basics (reports writing 2)

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Basics of Report Writing part 2 Session 11-12

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Page 1: Basics (Reports Writing 2)

Basics of Report Writingpart 2

Basics of Report Writingpart 2

Session 11-12

Page 2: Basics (Reports Writing 2)

Report PatternsReport Patterns

Page 3: Basics (Reports Writing 2)

Report Patterns

Direct pattern Saves Time Easier to understand

Indirect pattern Helps overcome resistance

Page 4: Basics (Reports Writing 2)

Audience Analysis and Report Organization

Direct PatternDirect Pattern

ReportReport

-----Main IdeaMain Idea ---------------------------------------------------------------------------------------------------------------------------------------------------------------------

If readersIf readersare informedare informed

If readersIf readersare supportiveare supportive

If readersIf readersare eager toare eager to

have results firsthave results first

Page 5: Basics (Reports Writing 2)

Audience Analysis and Report Organization

ReportReport

----------------------------------------------------------------------------------------------------------------------------------------------------------------------Main Idea ----Main Idea ----

Indirect PatternIndirect Pattern

If readersIf readersneed to be need to be educatededucated

If readersIf readersneed to be need to be persuadedpersuaded

If readers may If readers may be hostile or be hostile or disappointeddisappointed

Page 6: Basics (Reports Writing 2)

Typical Business Reports

Periodic operating reports. To monitor and control production, sales, shipping, service, etc.

Situational reports. To describe one-time events, such as trips, conferences, and seminars.

Investigative/informational reports. To examine problems and supply facts – with little analysis.

Compliance reports. To respond to government agencies and laws, such as the Federal Employment Equity Act.

Justification/recommendation reports. To make recommendations to management and become tools to solve problems and make decisions.

Yardstick reports. To establish criteria and evaluate alternatives by measuring against the “yardstick” criteria.

Feasibility reports. To analyze problems and predict whether alternatives will be practical or advisable.

Proposals. To offer to solve problems, investigate ideas, or sell products and services.

Page 7: Basics (Reports Writing 2)

Determine the Report PurposeDetermine the Report Purpose

Conduct a preliminary investigation Gather facts to better understand the problem Consult many sources

State the problem in writing To serve as a record To allow others to review it To force the writer to get the problem clearly in mind

Page 8: Basics (Reports Writing 2)

State the problem in one of three ways.

State the problem in one of three ways.

Infinitive phrase: "To measure the effect of radio spot advertising on X company sales"

Question: "What are the effects on X company sales of radio spot advertising?"

Declarative statement: "Company X wants to know how a spot advertising campaign will affect its sales."

Page 9: Basics (Reports Writing 2)

Types of Factors

Determine the FactorsDetermine the Factors

Subtopics in informational and some analytical reports Hypotheses in problem-solving situations Bases in comparison reports

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State the Problem and FactorsUse the infinitive form with subtopics.Use the infinitive form with subtopics.

State the Problem and FactorsUse the infinitive form with subtopics.Use the infinitive form with subtopics.

A consumer research organization plans to test three leading low-priced automobiles in an effort to determine which one is the best buy as a family car for the typical American consumer.

Problem statementTo determine which of three economy cars is the best buy for the American Consumer

FactorsDurability Original and trade-in costsOperating costs RepairsComfort Safety

Page 11: Basics (Reports Writing 2)

State the Problem and FactorsUse the question form with subtopics.Use the question form with subtopics.

State the Problem and FactorsUse the question form with subtopics.Use the question form with subtopics.

A national chain of dress shops wants to learn what qualities to seek in hiring sales personnel.

Problem statementWhat qualities determine the successful salespeople for X Dress Shop?

FactorsEducationCultural BackgroundExperienceVital Statistics (age, height, weight, marital status, religion, etc.)Personal qualities (personality, character, etc.)

Page 12: Basics (Reports Writing 2)

State the Problem and FactorsUse the question form with subtopics.Use the question form with subtopics.

