2015 report writing

REPORT WRITING

CENTRE FOR TEACHING AND LEARNING LIBRARY 3RD FLOOR09 441-8143 [email protected]

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Resources

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Example Report Questions

Report vs Essay: Similarities & Differences

Types of Reports

Features of a Well-Written Report

Report Formats

Sections of a Report

Optional Extras

Steps to Writing Your Report

OVERVIEW


EXAMPLE REPORT

QUESTION 1

Brief: A museum is organising an exhibition of bicultural icons of NZ/Aotearoa. Write a report to the curator on an artefact which you believe contributes to New Zealand’s bicultural visual heritage, explaining why it should be considered for inclusion. Ensure that relevant details of the object and its provenance are concisely summarised, and there is a critical discussion of bicultural heritage and how it relates to the artefact you have selected.

Word limit: 1800 words (excluding quotes, reference list, image list and bibliography)


EXAMPLE REPORT

QUESTION 2

Using information given in the attached case study, write a deductive report to the CEO including:

• Analysis of the organisation’s current strategy using one or more relevant model / theory• Assessment of the organisation’s competitive position (incorporating a SWOT and/or PESTEL analysis)• Application of Porter’s model to identify the nature and relative strength of competitive forces• Recommendations regarding the organisation’s strategic pathway in the medium to long term

Word limit: 2000 words (excluding appendices)


LIKE AN ESSAY, AN

EFFECTIVE REPORT ….

- is built on careful analysis of the question

- presents evidence, based on high quality sources

- is clearly written, with every paragraph relevant to the question

- has a logical shape, including an introduction & conclusion

- includes a reference list, as well as in-text references


UNLIKE AN ESSAY, AN

EFFECTIVE REPORT …

- is usually addressed to a specific audience

- usually has an explicit ‘real-world’ objective – often based on analysing a problematic situation and making recommendations

- is more clearly divided into sections and sub-sections

- may include numbered or bullet-pointed lists

- is written in a more factual, less persuasive style

- often summarises data in visual form (tables, charts, images etc)


THREE TYPES OF

REPORT

Information-Only Reports

Case-Study Analysis Reports

Research Reports


INFORMATION ONLY

REPORTS

Collect and organise data in given categories

Descriptive – therefore mainly for non-controversial issues

Example: Write a report for an international migration agency, comparing and contrasting the procedures, criteria and costs of obtaining Skilled Migrant status in New Zealand and two other countries of your choice

not very common for Uni assignments


CASE STUDY REPORTS

Analyse an example situation in terms of key theoretical principles, presenting logical conclusions (& sometimes recommendations)

Example: An International Migration Agency has commissioned a deductive report on personal, professional and cultural factors which contribute to successful migration experiences. Using the data in the attached case studies, write the report, including analysis of the case studies with reference to relevant concepts, theories or models from course materials and from your own reading.

Quite common– esp Bus. / Soc. Sciences / Ed.


RESEARCH REPORTS

Identify an issue, summarise what’s been written about it before, focus on one or more questions, describe a way of investigating these questions, discuss and interpret the findings and their implications.

Very common 300 & 700 level assignment

Example: “Immigration policy has more often than not been based on hunches and short-term political expediency than on rational, research-based planning” (Smith, 2007, p. 23). Select one aspect of New Zealand’s immigration policy, develop and research one or two relevant questions, design and conduct a small-scale study and discuss your findings in the light of the literature. Your report should include a brief introduction and literature review, methodology, results, conclusion and recommendations.


REPORT WRITING

PRINCIPLES

Objectivity

Thorough Research

Structure

Clear Writing Style

Your opinions & personality should not intrude Keep it impersonal Avoid using “I”

It should be clear that you knowwhat you’re talking about

Sections of the report are clearly visible with headings and are logically arranged

Write clearly, concisely and informatively. The content of the report should be easily accessible.


REPORT FORMATS

DEDUCTIVE INDUCTIVE

Title page

Introduction

Conclusions

(Recommendations)

Discussion

References

Executive SummaryTitle Page

Introduction

Discussion

Conclusions

(Recommendations)

References

Executive Summary


CRITERIA FOR

CHOOSING FORMAT

DEDUCTIVE INDUCTIVE

Suitable if the audience is busy / important / practical, as it gets to the conclusions / recommendations more quickly:

IntroductionConclusionsRecommendationsDiscussion

Suitable for a more critical / academic / neutral audience as it builds up the case first:

IntroductionDiscussionConclusionsRecommendations


POSSIBLE SECTIONS OF

A REPORT

Covering Letter/ Memo + References & Appendices

Title Page

Executive Summary/ Abstract

Table of Contents

Introduction

Method

Results

Discussion

Conclusions

Recommendations

.

NB. In the final report, each SECTIONbegins on a new page

TITLE PAGE

TITLE OF REPORT

(10.08.11)

To: Dr. Brown

AUTHOR’S NAME

PAPER NUMBER

TO WHOM REPORT IS ADDRESSED

Paper: 219.100

To: Dr. Brown

By: J P Brooks

Conflict between senior management and supervising staff:

Southland Branch Communicate

DATE OF SUBMISSION


Executive Summary

This report analyses management conflict atthe Southland branch of Communicate.Specific objectives were to identify keyproblems and offer recommendations toRegional Management. Problems were locatedin the organisation’s structure, managementstyle and lack of communication channels,especially between the branch manager andthe supervisors. The report recommends amajor restructuring of the branch, training forkey personnel and clarification of jobdescriptions.

