1.Write Report

7/26/2019 1.Write Report

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WRITE

REPORTS


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Learning Objectives

To understand:

1. Purpose of Reports

2. Steps in Writing a Report

3. !e"ents of ffective Reports

#. $se of %rap&ics in a Report


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'efining Reports

( Report is an order!) * objective

co""unication of factua! infor"ation t&at

serves a purpose

T&e +e),ords are Order!)- Objective-o""unication- /actua! 0nfor"ation *

Serves ( Purpose

Reports are vita! to !arger organisations

)ou ,i!! probab!) ,rite t&e"


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T)pes of Reports

Routine Reports : ont&!) Report-

Perfor"ance Report- Revie, Report-

Sa!es Report- Press Report Researc& Reports- Surve) Reports *

Specia! Reports

nuir) Reports * 0nvestigation Reports onfidentia! Reports


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%RO$P T(S4

Ta+e a "o"ent to t&in+ about

1. ,&at a report is5

2. 6o, report differs fro" an essa)5


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Steps in Report Writing

1. 'eter"ine t&e Scope of t&e Report 2. onsider 7our (udience

3. %at&er 7our 0nfor"ation

#. (na!)8e 7our 0nfor"ation 9. 'eter"ine t&e So!ution

. Organi8e 7our Report


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'eter"ining t&e Report;s Scope

o""on fau!t of "an) reports

a+ing t&e scope of a report too genera! or

too vague

(fter c&oosing a subject- one of t&e first steps

is to narro, t&e scope to a report !engt&

Scope is defined b) deter"ining t&e factors

)ou ,i!! stud) Li"it a"ount of infor"ation to t&e "ost

needed and "ost i"portant factors


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/or an) one report- &o,ever- a reasonab!e

scope "ust be c!ear!) defined b)

deter"ining ,&at factors ,i!! be inc!uded


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onsider t&e (udience

$n!i+e !etters = "e"os- reports usua!!) &ave

a far ,ider distribution

an) peop!e invo!ved in a decision>"a+ing

process "a) &ave a need to read t&e infoin t&e report

a+e it eas) for t&e reader. To "a+e

reading )our report easier- t&in+ in ter"s

of t&e reader


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ac& audience &as uniue

needs. (udience considerationsinc!ude: ?eed @fro" )our reportA

ducation !eve!

Position in t&e organi8ation 4no,!edge of )our topic or area

Responsibi!it) to act

(ge

Biases

Preferences

(ttitudes


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So"e fa!se assu"ptions

regarding audiences:

1. T&at t&e person ,&o ,i!! first read or edit t&e

report is t&e audience

2. (udience is a group of specia!ists in t&eir fie!d

3. (udience is fa"i!iar ,it& t&e subject of t&ereport

#. (udience &as ti"e to read t&e entire report


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9. (udience &as a strong interest in t&e

subject of t&e report

. (ut&or ,i!! a!,a)s be avai!ab!e to discusst&e report

(void fa!se assu"ptions . 0dentif) ever)one

,&o "ig&t read t&e reportC

&aracteri8e readers according to

professiona! training- position- persona!

traits > 'eter"ine &o, * ,&en reader"ig&t use t&e report


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4inds of audiences >

Pri"ar) > Peop!e ,&o &ave to act or "a+e

decisions on t&e basis of t&e report

Secondar) > Peop!e affected b) ,&atever

actions pri"ar) audiences ,ou!d ta+e in

response to t&e report

0""ediate > Peop!e responsib!e for

eva!uating t&e report and getting it to t&e

rig&t peop!e


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(dditiona! uestions to consider

regarding )our audience are: 6o, "uc& bac+ground ,i!! t&e) need 5 'o )ou need to define an) ter"s )ou are

using5

W&at !anguage !eve! ,i!! be "ost

appropriate for )our readers 5


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6o, "an) and ,&at +ind of visua! aids

s&ou!d )ou use 5

W&at ,i!! t&e) e


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%at&er 7our 0nfor"ation

0nfor"ation )ou gat&er can be of t,o t)pes> Secondar) and Pri"ar)

Secondar) is infor"ation gat&ered and

recorded b) ot&ers Pri"ar) is infor"ation )ou gat&er and

record )ourse!f


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'o "ore researc&

T&in+ W6R )ou can find )ourinfor"ation

a) even reuire purc&ase of infor"ation

&ec+ ,it& vendors and distributors forfeatures and pricing infor"ation


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&ec+ t&e !ibrar) @boo+s- "aga8ines-journa!s- or ne,spapersA

