Report Writing
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Transcript of Report Writing
REPORT WRITING
Study by American Assembly of Collegiate Schools of Business(AACSB)
“Written and Oral communication skills are ranked as the no.1 and no.2 deficiencies of
business undergraduates”
From a personal point of view…
Good writing will impress your superiors with your intellectual capability
Planning and Preparation of Reports (5 steps)
Purpose and Scope (Step 1) Purpose: The objective of study Scope: Extent of coverage
Purpose and Scope contd…
Purpose helps you decide Amount or method of data to be
collected Quality and quantity of information to
be included Methodology to be adopted in
analyzing situation
Purpose and Scope contd…
Nature of the report If informative- stress on factors
contributing to collection of information.
If analytical- prepare problem statement and analyze
Purpose and Scope contd…
Purpose of reports is stated as Terms of reference
1. To identify the causes of decline in education of girl child.
2. To analyze the causes of corruption3. To describe the seven wonders of
the world.
Planning and Preparation contd..
1. Purpose and Scope
2. Audience (2nd step) Experts Executives Non-specialists
Audience…contd.
Know your audience’s
Background-Knowledge, Experience and Training
Needs and Interests Other Demographic Characteristics
Planning and Preparation contd..
1. Purpose and Scope2. Audience3. Investigating sources of information (3rd
step) - Library Search, internal records, or databases. - Personal Observation - Conducting personal interviews or telephone interviews - Preparing and circulating questionnaires
Sources of Information…contd.
Before you finalize your sources ask..
Is your source reliable ? Is the source biased? Is the author credible? Can you verify material?
Sources of Information…contd.
For database search… Use appropriate database Use multiple search engines Use keywords and phrases Use appropriate order Avoid stopwords (a, an, the, etc.) Use variations of terms
Sources of Information…contd.
Interviews- interaction or conversation with a a person. It can be personal or telephonic.
Preparing Questions: Open-ended questions Close-ended questions Restatement questions
Interviews…contd.
Guidelines… Prepare about 20 questions if
interview time is 30 mins. Questions should focus on the topic. Think about sequence Use a mix of question types Edit your questions
Sources of Information…contd. Questionnaires-crucial element of a
survey Guidelines : Ask only questions relevant to your study Give clear instructions on fill out
questionnaires Keep it short and simple Formulate questions that provide easily
tabulated or analyzed answers. Avoid leading questions Ask only one thing at a time
Questionnaires…contd.
Question types: Close ended Open ended Multiple choice
Questionnaires…contd. 1. Do you smoke? Yes / No
2. If your answer to the Q1 is yes, you started smoking when you were-------years.
3. How many cigarettes do you smoke per day? Less than 5 per day Between 5 and 10 per day More than 10 per day Not applicable
4. Do you know that the major cause of lung cancer is smoking?
Questionnaires…contd. 1. Do you smoke? Yes / No
2. If your answer to the Q1 is yes, you started smoking when you were-------years.
3. How many cigarettes do you smoke per day? Less than 5 per day Between 5 and 10 per day More than 10 per day Not applicable
Questionnaires…contd. 4. Do you know that the major cause of lung cancer is smoking? Strongly agree Agree Strongly disagree Not sure
5. I am aware that smoking and lung cancer are related, but I personally feel that it is not going to happen to me.
Yes No Not Applicable
6. Does anyone in your family smoke? Father Mother Brother Sister Others No one
Planning and Preparation…contd.
Organizing the Material (Step 4)
Order of Occurrence-chronological/directional
Order of importance Combination
Planning and Preparation…contd. Organizing the Material (Step 4)
Order of Occurrence-chronological/directionalExamples: History of a transaction
Procedure for manufacture/installing equipment
Report on plan of a building
Monthly sales report
Preparation…5 steps
1. Defining the Purpose and Scope
2. Determining Audience
3. Sources of Information
4. Organizing Material
5. Making an Outline
Making an Outline (5th step) Sample Outline
Education System in India 1. Introduction 2. Status before Independence 3. Present status 3.1. School Education 3.1.1. Primary 3.1.2. Secondary 3.1.3. Higher Secondary 3.2. College Education 3.3 University Education 4. Status of Women’s Education 5. Employment Prospects 6. Conclusion
Making an Outline (5th step)
Talking Heading
1. Creating strategies for marketing 1.1 Collecting feedback from all areas 2.2 Designing strategies for l promotional efforts 3.3 Setting up of new distribution network
Making an Outline (5th step)
Topic Heading
1. Marketing Strategies 1.1 Feedback 2.2 Promotional efforts 3.3 Distribution network
Making an Outline (5th step)
Avoiding Monotony in an Outline
1. Present Status 1.1 School Education 1.1.1 Primary Education 1.1.2 Secondary Education 1.1.3 Higher Secondary Edu.