Business Business CommunicationCommunication

Business Business CommunicationCommunication

Report WritingReport Writing

FocusFocus

Enhancing competency in ReportEnhancing competency in ReportWriting by familiarizing with the Writing by familiarizing with the

concept, principles, structure and concept, principles, structure and techniques of report writingtechniques of report writing

Objectives Objectives

Define concept, types and principlesDefine concept, types and principlesExplain the purpose Explain the purpose Analyze the steps Analyze the steps Describe data, types, sources and Describe data, types, sources and

collection processcollection processExplain quantitative and qualitative Explain quantitative and qualitative

data, analyze and present data, analyze and present Construct an ideal structure Construct an ideal structure Present report effectivelyPresent report effectively

ReportReportA report is a document containing A report is a document containing

comprehensive information on a comprehensive information on a specific subject.specific subject.

A Report is ‘a formal statement of the A Report is ‘a formal statement of the results of an investigation or of any results of an investigation or of any matter on which definite information matter on which definite information is required.is required.

OED: Cited on p.3, OED: Cited on p.3, A Guide to Report Writing, A Guide to Report Writing, Industrial Society, 1978.Industrial Society, 1978.

Types of Report: Types of Report: Depending on ToneDepending on Tone

Formal

Semi-Formal

Informal

Types of Report: Types of Report: Depending on LengthDepending on Length

• Long

• Short

Types of Report: Types of Report: Depending on ObjectiveDepending on Objective

• Needs Assessment report

• Project Feasibility report

• Progress report

• Monitoring, Evaluation, Research report

Seven “C” Principles of WritingSeven “C” Principles of WritingCCompletenessompletenessCConcisenessoncisenessCConsiderationonsiderationCConcretenessoncretenessCClaritylarityCCourtesyourtesyCCorrectnessorrectness

CorrectnessCorrectness

All writing should be correct in All writing should be correct in terms of right level of language terms of right level of language appropriateness for the reader. appropriateness for the reader. The writer is demanded of The writer is demanded of accurate facts, words and accurate facts, words and figures.figures.

CourtesyCourtesy

Writing should establish and Writing should establish and strengthen relationship between the strengthen relationship between the reader and the writer. The writer reader and the writer. The writer should obviously avoid irritating should obviously avoid irritating expressions, hurt or demean the expressions, hurt or demean the dignity of the readers. The writer dignity of the readers. The writer should choose non-discriminatory should choose non-discriminatory expressions.expressions.

ClarityClarity

Any writing should be able to put Any writing should be able to put across in such a way that the across in such a way that the readers understand it. Definite readers understand it. Definite words should be used. words should be used. Appropriate words, figures and Appropriate words, figures and real examples are quickly real examples are quickly understood and received by the understood and received by the readers. readers.

ConsiderationConsideration

Information in any writing should Information in any writing should be prepared by keeping the be prepared by keeping the readers in mind. The writer readers in mind. The writer should put herself/himself in the should put herself/himself in the place of the readers while place of the readers while writing.writing.

ConcisenessConciseness

Conciseness is keeping the writing Conciseness is keeping the writing within fewest possible paragraphs within fewest possible paragraphs without sacrificing the objectives of without sacrificing the objectives of the writing. This contributes to the writing. This contributes to eliminate unnecessary information. A eliminate unnecessary information. A good writing includes only relevant good writing includes only relevant information, and avoids repetitions.information, and avoids repetitions.

CompletenessCompletenessWriting consists of facts or information Writing consists of facts or information

that readers need. Complete that readers need. Complete information more likely brings desired information more likely brings desired results for the readers. Completeness results for the readers. Completeness prevents the chance of costly prevents the chance of costly information missing. Before writing information missing. Before writing anything, listing of all possible anything, listing of all possible information to be asked by the readers, information to be asked by the readers, provides an opportunity for the writer to provides an opportunity for the writer to make the writing complete.make the writing complete.

Concreteness Concreteness

Concreteness principle suggests Concreteness principle suggests that writing should be specific, that writing should be specific, vivid and definite. All relevant vivid and definite. All relevant facts and figures should be facts and figures should be leading to achievement of the leading to achievement of the objective of the writing. objective of the writing.

Why write a report? To inform or explain To transmit ideas or information, facts

or findings To research or define a problem and

draw a conclusion about it To make recommendations about

ways of doings things, making improvement or changes

To record information for other people

Reader’s Need AnalysisReader’s Need Analysis Reader (who Reader (who are they?)are they?)

Existing Existing Knowledge Knowledge (what they (what they already know) already know)

The gap in The gap in knowledge knowledge (what they (what they don’t know, don’t know, but they want but they want to know) to know)

how do they how do they want to use want to use the the information?information?

1.1. 1. 1.

2. 2.

3. 3.

1. 1.

2. 2.

3. 3.

1. 1.

2. 2.

3. 3.

2.2. 1. 1.

2. 2.

3. 3.

1. 1.

2. 2.

3. 3.

1. 1.

2. 2.

3. 3.

3.3. 1. 1.

2. 2.

3. 3.

1. 1.

2. 2.

3. 3.

1. 1.

