1.write report
TRANSCRIPT
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WRITE
REPORTS
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Learning Objectives
To understand:
1. Purpose of Reports
2. Steps in Writing a Report
3. !e"ents of ffective Reports
#. $se of %rap&ics in a Report
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'efining Reports
( Report is an order!) * objective
co""unication of factua! infor"ation t&at
serves a purpose
T&e +e),ords are Order!)- Objective-o""unication- /actua! 0nfor"ation *
Serves ( Purpose
Reports are vita! to !arger organisations
)ou ,i!! probab!) ,rite t&e"
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T)pes of Reports
Routine Reports : ont&!) Report-
Perfor"ance Report- Revie, Report-
Sa!es Report- Press Report Researc& Reports- Surve) Reports *
Specia! Reports
nuir) Reports * 0nvestigation Reports onfidentia! Reports
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%RO$P T(S4
Ta+e a "o"ent to t&in+ about
1. ,&at a report is5
2. 6o, report differs fro" an essa)5
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Steps in Report Writing
1. 'eter"ine t&e Scope of t&e Report 2. onsider 7our (udience
3. %at&er 7our 0nfor"ation
#. (na!)8e 7our 0nfor"ation 9. 'eter"ine t&e So!ution
. Organi8e 7our Report
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'eter"ining t&e Report;s Scope
o""on fau!t of "an) reports
a+ing t&e scope of a report too genera! or
too vague
(fter c&oosing a subject- one of t&e first steps
is to narro, t&e scope to a report !engt&
Scope is defined b) deter"ining t&e factors
)ou ,i!! stud) Li"it a"ount of infor"ation to t&e "ost
needed and "ost i"portant factors
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/or an) one report- &o,ever- a reasonab!e
scope "ust be c!ear!) defined b)
deter"ining ,&at factors ,i!! be inc!uded
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onsider t&e (udience
$n!i+e !etters = "e"os- reports usua!!) &ave
a far ,ider distribution
an) peop!e invo!ved in a decision>"a+ing
process "a) &ave a need to read t&e infoin t&e report
a+e it eas) for t&e reader. To "a+e
reading )our report easier- t&in+ in ter"s
of t&e reader
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ac& audience &as uniue
needs. (udience considerationsinc!ude: ?eed @fro" )our reportA
ducation !eve!
Position in t&e organi8ation 4no,!edge of )our topic or area
Responsibi!it) to act
(ge
Biases
Preferences
(ttitudes
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So"e fa!se assu"ptions
regarding audiences:
1. T&at t&e person ,&o ,i!! first read or edit t&e
report is t&e audience
2. (udience is a group of specia!ists in t&eir fie!d
3. (udience is fa"i!iar ,it& t&e subject of t&ereport
#. (udience &as ti"e to read t&e entire report
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9. (udience &as a strong interest in t&e
subject of t&e report
. (ut&or ,i!! a!,a)s be avai!ab!e to discusst&e report
(void fa!se assu"ptions . 0dentif) ever)one
,&o "ig&t read t&e reportC
&aracteri8e readers according to
professiona! training- position- persona!
traits > 'eter"ine &o, * ,&en reader"ig&t use t&e report
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4inds of audiences >
Pri"ar) > Peop!e ,&o &ave to act or "a+e
decisions on t&e basis of t&e report
Secondar) > Peop!e affected b) ,&atever
actions pri"ar) audiences ,ou!d ta+e in
response to t&e report
0""ediate > Peop!e responsib!e for
eva!uating t&e report and getting it to t&e
rig&t peop!e
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(dditiona! uestions to consider
regarding )our audience are: 6o, "uc& bac+ground ,i!! t&e) need 5 'o )ou need to define an) ter"s )ou are
using5
W&at !anguage !eve! ,i!! be "ost
appropriate for )our readers 5
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6o, "an) and ,&at +ind of visua! aids
s&ou!d )ou use 5
W&at ,i!! t&e) e
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%at&er 7our 0nfor"ation
0nfor"ation )ou gat&er can be of t,o t)pes> Secondar) and Pri"ar)
Secondar) is infor"ation gat&ered and
recorded b) ot&ers Pri"ar) is infor"ation )ou gat&er and
record )ourse!f
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'o "ore researc&
T&in+ W6R )ou can find )ourinfor"ation
a) even reuire purc&ase of infor"ation
&ec+ ,it& vendors and distributors forfeatures and pricing infor"ation
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&ec+ t&e !ibrar) @boo+s- "aga8ines-journa!s- or ne,spapersA
Searc& t&e internet using +e) ,ords
reate a ,a) to "anage infor"ation as )ougat&er it
'ifficu!t to sort t&roug& if it is not organi8ed
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(na!)se )our 0nfor"ation
(fter gat&ering info- )ou need to ana!)8e it
T&e purpose of t&e ana!)sis is to "a+e
sense- objective!)- out of t&e infor"ation
)ou &ave gat&ered
(void persona! bias of an) +ind entering
into t&e ana!)sis
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0nfor"ation is co"pared and contrasted in an
effort to tr) to find ne, ideas or t&e best ideas
Separate facts and figures need to be interpreted
b) e
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'eter"ine t&e So!ution
Based on )our ana!)sis- )ou ,i!! be read)
to offer a so!ution=s to t&e prob!e"
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Organise )our Report
Before actua!!) ,riting- organi8e )our infor"ation into
an out!ine for"
/or"u!ate an out!ine b) c&oosing t&e "ajor *
supporting ideas- deve!oping detai!s- and e!i"inating
unnecessar) ideas )ouDve gat&ered.