State the Problem and FactorsUse the question form with subtopics.Use the question form with subtopics.

A daily newspaper wants to know how well the various types of items in a typical issue are read.

Problem statementWhat is the readership of the types of items in a typical issue of X newspaper?

FactorsProbably such a study would involve an item-by-item survey. The items would be classified by types, which would be the factors of the problem.World news Local news SocietyEditorials Sports Comics

Page 13: Basics (Reports Writing 2)

State the Problem and FactorsUse the question form with hypotheses.Use the question form with hypotheses.

State the Problem and FactorsUse the question form with hypotheses.Use the question form with hypotheses.

You’ve been assigned the problem of determining why sales at the Moline store have declined. Problem statementWhy have sales declined at the Moline store?

FactorsActivities of the competition have cause the decline.Changes in the economy of the area have caused the decline.Merchandising deficiencies have caused the decline.Changes in the economic environment have caused the decline.

Page 14: Basics (Reports Writing 2)

State the Problem and FactorsUse the infinitive form with bases of comparison.Use the infinitive form with bases of comparison.

State the Problem and FactorsUse the infinitive form with bases of comparison.Use the infinitive form with bases of comparison.

A major soap manufacturer wishes to determine which of three cities would be best for a new factory.

Problem statementTo determine whether Y company’s new factory should be built in City A, City B, or City C.

FactorsAvailability of labor Nearness to marketsAbundance of raw material Power supplyTax structure Community attitudeTransportation facilities

Page 15: Basics (Reports Writing 2)

Gather InformationGather Information

Primary Observation Experiments Surveys

Telephone Mail/Email Web surveys Interviews (personal,

expert) Company records

(raw data)

Secondary Library Online Company records

(interpreted data)

Page 16: Basics (Reports Writing 2)

Attitudes and Practices Conducive to Sound Interpreting

Attitudes and Practices Conducive to Sound Interpreting

Maintain a judicial attitude. Consult with others. Test the interpretations.

1. Test of Experience“Is this conclusion logical in light of all I know?”

2. Negative Test Examine the opposite interpretation--build a case for it.

Page 17: Basics (Reports Writing 2)

Use of Statistical Tools in Interpretation

Use of Statistical Tools in Interpretation

Statistical tools enable writers to simplify data. Most readers can understand descriptive statistics. Writers should explain explicitly statistical techniques used.

Page 18: Basics (Reports Writing 2)

An organizational plan

Organize the InformationOrganize the Information

serves as a blueprint for the report insures order in the report provides headings for use in the report

Page 19: Basics (Reports Writing 2)

5 OrganizationalMethods

Of Structuring

Data

Component

Time

Convention

CriteriaImportance

Page 20: Basics (Reports Writing 2)

Organizational Methods Of Structuring Data

Organizational Methods Of Structuring Data

1) Time:

Establishing a chronology of events

Easy

Often mirrors the way data are collected

Examples

Monthly trip report

Sales rep’s trip

Minutes of meetings

Page 21: Basics (Reports Writing 2)

Organizational Methods Of Structuring Data

Organizational Methods Of Structuring Data

2) Component:

Organized by components such as location, geography, division, product or part

Works best when the classifications already exist

Examples

Expansion plan in different departments on an organization

Comparing profits among departments

Page 22: Basics (Reports Writing 2)

Organizational Methods Of Structuring Data

Organizational Methods Of Structuring Data

3) Importance:

Involves beginning with the most important item and proceeding to the least important or vice versa, keeping in mind the reader’s priorities & expectations

Involves a value judgment

Saves time of busy readers

Probability of retaining the information is high

Examples

Reasons of declination in the monthly sale

Reasons of poor performance of the team

Page 23: Basics (Reports Writing 2)

Organizational Methods Of Structuring Data

Organizational Methods Of Structuring Data

4)Criteria:

