writing effective reports
TRANSCRIPT
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Learning Objectives
At the end of this lesson you will be able to:
understand the principles for writing
introductions, conclusions and executivesummaries;
recognize techniques to organize andexplain your information;
understand techniques for writing clear andconcise sentences; and
understand how to effectively edit yourdocuments.
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Introduction
The structure and language of your report should engage yourreaders– easily and convincingly.
But how do you choose the most appropriateway to organize your information?
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Writing the introduction, conclusion and summary
Every report needs an effective introduction and conclusion.
Introduction
Main body
Conclusion
Executive summary
But what information should it contain, andhow much?
The same is true of executivesummaries, with the additional question:
Do I need one at all?
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Main body
Conclusion
Executive summary
Writing the introduction, conclusion and summary
Introduction
What are most important events that
have led to the writing of this report?
The introduction is like a “business card”.It is your first – and best – chance toengage your audience.
The main question to ask is:
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Writing the introduction, conclusion and summary
A good introduction leads the reader fromgeneral knowledge into details.
It should also do at least three specific thingsfor the reader:
Create a context shared by the readerand the writer
Clearly establish the purpose of the report
Describe the organization of the report
1
2
3
Main body
Conclusion
Executive summary
Introduction
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Main body
Conclusion
Executive summary
Writing the introduction, conclusion and summary
Introduction
The conclusion gives you one last chance tomove your reader in the direction you choose.
Create a sense of ending
Techniques for effective conclusions:
Recommend actions
Repeat the major points
Summarize the entire document
Re-emphasize the importance of the topic
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Main body
Conclusion
Executive summary
Writing the introduction, conclusion and summary
Introduction
An executive summary is a brief descriptionof a report’s most relevant contents.
The executive summary should include what you want the reader to remember.
If your report is
well written and organized, you will:
review what you’ve written,extract the most essential ideas, andinclude them into the summary.
i d S i f i
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An executive summary must answer the questions that decisionsmakers will look for on the report. Therefore, keep this list in mind:
Writing the introduction, conclusion and summary
What is the problem?
What does it need to be solved?
How should it be solved?
What are the benefits of solving it in this way?
Executive Summary
R ti F d S it I f ti
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Organization and explanation techniques
There are three common schemes (or sequences) that can help you:
How to organize and explain your information?
The inductive sequence begins with specificdetails and uses them to build up to a general
conclusion or recommendation.
The deductive pattern is the opposite of theinductive pattern.
The space/time pattern arranges informationaccording to the sequence in which you or yourreaders might encounter it in the real world.
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Organization and explanation techniques
Within the organizing schemes, there are essentially six techniquesfor explaining your information:
Example
Analogy
Definition
Categorization
Comparison and contrast
Cause and effect
An example makes a general idea concrete,by giving one or more specific instances.
An analogy is a type of example, which
compares one thing to another.
A definition uniquely identifies something.
Categorization is taking information anddividing it into distinct parts.
Comparison and contrast illustrates thesimilarities and differences, respectively.
Cause and effect explains why somethinghappened.
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Writing clear and concise sentences
Your writing style needs to be:
clear,explicit, andto move along quickly and logically.
A high level of readability can bereached by incorporating:
clarity,
economy andstraightforwardness into your writing.
(especially at the sentence level)
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To “measure” readability, ask yourself the following questions:
Will my reader be able to understand what I have juststated by reading the sentence quickly?
Will my reader be able to understand what I have just
stated without having to go back and re-read parts of it?
Will my reader run out of breath in the middle of thesentence?
Have I used a big word when a little word will suffice?
Is there more than one idea in my sentence?
Are there any words (particularly adjectives andadverbs) that I can remove?
Writing clear and concise sentences
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Writing clear and concise sentences
Example of a sentence:
The same sentence improved:
“The area of communication that the focal points are interested inlearning more about is along the line of technical reports used in
agriculture and government.”
“The focal points would like to learn more about technical
reports used in agriculture and government.”
Please look at the annex “Writing readable sentences” to learn about important techniquesfor improved readability.
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Editing your documents
Once you have completed a draft of your report, you will need toreview it carefully.
Here are some of the elements to pay attention to:
Spelling Repetition of information
Punctuation Dense, heavy sentences
Sequencing of paragraphs/ideas Clarity of the message
Missing information Politically sensitive issues
Format Paragraph coherenceUnnecessary information Unnecessary word repetition
Logical sequence of sentences Grammatical mistakes
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Editing your documents
An optimal editing process has three stages:
Conceptual/structural stage
Linguistic stage
Proofreading/format stage
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Editing your documents
In this first stage you are simply reading quickly the document.
You should only be focusing on the following elements from theprevious chart:
Conceptual/structural stage
Clarity of message
Sequencing of paragraphs/ideas
Missing information
Unnecessary information
Repetition of information
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Editing your documents
The linguistic editing is the time-consuming stage, since you arecarefully reading the document, word by word, and asking yourself,
“Do I like the way that I have expressed this idea?”
You will be focusing on the following elements from the chart:
Linguistic stage
Dense, heavy sentences
Clarity of the messagePolitically sensitive issuesUnnecessary word fodder and repetitionLogical sequence of sentences
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Editing your documents
Proofreading is simply checking for mistakes. You will be focusingon the following elements from the chart:
SpellingPunctuationGrammar
Proofreading/format stage
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Summary
A good introduction should clearly establish the purpose of the reportand forecast the organization of the report.
Techniques for providing effective conclusions are: recommendingactions, repeating the major points, summarizing the entire document,re-emphasizing the importance of the topic.
You will use inductive, deductive and/or space/time schemes to organizeyour information and various techniques for explaining your information.
Incorporating clarity into your writing, especially at the sentence level,can help you establish a high level of readability.
An optimal editing process has three stages: conceptual/structuralstage, linguistic stage and proofreading/format stage.