Report Writing Chinese Centre 2014 T0 Presenter: I’u Tuagalu Semester 2, 2014.
Transcript of Report Writing Chinese Centre 2014 T0 Presenter: I’u Tuagalu Semester 2, 2014.
Report WritingChinese Centre 2014
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Presenter: I’u TuagaluSemester 2, 2014
What is a Report?
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A report is a document that provides a way for you to
communicate with someone else
If your report fails to communicate, it fails to convince, educate, or
inform and, ultimately, fails in its purpose (and fails to
gain marks!)
A report conveys a message; when you hand in your report, you will not be
present when the receiver reads it
This means that the message in your report
must be clear and correct
The message you communicate in your report must be clear and your ‘big
idea’ must be obvious to the reader
This ‘big idea’ is usually made up of a number of
smaller ideas that contribute to the overall
message of the report
Essential differences between an essay and reportA REPORT AN ESSAY
Presents information Presents an argument
Can be scanned quickly Can be read slowly and carefully
Uses numbered headings and sub-headings
Uses minimal sub-headings, if any
May not need references and Bibliography/Reference List
Must have Citations and a Bibliography/Reference List
Uses short, concise paragraphs and bullet points where appropriate
Links ideas into cohesive paragraphs, rather than breaking them down into bullet points
Uses graphics wherever possible (tables, graphs, illustrations)
Rarely uses graphics
May need an abstract (sometimes called an executive summary)
Will only need an abstract if it is very long, or if the lecturer specifically asks for one
May be followed by recommendations and/or appendices
Seldom has recommendations or appendices
Seminar Outline
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• Types of reports• Planning your report• Answering &
Analysing the question
1. Preparation & Planning
• Report sections
2. Understanding Structure
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Part One: Planning & Preparation
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Report Writing Timeline
Analyse the question
Plan the report – purpose,
scope, audience, structure, resources,
etc.
Locate resources
Reading & Note-taking
(covered in Listening
Skills & Note-taking
Seminar)
Write first draft
Revise & re-draft
Final draft
Start Date Plan how many weeks prep you need Due Date
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Answering & Analysing Questions
• Answering the question involves analysing the question• Focus on TASK (instruction) words
• These words tell you what to do such as: compare, contrast, discuss, explain, define, outline, etc. – these words can SHAPE THE STRUCTURE!
• Focus on KEYWORDS (topic words/abstract nouns)• These words are what you are going to write about – what is the
TOPIC, ISSUE or PROBLEM?
• Focus on CONTEXT (focus) words• Where, when, to what extent, etc.• Clarify the SCOPE (size) of the report
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Answering & Analysing Questions
• Purpose: Why am I writing this? • To Inform?• To Interpret?• To Recommend?• To Persuade?• You must know why you are writing the report• You must know what you intend to achieve through
the writing of the report – (AIMS)
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Answering & Analysing Questions
Audience (there may be different readers)• Who is reading it? • What information do they require? • What knowledge do they already have?• Each reader is interested in the parts that affect them the
most
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Planning your report
Suggestions for planning your report1. Generate ideas about the topic
• Use mind maps• Diagrams• Word Lists
2. From these ideas, create a rough plan, or plans for your report• For example, the next slide outlines a report that needs to discuss
the need to implement an integrated Human Resource Computer Management System
• Just get some ideas on paper – you will get your ideas sorted later on
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New HR Computer
System required
1. Issues with old system
2. Cost-benefit Analysis
3. Computer System
Requirements
Hardware
Software
4. Personnel Training
Requirements
Accounting Dept.
HR Dept.
5. Client benefits
Early planning diagram for a report outlining the need for an integrated Human Resource Management System• Don’t worry about order yet, or even if
your ideas are suitable, just start planning!
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Before you begin writing
Suggestions for planning your report (continued)3. Check that your plan helps you answer the question
• Delete ideas or topics that do not answer the question• Delete ideas or topics that do not address the problem• Delete ideas that do not contribute to a better understanding of
the issues covered in the report
4. Flow charts and mind maps can help you visualise the flow of ideas and connection between topics in your report
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SUMMARY # 1
If you fail to plan your report, you plan to fail! Planning helps you get your thoughts together,
structure your report and give you the opportunity to present a great report. All good
reports should be planned, use mind-maps, diagrams, and flow charts to help you bring
together the report in a cohesive way. Use white boards, large pieces of paper or anything else to
help you ORGANISE, ORGANISE, ORGANISE!
