01 Academic Report Writing 2011
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Transcript of 01 Academic Report Writing 2011
1
ADVANCED ENGLISH FOR ACADEMIC
COMMUNICATIONUHB 2422
ADVANCED ENGLISH FOR ACADEMIC
COMMUNICATIONUHB 2422
Instructor:Mr Norhaizal Ramley
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LET’S GET
STARTED!
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COURSEWORK MARKS
• Proposal Presentation (Group) (5%)
• Research Instrument (Group) (5%)
• 2 Drafts of Report (Group) x 10% (20%)
• 1 Consultation (Individual) (10%)
• Quiz (10%)• Final Report (Group)
(10%)• Oral Presentation (Individual)
(10%)• Final Exam
(30%)• TOTAL
(100%)
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1ST WEEKEND1st session
• Introduction• Research
planning• Research
proposal• Data collection
2nd session• Proposal Presentation
• Consultation 1 (Research instrument)
• Data processing• Data presentation• Writing Research
Report (First 3 chapters)
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BEFORE 2ND WEEKEND
COLLECTION OF DATA Components:• Introduction
• Literature Review• Methodology
Submission of 1st draft via e-mail
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2nd WEEKEND3rd session
• Consultation 2 (Return 1st
draft – First 3 chapters)
• Report writing (Final 2
chapters)
4th session• Consultation 3 (Check 1st draft –
Final 2 chapters)• Oral Presentation &
Listening
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3RD WEEKEND
5TH session• Students’ Oral Presentations• Submission of Final Report• Discussion on Sample Exam Paper
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NOW GET INTO YOUR
GROUP!
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INTRODUCTION
What is research report writing?
Emotional VS.
Factual
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HOW DO I CONDUCT A RESEARCH?
Follow these5 steps!
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HOW DO I CONDUCT A RESEARCH?
1. Identify the Issue or Problem• What do I want to know?• Who are involved?• Where?• Why?
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HOW DO I CONDUCT A RESEARCH?
2. Determine the Purpose• What exactly do I want to do here?• What is my statement of purpose?• To evaluate? To investigate? • To compare? To describe?
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HOW DO I CONDUCT A RESEARCH?
3. Draw a Plan or a Strategy• Who, where and what are going to
be involved in the research?• How do I collect the data?• What are the deadlines?
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HOW DO I CONDUCT A RESEARCH?
4. Search and Collect the Data• Do I need primary data?• Do I need secondary data?• What are the instruments to be
used to collect the data?
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HOW DO I CONDUCT A RESEARCH?
5. Analyze Data• How do I process, record, analyze
and interpret the data?• How do I make connections among
the data?• How do I draw conclusions from
the data?
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So what is the problem?
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RESEARCH PROPOSAL
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WHAT IS A RESEARCH PROPOSAL?
A Plan of Action
Why?• To seek funding
• To seek commitment
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2 TYPES OF PROPOSAL
INTERNAL VS.
EXTERNAL
SOLICITED VS.
UNSOLICITED
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10 COMPONENTS OF A PROPOSAL
1.Title2.Background
Information3.Statement of Problem4.Research Objectives5.Research Questions
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10 COMPONENTS OF A PROPOSAL
(Cont’d) 6. Significance of the
Study7. Scope8. Methodology9. Work Schedule10. Call to Action
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DATA COLLECTION
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WHAT IS DATA COLLECTION?
• A process of collecting data (primary & secondary) from different sources
• PRIMARY DATA – obtained through questionnaires, interviews, observations & experiments
• SECONDARY DATA – obtained through reading others’ works
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COLLECTING SECONDARY DATA
• Conducted at the beginning of a research to get a better picture of what you are going to investigate
• Gathered from various written resources (offline/online)
• Used in various sections of research report esp. Literature Review
• Must be properly cited
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COLLECTING PRIMARY DATA
FOUR INSTRUMENTS:
1.QUESTIONNAIRES2.INTERVIEW3.OBSERVATION 4.EXPERIMENTS
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1.QUESTIONNAIRES
• A systematic compilation of questions distributed to respondents from which information is needed
• Administered through survey, mail, telephone & internet
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2 TYPES OF QUESTIONS
1. Open-ended Questions
2. Close-ended QuestionsYes/No Scale
Listing/ChoiceRanking
Category
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2.INTERVIEW• A two-communication which
permits an exchange of ideas and information
• 3 types of interviews: 1. Structured 2. Semi-structured 3. Unstructured
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3.OBSERVATION
• To get firsthand information • To strengthen existing data
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4.EXPERIMENTS
• To test various techniques, assumptions or products (esp. in engineering & agriculture)
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SAMPLING & POPULATION
• SAMPLING – a group of respondents who provide information that may be generalised to general population
• POPULATION – a target group to which the results of a research are applicable
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2 TYPES OF SAMPLING
RANDOM • Respondents
are selected randomly without criteria
• 3 Categories: Simple Stratified Cluster
NON-RANDOM• Respondents
are selected based on certain criteria
• 3 Categories:SystematicConveniencePurposive
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DATA PROCESSING
& DATA PRESENTATION
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WHAT IS DATA PROCESSING?