Searc& t&e internet using +e) ,ords

reate a ,a) to "anage infor"ation as )ougat&er it

'ifficu!t to sort t&roug& if it is not organi8ed


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(na!)se )our 0nfor"ation

(fter gat&ering info- )ou need to ana!)8e it

T&e purpose of t&e ana!)sis is to "a+e

sense- objective!)- out of t&e infor"ation

)ou &ave gat&ered

(void persona! bias of an) +ind entering

into t&e ana!)sis


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0nfor"ation is co"pared and contrasted in an

effort to tr) to find ne, ideas or t&e best ideas

Separate facts and figures need to be interpreted

b) e


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'eter"ine t&e So!ution

Based on )our ana!)sis- )ou ,i!! be read)

to offer a so!ution=s to t&e prob!e"


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Organise )our Report

Before actua!!) ,riting- organi8e )our infor"ation into

an out!ine for"

/or"u!ate an out!ine b) c&oosing t&e "ajor *

supporting ideas- deve!oping detai!s- and e!i"inating

unnecessar) ideas )ouDve gat&ered.


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7our report ,i!! &ave fo!!o,ing

four steps: Provide identif)ing infor"ation 'efine t&e project or prob!e" @purpose of

t&e reportA

%ive t&e bac+ground

%ive t&e supporting data


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State )our conc!usions and

reco""endations

Based on t&e out!ine )ou can ?OW begint&e actua! ,riting of )our report


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Write a roug& draft

'on;t proof>read or edit at t&is point. Eust

get )our t&oug&ts done

Be s)ste"atic if )ou can>>starting at t&e

beginning and ,or+ )our ,a) t&roug&

6o,ever- if )ou can find no !ogica!

approac&- start an),&ere > B$T ST(RT


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Write t&e opening paragrap&=s or page=s at

a !ater ti"e

Re"e"ber- donDt t&in+ about editing ,&en,riting t&e first draft

diting proves a stu"b!ing b!oc+ in

creativit) for "an) ,riters Write first. T&en co"e bac+ and edit

Ot&er,ise- )ou are ,or+ing against t&e

creative process


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$se &eadings for eac& of section of )our

report 6eadings * sub>&eadings are used as

organi8ationa! too!s in ,riting to identif)

"ajor parts of a report T&e) serve as guideposts for a reader-

dividing t&e infor"ation into seg"ents t&at

"a+e it eas) for a reader to understand


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Structuring t&e Report :

/o!!o,ing aspects need particu!ar attention Out!ining and report organisation

Lengt& of t&e Report

/or"a! Report

Seuence of presentation

(nneo""ittee Report

'issenting ?otes- if an)


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Suggested /or"at Tab!e of ontents

Bac+ground of t&e stud) Scope and objectives of t&e stud)

o"position of t&e co""ittee

Stud) et&odo!og)

/indings * observations

Reco""endations

(c+no,!edge"ents


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Writing St)!e > 'os

$se an 0"persona! St)!e

$se (ctive Sentences

$se (ppropriate 6eadings

$se Proper tenses $se (ccurate nouns * pronouns

'efine a!! concepts

Tabu!ate a!! 'ata

Proper 'ocu"entation

aintain Objectivit)


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Writing St)!e 'on;ts

(void


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%rap&ics in Reports

onsider inc!uding pictures or grap&ics in

t&e report

W&) use grap&ics 5

W&at t)pes of grap&ics cou!d 0 use 5

6o, do 0 re!ate t&e grap&ic to t&e ,ritten

te


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W&) use grap&ics 5

?ot "andator)

6o,ever- )our goa! in a business report is

to conve) infor"ation c!ear!) to t&e

reader

( grap&ic can often be c!earer t&an te


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( grap&ic does t&e fo!!o,ing:

Presents "essage in an econo"ica!

"anner using !ess space t&an ,ou!d be

needed to provide t&e sa"e infor"ation

in t&e te


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(dds interest

S&o,s re!ations&ips

Presents facts and figures in a condensed

"anner


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W&at t)pes of grap&ics cou!d

)ou use 5 'epends upon t)pe of infor"ation )ou ,ant

to present


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To s&o, sa!es trend for t&e past si< "ont&s-a !ine or bar grap&ic ,ou!d be "ore

effective

So"e of t&e "ore co""on grap&ics t&at)ou "ig&t ,ant to consider ,ou!d inc!ude:

Tab!es = Pie &arts = Line &arts = Bar

&arts = Organisationa! &arts = Ot&ers@pictogra"s- "aps- p&otograp&s- ti"e

!ines- f!o, c&arts- etcA


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6o, do 0 re!ate t&e grap&ics to

t&e ,ritten te grap&ics are P(RT of t&e

report- not a supp!e"ent

Wor+ t&e grap&ic into t&e f!o, of )our te


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Refer to eac& grap&ic b) its figure nu"ber

0nterpret t&e infor"ation found in t&e grap&ic

,it&in t&e te


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/ina!i8e t&e report

Proofread

onc!ude t&e reporting on ,or+=

investigations

Presenting in po,er point


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1.Write Report

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