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REPORT WRITING
CENTRE FOR TEACHING AND LEARNING LIBRARY 3RD FLOOR09 441-8143 slc-alb@massey.ac.nz
http://tinyurl.com/albanyhandouts
http://owll.massey.ac.nz
http://tinyurl.com/albanyworkshops2015
Resources
Handouts available from http://tinyurl.com/albanyhandouts
Example Report Questions
Report vs Essay: Similarities & Differences
Types of Reports
Features of a Well-Written Report
Report Formats
Sections of a Report
Optional Extras
Steps to Writing Your Report
OVERVIEW
Handouts available from http://tinyurl.com/albanyhandouts
EXAMPLE REPORT
QUESTION 1
Brief: A museum is organising an exhibition of bicultural icons of NZ/Aotearoa. Write a report to the curator on an artefact which you believe contributes to New Zealand’s bicultural visual heritage, explaining why it should be considered for inclusion. Ensure that relevant details of the object and its provenance are concisely summarised, and there is a critical discussion of bicultural heritage and how it relates to the artefact you have selected.
Word limit: 1800 words (excluding quotes, reference list, image list and bibliography)
Handouts available from http://tinyurl.com/albanyhandouts
EXAMPLE REPORT
QUESTION 2
Using information given in the attached case study, write a deductive report to the CEO including:
• Analysis of the organisation’s current strategy using one or more relevant model / theory• Assessment of the organisation’s competitive position (incorporating a SWOT and/or PESTEL analysis)• Application of Porter’s model to identify the nature and relative strength of competitive forces• Recommendations regarding the organisation’s strategic pathway in the medium to long term
Word limit: 2000 words (excluding appendices)
Handouts available from http://tinyurl.com/albanyhandouts
LIKE AN ESSAY, AN
EFFECTIVE REPORT ….
- is built on careful analysis of the question
- presents evidence, based on high quality sources
- is clearly written, with every paragraph relevant to the question
- has a logical shape, including an introduction & conclusion
- includes a reference list, as well as in-text references
Handouts available from http://tinyurl.com/albanyhandouts
UNLIKE AN ESSAY, AN
EFFECTIVE REPORT …
- is usually addressed to a specific audience
- usually has an explicit ‘real-world’ objective – often based on analysing a problematic situation and making recommendations
- is more clearly divided into sections and sub-sections
- may include numbered or bullet-pointed lists
- is written in a more factual, less persuasive style
- often summarises data in visual form (tables, charts, images etc)
Handouts available from http://tinyurl.com/albanyhandouts
THREE TYPES OF
REPORT
Information-Only Reports
Case-Study Analysis Reports
Research Reports
Handouts available from http://tinyurl.com/albanyhandouts
INFORMATION ONLY
REPORTS
Collect and organise data in given categories
Descriptive – therefore mainly for non-controversial issues
Example: Write a report for an international migration agency, comparing and contrasting the procedures, criteria and costs of obtaining Skilled Migrant status in New Zealand and two other countries of your choice
not very common for Uni assignments
Handouts available from http://tinyurl.com/albanyhandouts
CASE STUDY REPORTS
Analyse an example situation in terms of key theoretical principles, presenting logical conclusions (& sometimes recommendations)
Example: An International Migration Agency has commissioned a deductive report on personal, professional and cultural factors which contribute to successful migration experiences. Using the data in the attached case studies, write the report, including analysis of the case studies with reference to relevant concepts, theories or models from course materials and from your own reading.
Quite common– esp Bus. / Soc. Sciences / Ed.
Handouts available from http://tinyurl.com/albanyhandouts
RESEARCH REPORTS
Identify an issue, summarise what’s been written about it before, focus on one or more questions, describe a way of investigating these questions, discuss and interpret the findings and their implications.
Very common 300 & 700 level assignment
Example: “Immigration policy has more often than not been based on hunches and short-term political expediency than on rational, research-based planning” (Smith, 2007, p. 23). Select one aspect of New Zealand’s immigration policy, develop and research one or two relevant questions, design and conduct a small-scale study and discuss your findings in the light of the literature. Your report should include a brief introduction and literature review, methodology, results, conclusion and recommendations.
