Report Writing Final Copy_02-10-2014.ppt

*Research Methodology*Name : Amol Prabhakar GaroleGuidance: Prof. Dr. A. B. MoreAcademic Year : 2014-2015

*Research Methodology*Module 7: Report WritingContents: What is a Report ?

Why do we Write Reports ?

Types of Report.

Characteristics of an Effective Report.

Process of Report Writing.

Report Structure.

Finishing of The Report.

Report Writing

*Research Methodology*Report WritingWhat is a Report ?

A report is a statement of the results of an investigation or of any matter on which definite information is required. (Oxford English Dictionary)

A report is a structured and formally written presentation directed to interested readers in response to some specific purpose, aim or request. There are many varieties of reports, but generally their function is to give an account of something, to answer a question, or to offer a solution to a problem.

Module 7: Report Writing

*Research Methodology*Report WritingWhy do we Write Reports ?

To present the findings and results.

To keep records.

To tell about failures and successes.

To tell the progress of the project/research.Module 7: Report Writing

*Research Methodology*Report Writing Types of Reports:

Sales Reports

Inspection Reports

Annual Reports

Progress Reports

Case study reports

Laboratory reports


*Research Methodology*Report Writing Characteristics of an Effective Report:

AccuracyBrevityCoherenceConfidenceDignityEmphasisFacilityGrammatical CorrectnessHonestyIllustrationJudgmentKnowledgeLogicMechanical NeatnessObjectivityQualificationStraight SentencesThoroughnessUnityVeracityViewpointWord ChoiceYou-PointZest



Accuracy:

Accurately checking the whole statement and how they are put together. Brevity:

Brevity is making the report short, readable and easy to comprehend for the busy people.

Coherence:

Coherence is arranging of materials together. All sentences and groups of paragraph must hold together through the use of transitional devices.



Confidence:

The write must be sure on what he is writing through using exact words. Perhaps and Maybes must be avoided. Dignity:

Dignity is Formality in respect to the used of words. Grammar must check and use straightforward expressions

Emphasis:

Emphasis is making an idea stand out among the rest in the texts. This can be achieved through the use of illustrations and transitional devices to lead the readers to the important details.



Facility:

Facility is making the report easy to read. Use short familiar words and sentences.

Grammatical Correctness:

Grammatical Correctness is to use correct grammar by following basic grammar rules. Checking sentences for its logical and clearness. Statements must have a Sense

Honesty:

Honesty is acknowledging the use of other writer works/ideas and not writing false statements.



Illustration:

Illustration is the use of Graphs, visual, charts, diagrams and photos. These are use to clarify or to support the text.

Judgment:

Judgment is Judiciously weighing of evidences used in the report.

Knowledge:

Knowledge is Collecting and interpretation data which also involved formulation of conclusion.



Logic:

Logic is thinking straight. It is a process of putting things in their proper places. E.g.: 1.Statements must not contradict each other. 2. Consistency of using words 3. Statements must move in one direction 4. Statements must make sense 5. Judgments must not be based on a few data.

Mechanical Neatness:

Mechanical Neatness is putting the report in perfect shape. Neatly type and well margined. Proper use of headings and sub-headings must be observed.



Objectivity:

Objectivity is writers assuming a detached, impartial point of view. This is writing for uninterested readers. Avoid using I Me and My

Qualification:

This refers to the background of the writer. Readers have to consider the background of the writer for them to decide whether the report is valid or not. Straight Sentences :

Straight Sentences refers to the use of sentences in the report. Sentences must contain the right idea what the writer wants to say. Transitional devices are helpful for the readers to follow the thoughtModule 7: Report Writing


Thoroughness:

Thoroughness is making the report complete as what you want it from the beginning until you finish the report. Making checklist Marking off each requirements as the report progresses checking the checklist for revision

Unity:

This refers to the oneness of the details and facts in the report. They must have a clear relevance to the point under discussion. Veracity:

This refers to reporting the facts only. No shifting the issues.



Viewpoint:

This refers to certain voice talking in the report. The viewpoint must be consistent throughout the report. Word Choice:

This refers to the proper use of words and expressions that the readers understand. Avoid vague words and expressions. You-Point:

Writing through understanding of the readers comprehension level, experience and needs. Zest:

Zest is The writer must enjoy what he is writing.Module 7: Report Writing

*Research Methodology*Report WritingProcess of Report Writing:



Objective:

It defines the scope of your investigation. Planning your report:

How much time do you have to write the report?.

