How to write gpod reports

7/29/2019 How to write gpod reports

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-By Charan Kamal SinghMBA(HR) 2013-15


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A Report is a statement of results of aninvestigation or any other matter on whichdefinite information is required.

(Oxford English Dictionary)

Reports are highly structured form of writing.


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Report writing is an essentialskill for professionals in almost every field;

accountants, graphic designers, scientistsetc.

A report aims to inform as

clearly and precisely as possible. It should beeasy to read and professional in itspresentation.


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To present the finding and results.

To keep records.

To tell about failures and successes.

To tell the progress of the project/research.


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To, Date:25th August 2013The Managing Director,

XYZ Ltd,

Dear Sir,

Subject: Decline of sales of product ABC

.

Recommendation

1)..

2)..

Yours faithfully,

XYZ

VP Sales


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1. According to legal formalities to be compiledwith

Informal reports

Formal reports

2. On the basis of frequency of issue

Routine

Special

3. On the basis of function

Informative

Interpretative


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3. On the basis of nature of subject dealt with

Problem-determining report

Fact-finding reports Performance report

Technical report

4. On the basis of no. of persons entrusted with

the drafting of the report

Report by individuals

Reports by Committees or Sub-Committees


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A Report is similar to an Essay in that both need:

Formal style, introduction, body and conclusion.

Analytical thinking, careful proof-reading and a neatpresentation.

A Report differs from an Essay in that a Report:

Present information not an argument.

Is meant to be scanned quickly by the reader.

Use numbered headings and sub-headings.

Uses graphics were possible (table, graphs andillustrations).

Does not always need references and bibliography. Is often followed by recommendations and/or

appendices.


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Meet the needs of the readers.

Answer the questions.

Is it at the right level of thereaders?

Clear logical structure.


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Appendices

Bibliography

Recommendations

Conclusion

Body

Introduction

Executive Summary/Abstract

List of Abbreviations and/or glossary

Table of Contents

Title Page

Letter of Transmittal


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1. Letter of transmittal A salutation The purpose of the letter

The main findings of the report

Any important considerations An acknowledgement of any significant help

An expression of pleasure or gratitude

2. Title Page Title Writer Organization Date

Person/Group who commissioned the report


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3. Table of Content Overall View

Facilitates locating particular topics

Title and Page no. of each chapter

List of illustrations if applicable

4. List of abbreviations and/or glossary List of technical words used in the report and their

explanations

In the beginning or the end of the report - writers choice

5. Executive summary/abstract Abstract- Concentrated form what is the report about.

Summary- Gives the substance of the report. Appropriate length ( 2-5% for Abstract and 5-10% for

Summary)

Informative, not descriptive, in form

Impersonal tone

Connected prose


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6. Introduction It is used to introduce the reader to the topic and relating the

topic to the wider field.

Necessary historical and technical background information. Nature and Scope of study, with a clear description of the

limitations and qualifications.

Methods of collecting data and the sources.

Definitions of special terms and symbols, if desirable.

7. Body Main part of the report.

Information systematically organized under appropriatetopics with sub headings.

It includes literature review, method, findings of result,discussion, facts found by the writer and his commentsetc.

May include charts, graphs, statistical tables etc.


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8. Conclusion/Summary Summarize what has been discovered.

Repeat the question.

Give the answer.

Outline the findings of the research.

Do not introduce new information in the conclusion.

Analysis of the advantages and disadvantages of various courses of

action.

9. Recommendations Based on the conclusions.

Practical

Specific

Well organized, with most important first.


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10. Bibliography The works consulted by the writer

May also include works recommended for future study

11.Appendices

Statistical data, charts, diagrams that are not incorporatedin the main body

Arranged in the order referred to in the report


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Planning

Objective

CollectingInformation

OrganizationInformation

Audience Structure Finishing


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It defines the scope of your investigation.

Identify the purpose.

- To whom?

- To convince?


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How much time you have to write yourreport.

How can your work be divided into variousstages?

Set yourself deadlines for the various stages.


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What is the information you need?

Where do you find it?

-Survey-Organizational Data

-Online

-Publications

How much you need?


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Discriminative between relevant andirrelevant information.

Keep what is important and discard whatis irrelevant.

Sort/organize information under mainideas/details.


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Often three different audiences

The casual reader/big boss who wants the

main message as painlessly as possible

The interested reader who wants more detailbut doesnt want to grapple with all the

technical details.

The Guru who wants the whole story.


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To address all the three audiences effectively,

Include an abstract for the big boss.

A main body for the interested non-specialist.

A technical appendix for the Guru.

Thus, a structure emerges!


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Writing style

Structure alone is not enough for clarity- you

must also write clear sentences.

Rule:

-Write complete short sentences.

-Avoid jargon and clich, strive for simplicity.

-One theme per paragraph.


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All reports should be written in the third personi.e. as an objective observer!.

Avoid using terms such as I did this experimentand...

Instead substitute terms, such as Theexperiment was performed..

Some friendly help.

The view of an objective and the fresh readercan be of great benefit.

This person may also be able to pick up spellingor grammatical errors which you yourself areunaware of.


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1.Type

Dont use too many styles.

Avoid all caps.

-Difficult to read.

Double space.

Number Placement

-Bottom center


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2. Paper High quality

White/Off-White

8.5 X 11

3. Margins

Top & Sides 1 Bottom 1.5

Left and Right 1.25


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Boring Errors

Language Lengthy


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How to write gpod reports

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