overview report speech writing

8/3/2019 Overview Report Speech Writing

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AN OVERVIEW OF REPORTAND

SPEECH WRITING


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Learning ObjectivesAt the end of the presentation, participantswould be able to

determine the purpose of reports andspeeches in organisational process

decide information requirements for writingreports and speeches

discuss at least five qualities of a good reportand speech


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use report as effective tool for carrying

people along, participation and good

governancedevelop core competencies in report and

speech writing

Learning Objectives


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Reports and speeches are utilised by top level

officers and chief executives for various reasons

They can have significant effects on corporategovernance and leadership.

Inaccurate reports and poor speeches distort

history and records and misdirect action

Managers and professionals have to develop the

capability to write reports and speeches effectively

Introduction


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Organisations and Reports Organisations need report for the good

conduct of their business

Reports form the basis of providing information

on activities and operations

Reports enable organisations obtain a clearerview of the environment

They also form the basis of communicatingwith customers and critical stakeholders

As operations expand, the need to report onactivities becomes even more pertinent


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Organisations and Speech

Making Speech making is also a vehicle for

communication

Managers make speeches in social and

business events Speech making forms the basis of providing

strategic and policy direction

They can be used for constructive

engagement and for developing enduringrelationships

They form major activities in social and formalevents in organisations


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Government is in many respect like businessorganisations.

Top government functionaries have to

constantly interact with people within andoutside

The complex nature of government businessand wide spread activities underscore the need

for effective coordinationGovernment has to reach out to a largenumber of people, groups and institutionsspanning a large geographical areas.

Government: Reports and

Speeches


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Reports help to bring people together andhelp to integrate and coordinate people andactivities.

Reports and speeches serve as valuabletools for information, coordination, synergyand decision making.

Government: Report and

Speech Writing


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What is a Report?An oral or written account of an eventAn account of event which is provided for

information, record and which serves asguide to actions

A document which provides an account ofsomething witnessed or examined

A statement of work carried or investigationcarried out, together with conclusions arrivedat as a result of the investigation


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A written statement of the facts of a situation,project, processes or tests;

Reports show how these facts were ascertained;

their significance; the conclusions that are drawnfrom them; and the recommendations made(Michell, 1974).

A document in which a given problem is examined

for the purpose of conveying information, reportingfindings, putting forward ideas and sometimesmaking recommendations as the basis of furtheractions

What is a Report?


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Purpose Of Report1. They serve as tools of communication,

information and education.

2. Reports cover a wide range of organizationalactivities and serve as an aid to memory

3. They give information on investigations carriedout, on findings and are useful for makingappropriate recommendations

4. They provide information and records onorganisational operations and challenges andserve as aid to decisions.


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Purpose of Report5. Reports help officers draw on individual andcollective experience and enhanceorganisational learning

6. They help planning, budgeting and provideinformation for quality decisions

7. They are needed to manage projects, tomonitor and evaluate projects for the

attainment of project goals8. Negotiation with workers, contractors and

suppliers, etc draws on good reports


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Purpose of Report9. They help policy makers formulate and

implement people and issue-oriented

policies

10. Organisations are in better position to

respond to challenges in the environment

and effectively manage resources when

there are good reports.


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Types of ReportsOperational reports

Marketing reports

Human resource reports

Financial matters

Administrative,

Project reports, and

Special reports


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Operational ReportsActivity reports

Weekly, monthly, quarterly and yearly reports

Progress made State of facilities

Key challenges


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Marketing ReportSales report (weekly, monthly, quarterly,

etc report)

Field sales reportReport on market surveys

Report on research


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Human Resources Report Employment report

Performance appraisal report Promotion, interview report

Training report

Special investigation


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Administrative ReportReport on facilities, properties

Reports on projects Stock report

Maintenance report

Special investigation


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Financial ReportIncome and expenditures.

Main sources of income, revenue.

Expenditures: personnel cost; overheads;Expenditures: capital expenditure; project

expenses

Remittances.

Report on financial assets and liabilities


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Project ReportProject Feasibility

Monitoring and evaluation

Progress, operational report


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Investigation

Research

Statistical

Visitation

Medical

Media(news, features, sports, etc)

Special Purpose Reports


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A speech may be oral or in written form ofcommunication.

It is a formal talk or presentation made to ameeting or an audience at specific event oroccasion

Those who hold key positions in organisations,community or government are often called uponto make speeches in written form.

Speech: What is it?


