Writing Reports: Identify these stages

I) Obtaining a clear specification

II) Research & preparationIII) Report writing

Writing Reports: Identify these stages

I) Obtain a clear specification:Establish which items really need to be included to meet the needs of the audience.

Before putting pen to paper answer the questions:

A) Audience: Spend time to research & reflect

on your “target” audience.Ex/ Similar background?

Existing experience level?Technical language?Positive, negative or neutral views?

B) Purpose:

Consider WHY you are drafting the report => Primary purpose + Secondary items

Use these purposes to inform decisions on the kinds of language used in the report.

C) The Context in which the Report will be read: Consider the wider setting in

which your report is being prepared.

Ex/ Urgent deadline for delivery?Routine publication?Designed to work with other communication channels?

D)Sources: Where are the sources of secondary data? Available in an electronic format? Interview => Willing to grant you a

meeting? Source material; Commercially & politically

sensitive? Any copyright regulations? Ethical issues about use of the information? Quality of each resource (credibility,

accuracy)?

II) Researching & Organizing the source material

Write the topics to be covered Begin to identify the most

important sources for the topics Formulate your report May ask a research question?

=> associate it with the body of evidence.

III) Report Writing: Activity of writing: Source of learning Different cultures show distinctive

preferences The guidance that will be presented

is influenced by British conventions for structuring & presenting material.

Organizing the source material: Draft an initial outline structure:

Identify the main and sub-sections Consider the order in which each topic

should be placed. Getting a report in order- Alternative

sequences:•Importance•Urgency•Date/Chronology•Simple to complex•Global to specific

Structuring Academic Dissertations & Business Reports

Business reports have a narrower focus

Dissertation always includes a discussion of the wider implications of the findings.

Business reports have a shorter-term and more managerial focus.

Academic Dissertations Business Reports

Title PageAbstractContents pageIntroductionLiterature reviewResearch methodsFindingsDiscussionConclusionsRecommendationsReferencesAppendices

Title PageExecutive SummaryContents PageIntroduction

Findings

ConclusionsRecommendations

Title Page: Clear, concise & unambiguous

Ex/Short “main” title, followed by a colon & more explanatory sub-title (Project Equinox: Progress Report for the period 2005-07)

Author’s Name Date of Publication

Abstract Allow the reader to make a rapid

assessment of whether the report is relevant to their needs

Emphasize the key recommendations of the report

Brief explanations about the aim of writing the report, research techniques, results & conclusion.

Contents Page Provides an overview of the report Section numbers and headings, with

their respective page numbers Keep headings short Use consistent use of typography:

sample hierarchy of headingsEx/ Chapter Title: 20 pt, bold

Main Headings: 12 pt, bold, upper caseSub-Headings: 12 pt, bold, lower case

Introduction Welcoming to the new arrival Contain a “chapter summary”;

outlining how the topic is to be tackled in the following chapters; but brief

May include:•State the reasons for writing the report

•Establish its importance

Literature Review Review the critical points of current

knowledge and on a particular topic. A logical flow of ideas; Current and relevant references with

consistent, appropriate referencing style;

Unbiased & comprehensive view of the previous research on the topic.

Describe, summarize, evaluate, clarify and/or integrate the content of primary reports

Research Methods Qualitative Quantitative

FindingsDiscussion

Conclusion Key arguments and/or findings

of the report SHOULD relate back to the

original objectives of the report Provides the author with a

useful check that everything has been addressed

Recommendations Sometimes combined with

conclusion. Flow logically from the points

made in the conclusion Recommend further research,

based on the findings of the report.

References For an article: Cheung, C. and Chan, C. (2000), “Learning to

Work Safely with Reference to a Social-Cognitive Model”, Social Behavior and Personality, 28 (3), 293-308.

For a book: Armstrong, G. and Kotler, D. (2003),

“Marketing- An Introduction”, New Jersey: Prentice Hall.

Appendices Detailed data Analytical material

Make the structure visible:Graphical items; charts &

photographs help to identify the main subject areas

Variable Data & Writing Style

No spelling & grammar mistakes General: 12 pt, TNR, single line

spacing The authors should agree on

grammatical & stylistic issues: Decide on using present or past tense and active or passive voice!