ABSTRACTS AND

SUMMARIES

Module 3-
Theory Session
 PURPOSE

• To enable readers identify the basic content of a

document quickly and accurately
• To help busy readers learn the main points
• To help all readers build a mental framework
• To help readers determine whether they should read
the full article.
 ABSTRACT: INTRODUCTION

• The essence of the report.

• The length and readership of the report decide
whether an abstract is to be included.
• Relevant in specialists-specialist communication
• Appears at the beginning of technical reports either
on the title page or right after it—and briefly
summarize what the document contains.
• Microcosm of entire paper
• Need to be lean but highly informative.
• concise
 ABSTRACTS: TYPES

Two types of abstracts:

1.Informative
 gives information about the purpose of the study,
newly observed facts, conclusions of an experiment
or argument, and, if possible, the essential parts of
any new theory, treatment, apparatus, technique,
etc.
 self-contained
 acts as the document in miniature
 longer than the descriptive abstract and is preferred
by readers who want to get the main points
 Cont
…

2. Indicative/descriptive
 more suitable for long, descriptive papers
 indicates the contents of the paper and the scope of
the work carried out without giving much
information about the results and conclusions.
 acts as a prose table of contents
 a general-purpose device
 to know what the general coverage of the
document is, what the subdivisions are, and how
the material is developed
 LET’S REFLECT
Identify the type of
abstract:
Organizational Communication and Culture: A
Study of Ten Italian High-Technology Companies
An important contribution of this research is the testing
in international environments of communication and
culture models previously developed within U.S. high-
technology organizations. Specifically, this research
demonstrates that relationships among organizational
culture themes, employee values, organizational
communication activities, and perceptions of a variety of
organizational outcomes are similar but not identical for
U.S. and European high-technology organizations.
Second, the research extends previous work by
identifying cultural dimensions that are related to a
variety of communication processes.
 Cont
…
Design for a Twin-Bar Rotary System
The objective of the electro-mechanical project was to
design and build an experimental testbed for nonlinear
control research. The final design is a Twin-Bar Rotary
(TBR) System that consists of two easily reconfigured
flywheels with a flexible shaft. Masses are attached to
each bar on a pulley connected by a wire to a single
compression spring. A DC motor rotates the testbed at a
maximum of 100 rpm to accommodate safety
constraints. When the shaft on the testbed rotates, the
masses move out radially, allowing the entire system to
achieve a 90% inertial change. Our data acquisition
group has also provided the means to control and
analyze the system with a computer program and optical
encoders. This TBR System can be used to demonstrate
physical programming—a highly effective system
optimization approach—in the context of control
 Cont
…
UK environmental organizations currently face a significant funding gap. It is
well-established that representations of individual victims are more effective
than abstract concepts like climate change when designing fundraising
campaigns. This study aims to determine how such representations can be
better targeted in order to increase donations. Specifically, it investigates
whether the perceived social distance between victims and potential donors
has an impact on donation intention. In this context, social distance is
defined as the extent to which people feel they are in the same social group
(in-group) or another social group (out-group) in relation to climate change
victims.
To test the hypothesis that smaller social distance leads to higher donation
intention, an online survey was distributed to potential donors based across
the UK. Respondents were randomly divided into two conditions (large and
small social distance) and asked to respond to one of two sets of fundraising
material. Responses were analyzed using a two-sample t-test. The results
showed a small effect in the opposite direction than hypothesized: large
social distance was associated with higher donation intention than small
social distance.
These results suggest that potential donors are more likely to respond to
campaigns depicting victims that they perceive as socially distant from
themselves. On this basis, the concept of social distance should be taken
into account when designing environmental fundraising campaigns.
 ABSTRACTS: CHARACTERISTICS

The characteristics of an abstract are as

follows:
1. It is as concise as possible and does not exceed 3
per cent of the total length of the paper.
2. It is self-contained.
3. It does not contain any bibliography, figure, or
table references.
4. It does not contain any unfamiliar abbreviations
and acronyms.
5. It is generally written after the paper is prepared.
 ABSTRACTS: STEPS IN WRITING