• To convert raw data into meaningful statements that could help answer research questions
• Raw data are systematically organised so that their meanings can be understood
• Procedures for quantitative and• qualitative data are different
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3 STAGES (QUANTITATIVE DATA)
1. ORGANISING, RECORDING AND CATEGORISING AND/OR CODING
2. PRESENTING3. ANALYSING
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1.ORGANISING, RECORDING & CATEGORISING AND/OR
CODING
• Organise manually or using computer
• Record using ‘keyword’• Categorise to see the ‘picture’• Coding helps processing the data
statistically (using SPSS)
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2.PRESENTING
• Turn data into comprehensible ‘pictures’ through
1. Table 2. Graph 3. Chart
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3.ANALYSING
• Analyse manually or using computer
• Involves the interpretation of frequencies based on data presentation
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3 STAGES (QUALITATIVE DATA)
1. ORGANISING, CATEGORISING AND/OR CODING, AND RECORDING
2. PRESENTING3. ANALYSING
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1.ORGANISING, CATEGORISING AND/OR CODING,
• Organise by using transcriptions• Categorise by listing the
responses • Coding by using flexible codes
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2.PRESENTING
• Usually presented in original forms
• Can also be presented using tables
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3.ANALYSING
• Involves finding commonalities, regularities or emerging patterns among the responses
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WRITING RESEARCH
REPORT
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3 SECTIONS
1.PRELIMINARY2.MAIN3.SUPPLEMENTA
RY
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1.PRELIMINARY• Title Page• Abstract• Acknowledgement• Table of Content• List of Figures/ Tables• List of Abbreviation &
Symbols
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2.MAIN
1. Introduction2. Literature Review3. Methodology4. Findings & Discussions5. Conclusion &
Recommendation
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3.SUPPLEMENTARY
• References• Appendices
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1.INTRODUCTION
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7 ELEMENTS
1. Background of the Study2. Statement of Problem3. Purpose of the Study4. Research Objectives5. Research Questions6. Significance of the Study7. Scope of the Study
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1.Background of the Study
Three steps:1. To state general statements of
facts related to the field of study2. To state specific statements
about issues studied by other researchers
3. To state statements that indicate the need for more investigation
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2.Statement of Problem
• To define the issue or problem investigated in the study
• To refer to problem statement in the proposal
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3.Purpose of the Study
• To include a broad discussion on the reasons why the study was carried out and intentions of the study
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4.Research Objectives
• To show the extent and the expected outcome of the study
• To begin with a leading statement followed by the objectives written in point forms
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5.Research Questions
• To guide the discussion about the topic
• To stimulate readers’ interests• To turn the objectives of the study
into research questions
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6.Significance of the Study
• To justify the reason for conducting the study
• To emphasize the potential benefits that it would bring
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7.Scope of the Study
• To indicate the direction of the study
• To map out the boundaries of the study
• To outline the method of investigation
• To give a preview of the written report
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2.LITERATURE REVIEW
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WHAT IS LITERATURE
REVIEW?• It is an account of what has been
published on a research area• It describes, summarizes,
evaluates and clarifies the studies reviewed
• It outlines a framework and a theoretical base of a research
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WHY?• To guide you through others’ works• To prepare for your own research• To provide a context for your
research• To justify the research• To illustrate how the subject has
been studied before• To outline gaps in previous research
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HOW DO I DO IT?
• Identify relevant articles and books
• Read and appraise the text critically
• Organise the literature around your research questions
• Synthesize relevant information to current study
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5 GENERAL STEPS
1. Prepare annotated bibliography2. Maintain a reference list3. Organise materials and make
notes4. Write individual sections
according to themes5. Integrate all sections
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HOW DO I CITE IN A REPORT?
THREE WAYS:
1. SUMMARIZING2. DIRECT QUOTATION3. PARAPHRASING
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1. SUMMARIZING• It is a shortened piece of writing
by restating main points in your own words
• General ideas are highlighted • Details & examples are excluded
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2. DIRECT QUOTATION
• Authors’ exact words are copied directly from original sources
• It is preferred when citing powerful phrases or interpreting literary works like poems or plays
• Sources must be properly cited
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3. PARAPHRASING
• Authors’ words are rephrased/ reworded in your own words
• Paraphrased text is usually shorter than original text
• Paraphrased materials must be properly cited
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3.METHODOLOGY
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FIVE PARTS
1. Introduction (Short description of purpose, location, respondents & instruments)
2. Research Instruments3. Respondents of the Study4. Research Procedure5. Data Analysis
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4.FINDINGS & DISCUSSION
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WHAT ARE FINDINGS?