Handouts available from http://tinyurl.com/albanyhandouts
REPORT WRITING
PRINCIPLES
Objectivity
Thorough Research
Structure
Clear Writing Style
Your opinions & personality should not intrude Keep it impersonal Avoid using “I”
It should be clear that you knowwhat you’re talking about
Sections of the report are clearly visible with headings and are logically arranged
Write clearly, concisely and informatively. The content of the report should be easily accessible.
Handouts available from http://tinyurl.com/albanyhandouts
REPORT FORMATS
DEDUCTIVE INDUCTIVE
Title page
Introduction
Conclusions
(Recommendations)
Discussion
References
Executive SummaryTitle Page
Introduction
Discussion
Conclusions
(Recommendations)
References
Executive Summary
Handouts available from http://tinyurl.com/albanyhandouts
CRITERIA FOR
CHOOSING FORMAT
DEDUCTIVE INDUCTIVE
Suitable if the audience is busy / important / practical, as it gets to the conclusions / recommendations more quickly:
IntroductionConclusionsRecommendationsDiscussion
Suitable for a more critical / academic / neutral audience as it builds up the case first:
IntroductionDiscussionConclusionsRecommendations
Handouts available from http://tinyurl.com/albanyhandouts
POSSIBLE SECTIONS OF
A REPORT
Covering Letter/ Memo + References & Appendices
Title Page
Executive Summary/ Abstract
Table of Contents
Introduction
Method
Results
Discussion
Conclusions
Recommendations
.
NB. In the final report, each SECTIONbegins on a new page
TITLE PAGE
TITLE OF REPORT
(10.08.11)
To: Dr. Brown
AUTHOR’S NAME
PAPER NUMBER
TO WHOM REPORT IS ADDRESSED
Paper: 219.100
To: Dr. Brown
By: J P Brooks
Conflict between senior management and supervising staff:
Southland Branch Communicate
DATE OF SUBMISSION
Handouts available from http://tinyurl.com/albanyhandouts
Executive Summary
This report analyses management conflict atthe Southland branch of Communicate.Specific objectives were to identify keyproblems and offer recommendations toRegional Management. Problems were locatedin the organisation’s structure, managementstyle and lack of communication channels,especially between the branch manager andthe supervisors. The report recommends amajor restructuring of the branch, training forkey personnel and clarification of jobdescriptions.
Aims
Objectives
Main Findings
Key Recommendations
EXAMPLE EXECUTIVE
SUMMARY
Handouts available from http://tinyurl.com/albanyhandouts
LAYOUT OF TABLE OF
CONTENTSTable of Contents
Executive Summary i
Table of Contents iv
1. Introduction 1
3. Conclusions 17
4. Recommendations 18
2. Discussion 1
2.1 Organisational Structure 9
2.2 Management Styles 11
2.3 Lack of Communication 13
2.3.1. Training 15
2.3.2. Identification of Responsibilities 16
5. References 19
ROMAN NUMERALS
ARABIC NUMERALS
DECIMAL SYSTEM
Handouts available from http://tinyurl.com/albanyhandouts
INTRODUCTION
Gives the ‘Big Picture’ (as in an essay)
Context/ Background:
- Subject matter
- States the purpose and objectives
- States the problem(s)
- Makes it clear if there will be recommendations
Structure:
- Preview
- Outlines the scope (what’s to be included) and any relevant assumptions or limitations
Handouts available from http://tinyurl.com/albanyhandouts
EXAMPLE
INTRODUCTION
1. Introduction
This report was commissioned by Mr Bob White, Manager – Southern Regional Office. Its purpose is to analyse and advise on how to improve management and communication practices at the Southland Branch.
Southland Branch is characterised by a lack of motivation at senior management levels. This lack of leadership, coupled with a flawed organisation structure, is not conducive to effective management or communication practices. There are also several young supervisors who are clearly executive material for the future but are causing friction with staff, as they lack interpersonal communication skills.