Aims

Objectives

Main Findings

Key Recommendations

EXAMPLE EXECUTIVE

SUMMARY


LAYOUT OF TABLE OF

CONTENTSTable of Contents

Executive Summary i

Table of Contents iv

1. Introduction 1

3. Conclusions 17

4. Recommendations 18

2. Discussion 1

2.1 Organisational Structure 9

2.2 Management Styles 11

2.3 Lack of Communication 13

2.3.1. Training 15

2.3.2. Identification of Responsibilities 16

5. References 19

ROMAN NUMERALS

ARABIC NUMERALS

DECIMAL SYSTEM


INTRODUCTION

Gives the ‘Big Picture’ (as in an essay)

Context/ Background:

- Subject matter

- States the purpose and objectives

- States the problem(s)

- Makes it clear if there will be recommendations

Structure:

- Preview

- Outlines the scope (what’s to be included) and any relevant assumptions or limitations


EXAMPLE

INTRODUCTION

1. Introduction

This report was commissioned by Mr Bob White, Manager – Southern Regional Office. Its purpose is to analyse and advise on how to improve management and communication practices at the Southland Branch.

Southland Branch is characterised by a lack of motivation at senior management levels. This lack of leadership, coupled with a flawed organisation structure, is not conducive to effective management or communication practices. There are also several young supervisors who are clearly executive material for the future but are causing friction with staff, as they lack interpersonal communication skills.

This report analyses these problems and offers recommendations on how to counter them to improve management and communication practices leading to stability and the continued growth of the Southland Branch.

An assumption is made that the Accountant’s position is purely a staff function in line with current business practices.


DISCUSSION

Usually divided into sub-sections based on each issue

Makes a clear link between the evidence from this case and the theory from your research which could explain it

Should clearly support the conclusions – one way to do this is to use the same sub-section numbers (so discussion section 3.1 supports conclusion section 4.1 etc)

Typically takes up half or more of the total report


EXTRACT FROM A

DISCUSSION SECTION

2. Discussion

2.1 Business Communication

In any organisation, flow is the life-blood of the business. Gray and Stark (1984) advise that communication is the medium through which action is introduced into the structure of the organisation. Sligo (1994) believes that without effective communication, businesses fail and relationships wither.

The effectiveness of Southland Branch’s communication flow will be analysed with Sligo’s advice in mind.

Manager/Employees

Lack of confidence in both the branch manager and the three supervisors is illustrated by the employees electing not to use upward communication to register their grievances. They preferred to bypass their line supervisors and contact the Southern Regional Office directly. It is also evident that no facility is in place at the Southland branch for staff to freely air any grievances. Kanter’s (1983) approach is to have regular meetings so that staff know what is happening in the workplace and for the executive to be informed early of any problem(s) affecting productivity.

(Emerson, 2000, p.45)


EXTRACT FROM A

CONCLUSION SECTION

3. Conclusions

3.1 Southland’s current organisation structure is inappropriate. There is an unnecessary layer of management between the branch manager and supervisors

3.2 The branch manager is experiencing difficulties communicating with staff, since he has recently endured a serious personal loss. As a consequence, the whole branch is failing to achieve desired results.

(Emerson, 2000, p.42)


RECOMMENDATIONS

Focus on the Future (whereas conclusions focus on the past / present situation)

Must FOLLOW LOGICALLY from the Discussion and Conclusions

Be brief and to the point and action-oriented

Try to be specific with regard to who should do what, when and how –so that your recommendations can lead to measurable outcomes

But check if you need them or not


EXAMPLE OF

RECOMMENDATIONS

4. Recommendations

4.1 The manager, Southern Regional Office should support the branch manager and provide motivational guidance.

4.2 The branch manager should assist supervisors to develop improved methods of communicating with staff. He should maintain close contact with supervisors and appraise their performance every three months over the next year.

4.3 Send supervisors on an appropriate training course on supervision of staff

(Emerson, 2000, p.43)


REFERENCES

Needed in Introduction and Discussion for theories, definitions, expert opinions, facts and figures, examples

Only works cited in the report are to be in the Reference List

Reference Style – see next week’s presentation on APA referencing, use our ‘Get it Right’ CD and APA Interactive on OWLL and see our video presentations (on OWLL or DVDs from the library)


OPTIONAL EXTRAS (AS

REQUIRED)

Covering Letter/ Memo

Acknowledgements

List of Figures

List of Tables

Glossary

Appendices


STEPS IN THE PROCESS

OF REPORT WRITING

Use theoretical concepts from your course to identify different issues related to the case, question or topic

Write up the Discussion section– divided into sub-sections based around issues

Compile your reference list / list of tables / appendices etc as you go along

Write Conclusion and Recommendations sections – numbered so that they match the issues in the Discussion

Write the Introduction

Write the Executive Summary/ Abstract – make sure it isn’t the same as the introduction!

Compile your Table of Contents

Proof read and edit.


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2015 report writing