How can your work be divided up into the various stages?

Set yourself deadlines for the various stages.Module 7: Report Writing


Collecting information:

What is the information you need ?

Where do you find it ?SurveyOrganizationsOnline: GooglePublications

How much information do you need ?Module 7: Report Writing


Organizing information:

Discriminate between relevant and irrelevant information.

Sort/organize information under main ideas/details.

The computer program, Inspiration, can help in organizing.Module 7: Report Writing


The audience:

Often there are 3 different audiences:

The casual reader/big boss who wants the main message as painlessly as possible.

The interested reader who wants more detail but doesnt want to grapple with all the gory technical details.

The guru who wants the whole story.Module 7: Report Writing


The audience:

To address all 3 audiences effectively :

Include an abstract for the big boss.

A main body for the interested non-specialist.

A technical appendix for the guru.Thus, a structure emerges !Module 7: Report Writing

*Research Methodology*Report WritingReport Structure:

A good report has the following :

Title PageCertificatesAcknowledgements Table of ContentsList of Tables./FigsAbstract/ SummaryOrganizations Background. IntroductionLiterature Survey10.Research Objectives11.Methodology12.Findings13.Limitations14.Conclusions 15. Recommendations 16. Bibliography17.Glossary 18.Appendices 19.References


*Research Methodology*Report WritingReport Structure:Module 7: Report WritingTitle Page: Identifies the report with the following information:

Title Author's name, position and qualifications Authority for report Place of origin Date

*Research Methodology*Report WritingReport Structure:Module 7: Report Writing2. Certificate: The work done is original and must be so certified by the student in writing.There must be a sealed and signed certificate from a senior person in the company/ organization on the corporate letter head stating that the student has successfully completed the project(s). This original letter along with the signed declaration by the student must be attached to the original copy of the dissertation and a copy of the same attached to all copies of the dissertation.

*Research Methodology*Report WritingReport Structure:Module 7: Report Writing3. Acknowledgement: Acknowledgement must be short and included in the beginning with a declaration that this is an original work of the student.

*Research Methodology*Report WritingReport Structure:Module 7: Report WritingTable of Contents:

Shows the section titles and major headings.Listed in order of appearance. Indicates page locations. Standard page numbering begins with the Introduction. The Abstract or Executive Summary is usually page numbered with lower case Roman numerals (i, ii, iii, iv, etc.)In the Table of Contents, list only the starting page of each major section.

*Research Methodology*Report WritingReport Structure:Module 7: Report Writing5. List of Tables/ Figs: It is advisable to include a reference to all tables and figures included in the report in an index format, at the beginning of the report.This facilitates the reader to quickly link and surf to all pictographic representations.

*Research Methodology*Report WritingReport Structure:Module 7: Report Writing6. Abstract/ Summary: [about 1-2 pages] : This is a short overview of your entire report. It should contain a very brief but concise overview of your research purpose and objectives, methods, major findings, and specific conclusions and recommendations. Remember the 2 rules:Keep it shortState problem and solution

*Research Methodology*Report WritingReport Structure:Module 7: Report Writing7. Organizations Background: [about 1-2 pages]Page 1 of the report starts here!Introduce the Organization, including background /history of the Organization, its purpose, mission statement (if any), competitive environment, etc.In short familiarize the reader with the Organization and its business.

*Research Methodology*Report WritingReport Structure:Module 7: Report Writing8. Introduction: [about 2 - 3 pages]: (a) Background of the project; why study is being conducted, for whom; includes a brief summary of the initial client interview. (b) Statement of the overall project objectives.DO NOT DOWNLOAD INFORMATION FROM ORGANIZATIONS BROCHURES OR THE INTERNET JUST TO FILL UP PAGES.

*Research Methodology*Report WritingReport Structure:Module 7: Report Writing9. Literature Survey: [about 4 - 5 pages]:Includes theory part of the project topic.Remember research begins with Literature Survey and does not end there.Your research question springs from the literature survey.Includes everything a person new to the subject needs to know of your research work...definitions/ jargons/ current scenario/ rules of the game etc...