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1. A speech may be used to express opinion orpresent facts on a subject

2. It may be used to persuade people to act inspecific ways.

3. In meetings or social gatherings, speech makingforms the basis of welcoming members, declaringevents open and conducting the event.

4. Communities use speeches to express needs,make requests to community elites, political officeholders, organisations and to government

Speech as Medium of

Communication


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5. Speeches form the basis for mobilising peoplefor specific action, enlisting participation andeffecting attitude change, etc

6. In conflict situations, speech can form the basiscalming people or steering them to action

7. Speeches are made in public, enter intopermanent records, reflect the character orquality of the presenter or his organisation andneed careful handling

Speech as Mediumof Communication


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8. Great leaders make speeches that form partof governance, their philosophies and valueorientation

Remember the speech by Mark Anthony: Icame to bury Caesar, not to praise him inJulius Caesar (Shakespeare)

Remember the speech by Martin Luther King

(Jr) - I have a dream that the Americanpeople will not be judged by their colour butby the content of their character

Speech as Mediumof Communication


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Welcome address

Keynote address

Public enlightenment

Lectures

Persuading, selling an idea or product

Requests, appeals for support or change of

policy Presenting a candidate

Stewardship (report on events)

Evaluation (of a project); etc

Speech Making Situations


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Writing the Report

and Speech1. ClarifyTerms of reference (for report)

Target dates for interim and final report

Date for the speech

Background information

Scope of investigation needed


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2. Clarify ObjectivesWhat is expected by the leadership/management?

Who constitute the readership/audience forthe report or speech?

What do the expected audience know

already?What do readers of the report or audiencefor the speech expect?

Writing the

Report/Speech


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3. Obtain and Analyse InformationDetermine possible sources of information

Collect information from records and fromother sources;

Obtain information from observation,

interviews and questionnaires;

Ensure that data gathering and analysis

are objectively carried out.

Writing TheReport/Speech


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4. Insist On Accuracy, Completeness andRelevanceInformation has to be factual and accurate

False information creates credibility gapInformation also has to be complete,relevant and timely

Accurate and complete information demandeffort, cross-checking and skills

Information that cannot be verified shouldbe discarded

Writing theReport/Speech


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5. Pay Attention to LanguageReports and speeches are not a show case oflanguage ability

They are however the mirror of the mind-set andpersonality of the writer

Reports and speeches have to be written insimple and clear language and good grammar

Faulty expressions can distort report/speech andintended meaning



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6.Pay Attention to Proof-readingAn otherwise good speech or report may be

undermined by poor proof-readingPressure of work often undermines careful

preparation and proof-reading of reports and

speeches



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Style of Writing

1. Use short sentences and paragraphs

2. Use relevant sub-headings to help readerfollow report

3. Give your report a logical flow

4. Use active rather than passive voice

5. Most reports are prepared in the third person

6. Use simple words and phrases rather thancomplex ones


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7. Avoid vague and ambiguous expressions

8. Avoid words and phrases that do not provideadditional meanings

9. Write to suit your readers background andexperience

10. Keep it (report) short and simple as much aspossible (KISS)

11. Ensure careful preparation and proof readingof report

Style of Writing


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12. The acid test of communication

effectiveness is: clarity, simplicity,

conciseness and completeness

13. Ensure that conclusion and

recommendations derive appropriately from

the facts in the report.

Style of Writing


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Quality of Report

Achieve the purpose for which it is prepared

Gives complete and accurate information

Written in clear language and style

Logical presentation (good flow ofinformation)

Good analysis

Helps decision makingConforms to specific standard

Facilitate dissemination of information


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Structure of Reports

i. Title Page

ii. Content

iii. Synopsis or Summary

1. Introduction

2. Methodology

3. Data Presentations, Analysis

4. Findings5. Conclusion and Recommendations

Appendices


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ConclusionThe report constitutes a very important

source of information and may be used as a

reference document.

It is absolutely necessary for reports to

contain nothing but facts.

Poor presentation of facts and discussion

can make the report unwieldy andmisleading.


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It is essential to present facts and analysis in

a logical manner to ensure ease of reading

and the use of the report.

Report writing is an important element ofcommunication and should be given theseriousness it deserves.

Conclusion


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The End,Thank You

AndGod Bless You All


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Discussion Questions

1. What are the main objectives of reportwriting in government?

2. What roles do reports and speechesplay in public administration

3. What are the qualities of a good report?

4. What are the qualities of a goodspeech?

5. What processes are involved in reportand speech writing?

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