Post on 25-Dec-2015
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ENG101B
Report writing
Structure and format
ENG101B
Report writing
Structure and format
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Steps in writing a good reportSteps in writing a good report
1. Determine the purpose of the report2. Draft title and outline3. Research4. Organise facts into sections5. Give sections headings and subheadings6. Draft findings7. Draft conclusions based on findings8. Draft recommendations based on conclusions9. Draft introduction
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Parts of aParts of a Formal Report Formal ReportParts of aParts of a Formal Report Formal Report
•Title page•Letter/Memo of Transmittal•Table of Contents•Executive Summary•Introduction•Body•Conclusions•Recommendations•Appendices•References
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Determining the purposeDetermining the purpose
Define the purposeLimit the scopeDetermine the significanceSet the limitations
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Researching Secondary DataResearching Secondary Data
Electronic Databases
Magazines, newspapers, and journal articles, newsletters, business reports, company profiles, government data, reviews, and directories
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Researching Secondary DataResearching Secondary Data
The Web
Product data, mission statements, staff directories, press releases, current company news, government information, article reprints, scientific reports, and employment information
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Internet Search Tips and TechniquesInternet Search Tips and Techniques
Use two or three search tools. Understand case sensitivity in keyword searches. Understand Boolean searching.
http://llc.georgebrown.ca/llc/documents/boolean.html
Be specific. Omit articles and prepositions.
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Internet Search Tips and TechniquesInternet Search Tips and Techniques
Use wild cards (e.g., cent** will retrieve center and centre).
Know your search tool; use FAQs and "How to Search" sections.
Bookmark the best.Be persistent.
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Generating Primary DataGenerating Primary Data
SurveysInterviews
Locate an expert. Prepare for the interview. Make question objective and friendly. Watch the time End graciously.
Observation and Experimentation
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Documenting Data and PlagiarismDocumenting Data and Plagiarism
Plagiarism is the act of not documenting your sources, of taking another person’s ideas or published words and not acknowledging that fact.
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Documenting Data and PlagiarismDocumenting Data and Plagiarism
In a business report, documenting serves three purposes:
1. Strengthens your argument.
2. Protects you.
3. Instructs the reader.
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Parts of aParts of a Formal Report Formal ReportParts of aParts of a Formal Report Formal Report
•Title page•Letter/Memo of Transmittal•Table of Contents•Executive Summary•Introduction•Body•Conclusions•Recommendations•Appendices•References
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Title pageTitle page
Title of reportRecipientAuthorDate
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Letter/Memo of TransmittalLetter/Memo of Transmittal
TransmittalAuthorisationPurposeHighlights of reportBrief commentGoodwill statement
Always written in personal style (you, I, we)
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Table of ContentsTable of Contents
Balanced number of subsectionsPage numbering
Starts at the report, not the title page Small Roman numbers for prefatory parts Arabic numbers for the report Uses spaced periods to join each part with its
page numberHeadings and subheadings
Decimal system Same part of speech for items in the same level
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Executive SummaryExecutive Summary
Sometimes also called an abstractSummarises purpose, scope, the
research, findings, conclusions, and recommendations
Uses the impersonal tone
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IntroductionIntroduction
Defines the purpose and the scope of the report Terms of reference Background information Organisation of the report Definition of special terms
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BodyBody
Procedures How the data was collected, e.g. looking at
documents, visiting offices, interviewing, questionnaires, observation, etc.
Past tense
Findings Results of the investigation Past tense
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Illustrating Report DataIllustrating Report Data
Reasons for using visual aidsTo clarify data
To summarize important ideas
To emphasize facts and provide focus
To add visual interest
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Illustrating Report DataIllustrating Report Data
Most common types of visuals aidsTables
Charts
Graphs
Photographs, maps, illustrations
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Matching Visual Aids With ObjectivesMatching Visual Aids With Objectives
TableTo show exact figures and values
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Matching Visual Aids With ObjectivesMatching Visual Aids With Objectives
Bar ChartTo compare one item with others
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Matching Visual Aids With ObjectivesMatching Visual Aids With Objectives
Line ChartTo demonstrate changes in quantitative data over time
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Matching Visual Aids With ObjectivesMatching Visual Aids With Objectives
Pie ChartTo visualize a whole unit and the proportions of its components
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Matching Visual Aids With ObjectivesMatching Visual Aids With Objectives
Flow ChartTo display a process or procedure
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Matching Visual Aids With ObjectivesMatching Visual Aids With Objectives
Organization ChartTo define a hierarchy of elements or a set of relationships
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Matching Visual Aids With ObjectivesMatching Visual Aids With Objectives
Map, Photograph, or IllustrationTo achieve authenticity, to spotlight a location, or to show an item in use
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Tips for Effective Use of Visual AidsTips for Effective Use of Visual Aids
Clearly identify the contents of the visual aid with a meaningful title and appropriate labels.
Refer the reader to the visual aid by discussing it in the text and mentioning its location and figure number.
Locate the visual aid close to its reference in the text.
Strive for vertical placement of visual aids.
Give credit to the source if appropriate.
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Organizing Report DataOrganizing Report Data
• Chronological sequence (historical data)
• Geographical or spatial arrangement (e.g., East, West, South, North, etc.)
• Topical or functional arrangement (e.g., duties of CEO, duties of general manager, etc.)
• Component or criteria arrangement (e.g., comparing two or more solution—two cities on a call centre short list)
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ConclusionsConclusions
Derived directly from the findingsNo personal opinions involvedPresent tense
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RecommendationsRecommendations
Your personal opinions based on the conclusions, which in turn comes from the findings
Findings → Conclusions → Recommendations
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AppendicesAppendices
Tables, graphs, correspondences, maps, charts, diagrams, copy of questionnaires, surveys, interview transcripts
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ReferencesReferences
List of all the books, journals, websites, databases you consulted
MLA or APA style
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Overall organisation strategyOverall organisation strategy
• Deductive strategy (main ideas first)• Inductive strategy (facts and discussion first)
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Presenting the Final ReportPresenting the Final Report
Prefatory Parts Title fly Title page Letter or memo or e-mail of authorization Letter or memo of transmittal Table of contents Executive summary or abstract
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Presenting the Final ReportPresenting the Final Report
Body of report Introduction or background Discussion of findings Conclusions Recommendations
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Presenting the Final ReportPresenting the Final Report
Supplementary parts of a formal report Appendices References
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Reference:
Guffey, Mary Ellen. Essentials of business communication. Mason, Ohio : South-Western, 2004.