally.
• Use appropriate language, tone, and formatting.
• Organise reports using a logical structure.
• Write effective findings, conclusions, and recommendations.
• Understand the differences between policies, processes, procedures, and work instructions.
• Develop clear and practical organisational policies.
• Map and document business processes.
• Write step-by-step procedures and work instructions.
• Apply document control principles.
• Review, edit, and improve organisational documents.
• Develop documentation that supports consistency, compliance, and continual improvement.

The benefits

Participants will gain:

• Improved technical and professional writing skills.
• Increased confidence in preparing reports and formal documentation.
• The ability to communicate complex information clearly.
• Improved consistency in organisational documentation.
• Practical skills for developing policies, processes, and procedures.
• Better understanding of process documentation and mapping.
• Improved document control and version management.
• Reduced ambiguity and misinterpretation in written instructions.
• Enhanced compliance with organisational and management system requirements.
• Improved efficiency and consistency in business operations.

Modules

Module 1: Introduction to Technical and Professional Writing

• Principles of effective technical writing
• Purpose and objectives of technical documents
• Understanding the target audience
• Formal and professional writing styles
• Clarity, accuracy, and conciseness
• Common writing mistakes
• Planning before writing

Module 2: Planning and Structuring a Technical Report

• Identifying the purpose and scope
• Defining the audience
• Gathering and organising information
• Developing a report outline
• Logical flow and structure
• Headings and subheadings
• Using templates and report formats

Module 3: Writing an Effective Technical Report

• Title and cover page
• Executive summary
• Introduction and background
• Scope and methodology
• Findings and analysis
• Discussion of results
• Conclusions
• Recommendations
• Appendices and supporting information

Module 4: Writing Style and Presentation

• Writing clearly and concisely
• Using plain and professional language
• Active and passive voice
• Grammar and punctuation
• Avoiding ambiguity
• Editing and proofreading
• Formatting and document presentation
• Using tables, figures, and diagrams effectively

Module 5: Writing Findings, Conclusions and Recommendations

• Distinguishing between facts, findings, and opinions
• Presenting objective evidence
• Developing clear findings
• Writing logical conclusions
• Developing practical recommendations
• Linking recommendations to findings
• Prioritising actions

Module 6: Understanding Policies, Processes and Procedures

• What is a policy?
• What is a process?
• What is a procedure?
• What is a work instruction?
• Differences and relationships between these documents
• Documentation hierarchy
• Aligning documentation with organisational objectives

Module 7: How to Write Effective Policies

• Purpose and scope of policies
• Policy structure and format
• Policy statements
• Roles and responsibilities
• Compliance requirements
• Approval and implementation
• Policy communication
• Reviewing and updating policies

Module 8: Process Mapping and Process Documentation

• Understanding business processes
• Inputs, activities, and outputs
• Process owners and responsibilities
• Process interactions
• SIPOC overview
• Flowcharts and process maps
• Identifying process risks and controls
• Measuring process performance

Module 9: Writing Effective Procedures and Work Instructions

• Purpose and structure of procedures
• Defining responsibilities
• Writing clear step-by-step instructions
• Identifying controls and requirements
• Including forms, records, and supporting documents
• Managing exceptions and deviations
• Writing user-friendly work instructions

Module 10: Document Control and Management

• Importance of document control
• Document identification and numbering
• Version control
• Review and approval processes
• Distribution and accessibility
• Control of obsolete documents
• Record retention
• Document review and updating

Module 11: Reviewing and Improving Documentation

• Reviewing for clarity and accuracy
• Checking consistency
• Identifying gaps and duplication
• Peer review
• Editing techniques
• Proofreading
• Collecting feedback from users
• Continual improvement of documents

Module 12: Practical Writing Workshop

Participants will complete practical exercises such as:

• Developing a technical report outline
• Writing a technical report based on a case study
• Preparing findings and recommendations
• Reviewing and improving an existing document
• Developing a policy
• Mapping a business process
• Writing a procedure
• Developing a work instruction
• Applying document control principles

Certification

Delegates will receive a Certificate of:

• Attendance, or
• Competency

Assessment

There will be an assessment at the end of the course. 

• Delegates have to complete the assessment with a minimum score of 60% to receive a Certificate of Competence.
• Delegates who score between 50% and 59% will get a second attempt at the assessment. 
• If you fail the second attempt, will need to repurchase the course
• Delegates will receive a Certificate of Attendance regardless of a pass or fail.