DOCUMENTATION
TRAINING
WORKSHOP
PRESENTED BY:
BAI MAHARA N. BARAGUIR, LPT
ON
ON
ON TOPIC/S RESOURCE
PARTICIPANTS
SPEAKER
OVERVIEW:
• Definition of Documentation • Documentation Report Writing Format
• Genre/Types of Documents • Exercises
• Documentation Functions • Workshop
• Outlet Form of Documentation
• The Importance of Effective Documentation
• 3 Major Types of Report
• Steps in Documenting & Writing Event Report
• 5 Tips for Improving Documentation Skill
• What is Transcribe & Transcription Method
• The Writing Process in Documentation
DEFINITION OF DOCUMENTATION
• From the root word ‘document’ which came from Latin word
‘documentum’ , which denotes ‘a teaching’ or ‘a lesson’
* Document (n) -a piece of written, printed, or electronic matter that
provides information or evidence or that serves as an official record
(v)-record (something) in written, photographic, or other form
• (According to Oxford Languages) It is the process of classifying and
annotating texts, photographs, etc. ; also
• Material that provides official information or evidence or that serves
as a record
GENRE/TYPES OF DOCUMENTS
•Abstract •Curriculum Vitae/CV •Infographic •Photo Essay
•Annotated Bibliography •Definition Essay •Journal •Poetry
•Argument/Persuasive Essay •Descriptive Essay •Laboratory Report •Portfolio
•Blog •Dissertation/Thesis •Listicle •Poster
•Book Review •Email •Literature Review •PowerPoint Slides
•Business Article Analysis •Essay Exam •Manifesto •Presentation
•Business Case Analysis •Ethnography •Memo •Process Essay
•Cause and Effect Essay •Event Report •Memoir •Profile
•Classification and Division •Explication •Narrative Essay •Proposal
Essay •Expository Essay •Personal Essay •Project Documentation
•Commentary/Op-Ed •Film/Movie Review •Personal Letter •Reflective Writing
•Compare and Contrast Essay •Historical Document Analysis •Personal Response
• Research Report
•Cover Letter •Historical Research Paper •Personal
•Critique •Illustration Essay Statement/Application Essay
DOCUMENTATION
(as communicable
material)
Used to giving
Used to narrate instruction or
information
Used to
Used to explain
describe
DOCUMENTATION
FUNCTIONS
OUTLET FORM OF DOCUMENTATION
• Paper or hardcopy (printed or manuscript)
• Online (websites, social media sites, emails)
• Digital (video or audio file)
THE IMPORTANCE OF EFFECTIVE
DOCUMENTATION
• Increased Productivity
• Better Progress Monitoring
• Improved Customer or Clientele Service
• Boosted Organization Value
• Useful for IEC campaign for your objectives and goals
3 MAJOR TYPES OF REPORT
• Note: A report is usually a more detailed document than a memo or letter.
It’s useful for organizing and presenting information in depth to others in
your organization. The objective of a report determines its style and
format.
• 1. Personal Account
• 2. Routine Report
• 3. Special Report
STEPS IN DOCUMENTING & WRITING EVENT
REPORT
• Use a recorder while taking notes if covering an event as much a possible
• Summarize the whole report comprehensively and briefly, you may use an outline or make a
draft first (remember, use third person POV)
• Include facts such as main objectives, timeline, budget, venue details, event dates/times and
names of event organizers, key staff, guests or resource speakers. Remember the 5Ws and 1H.
• Summarize attendee feedback that is most relevant to your main objectives to create the best
event report.
• Describe the success of your event agenda, structure and speakers.
• You may conclude with recommendations or plans for future events.
• Proofread and review your report, do some edits if necessarily for checking for finalization
5 TIPS FOR IMPROVING DOCUMENTATION SKILL
1. ) Minimize Passive Voice
Active Voice: Billy hit the ball.
Passive Voice: The ball was hit by Billy.
2.) Use Catchy Headings and Bullet Points
3.) Reduce Buzzwords and Acronyms
4.) Invest in Visual Content(if necessary)
5.) Organize Your Document Report Appropriately
6.) Good knowledge in Grammar Writing is a Plus Factor
WHAT IS TRANSCRIBE?
• The transcribe feature converts speech to a text transcript with each
speaker individually separated. After your conversation, interview, or
meeting or conference, you can revisit parts of the recording by playing
back the timestamped audio and edit the transcription to make
corrections.
TRANSCRIPTION METHODS
1. Verbatim transcription
Write down every single word, including pauses, the expression of emotions such as
laughter, stuttering, and hesitations such as “uh”. This type of transcription is mostly
used in the legal profession or in research where you’re not only interested in what is
said but also how it is said.
2. Intelligent verbatim transcription (most common)
Write down every word, but without irrelevant fillers like “uhm”, “yeah”, “you know”
etc. To improve readability, you can also fix grammar mistakes, broken sentences and
long paragraphs. This method is more readable than verbatim transcription, but some
data — such as emotions, pauses and hesitation — is lost in the process.
3. Edited transcription
A summarized and edited version of an intelligent verbatim transcript. In
addition to omitting fillers like “you know”, irrelevant sentences can be
omitted if it doesn’t change the meaning of the story.
DOCUMENTATION WRITING FORMAT
LET’S DO VERY SHORT
EXERCISES
Read carefully the example
inside the box and analyze
the difference between the
two paragraph.
Note every detail on
this video clip and
turn it into concise
documentation
report with ample
amount of
information. Follow
the given format.
WORKSHOP
Direction: Group yourselves
into 3. Get your laptop and
use the following information
to write a documentation
event report. Follow the
format undermentioned. Do
the task religiously. Thank
you.
