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 END – THANK YOU FOR LISTENING

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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