Single judgment criteria

Fair Evaluation

Helps reader in making comparison

Examples

Comparing different alternatives of expansion plan

Page 24: Basics (Reports Writing 2)

Organizational Methods Of Structuring Data

Organizational Methods Of Structuring Data

5) Convention:

Operational & recurring reports are structured according to convention and everybody understands that convention

Simplifies organizational task

Saves time & resources

Examples

Weekly or monthly update report

Order booking reports

Page 25: Basics (Reports Writing 2)

Steps in Organizing the Information Steps in Organizing the Information

Construct an outline for the report. Write it out to insure order in the report. Incorporate topics in text of headings. Use either the conventional or decimal division format.

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I. First-level headingA. Second-level headingB. Second-level heading

1. Third-level heading2. Third-level heading

a. Fourth-level(1) Fifth-level

(a) Sixth-levelII. First-level heading

A. Second-level headingB. Second-level headingEtc.

Conventional SystemConventional System

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1.0 First-level heading1.1 Second-level heading1.2. Second-level heading

1.2.1 Third-level heading1.2.2 Third-level heading

1.2.2.1Fourth-level2.0 First-level heading

2.1 Second-level heading2.2 Second-level heading

Etc.

Decimal SystemDecimal System

Page 28: Basics (Reports Writing 2)

Procedure for Constructing an Outline by Process of Division (1 of 3)

Procedure for Constructing an Outline by Process of Division (1 of 3)

Step 1

Divide the whole into comparable parts. This gives the Roman number parts of the outline. Usually an introduction begins the outline. Some combination of summary, conclusion, recommendation ends it.

I.Introduction

II.

III.

IV.

V.

Page 29: Basics (Reports Writing 2)

Procedure for Constructing an Outline by Process of Division (2 of 3)

Procedure for Constructing an Outline by Process of Division (2 of 3)

Step 2

Divide each roman section. This gives the A., B, C headings.

.

I.

II.

III.

IV.

V.

A

B

ABC

ABC

A

B

A

B

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Step 3

Then divide each A, B, C heading. this gives the 1, 2,3 headings

Continue dividing as long as it is practical to do so.

Procedure for Constructing an Outline by Process of Division (3 of 3)

Procedure for Constructing an Outline by Process of Division (3 of 3)

I.

II.

III.

IV.

V.

A

B

ABC

ABC

A

B

A

B

12

123

12

Page 31: Basics (Reports Writing 2)

General Bases for DivisionGeneral Bases for Division

Time Place Quantity Factor

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Organization by time

Organization of a Report on the History of Manufacturing in New York

Organization of a Report on the History of Manufacturing in New York

I. Introduction II. Before 1750III. 1750-1800IV. 1801-1850V. Etc.

Main Heading Possibilities Main Heading Possibilities (1 of 4)(1 of 4)

Page 33: Basics (Reports Writing 2)

Organization of a Report on the History of Manufacturing in New York

Organization of a Report on the History of Manufacturing in New York

I. IntroductionII. Northern regionIII. Eastern regionIV. Southern regionV. Etc.

Organization by place

Main Heading Possibilities Main Heading Possibilities (2 of 4)(2 of 4)

Page 34: Basics (Reports Writing 2)

Organization by quantity

I. IntroductionII. More than 500 employeesIII. 20-500 employeesIV. Less than 20 employeesV. Conclusion

Organization of a Report on the History of Manufacturing in New York

Organization of a Report on the History of Manufacturing in New York

Main Heading Possibilities Main Heading Possibilities (3 of 4)(3 of 4)

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Organization of a Report on the History of Manufacturing in New York

Organization of a Report on the History of Manufacturing in New York

I. Introduction II. TextilesIII. FoodsIV. FurnitureV. Etc.

Organization by factors

Main Heading Possibilities Main Heading Possibilities (4 of 4)(4 of 4)

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Combination Division FormsFirst division by time; second division by timeFirst division by time; second division by time

