Transcript Writing Reports: Identify these stages

Writing Reports: Identify
these stages
I) Obtaining a clear
specification
II) Research & preparation
III) Report writing
Writing Reports: Identify
these stages
I)
Obtain a clear
specification:
Establish which items
really need to be included
to meet the needs of the
audience.
Before putting pen to paper
answer the questions:
A) Audience:
 Spend time to research & reflect
on your “target” audience.
Ex/ Similar background?
Existing experience level?
Technical language?
Positive, negative or neutral
views?
B) Purpose:
 Consider
WHY you are
drafting the report =>
Primary purpose +
Secondary items
 Use these purposes to inform
decisions on the kinds of
language used in the report.
C) The Context in which
the Report will be read:
Consider the wider setting in
which your report is being
prepared.
Ex/ Urgent deadline for delivery?
Routine publication?
Designed to work with other
communication channels?

D)Sources:







Where are the sources of secondary data?
Available in an electronic format?
Interview => Willing to grant you a
meeting?
Source material; Commercially & politically
sensitive?
Any copyright regulations?
Ethical issues about use of the information?
Quality of each resource (credibility,
accuracy)?
II) Researching & Organizing
the source material
Write the topics to be covered
 Begin to identify the most
important sources for the topics
 Formulate your report
 May ask a research question?
=> associate it with the body of
evidence.

III) Report Writing:



Activity of writing: Source of learning
Different cultures show distinctive
preferences
The guidance that will be presented
is influenced by British conventions
for structuring & presenting material.
Organizing the source
material:

Draft an initial outline structure:



Identify the main and sub-sections
Consider the order in which each topic
should be placed.
Getting a report in order- Alternative
sequences:
• Importance
• Urgency
• Date/Chronology
• Simple to complex
• Global to specific
Structuring Academic
Dissertations & Business Reports
Business reports have a
narrower focus
 Dissertation always includes a
discussion of the wider
implications of the findings.
 Business reports have a shorterterm and more managerial
focus.

Academic Dissertations
Title Page
Abstract
Contents page
Introduction
Literature review
Research methods
Findings
Discussion
Conclusions
Recommendations
References
Appendices
Business Reports
Title Page
Executive Summary
Contents Page
Introduction
Findings
Conclusions
Recommendations
Title Page:
Clear, concise & unambiguous
Ex/Short “main” title, followed
by a colon & more explanatory
sub-title (Project Equinox:
Progress Report for the period
2005-07)
 Author’s Name
 Date of Publication

Abstract
Allow the reader to make a rapid
assessment of whether the
report is relevant to their needs
 Emphasize the key
recommendations of the report
 Brief explanations about the aim
of writing the report, research
techniques, results & conclusion.

Contents Page
Provides an overview of the report
 Section numbers and headings, with
their respective page numbers
 Keep headings short
 Use consistent use of typography:
sample hierarchy of headings
Ex/ Chapter Title: 20 pt, bold
Main Headings: 12 pt, bold, upper
case
Sub-Headings: 12 pt, bold, lower
case

Introduction
Welcoming to the new arrival
 Contain a “chapter summary”;
outlining how the topic is to be
tackled in the following
chapters; but brief
 May include:

• State the reasons for writing the
report
• Establish its importance
Literature Review





Review the critical points of current
knowledge and on a particular topic.
A logical flow of ideas;
Current and relevant references with
consistent, appropriate referencing
style;
Unbiased & comprehensive view of
the previous research on the topic.
Describe, summarize, evaluate,
clarify and/or integrate the content
of primary reports
Research Methods
Qualitative
 Quantitative

Findings
Discussion
Conclusion
Key arguments and/or findings
of the report
 SHOULD relate back to the
original objectives of the report
 Provides the author with a
useful check that everything has
been addressed

Recommendations
Sometimes combined with
conclusion.
 Flow logically from the points
made in the conclusion
 Recommend further research,
based on the findings of the
report.

References
For an article:
Cheung, C. and Chan, C. (2000), “Learning to
Work Safely with Reference to a Social-Cognitive
Model”, Social Behavior and Personality, 28 (3),
293-308.
For a book:
Armstrong, G. and Kotler, D. (2003), “MarketingAn Introduction”, New Jersey: Prentice Hall.
Appendices
Detailed data
 Analytical material

Make the structure visible:
Graphical items; charts &
photographs help to identify the
main subject areas
Variable Data & Writing Style
No spelling & grammar mistakes
 General: 12 pt, TNR, single line
spacing
 The authors should agree on
grammatical & stylistic issues:
Decide on using present or past
tense and active or passive
voice!