This report analyses these problems and offers recommendations on how to counter them to improve management and communication practices leading to stability and the continued growth of the Southland Branch.
An assumption is made that the Accountant’s position is purely a staff function in line with current business practices.
Handouts available from http://tinyurl.com/albanyhandouts
DISCUSSION
Usually divided into sub-sections based on each issue
Makes a clear link between the evidence from this case and the theory from your research which could explain it
Should clearly support the conclusions – one way to do this is to use the same sub-section numbers (so discussion section 3.1 supports conclusion section 4.1 etc)
Typically takes up half or more of the total report
Handouts available from http://tinyurl.com/albanyhandouts
EXTRACT FROM A
DISCUSSION SECTION
2. Discussion
2.1 Business Communication
In any organisation, flow is the life-blood of the business. Gray and Stark (1984) advise that communication is the medium through which action is introduced into the structure of the organisation. Sligo (1994) believes that without effective communication, businesses fail and relationships wither.
The effectiveness of Southland Branch’s communication flow will be analysed with Sligo’s advice in mind.
Manager/Employees
Lack of confidence in both the branch manager and the three supervisors is illustrated by the employees electing not to use upward communication to register their grievances. They preferred to bypass their line supervisors and contact the Southern Regional Office directly. It is also evident that no facility is in place at the Southland branch for staff to freely air any grievances. Kanter’s (1983) approach is to have regular meetings so that staff know what is happening in the workplace and for the executive to be informed early of any problem(s) affecting productivity.
(Emerson, 2000, p.45)
Handouts available from http://tinyurl.com/albanyhandouts
EXTRACT FROM A
CONCLUSION SECTION
3. Conclusions
3.1 Southland’s current organisation structure is inappropriate. There is an unnecessary layer of management between the branch manager and supervisors
3.2 The branch manager is experiencing difficulties communicating with staff, since he has recently endured a serious personal loss. As a consequence, the whole branch is failing to achieve desired results.
(Emerson, 2000, p.42)
Handouts available from http://tinyurl.com/albanyhandouts
RECOMMENDATIONS
Focus on the Future (whereas conclusions focus on the past / present situation)
Must FOLLOW LOGICALLY from the Discussion and Conclusions
Be brief and to the point and action-oriented
Try to be specific with regard to who should do what, when and how –so that your recommendations can lead to measurable outcomes
But check if you need them or not
Handouts available from http://tinyurl.com/albanyhandouts
EXAMPLE OF
RECOMMENDATIONS
4. Recommendations
4.1 The manager, Southern Regional Office should support the branch manager and provide motivational guidance.
4.2 The branch manager should assist supervisors to develop improved methods of communicating with staff. He should maintain close contact with supervisors and appraise their performance every three months over the next year.
4.3 Send supervisors on an appropriate training course on supervision of staff
(Emerson, 2000, p.43)
Handouts available from http://tinyurl.com/albanyhandouts
REFERENCES
Needed in Introduction and Discussion for theories, definitions, expert opinions, facts and figures, examples
Only works cited in the report are to be in the Reference List
Reference Style – see next week’s presentation on APA referencing, use our ‘Get it Right’ CD and APA Interactive on OWLL and see our video presentations (on OWLL or DVDs from the library)
Handouts available from http://tinyurl.com/albanyhandouts
OPTIONAL EXTRAS (AS
REQUIRED)
Covering Letter/ Memo
Acknowledgements
List of Figures
List of Tables
Glossary
Appendices
Handouts available from http://tinyurl.com/albanyhandouts
STEPS IN THE PROCESS
OF REPORT WRITING
Use theoretical concepts from your course to identify different issues related to the case, question or topic
Write up the Discussion section– divided into sub-sections based around issues
Compile your reference list / list of tables / appendices etc as you go along
Write Conclusion and Recommendations sections – numbered so that they match the issues in the Discussion
Write the Introduction
Write the Executive Summary/ Abstract – make sure it isn’t the same as the introduction!
Compile your Table of Contents
Proof read and edit.
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