1. 372 33 Powerpoint-slides 18-Reports TC 2e Ch-18

8/13/2019 1. 372 33 Powerpoint-slides 18-Reports TC 2e Ch-18

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Oxford University Press 2011. All rights reserved.

Technical Communication, Principlesand Practice, 2/E

Meenakshi Raman, Group Leader,Humanities and Management, BITS Pilani,Goa

Sangeeta Sharma, AssociateProfessor of the Languages Group at BITS,Pilani


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Chapter 18

Reports


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Introduction

The word report is derived from theLatin word reportare, which means

to bring back .

A report is usually a piece of factualwriting, based on evidence,containing organized information oranalysis of a particular topic.


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Importance of Report

A report is the only tangible product

of a professional Report enable decision-making and

problem solving in organizations

Reports help the authorities inplanning new ventures and inevaluating men and material


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Continued

Reports are important means ofinformation dissemination within and

outside the organization Reports serve as a measure of the

growth, progress or success of an

organization Reports serve as a valuable

repository of information


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Continued

Report reveal gaps in thinking. Reports develop certain skill in the

writer.



Objectives of Reports: Present a record of accomplishedwork (Project report) Record an experiment (Primary

research report/ laboratory report) Record research findings or technicalspecifications

Document schedules, timetables andmilestones (a status report on a longterm plan)



Continued

Document current status (aninspection report)

Record and clarify complexinformation for future reference (areport on policies and procedures)

Present information to a large numberof people (annual report)



Continued Present organized information on a

particular topics (a report describingthe working of various divisions of anorganization)

Recommend actions that can beconsidered in solving certainproblems (recommendatory report)



Characteristics of aReport:

Precision Factual details Relevance Reader Oriented Objective of recommendations



Continued Simple and unambiguous language

- Clarity- Brevity- Grammatical accuracy

Special format

Illustration Documentation



Categories of Report

Informative, analytical (purpose) Periodic, special (frequency) Oral, written (mode of presentation) Long, short (length)

Formal, informal (approach) Individual, group (target audience)



Continued Audience should be analysedaccording to the followingcharacteristics

Background Needs and interest Mixed audience

Wide variability in an audience Unknown audience



Continued - Investigating the source of information

Two types of data:1.Primary data2.Secondary data

Means of collecting primary data:- Personal observation- Personal interview- Surveys



Continued

Sources of Secondary Data: Internal records

Published materials Databases as bibliographic and

numeric databases Censuses Syndicated sources



Continued - Organizing the material:

Depending on the topics, purpose andaudience material can be organized ineither of the following:

The order of occurrence The order of Importance A combination of orders



Structure of the reports

The standard twenty elements ofstructure of a full fledge report are:

Prefatory Parts:Cover page

Title pageCertificate Acknowledgements



Continued

Table of content List of illustration Abstract

Main text Introduction Discussion Conclusion

Recommendation



Continued Supplementary parts- Appendix/appendices Reference/ bibliography Glossary Contents of a letter of transmittal:



Continued

Preface

Summary

Index



Contents of a letter of

transmittal:Objectives/ terms of referenceScopeMethodology adopted

Highlights of the analysisImportant resultsSignificance of the study



Continued

Suggestions

Any other details that may be able theaudience to understand the reportbetter

Acknowledgements


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Abstract tells readers about:

Objectives Main findings SignificanceThe content of a Preface are: Factors leading to the report

Organization of the report Highlights


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Continued Significance Acknowledgements

Main textIntroduction

Background of the report Purpose and scope


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Continued

Authorization Basic principles or theories involved

Methods of gathering data General plan in developing the

solution General structure of the report


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Discussion

It is the lengthiest part of the report. In this part information and data are

presented, analyzed and interpreted.

it contains the information thatsupports the conclusion andrecommendations as well as theanalysis, logic and interpretation ofthe information.


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Characteristics of

Conclusion

Uses decreasing order of importanceCan be narrative or tabularUses narrative type when there arefew conclusions


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Continued

Contains only opinions and never

suggest future action to be taken bythe reader

Does not introduce any new idea notpreviously introduce in to the report


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Bibliography / ReferencesThis list is used to

Acknowledge and give credit to thesources of words, ideas, quotationsborrowed etc.

Give the reader information to identify andconsult the sources

Give the reader an opportunity to checkthe sources for accuracy


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Types of Report Introductory report Progress report

Incident reports Feasibility reports Marketing reports Laboratory test reports Project reports


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Writing the Report First Draft Revising, Editing and proofreading

The first draft is reviewed for the: Accuracy of facts Clarity of expression Overall organization Adequacy and appropriateness of the

content to meet the set of objective


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Continued

Suitability and conformity ofillustrations

Effectiveness of expression Grammatical accuracy Correctness of layout

Documents

1. 372 33 Powerpoint-slides 18-Reports TC 2e Ch-18