Chapter 7 - Report writing. In this chapter, students will be able to understand: prepare a research plan for a report, prepare a writing plan for a report, present persuasive arguments, supplemented with facts and references, write a well presented formal report.
Chapter Report writing Copyright 2009 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills, by Bretag, Crossman and Bordia 7-1 Learning objectives On completion of this chapter students will know how to: • prepare a research plan for a report • prepare a writing plan for a report • present persuasive arguments supplemented with facts and references • write a well presented formal report Copyright 2009 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills, by Bretag, Crossman and Bordia 7-2 Purpose of reports • Reports can be written for business or research purposes • Institutions and individuals depend on previous reports to make current decisions • Reports can be ongoing or final in nature • Reports should contain an objective representation of a situation Copyright 2009 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills, by Bretag, Crossman and Bordia 7-3 Everyday reports • Everyday reports that tend to be simpler and shorter in length include: – – – – justification reports progress reports periodic reports incident reports • Some of these reports can be in oral format Copyright 2009 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills, by Bretag, Crossman and Bordia 7-4 Types of report • Information: a short and periodic report • Analytic: based on research and analysis leading to recommendations • Integrated: combines both approaches Copyright 2009 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills, by Bretag, Crossman and Bordia 7-5 Standard formal reports • All reports must meet certain criteria: – The content should be accurate – The purpose of the report should be apparent to the reader – The organisation should be clear to the reader – The discussion in the report should be coherent – The presentation of the report should be neat – The writing style should be clear and concise Copyright 2009 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills, by Bretag, Crossman and Bordia 7-6 Structure of reports • Reports are composed of sections which are introduced with headings (e.g Executive Summary, Introduction, etc.) • The layout is designed to help the reader understand the discussion in the report Copyright 2009 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills, by Bretag, Crossman and Bordia 7-7 Decimal numbering system Findings (bold 18pt) Section 4.1 (bold 14pt) Subsection 4.11 (bold 12pt) Paragraph 4.111 (bold, italics, 12pt) Paragraph 4.112 Text, text, text, text, text, (11pt) Copyright 2009 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills, by Bretag, Crossman and Bordia 7-8 Key components of a report • A report should include the following parts: – – – – – – – – – – – Title page Table of contents Executive Summary Introduction Literature review (if necessary) or Methodology Findings Discussion/Analysis Conclusion Recommendations Appendices (if appropriate) References (if used) Copyright 2009 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills, by Bretag, Crossman and Bordia 7-9 Title page • The title page of a report should contain all the relevant information, centered on the page: Title of report Name of writer and organisation Contact details Date Copyright 2009 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills, by Bretag, Crossman and Bordia 10 7-10 Introduction • The introduction often uses three subheadings: – background – purpose – scope • It helps the reader understand the whole report • Write the introduction after you have a comprehensive understanding of the issue being reported on Copyright 2009 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills, by Bretag, Crossman and Bordia 16 7-16 Introduction (cont.) • The introduction should state: – the authorisation and purpose of the report – the scope of the report – any limitations of the report Copyright 2009 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills, by Bretag, Crossman and Bordia 17 7-17 Findings/analysis • Contains the findings in full (facts only from data) • Includes additional detail on the issue • Provides financial/numerical information in text and tables, if appropriate • Some reports integrate findings with analysis • Others have a separate section for analysis Copyright 2009 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills, by Bretag, Crossman and Bordia 18 7-18 Conclusion • The conclusion is a short summary or restatement of the main issue/s • May use dot points for ease of reading • Use parallel grammar (Start dot point with a verb in the same tense.) Copyright 2009 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills, by Bretag, Crossman and Bordia 19 7-19 Recommendation(s) • Suggests possible action in the future • Provides you with the opportunity to think of creative solutions, based on the findings and conclusions in the report • Must not include any new information • Should be given in order of importance (i.e the most important should go first) • Often uses dot points Copyright 2009 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills, by Bretag, Crossman and Bordia 20 7-20 Conclusions and recommendations • There is a link between findings, conclusions and recommendations • Findings are factual and verifiable • Conclusions are your own ideas that you deduce from the findings • Recommendations are what you want done Copyright 2009 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills, by Bretag, Crossman and Bordia 21 7-21 Conclusions and recommendations (cont.) Examples • Findings • During Orientation Week all first-year students are given a brief introduction to the workshop area and a talk on safety procedures Some students start the course at second-year level and thus miss the sessions on safety measures • Conclusion • Those students who have not been given formal safety precaution lessons are at risk • Recommendation • Ensure that all students are given a proper workshop introduction as a prerequisite to being allowed to use the machinery in the workshop Copyright 2009 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills, by Bretag, Crossman and Bordia 22 7-22 Language • Formal • Impartial • Precise (avoid jargon and long, complicated sentences) • Simple (avoid abstract and obscure words) • Impersonal • Never use the first person (I, we, us, you, the author) The reader is more interested in the issue than the person writing about the issue Copyright 2009 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills, by Bretag, Crossman and Bordia 23 7-23 Language (cont.) Example We have analysed the financial information for both companies and it shows that different methods of depreciation are used by each company Should be written in the third person: An analysis of the financial information shows that different methods of depreciation are used by each company for the major assets Copyright 2009 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills, by Bretag, Crossman and Bordia 24 7-24 Expressing judgment • Findings are factual, whereas conclusions and recommendations allow you to put forward judgments and possible interpretations • Your interpretation or judgment can be expressed either by modal verbs and auxiliaries such as may, might, could or modal adverbs such as possibly, probably, certainly Copyright 2009 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills, by Bretag, Crossman and Bordia 25 7-25 Presentation • Use good quality, white A4 paper • Leave space for big margins: top, bottom and both sides • Use double spacing between paragraphs and sections • Use single spacing between lines Copyright 2009 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills, by Bretag, Crossman and Bordia 26 7-26 Presentation (cont.) • Start each chapter on a new page • Place headings on the left margin, but you can centre the Executive Summary and the title page • Number all pages • Keep a copy for yourself Copyright 2009 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills, by Bretag, Crossman and Bordia 27 7-27 Checklist for editing • Have you: – – – – included a title page? stated the purpose of the report? used the correct format and layout? written an introduction that: • explains the purpose of the report? • defines the problem? • guides the reader to the main section of the report? Copyright 2009 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills, by Bretag, Crossman and Bordia 28 7-28 Checklist for editing (cont.) – written a findings/discussion section that: • uses headings and subheadings appropriately? • uses paragraphs that aid the flow and analysis of the findings? • uses dot points appropriately? • presents factual and objective information? • analyses the findings? – written a conclusion that: • draws the ideas together? • summarises the contents and findings? Copyright 2009 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills, by Bretag, Crossman and Bordia 29 7-29 Checklist for editing (cont.) – suggested recommendations that offer solutions to any problems suggested in the report? – included appendices, if necessary? – included a reference list in alphabetical order? Copyright 2009 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills, by Bretag, Crossman and Bordia 30 7-30 ... any limitations of the report Copyright 2009 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills, by Bretag, Crossman and Bordia 17 7- 17 Findings/analysis • Contains the findings in full... pages • Keep a copy for yourself Copyright 2009 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills, by Bretag, Crossman and Bordia 27 7- 27 Checklist for editing • Have you: – – – – included... McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills, by Bretag, Crossman and Bordia 21 7- 21 Conclusions and recommendations (cont.) Examples • Findings • During Orientation Week all first-year