Writing Reports: Identify these stages I) Obtaining a clear specification II) Research & preparation...
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Transcript of Writing Reports: Identify these stages I) Obtaining a clear specification II) Research & preparation...
Writing Reports: Identify these stages
I) Obtaining a clear specification
II) Research & preparationIII) Report writing
Writing Reports: Identify these stages
I) Obtain a clear specification:Establish which items really need to be included to meet the needs of the audience.
Before putting pen to paper answer the questions:
A) Audience: Spend time to research & reflect
on your “target” audience.Ex/ Similar background?
Existing experience level?Technical language?Positive, negative or neutral views?
B) Purpose:
Consider WHY you are drafting the report => Primary purpose + Secondary items
Use these purposes to inform decisions on the kinds of language used in the report.
C) The Context in which the Report will be read: Consider the wider setting in
which your report is being prepared.
Ex/ Urgent deadline for delivery?Routine publication?Designed to work with other communication channels?
D)Sources: Where are the sources of secondary data? Available in an electronic format? Interview => Willing to grant you a
meeting? Source material; Commercially & politically
sensitive? Any copyright regulations? Ethical issues about use of the information? Quality of each resource (credibility,
accuracy)?
II) Researching & Organizing the source material
Write the topics to be covered Begin to identify the most
important sources for the topics Formulate your report May ask a research question?
=> associate it with the body of evidence.
III) Report Writing: Activity of writing: Source of learning Different cultures show distinctive
preferences The guidance that will be presented
is influenced by British conventions for structuring & presenting material.
Organizing the source material: Draft an initial outline structure:
Identify the main and sub-sections Consider the order in which each topic
should be placed. Getting a report in order- Alternative
sequences:•Importance•Urgency•Date/Chronology•Simple to complex•Global to specific
Structuring Academic Dissertations & Business Reports
Business reports have a narrower focus
Dissertation always includes a discussion of the wider implications of the findings.
Business reports have a shorter-term and more managerial focus.
Academic Dissertations Business Reports
Title PageAbstractContents pageIntroductionLiterature reviewResearch methodsFindingsDiscussionConclusionsRecommendationsReferencesAppendices
Title PageExecutive SummaryContents PageIntroduction
Findings
ConclusionsRecommendations
Title Page: Clear, concise & unambiguous
Ex/Short “main” title, followed by a colon & more explanatory sub-title (Project Equinox: Progress Report for the period 2005-07)
Author’s Name Date of Publication
Abstract Allow the reader to make a rapid
assessment of whether the report is relevant to their needs
Emphasize the key recommendations of the report
Brief explanations about the aim of writing the report, research techniques, results & conclusion.
Contents Page Provides an overview of the report Section numbers and headings, with
their respective page numbers Keep headings short Use consistent use of typography:
sample hierarchy of headingsEx/ Chapter Title: 20 pt, bold
Main Headings: 12 pt, bold, upper caseSub-Headings: 12 pt, bold, lower case
Introduction Welcoming to the new arrival Contain a “chapter summary”;
outlining how the topic is to be tackled in the following chapters; but brief
May include:•State the reasons for writing the report
•Establish its importance
Literature Review Review the critical points of current
knowledge and on a particular topic. A logical flow of ideas; Current and relevant references with
consistent, appropriate referencing style;
Unbiased & comprehensive view of the previous research on the topic.
Describe, summarize, evaluate, clarify and/or integrate the content of primary reports
Research Methods Qualitative Quantitative
FindingsDiscussion
Conclusion Key arguments and/or findings
of the report SHOULD relate back to the
original objectives of the report Provides the author with a
useful check that everything has been addressed
Recommendations Sometimes combined with
conclusion. Flow logically from the points
made in the conclusion Recommend further research,
based on the findings of the report.
References For an article: Cheung, C. and Chan, C. (2000), “Learning to
Work Safely with Reference to a Social-Cognitive Model”, Social Behavior and Personality, 28 (3), 293-308.
For a book: Armstrong, G. and Kotler, D. (2003),
“Marketing- An Introduction”, New Jersey: Prentice Hall.
Appendices Detailed data Analytical material
Make the structure visible:Graphical items; charts &
photographs help to identify the main subject areas
Variable Data & Writing Style
No spelling & grammar mistakes General: 12 pt, TNR, single line
spacing The authors should agree on
grammatical & stylistic issues: Decide on using present or past tense and active or passive voice!