• Discoveries based on facts, not emotions
• Presented in the form of statistics (percentages, frequency counts & averages) or illustrations (tables, graphs, diagrams, etc.)
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ISN’T A PICTURE WORTH
A THOUSAND WORDS?
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HOW TO WRITE IN THE REPORT?
Type A
Findings• Research Question 1• Research Question 2• Research Question 3
Discussion• Research Question 1• Research Question 2• Research Question 3
Type B
• Research Question 1: Findings & Discussion
• Research Question 2: Findings &
Discussion
• Research Question 3: Findings &
Discussion
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TAKE A LOOK AT AN EXAMPLE
OF FINDING (page 177)
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12 TIPS ON WRITING FINDINGS
1. Introduce the topic2. Point to significant findings3. Use graphics to support findings4. Explain statistics selectively and
concisely 5. Support statistics with qualitative
data (if any)
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12 TIPS ON WRITING FINDINGS (cont’d)
6. Spell out the word ‘percent’ in the text (don’t be confused with ‘percentage’)
7. Spell out the number that begins a sentence, and use figure in the middle of a sentence
8. Follow correct organisation
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12 TIPS ON WRITING FINDINGS (cont’d)
9. Use concise, grammatically correct statements
10. Use correct tenses11. Use language expression
correctly (page 180-1)12. Focus on 4Cs - Clarity,
Coherence, Conciseness and Correctness
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4 STRATEGIES IN WRITING DISCUSSION
Explain Compare Evaluate
Infer
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1. Explain Findings• Give reasons for findings• Explain circumstances during data
collection• Explain limitations
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2. Compare Findings• Relate the different findings to
highlight their significance• Compare similar findings from
related studies
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3. Evaluate Findings
• Assess findings as: unexpected or insignificant or unsatisfactory
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4. Infer from Findings
• Make sense of findings• Develop ideas and viewpoints• Be creative and speculate
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5.CONCLUSION & RECOMMENDATION
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5 ELEMENTS IN A CONCLUSION
OverviewRestatement
ReviewImplicationsLimitations
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1.Overview of the study
• Summarize what the research is all about (do not introduce new ideas)
• Explain briefly why & how you conduct the study
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2. Restatement of the objectives
• Rephrase the objectives• Start with the most significant one
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3. Review of the findings
• Draw conclusions for each major issues
• Use discourse markers to connect the findings
• Start with the most important one
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4. Implications of the findings
• Deduce some ideas based on findings (do not exaggerate)
• Implicate some ideas that can support further actions
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5. Limitations of research (optional)
• State the weaknesses (do not apologize)
• E.g. Small sample size, limited time, improper instrument, etc.
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Conclusion can be written in paragraph/
point form(page 192-3)
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WHAT IS A RECOMMENDATION?
• It suggests actions to be taken based on findings
• It is related to conclusions • It is NOT based on biases or beliefs
that are not supported by data
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2 TYPES OF RECOMMENDATION
1. To recommend actions to be taken based on findings
2. To recommend actions to other researchers for further research
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Recommendation can be written in
paragraph/ point form(page 196)
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LANGUAGE INPUT:Modal Auxiliary
Verbs• Use appropriate modals when
making recommendations:1. May/Could/Might – mild
suggestion2. Should/Ought to – strong
suggestion3. Must/Have to – extreme
suggestion
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ORAL PRESENTATIO
N
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SALES! 50%!
SALES! 70%!
SALES!!120%!
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I HATE PUBLIC
SPEAKING!
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WHAT IS AN ORAL PRESENTATION?
• A type of communication that involves speaking & listening
• Can be formal/ informal• Essential for professionals• A requirement for students
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3 PURPOSES OF ORAL PRESENTATION
1. Informative2.Demonstrative3.Persuasive
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4 TYPES OF ORAL PRESENTATION
1. Impromptu 2.Manuscript 3.Memorised 4.Extemporaneou
s
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7 TIPS FOR EFFECTIVE
ORAL PRESENTATIONS
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1. Planning Your Oral Presentation Well
• What is the purpose?• Who is the audience?• What is the topic?• Where?
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2. Knowing Your Content Well
• What is the content?• Have I included all the relevant
information?
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3. Analysing Your Audience
• What is the background of audience?
• Are they educated?• What is the reason for attending?• How many of them?
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4. Knowing the Presentation Room
• What is the size of the room?• How is the seating arrangement?• What are the facilities provided?
