Chapter 25 by Section A

8/8/2019 Chapter 25 by Section A

1/55

Submitted by:Akshita GoelSupreet Thind

Swati AggarwalSECTION - A


2/55


3/55

MessageCommunicator AudienceEncoding Decoding

Communication

Field of Experience Field of Experience


4/55


5/55

Report parts

Prefatory parts Main body of the report Appended parts


6/55

Prefatory parts

Title page

Letter of

transmittal

Letter ofauthorization

Table of contents

Objectives

Results

Conclusions

Recommendations

Summary


7/55

Title of the report

The name of the person who prepared it

The name of the person for whom the

report was prepared.

Date of release or presentation.

Purpose of the research project


8/55

This element is included in relatively

formal and very formal reports.

Serves to establish some rapport between

reader and writer.

This is one part where personal or slightly

informal tone should be used.

It should not describe the report findingsexcept in the broadest terms.


9/55

It is the letter to the researcher approvingthe project. It includes:

Details about who has responsibility for the

project.

What resources are available to support it.

Table of Contents: Contains divisionsand subdivisions with page references.


10/55

Why the resear h r ject as conducted

What as ects of the roblemconsidered

Outcome

Recommendations


11/55

Main body of the report

Introduction

Methodology

Area 1

Area 2

Final area

ResultsLimitations

Conclusions and

recommendations


12/55

Introduction: Objectives ,Basic

authorization and background.

Methodology:In this part technicalprocedures must be explained in a manner

appropriate for the audience . It includes : Research design

Data collection methods

Sample design

FieldworkAnalysis


13/55

Appended parts

Data collection

forms

Detailedcalculations

General tables

Bibliography


14/55

To obtain the proper level of formality.

To decrease the complexity of the report.


15/55

Title fly page, Title page, Letter ofTransmittal , Letter of authorization ,Table ofcontents , Summary , Report body , Appendix

Title page, Letter of Transmittal ,Table

of contents , Summary , Report body ,Appendix

Title page ,Table of contents ,Summary , Report body ,

Appendix

Title page ,Table ofcontents , Report body ,

Appendix

Title page,

Report body

Report body

Summary

Decreasin

g

formalit

y


16/55

Most important component of the report isappearance and communicating the informationeffectively.

Graphic (visual aids) aids supplement the text, helpcommunicate the report content, give emphasis tokey points of coverage, and make the report morereadable.

Graphics are designed to grab attention.

Improper use could be misleading.

Keep in mind that graphics are used to illustratewhat words would say; and as we all know, "A pictureis worth a thousand words".


17/55

Tables, charts ,maps and diagrams are certaintypes of graphic aids extensively used.

The following guidelines should be consideredwhen incorporating graphics into a writtenpresentation:

o Place the graphic as close to the related text aspossible and refer to a graphic in the report text

o Give a title and number for tables and charts.Tables are usually numbered separately

o Graphics are usually included in the findingssection of the report.


18/55

Graphics can be used to represent the following elements

Real things (Objects) - If working of equipment or

machinery is to be described, better job will be if youprovide a drawing or diagram.

Numbers - Tables, bar charts, pie charts, and linegraphs are some of the principal ways to shownumerical data.

Instructions - When giving complex instructions orexplaining a process ,flowchart increasesunderstandings.

Descriptions - Simple drawings simplify the situationand the objects so that the reader can focus on the keydetails.

Choices - When submitting a proposal,recommendation, or evaluation report, photographsare a good visual aid to use.


19/55

Tables are most useful for presentingnumerical information. They permit rapidaccess to and relatively easy comparison ofinformation.

They could be used in situations where youdiscuss several things about the objects.

Table format. In its simplest form, a table isa group of rows and column


20/55

Each table should contain following:-1. Table number2. Title

3. Bannerheads and stubheads4. Footnotes5. Sources

For tables, keep these in mind

o Don't overwhelm readers with monster 11-column, 30-row tables! Simplify the tabledata down to just that amount of data thatillustrates your point - without of coursedistorting that data.

o Don't put the word or abbreviation for theunit of measurement in every cell of a

column.o Right-align numbers in the columns.


21/55

Chart is used to present facts in visualform. They are a drawing that displays therelative sizes of numerical quantities.

Charts should contain title, figure number,explanatory legends, sources andfootnotes.


22/55

Useful for comparing classes or groups ofdata. In bar charts, a class or group can have

a single category of data, or they can bebroken down further into multiple categoriesfor greater depth of analysis.

A way of showing information by the lengthsof a set of bars of equal width where lengthrepresents value.

The bars are drawn horizontally orvertically. If the bars are drawn vertically,then the graph can be called a column graphor a block graph.