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Part Two: Structure
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Report Structure and Flow
• A report conveys a message which must be clear and your ‘big idea’ must be obvious to the reader:• This ‘big idea’ is usually comprised of a number of
smaller ideas that contribute to the overall message of the report
• Because the report comprises smaller ideas that help convey the ‘big idea’, the report must therefore have direction and flow
• Each section not only relates to the ‘big idea’ but it should flow logically from one section to the next
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Typical Business Report Structure
Appendices*
References
Discussion*
Recommendations*
Conclusions
Findings
Introduction
Table of Contents*
Abstract or Executive Summary
Title Page
* Optional, depending on assignment
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BODY
Typical Technical/Scientific Report Structure
Appendices*
References
Discussion
Recommendations*
Results
Methods and Materials
Introduction
Table of Contents*
Abstract or Executive Summary
Title Page
* Optional, depending on assignment
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BODY
Report Sections
• Title page• The front page of the report• Report title, date submitted• Include name, ID number• Recipient’s name, designation• Course number (if applicable) and name• May not be required if you are provided with a cover
sheet
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Factors affecting Auckland Housing Prices: Free market forces at work
(14 March 2004)
Author’s name
By: Bob Smith
Course: Finance 101
To: Dr Jones
Title of report
Recipient’s name
Course number (if applicable) & name
Date of submission
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Report Sections
• Executive summary • No longer than one page• Tells the reader whether report useful
• Aims• Objectives• Main findings• Recommendations
• Be specific, not vague
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Report Sections
• Table of contents• Usually required for long reports (8+ pages)• Can use Microsoft automatic table of contents tool
• Use Headings Styles to do this
• Page numbers are in Roman numerals up to Introduction (i, ii, iii), then Arabic (1,2,3) from Introduction onwards.
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Report Sections
• Introductions – setting the ‘scene’
Overview of report, subject and context
Problem or issue
Summary of answer
Scope of report/outline
Limitations & assumptions
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Report Sections
• Body of report: Findings, Conclusions, Recommendations
• Largest section of report• Around ⅔ – ¾ of the [total] word length• Outlines research conducted in sections and
subsections• May have methods, results & analysis sub-sections• It is organised according to a logical plan, and is made
up of sections and sub-sections• Sections need to flow logically, otherwise, it will be
hard to understand
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Table of contentsExecutive summary………………………………………. iTable of Contents…………………………………………
iiIntroduction……………………………………………….
1Conclusions……………………………………………….
2Recommendations………………………………………...
4Discussion 4.1 Overview of computer requirements……………
6 4.1.1 Hardware……………………………………..
8 4.1.2 Software………………………………………
10 4.2 Overview of personnel training…………………
12 4.2.1 Accounting…………………………………...
14 4.2.2 Management…………………………………
17 4.3 Cost analysis……………………………………..
205. References……………………………………………
296. Appendix A: Screen software captures……………
32 Appendix B: Training packages……………………
40 Appendix C: Cost analysis raw data……………….
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Organised!
Roman numerals
Arabic numerals
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Report Sections
• Conclusions • Based on the discussion section• If you have a new idea either:
• Leave it out so the marker/reader doesn’t get distracted by it• Re-work your discussion to include new ideas
• Summarise main points• Related to aims of report• Use bullet points, or numbering (preferred)• A summary based on the present situation
TIP: Do not add new information to your conclusions!
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Report Sections
• Recommendations • Not the same as conclusions, but are logically derived
from or connected to your conclusions• They are action based (can I ‘do’ this?)• Arranged in order of importance• Can be bullet points or numbered
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Report Sections
• References• Use GOOD, SUITABLE academic or professional information sources• Unless directed otherwise, use American Psychological Association
(APA format) to acknowledge where you got these ideas from• References appear in the two places in the report
• In the main body of the report• This is a short, AUTHOR-DATE style reference• “This way of writing is considered best (Smith, 1999).”