The steps involved in preparing an abstract are

mentioned below:
1. Read the introductory paragraph of the study to
identify the objective.
2. Scan the summary and conclusions at the end to
note down the main findings of the study.
3. Read through the text for information on
methodology adopted, new data, and any other
vital information.
4. Prepare a draft arranging the various items in the
following order: objective, new methodology or
equipment used, data of fundamental value, and
major conclusion and/ or correlations derived.
5. Modify and trim the abstract to the required size.
 A Sample for Abstract:

ELASTO-PLASTIC ANALYSIS OF BOX-BEAM-COLUMNS

INCLUDING LOCAL BUCKLING EFFECTS

A nonlinear finite element procedure for the pre- and

post-buckling analysis of thin-walled box-section
beam-columns is presented. The influence of local
plate buckling upon the overall ultimate buckling
behaviour of the member is incorporated in the
analysis by adopting a set of modified-stress-versus-
strain curves for axially loaded plates. Factors such
as residual stresses, associated with hot-rolled and
cold-formed sections, and initial geometrical
imperfections are accounted for in the analysis. A
number of examples are presented to demonstrate
the accuracy and efficiency of the method.
 SUMMARY: INTRODUCTION

• A concise statement of the main points and

conclusions in a longer document.
• Communicates the essential message accurately
and in the fewest words.
• The purpose of an executive summary is to
introduce the document, give a synopsis of its
contents, and convince readers of the document's
validity. It is primarily a persuasive component of
the report or proposal.
 Cont
…
• The title "executive" summary gives a clue as to
its function: it is aimed primarily at supervisory
personnel who must make decisions based on the
material, although they may lack technical
expertise or may not have time enough to read
the entire document.
• A summary, which is an optional element, is
meant for all readers.
• It is longer than an abstract, 5–10 per cent of the
length of the report.
• It presents the entire report in a nutshell.
 Cont
…

• Summaries may contain headings, adequately

developed text, and even visual aids.
• A well written summary opens a window into the
body of the report.
• Generally, the summary of a report presents
information from various parts of the report in the
same sequence as they appear in the report.
• After reading the summary, the audience should
know the essentials of the report and be able to
make a decision.
Accuracy: Users expect a summary to precisely
sketch the content, emphasis, and line of
reasoning from the original.
• Completeness: Users expect to consult the
original document only for more detail—but not
to make sense of the main ideas and their
relationships.
• Readability: Users expect a summary to be
clear and straightforward—easy to follow and
understand.
• Conciseness: Users expect a summary to be
informative yet brief, and they may stipulate a
word limit (say, two hundred words).
• Nontechnical style: Unless they are all experts,
users expect plain English.
ABSTRACTS AND SUMMARIES:
DIFFERENCES
ABSTRACT SUMMARY

Essence of the report Entire report in a nutshell

2–5 per cent of the report 5–10 per cent of the report

More relevant in specialist-to- Meant for all readers

specialist communication

Information is qualitative Information is both qualitative

and quantitative

Does not include illustrations May include certain illustrations

Summarize the following passage:

The lack of technical knowledge among owners of

television sets leads to their suspicion about the
honesty of television repair technicians. Although
television owners might be fairly knowledgeable
about most repairs made to their automobiles, they
rarely understand the nature and extent of
specialized electronic repairs. For instance, the
function and importance of an automatic
transmission in an automobile are generally well
known; however, the average television owner
knows nothing about the flyback transformer in a
television set. The repair charge for a flyback
transformer failure is roughly $150—a large amount
to a consumer who lacks even a simple
understanding of what the repairs accomplished. In
REFERENCES

• Anderson, P. V., Technical Communication: A Reader-Centered

Approach. Wadsworth, Cengage Learning, 2007.

.
• Raman, Meenakshi, and Sangeeta Sharma. Technical
Communication: Principles and Practice. Oxford University
Press, 2015.

• Woolever, Kristin R. Writing for the Technical Professions.

Longman, 2008.