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7our report ,i!! &ave fo!!o,ing
four steps: Provide identif)ing infor"ation 'efine t&e project or prob!e" @purpose of
t&e reportA
%ive t&e bac+ground
%ive t&e supporting data
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State )our conc!usions and
reco""endations
Based on t&e out!ine )ou can ?OW begint&e actua! ,riting of )our report
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Write a roug& draft
'on;t proof>read or edit at t&is point. Eust
get )our t&oug&ts done
Be s)ste"atic if )ou can>>starting at t&e
beginning and ,or+ )our ,a) t&roug&
6o,ever- if )ou can find no !ogica!
approac&- start an),&ere > B$T ST(RT
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Write t&e opening paragrap&=s or page=s at
a !ater ti"e
Re"e"ber- donDt t&in+ about editing ,&en,riting t&e first draft
diting proves a stu"b!ing b!oc+ in
creativit) for "an) ,riters Write first. T&en co"e bac+ and edit
Ot&er,ise- )ou are ,or+ing against t&e
creative process
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$se &eadings for eac& of section of )our
report 6eadings * sub>&eadings are used as
organi8ationa! too!s in ,riting to identif)
"ajor parts of a report T&e) serve as guideposts for a reader-
dividing t&e infor"ation into seg"ents t&at
"a+e it eas) for a reader to understand
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Structuring t&e Report :
/o!!o,ing aspects need particu!ar attention Out!ining and report organisation
Lengt& of t&e Report
/or"a! Report
Seuence of presentation
(nneo""ittee Report
'issenting ?otes- if an)
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Suggested /or"at Tab!e of ontents
Bac+ground of t&e stud) Scope and objectives of t&e stud)
o"position of t&e co""ittee
Stud) et&odo!og)
/indings * observations
Reco""endations
(c+no,!edge"ents
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Writing St)!e > 'os
$se an 0"persona! St)!e
$se (ctive Sentences
$se (ppropriate 6eadings
$se Proper tenses $se (ccurate nouns * pronouns
'efine a!! concepts
Tabu!ate a!! 'ata
Proper 'ocu"entation
aintain Objectivit)
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Writing St)!e 'on;ts
(void
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%rap&ics in Reports
onsider inc!uding pictures or grap&ics in
t&e report
W&) use grap&ics 5
W&at t)pes of grap&ics cou!d 0 use 5
6o, do 0 re!ate t&e grap&ic to t&e ,ritten
te
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W&) use grap&ics 5
?ot "andator)
6o,ever- )our goa! in a business report is
to conve) infor"ation c!ear!) to t&e
reader
( grap&ic can often be c!earer t&an te
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( grap&ic does t&e fo!!o,ing:
Presents "essage in an econo"ica!
"anner using !ess space t&an ,ou!d be
needed to provide t&e sa"e infor"ation
in t&e te
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(dds interest
S&o,s re!ations&ips
Presents facts and figures in a condensed
"anner
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W&at t)pes of grap&ics cou!d
)ou use 5 'epends upon t)pe of infor"ation )ou ,ant
to present
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To s&o, sa!es trend for t&e past si< "ont&s-a !ine or bar grap&ic ,ou!d be "ore
effective
So"e of t&e "ore co""on grap&ics t&at)ou "ig&t ,ant to consider ,ou!d inc!ude:
Tab!es = Pie &arts = Line &arts = Bar
&arts = Organisationa! &arts = Ot&ers@pictogra"s- "aps- p&otograp&s- ti"e
!ines- f!o, c&arts- etcA
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6o, do 0 re!ate t&e grap&ics to
t&e ,ritten te grap&ics are P(RT of t&e
report- not a supp!e"ent
Wor+ t&e grap&ic into t&e f!o, of )our te
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Refer to eac& grap&ic b) its figure nu"ber
0nterpret t&e infor"ation found in t&e grap&ic
,it&in t&e te
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/ina!i8e t&e report
Proofread
onc!ude t&e reporting on ,or+=
investigations
Presenting in po,er point
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THE END