• In the reference list at the end of the essay or report• This is a FULL detail of the reference mentioned (cited)
earlier in the short version:• Smith, J. (1999). Academic Writing. London: Collins.
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Report Sections
• Appendices• Include information that would otherwise distract or
clutter the report• Statistical calculations, raw data, questionnaires• Must be relevant to include in the report• Must be presented in the same professional manner
as the rest of the report
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Covering letter/Memorandum (Memo)*Title pageExecutive summaryAcknowledgements* (assistance given by others, such as a proof-reader)
Table of contentsList of figures* (graphs, photographs, labelled “Figure 1.”, “Figure 2.”, etc)
List of tables* (labelled “Table 1.”, “Table 2.”, etc)
IntroductionFindingsConclusionsRecommendations* (remember, not always required)
Glossary* (list of special terms used in your report that the reader may not know)
Index* (alphabetical list of topics, has the page numbers and where to find them)
ReferencesBibliography* (lists sources you read but did not cite in the report)
Covering letter/Memorandum (Memo)*Title pageExecutive summaryAcknowledgements* (assistance given by others, such as a proof-reader)
Table of contentsList of figures* (graphs, photographs, labelled “Figure 1.”, “Figure 2.”, etc)
List of tables* (labelled “Table 1.”, “Table 2.”, etc)
IntroductionFindingsConclusionsRecommendations* (remember, not always required)
Glossary* (list of special terms used in your report that the reader may not know)
Index* (alphabetical list of topics, has the page numbers and where to find them)
ReferencesBibliography* (lists sources you read but did not cite in the report)
Report Sections – Possible ‘Extras’
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SUMMARY # 2
Reports are structured documents. People sometimes write well, but do not put the correct
information in the appropriate section. For example, adding new information into your
conclusions section should be avoided. Recommendations look to the future and suggest
action-oriented tasks; therefore, do not include any recommendations in the main body of the report
(the discussion section). Each section has a purpose, you need to know what goes into each section and
where each section belongs!
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The Paragraph
• Organising what you are going to write.• Structuring your expression
THEMES
Source 1
Adams (2010)
Source 2
Bowman (2012)
Source 3
Davis (2009)
Source 4
Jefferson (2014)
Source 5
Lewis (2011)
Source 6
Roberts (2002)
Source 7
Smith (2013)
Concept A
Concept B
Concept C
Concept D
Paragraph Structure
What is a paragraph??
What are some of the paragraph structures that you know??
…2-3 sentences organised around a topic…
STATEMENT
REASON
EVIDENCE
Statement
Explanation
eXample
1. Topic Sentence
2. Explanation
3. Example
4 LINK
Sentence Structure
Subject – Verb -- Object
Doing wordReceiver of actionDoer of action
Simple Sentence:
MAIN CLAUSESubj-Verb-Object
COMMA-Conjunction, and
Adjectives: Describes nouns
Adverb: Describes verbs
SUBORDINATE CLAUSESubj-Verb-Object
FULL STOP.
The old man walked slowly to his new car, and he had a firm grip of his grandson’s hand.
Main Clause: Subj-Verb-Object COMMA-CONJUNCTION
SUBORDINATE CLAUSESubject-Verb-Object
FULL-STOP
Sentence starters
• Please check out this website:
http://www.phrasebank.manchester.ac.uk/
Bibliography – useful sources & links
American Psychological Association. (2001). The publication manual of the American
Psychological Association (5th ed.). Washington, DC: Author. APA formatting guides at AUT Library- http://www.aut.ac.nz/library/study/referencing
Emerson, L. (2012). Writing guidelines for business students (5th ed.). Australia: Cengage
Learning.
Manalo, E., Wong-Toi, G., & Trafford, J. (2002). The business of writing: Written
communication skills for business students (2nd ed.). Auckland, New Zealand: Pearson
Education.
May, C. B., & May, G. S. (2003). Effective writing: A handbook for accountants (6th ed.). New
Jersey: Prentice Hall.
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THE STUDENT LEARNING CENTREhttp://www.aut.ac.nz/student-learning
Check out the What’s On – STUDYSMART link:• It provides more in-depth information for
upcoming seminars on Essays, Reports, Critical Thinking, Referencing and more!
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