Combination Division FormsFirst division by time; second division by timeFirst division by time; second division by time

I. IntroductionII. Before 1750

A. 1630-1680B. 1681-1710C. 1711-1750

III. 1751-1800A. 1751-1780B. 1781-1800

IV. Etc.

Page 37: Basics (Reports Writing 2)

Combination Division FormsFirst division by time; second division by placeFirst division by time; second division by place

Combination Division FormsFirst division by time; second division by placeFirst division by time; second division by place

I. Introduction II. Before 1750

A. Northern region

B. Eastern regionC. Southern

regionD. Western

regionIII. 1751-1800 A. Northern

region B. Etc.

Page 38: Basics (Reports Writing 2)

Combination Division FormsFirst division by time; second division by factor

Combination Division FormsFirst division by time; second division by factor

I. IntroductionII. Before 1750

A. FoodB. ChemicalsC. TextilesD. Etc.

III. 1751-1800A. FoodB. ChemicalsC. Etc.

IV. Etc.

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Topic or Talking Headings? (1 of 2)Topic or Talking Headings? (1 of 2)

Topic headings identify. I. Population

A. HoustonB. SpringfieldC. San Diego

II. IncomeA. HoustonB. SpringfieldC. San Diego

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Topic or Talking Headings? (2 of 2)Topic or Talking Headings? (2 of 2)

Talking headings identify and indicate what is said about that division.

I. Growing population signals market growthA. Houston leads the nationB. Springfield has steadiest increaseC. San Diego maintains status quo

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Wording of HeadingsWording of Headings

Parallel Construction Conciseness in Wording Variety of Expression

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Parallelism in Construction of Headings

Parallelism in Construction of Headings

Noun Phrase “High Rate of Sales in District III

Sentence “District II Sales Rank Second”

Decapitated Sentence “District I at Bottom”

Equal level headings should be in the same grammatical format whether noun phrase, sentence, or decapitated sentence.

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Point out any violations of grammatical parallelism in the following subheads of

major division of a report.

Point out any violations of grammatical parallelism in the following subheads of

major division of a report.I. Sporting Good Shows Market IncreaseII. Modest Increase in Hardware VolumeIII. Automotive Parts Remains UnchangedIV. Plumbing Supplies Records Slight Decline.

Page 44: Basics (Reports Writing 2)

Point out any violations of grammatical parallelism in the following subheads of

major division of a report.

Point out any violations of grammatical parallelism in the following subheads of

major division of a report.

A. Predominance of Cotton Farming in Southern RegionB. Livestock Paces Farm Income in the Western RegionC. Wheat Crop Dominant in the Northern RegionD. Truck Farming Leads in Central and Eastern Regions

Page 45: Basics (Reports Writing 2)

Conciseness in WordingConciseness in Wording

Not this:Personal appearance enhancement is the most desirable benefit of lasik surgery that patients report.

But this:Personal appearance most desirable benefit.

Headings should be the shortest possible word arrangement.

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Variety of ExpressionVariety of Expression

Not this:A. Illinois Computer SalesB. New York Computer SalesC. Washington Computer Sales

But this:A. Illinois Ranks First in Industry SalesB. New York Maintains Second PositionC. Washington Posts Third Slot

Replace monotonous repetitions of words in topic headings with a variety of words.

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Write the ReportWrite the Report

Be objective. Believability Impersonal vs. Personal Writing

Maintain a consistent time viewpoint. Use smooth transitions. Maintain interest.

Page 48: Basics (Reports Writing 2)

Write the ReportWrite the Report

Be objective. Believability Impersonal vs. Personal Writing

Maintain a consistent time viewpoint. Use smooth transitions. Maintain interest.

Page 49: Basics (Reports Writing 2)

IntroductionIntroduction

Tells the purpose of the report

Describes the significance of the topic

Preview main points

Order

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Headings Headings

Highlight major ideas

Give big picture

Functional Headings Background, Administration, Quality Control etc.