23/55


24/55


25/55

ADVANTAGES show each data category in a frequency

distribution

display relative numbers or proportions ofmultiple categories summarize a large data set in visual form clarify trends better than do tables be easily understood due to widespread use in

business and the media

DISADVANTAGES require additional explanation be easily manipulated to yield false

impressions

fail to reveal key assumptions, causes, effects,or patterns


26/55

o A line chart or line graph is a type of graphwhich displays information as a series of datapoints connected by straight line segments

o Line graphs are great for showing comparisonsand trends. This is particularly true if you havemore than one line in the one graph.


27/55

Air temperature at Reading Meteorology Monitoring Station, UK, 15 June

- 20 July


28/55

A pie chart displays data as a percentageof the whole.

Each pie section should have a label and

percentage. A total data number shouldbe included .

Too many slices reduces the effectiveness


29/55

Display relative proportions of multipleclasses of data

Size of the circle can be made proportional

to the total quantity it represents

Summarize a large data set in visual form permit a visual check of the reasonableness

or accuracy of calculations

Require minimal additional explanation

Be easily understood due to widespread usein business and the media


30/55

o Do not easily reveal exact values

o Many pie charts may be needed to show

changes over time

o Fail to reveal key assumptions, causes, effects,or patterns

o Be easily manipulated to yield false

impressions


31/55

Has 2 functions:

To show the order

To show the way parts relate to each other

2 major sorts of outline notation

Traditional form

Decimal form


32/55

I. Main division

A. First level subdivision

1. Second level subdivision

a. Third level subdivision

b. Third level subdivision

B. First level subdivision

II. SecondM

ain Division


33/55

I. Main division

1.1 First level subdivision

1.11 Second level subdivision

1.111 Third level subdivision1.112 Third level subdivision

1.12 Second level subdivision

1.2 First level subdivision

II Second main division

But if we have only one subsidiary point in

segment then one should rewrite the caption


34/55

Trying to produce a perfect job on first draft is likecombining creation and criticism which is conflicting

Hence one must suppress the self editor and

concentrate on following key issues for the firs draft Consolidate time: dont waste motion in getting started

If have trouble starting write anything which comes to

your mind

Introduction is hardest part of the write up, so try

writing other sections first Dont keep shifting your gear from writing to revising

At times writers find easier to talk, so one may tape

record the first draft.


35/55

Good writing comes from good rewriting

Now is the time to look at your critically and

review it as a self editor.Never take it in a sense that you are defying

yourself.


36/55

How you go about revising? What do you

watch for?

The answer is revision inventory which

includes: Revising for readability.

Revising for correctness

Revising for Appropriateness

Evaluation of thought


37/55

It concerns the clarity of the writing.

Writing style should be transparent and clear.

Tailor the report readers field of experience.

Overcome improper use of jargon. Choose appropriate grammatical structure over

grammatical correctness.

Revise paragraph with aim for unity of thought.

Show the reports goal: intro should state theaim.


38/55

It is necessary but not sufficient to make a

report acceptable

Here one checks for mechanical errors asthey indicate that the writer has approached

the work casually


39/55

It refers to tone of report which reflects:

Writers attitude towards report

And the person for whom it is written.

Hence report should balance detail and

generalization and focus on facts rather than

opinion.


40/55

A report will miss the mark if it is base on

inadequate preparation.

If the project hasnt be done properly, it will

be too late to make up the lack in thereport.


41/55


42/55

Highlight important findings of the report.

Clarify any ambiguous issues.

Begin at end i.e. always keep desired

outcome in mind. Focus on satisfaction of management rather

than the technical details.

Can compare weather repot with business

research.


43/55

Graphics and visualaids are useful.

Must interpret aidspointing keyelements

Best slides are Easily read

Quickly interpreted

Has highlightingbullets

Has large typeface


44/55

Some tips on how to

gesture:

Keep your arms between

your waist and shoulders Drop your arms to your

sides when not using

them

Avoid quick and jerky

gestures

Vary gestures

Dont overuse gestures.


45/55

Delivering an hour

long speech when

a ten minute

discussion is calledfor reflects poorly

on both the

presenter and the

report


46/55


47/55


48/55


49/55


50/55


51/55

If clients want numerous employees to have anaccess to research findings.

Then one can make it available on companys

intranet.

Also can share results in a presentation readyformat.

Many companies offer fully web-based

research management system e.g.

Websurveyors online solution for capturingand reporting research findings.


52/55


53/55

Effective researcher do not see the report as

the end of research process.

The follow up involves recontacting clients

after they have had read the report. See if extra information is required to clarify

the issues.


54/55

Kuiper, S. Contemporary business report

writing

Ranade A. eport Writing

Zikmund, W.G. (2003) Business ResearchMethods South Western Cengage Learning.

Oral presentation Techniques Boston

University.


55/55

Chapter 25 by Section A

Documents

Transcript of Chapter 25 by Section A