Post on 02-Jan-2016
DESIGN, PREPARE AND PRESENT VARIOUS TYPES OF REPORTS
D1.HGE.CL7.01D1.HGA.CL6.08
Slide 1
Introduction
Design, prepare and present reports
Classroom schedule
Trainer contact details
Assessments
Resources:
• Pen, paper, access to software applications
Slide 2
Introduction
Ice breaker:
What is your name?
Where do you live?
Why are you doing this course?
Where do you work?
What do you like most about your workplace?
Slide 3
Communication
Principles of effective communication
What is effective communication?
Importance to business
Methods of communication
Activity – ‘Message whispers’
Slide 4
Communication
Principles of effective communication
Completeness
Concise
Consideration given to user
Clarity
Correct
Courteous
Slide 5
Design various types of reports
Develop report standards:
Report types
• Financial
• Statistical
• Progress
• Informative
• Persuasive
Slide 6
Design various types of reports
Develop report standards (continued):
Organisational requirements
Report standards
• Document features
• Print features
• Environmental considerations
• Distribution requirements
Slide 7
Design various types of reports
Template design and development:
What is a template?
• Size and scope
• Location
Global template
• Standard information
• Widely used
Report specific templates
Slide 8
Design various types of reports
Template design and development (continued):
Where to begin?
• HATS
Content
• Structure
• Language
• Automated functions
Slide 9
Design various types of reports
Template design and development (continued):
Standard text
• Software functions
• Testing
User feedback
• Design
• Functions
DEMONSTRATIONS AND ACTIVITY
Slide 10
Design various types of reports
Strategies for report usage:
Procedure guide
• Assume no prior knowledge
• Detailed notes
• Technical explanations
Virus protection
Slide 11
Design various types of reports
Strategies for report usage (continued):
Document protection
• Access
• File sharing
Staff training
• Current skills
• Maintaining new skills
ACTIVITY
Slide 12
Design various types of reports
Strategies for continuous improvement:
Review standards
• Dynamic industry
• Currency and suitability
Feedback from users
• Software functions
Slide 13
Design various types of reports
Strategies for continuous improvement:
Quality control
• Ongoing assessment of needs
ACTIVITY
Slide 14
Prepare various types of reports
Develop report to specifications:
REMEMBER THAT EFFECTIVE COMMUNICATION IS THE KEY
Report objectives
• Internal requirements
• Timelines
• External requirements
ACTIVITY
Slide 15
Prepare various types of reports
Develop report to specifications:
Content
• Issues
• Background information
• Data collection
• Sources of data
Slide 16
Prepare various types of reports
Develop report to specifications (continued):
Style and format
• Template
• Other report styles
Informative
Persuasive
Investigative
Analytical
Slide 17
Prepare various types of reports
Identify sources of data:
Before you begin
• Policies and procedures
• Data control
• Automated data retrieval
ACTIVITY
Slide 18
Prepare various types of reports
Identify sources of data (continued):
Quality guidelines
• Validity
• Currency
• Reliability
• Accuracy
• Consistency
• Language styles
Slide 19
Prepare various types of reports
Identify sources of data (continued):
Access
Internal sources
• Examples
External sources
• Examples
Slide 20
Prepare various types of reports
Analyse data :
Why?
Guidelines
• Policies and procedures
• Timelines
• Formats
• System documentation
Slide 21
Prepare various types of reports
Analyse data (continued) :
Methods for organising data
• Lists
• Mind maps
Activity 1
Activity 2
Slide 22
Prepare various types of reports
Produce the reports:
Planning, Planning, Planning!
The draft report
• Why?
Slide 23
Prepare various types of reports
Produce the reports:
Entering data
• Numeric
• Text
• Other
• Efficient and careful
• Review
Slide 24
Prepare various types of reports
Produce the reports (continued):
Edit the report
• Edit
• Correct
• Check purpose and objectivity
• Remove or add information
• Check format
ACTIVITY
Slide 25
Prepare various types of reports
Produce the reports (continued):
Produce the final copy
• Approval
• Document security
Slide 26
Prepare various types of reports
Produce the reports (continued):
Distribute the reports
• Security
• Confidentiality
• Timeline
• Methods
ACTIVITY
Slide 27
Present various types of reports
Deliver an oral presentation:
Why?
• Effective communication
• Type of reports
• Timing
• Feedback
Slide 28
Present various types of reports
Deliver an oral presentation (continued):
Planning
• Key aspect of process
• Purpose
• Format, structure and style
• Gather data
Slide 29
Present various types of reports
Deliver an oral presentation (continued):
Prepare the presentation
• Introduction
• Body
• Conclusion
• Notes
ACTIVITY
Slide 30
Present various types of reports
Deliver an oral presentation (continued):
Prepare the presentation
• Strategies and techniques
• Visual aids
ACTIVITY
Slide 31
Present various types of reports
Deliver an oral presentation (continued):
Practice the presentation
• Use notes
• Feedback
• Revise
ACTIVITY
Slide 32
Present various types of reports
Deliver an oral presentation (continued):
Deliver the presentation
• Preparation of environment
• Public speaking techniques
• Handling questions
• Feedback
ACTIVITY
Slide 33
Present various types of reports
Well done, the unit is complete!
Slide 34