Talking Headings Campus parking problem, Job assessment issues etc

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Headings Headings Use appropriate heading levels

Capitalize and underline carefully

Include at least one heading per page

Keep heading short but clear

Do not repeat word or heading

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TransitionsTransitions

Transitional Expression like additionally, furthermore, on the contrary etc

Show relationship

Reveal logical flow

Requires appropriate usage

Page 53: Basics (Reports Writing 2)

Illustrating With GraphicsIllustrating With GraphicsWhy Graphics?

Easy to understand

Easy to remember

Make numerical data meaningful

Simplify complex idea

Provide summarized information

Visual interest

Protects audience from getting bored

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Three important functions of Graphics

Three important functions of Graphics

Clarify data

Condense and simplify data

Emphasize data

Page 55: Basics (Reports Writing 2)

A DilemmaA Dilemma

Same data can be shown in many different forms, Like: A table A graph – Bar Chart, Pie Chart, Line Chart etc. A mach between appropriate graphic and your objective Decide what data are significant and to be highlighted Who is your audience?

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Forms of GraphicsForms of GraphicsTable

To show exact figures and values

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Forms of GraphicsForms of GraphicsBar Chart

To compare one item with other

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Forms of GraphicsForms of Graphics

Line Chart To Demonstrate changes over time

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Forms of GraphicsForms of GraphicsPie Chart

To visualize a whole unit and the proportions of its components

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Forms of GraphicsForms of Graphics Flow Chart

To display a process or procedure

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Forms of GraphicsForms of Graphics

Organization Chart

To define a hierarchy of elements

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Forms of GraphicsForms of GraphicsPhotograph & Map

To create authenticity or to spotlight a location

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Incorporating Graphics in Reports

Incorporating Graphics in Reports

Evaluate the Audience

Nature of report internal or external

Evaluate reader, content and schedule

For internal report 5-6 graphs

For external report can be more

Page 64: Basics (Reports Writing 2)

Incorporating Graphics in Reports

Incorporating Graphics in Reports

Be Accurate and Ethical

Ensure accuracy of figures

Graphs must not be misleading

Use appropriate scaling

Use references in case of external visuals

Page 65: Basics (Reports Writing 2)

Introduce Graphic meaningfully

Place the graphic close to the discussion point

Use proper reference to every graphics

Draw the concentration towards the conclusion you derived

Interpret them for readers

Incorporating Graphics in Reports

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ConclusionConclusion

Page 67: Basics (Reports Writing 2)

Conclusion of a ReportConclusion of a Report

Most widely read portion of a report which summarizes & explains the findings in a report. Heart of a report which shows goals, background & frame of reference, all should support the conclusion you make.

Audience of a report wants:

How the data in related to the problem being studied?

What do the findings mean in terms of solving the original report problem?

Page 68: Basics (Reports Writing 2)

Conclusion of a Report - Functions

Conclusion of a Report - Functions

Interpret & summarize the findings Don’t manipulate the findings to achieve preconceived purpose

Always try to be objective & bias free Consistent evaluation criteria (same criteria for evaluation…)

Relate the conclusion to the report problem

Page 69: Basics (Reports Writing 2)

RecommendationRecommendation

Page 70: Basics (Reports Writing 2)

RecommendationRecommendation

Conclusions explain what the problem is, while the recommendations tell how to solve it.

Readers prefer specific & practical recommendations agreeable to them. How a suggestion can be implemented

Authorization is required for specification What are you required to do and what does the reader expect?

Avoid using conditional words such as maybe & perhaps………..

Page 71: Basics (Reports Writing 2)

RecommendationRecommendation Try to present the recommendation as a command

Shows your command on the subject

When possible, arrange the recommendation in an announced order, such as important to least important

Can combine the recommendations & conclusions

May omit the conclusion in short reports