*Research Methodology*Report WritingReport Structure:Module 7: Report Writing10. Research Objectives: [about 1 - 2 pages]:Includes a list of specific research questions to be answered. You can put the Research Question in bullet form. List the research questions in the order you plan to discuss them in the results section. Do not discuss or list any research questions you have dropped or ended up not addressing.

*Research Methodology*Report WritingReport Structure:Module 7: Report Writing11. Methodology: [about 4 - 5 pages]:(a) Type of Research(b) Method of Research(c) Data collection method Describe your procedures and why you chose this particular method, and why it was the best option given your criteria. (secondary/primary)

*Research Methodology*Report WritingReport Structure:Module 7: Report Writing12. Findings: Put each research question on a SEPARATE page. Do NOT discuss any research questions that you did not end up addressing.For each research question: (a) Restate the research question (perhaps as the section title). (b) Identify questions in the questionnaire used to answer the research question and briefly describe the question format.

*Research Methodology*Report WritingReport Structure:Module 7: Report Writing12. Findings: (c) Report your findings and do not be overly technical in discussing the statistical procedures.Present your results in a manner your average readers can easily understand ! Summarize your key points and refer to exhibits for detailed findings.Be sure to conclude with a summary paragraph that gives your interpretation of findings and your best answer to the research question based on the data. If your findings are mixedor inconclusive, say so !

*Research Methodology*Report WritingReport Structure:Module 7: Report Writing13. Limitations: [ 2 pgs.]: Include a brief discussion of the major project limitations.Limitations include things such as time & money constraints, non-response issues like break offs, non-response to open-ended questions, problems with your research design or questionnaire, cautions about sample representativeness, etc.

*Research Methodology*Report WritingReport Structure:Module 7: Report Writing14. Conclusions: Summarize what has been discovered.

Repeat the question.

Give the answer.

Outlines the findings of the research.

Do not introduce new information in the conclusion.

Analysis of the advantages and disadvantages of various courses of action..

*Research Methodology*Report WritingReport Structure:Module 7: Report Writing15. Recommendations: They are the honest, justified opinions of the writer.Force the report to be end rather than means oriented.Poor recommendations can overshadow an otherwise effective report.Dont compromise professional integrity to please decision makers.

*Research Methodology*Report WritingReport Structure:Module 7: Report Writing16. Bibliography: The bibliography lists all publications either cited or referred to in preparing the report. A report without a sufficient bibliography is not acceptable.

*Research Methodology*Report WritingReport Structure:Module 7: Report Writing17. Glossary (if included): Take care to see that it is arranged alphabetically .If definitions are taken from a source like the web dictionary or from some published work, then it is appropriate to say so in each case.

*Research Methodology*Report WritingReport Structure:Module 7: Report Writing18. Appendices: Placed at end of a report if included.Arranged in the order referred to in the report.This is where the technical details go.Be as technical as you like.Document your analysis so it can be reproduced by others.Include the data set if feasible.Appendices can include:Raw data sheetsDiagrams or maps

*Research Methodology*Report WritingReport Structure:Module 7: Report Writing19. References: Always cite (i.e. give a reference) to other related work or facts/opinions that you quote.Never pass off the work of others as your own this is Plagiarism and is a very big academic crime !

*Research Methodology*Report WritingFinishing of The Report:Module 7: Report Writing1. Writing:

Structure alone is not enough for clarity you must also write clear sentences.

Rules:Write complete short sentences.Avoid jargon and strive for simplicity.Use one theme per paragraph.

*Research Methodology*Report WritingFinishing of The Report:Module 7: Report Writing2. Sectioning:

Proper division of your work into sections and subsections makes the structure clear and the document easy to follow.Use styles in word/ sectioning commands in Latex\begin{section}.\end{section}.

*Research Methodology*Report WritingFinishing of The Report:Module 7: Report Writing3. Spelling and Grammar:

Check grammar and spelling on your final draft! Spelling and grammatical errors are unforgivable so use a good dictionary and the spell check provided on the p.c..

*Research Methodology*Report WritingFinishing of The Report:Module 7: Report Writing4. Finishing Touch: Type Dont use too many stylesAvoid All CapsDifficult to ReadDouble SpaceNumber PlacementBottom Center/Right CornerPaperHigh Quality20# WeightWhite/Off-White8 x 11

MarginsTop & Sides - 1Bottom - 1 Left & Right 1.25

*Research Methodology*Report WritingModule 7: Report Writing

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Report Writing Final Copy_02-10-2014.ppt