Module 2Sessions 10 & 11Report Writing

Design surveyDesign questionnaireEnumerators collect data in the fieldData entered onto computerManual checking, editing etc.Data analysisReporting of resultsComputer data managementConceptionWe are now finishing off the data analysis and are ready to write it up.Data management cycle

Session objectivesAt the end of these sessions, participants will have:

Acquired report writing skillsBe able to differentiate between different types of reportsBe able to list the characteristics of a good report and the steps to be followed to write a good reportAppreciate the different report structures and agree on a standard structureConsolidated their data interpretation skills

Presentation OutlineIntroductionDefinitionTypes of ReportsSteps to Follow for a Good and Effective ReportStructure of a ReportConclusionPractical Exercise

Introduction

This presentation is intended to equip you with the basic skills of communicating information to others without necessarily the need for meetings.

Effective reports give a professional image and get others to take your work seriously

DefinitionA report is a prepared account of what happened, about a particular event, presented in formal and organized format backed with statistical evidence. It may be a single report or a series of them.

Types of ReportsAcademic Report:Academic reports are usually detailed and in most cases targeting academicians. They are of high content and the producer and the reader are at the same level or a little different.

Types of Reports continuedProfessional Report:Professional reports are for informing and persuading people as well as initiating change They may be detailed depending on the targeted audience/taste of the sponsor. In most cases they have a mixed audience of those who may understand the in-depth of the subject content and non technical people like the decision-makers.

Good ReportThe following comments have been made by senior managers about what they look for in a good report.

Assess the comments and evaluate them

Good Report ContinuedA report must meet the needs of the readers and answer the questions in their minds A report must be at the right level for the readers. Some readers have an in-depth knowledge of the subject while others may be decision-makers without specialized, technical knowledge

Good Report ContinuedA report must have a clear, logical structure-with clear signposting to show where the ideas are leading A report must give a good first impression. Presentation is very important

Good Report continued..A report must not make assumptions about the readers understanding. All writers need toapply the so what testexplain why something is a good idea Reports must be written in good Englishusing short sentences with correct grammar and spelling Reports should have a time reference

Activity 2 review of data analysisWork in groups of 3 or 4In Session 6 you used Epi Info to analyse the dataAnd copy retults to a Word fileChoose a subject area for your reportReview these analyses and add further tables and graphs if neededDo not do too many concentrate on quality not quantityFor example 2 tables and two graphs may be sufficient

Steps to Follow for a Good and Effective Report

Define your aim Collect your ideas Select the material and decide how to show the significance of your factsStructure your ideas Start on report writing

4.1 Introduction24

4.2 Household Health Status 24

4.3 Availability and Access to Health Services 27

4.4 Health Services Utilization294.4.1 Under Five Immunization30 4.4.2Birth-related Services32

4.5 Quality of Government Health Services334.5.1 Payment for Services33 4.5.2Service Improvement35

Example of structured ideas on Health

General Structure of the Report

Title IntroductionMain BodyConclusion and RecommendationsAppendices

Report EditingA checklist to use while editing a reportlooks at 7 areas.

1. The purposeHave you clarified your purpose? Have you identified your readers' needs and characteristics?

Report Editing continued

2. InformationHave you included the main points?Are these points supported by evidence?Is the information relevant to the purpose?

Report Editing continued3. AccuracyAre there spelling mistakes?Do the figures add up?Are the references correct, in the text and at the end?Are all sources of information listed in the References section?Are abbreviations consistent?

Report Editing continued4. ImagesAre images clear?5.FormatIs the report easy to follow?Are headings and numbering clear?Are the arguments followed through?Is it logical/easy to follow?Is the font and style consistent for the different levels, body, tables and graphics?

Report Editing continued6. LanguageIs it clear, direct, easy to read?Will the readers understand it?Will its tone help you achieve the purpose?Can unnecessary words/phrases be deleted?Is the grammar/punctuation correct?Is there any repetition?

Report Editing Continued7. PresentationIs the layout appealing?Does it highlight important points?

Activity 4: Writing the reportWork in groups againDivide the sections in the report between group membersWrite your section(s) of the reportCombine these sections to form your (group) report

Activity 5 the handout on report writingRead the handout on report writingIn particular read:Page 2 what makes a good reportPages 11 and 12 editing checklist

Activity 6: Presentations and discussionEach group presents their (Word) reportIt may be printedOr projectedGroups (or individuals) make notes of each presentationUsing the handout as a referenceThey comment on good pointsAnd points that can be improvedIn each case relating the point made to a recommendation in the handout.