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5. Knowing the Time Allotted
• How long do I have to present?
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6. Writing the Outline of Your
Delivery
• What are the main ideas? (Prepare short notes, either linear
or non-linear - do not outline them word by word)
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7. Deciding on the Appropriate Style
of Delivery
• Do I have to be casual?• Is there a large audience that
requires a formal presentation?
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ORGANISING YOUR ORAL PRESENTATION
1.Introduction2.Body3.Conclusion
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1.Introduction
• Start with attention grabbers (Question, humour, quotation, statistics, stories, etc)
• Use correct language expressions (examples - page 209)
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2.Body• For report presentation, follow the
pattern in the report • Support with details and evidence• Ensure clarity by keeping
message simple • Ensure cohesion by using linking
words (examples – page 216)
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3.Conclusion• End it by using: >> a summary of key points >> a recommendation
>> an “umphh” final thought
• Use correct expressions (examples – page 221)
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Prepare the outline (linear/non-linear)
for the introduction, body & conclusion
of your presentation.
(refer to Tables 7.1 – 7.8)
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WHY VISUAL AIDS?• To believe (seeing is believing)• To enhance understanding• To enable better retention• To ensure continuity• To build presenter’s credibility• To have more fun!
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19 TIPS IN USING VISUAL AIDS
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19 TIPS IN USING VISUAL AIDS
1. Arrange accordingly to the content
2. Points form (using key words) is advisable – don’t punctuate!
3. Coordinate points in parallel forms (content, grammar, numbering)
4. Subordinate major & minor headings appropriately
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19 TIPS IN USING VISUAL AIDS (cont’d)
5. Avoid irrelevant words6. Words must be clearly readable7. Avoid too much info on a single
slide (remember to KISS!)8. Avoid too many colours
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19 TIPS IN USING VISUAL AIDS (cont’d)
9. Use animation sparingly 10.Introduce a visual before showing
it11.Stand to the side of your computer12.Face audience as much as possible
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19 TIPS IN USING VISUAL AIDS (cont’d)
13.Use a pointer to direct audience focus (not your finger)
14.Visuals should tally with what you say
15.Avoid reading your notes16.Use appropriate language
expressions (examples – page 230)
120
19 TIPS IN USING VISUAL AIDS (cont’d)
17.Use visual aids as support only (you are the spotlight!)
18.If you have handouts, tell your audience in advance
19.Practise, practise, practise!
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PREPARE THE
SLIDES!
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Which is more important?
WHAT you say or
HOW you say?
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25 TIPS FOR
EFFECTIVE DELIVERY
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25 TIPS FOR EFFECTIVE DELIVERY
1. Visualise a successful presentation2. Emulate excellent speakers3. Channel your nervousness
accordingly4. Do not apologise 5. Be well-versed with technology
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25 TIPS FOR EFFECTIVE DELIVERY
(cont’d)
6. Always have Plan B7. Dress appropriately8. Stand still (don’t slouch!)9. Show your confidence10.Talk to audience (not your notes)
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25 TIPS FOR EFFECTIVE DELIVERY
(cont’d)
11.Refer to notes sparingly12.Pronounce words correctly13.Use linkers for content traffic14.Use spoken English (not text-
book English)15.Be interactive
127
25 TIPS FOR EFFECTIVE DELIVERY
(cont’d)
16.Maintain eye contact17.Be enthusiastic 18.Vary your volume, tone & pace19.Minimise crutches20.Use gestures naturally
128
25 TIPS FOR EFFECTIVE DELIVERY
(cont’d)
21.Place your hands appropriately 22.Use facial expression effectively23.Move around 24.End your presentation in time 25.Rehearse, rehearse, rehearse!
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7 WAYS TO HANDLE
Q & A SESSION
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7 WAYS TO HANDLE Q & A SESSION
1. Invite questions 2. Repeat questions from audience3. Look at the questioner4. Answer in short
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7 WAYS TO HANDLE Q & A SESSION
(cont’d)
5. Be straightforward6. Be honest (just admit that you
don’t have the answer!)7. Don’t forget to thank the
questioner
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ARE YOU A GOOD
LISTENER?
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7 STRATEGIES FOR GOOD AUDIENCE
134
7 STRATEGIES FOR GOOD AUDIENCE
1. Listen actively & selfishly (don’t just hear)
2. Focus on the message, not style3. Listen for major ideas (look for
cues)4. Listen to body language (they do
speak!)
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7 STRATEGIES FOR GOOD AUDIENCE
(cont’d)
5. Be objective (don’t easily get angry)
6. Avoid jumping to conclusion (don’t pre-judge)
7. Discipline your thoughts!
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REMEMBER, A GOOD
SPEAKER IS A GOOD
LISTENER