2. 2.

3. 3.

How do I consider the audience? How do I consider the audience? As you write, ask yourself:As you write, ask yourself:

Why have they asked for a report? Why have they asked for a report? What do they need to know? What do they need to know? How will they use the report? How will they use the report?

Data and informationData and information

Data are facts expressed in number Data are facts expressed in number (quantitative) or in description (quantitative) or in description (qualitative) (qualitative)

Data are of two types: primary and Data are of two types: primary and secondary secondary

Information are summarized date Information are summarized date Summaries are derived after data Summaries are derived after data are analyzed and interpretedare analyzed and interpreted

Stages of Report WritingStages of Report Writing

There are four stages in writing a There are four stages in writing a report.report.

outliningoutlining draftingdrafting revising and editingrevising and editing presentingpresenting

Define the purpose Define the purpose

Define the readers Define the readers Define sources of data Define sources of data Gather and analyze data Gather and analyze data Decide recommendations Decide recommendations Decide key inclusion pointsDecide key inclusion points Decide the best order Decide the best order Decide the best structureDecide the best structure

Steps in writing reportSteps in writing report

Select data to support points Select data to support points write the report write the report prepare tables and graphs prepare tables and graphs edit and proof-read report edit and proof-read report write executive summary write executive summary format report professionally format report professionally make title page make title page make table of contents make table of contents

Steps in writing report contd.Steps in writing report contd.

Structure of reportStructure of report

• Title

• Acknowledgements

• Contents

• List of Illustration

• List of Abbreviations and Acronyms

• Summary / Abstract

• Introduction

• Main body

• Conclusion / Recommendation

• Appendices

• Bibliography

• Glossary

Executive summaryExecutive summary

The Executive Summary is designed The Executive Summary is designed to give the busy executive a brief to give the busy executive a brief overview of the report. The overview of the report. The Executive Summary includes:Executive Summary includes:

a statement of purpose a statement of purpose a brief description of what has been a brief description of what has been

done in this report. done in this report. a summary of the findings a summary of the findings a recommendation a recommendation

AbstractAbstractAn abstract is a brief statement An abstract is a brief statement

which outlines the report in full; which outlines the report in full; what was done, achieved, decided what was done, achieved, decided and concluded.and concluded.

An abstract is about half a page in An abstract is about half a page in length. Sometimes a word limit is length. Sometimes a word limit is given. This can range from 50-300 given. This can range from 50-300 words. words.

Sample format of a short reportSample format of a short report

A little pageA little page An introductionAn introduction Sections with headings in the Sections with headings in the

bodybody ConclusionConclusion Recommendations (when Recommendations (when

required) required)

Training Completion Report

FELLOWSHIP TRAINING II-2

for the JSPR/JICA

 

 Submitted to 

Pacific Consultants International (PCI)

7-5 Sekido 1-Chome, Tama-Shi, Tokyo-206, Japan

 

Submitted by

BRAC Afghanistan

House 45, Lane 4, Baharistan, Kart-e-Parwan, Kabul

 

27 June 2006

Title pageTitle page

List of Annexure

Annex – 1: Schedule of the Training Program 21

Annex – 2: List of Participants 23

Annex – 3: Hopes of the Participants from Training 24

Annex – 4: Training Norms set by the Participants 25

Annex – 5: Outputs Produced by Participants 26

Annex – 6: Pre & Post Assessment Questionnaire 35

Annex – 7: Individual Performance of Participants on

Pre and Post-Assessment 37

Annex – 8: JSPR Ex-ante Evaluation (before) and Evaluation

and Feedback (after) questionnaire 38

Annex – 9: Analysis of Self-evaluation on Major Four Areas of the Training 42

Annex – 10: Top Sheet of Course Evaluation by the Participants 43

List of AnnexureList of Annexure

List of Illustrations

List of Tables

Table 1: Sex Distribution of Participants 6

Table 2: Affiliation of Participants 6

Table 3: Previous Training Experience on PCM 6

Table 4: Results of Pre and Post Course Assessment 12

Table 5: Analysis of Post Assessment by Answers 13

Table 6: Overall Evaluation 16

Box 1: Rating Indicators 17

 

List of Graphs

Graph 1: Participants' Rating on Course Evaluation 18

List of IllustrationsList of Illustrations

Planning a reportThe planning stage of report writing is the most time-consuming. If the report is not properly planned, you can waste valuable time and risk producing a report that does not meet your objectives. The following steps are a suggested set of guidelines for effectively planning your report.

Step 1:Step 1: Define the problem and the purpose of the rDefine the problem and the purpose of the reporteport

Step 2:Step 2: Define the audienceDefine the audienceStep 3:Step 3: Determine the ideas to includeDetermine the ideas to includeStep 4:Step 4: Collect the informationCollect the informationStep 5:Step 5: Sort and evaluate the informationSort and evaluate the informationStep 6:Step 6: Organize the informationOrganize the informationStep 7:Step 7: Prepare the outlinePrepare the outline

Steps for planning a reportSteps for planning a report

Before PresentationBefore PresentationCollect all relevant information Collect all relevant information

(participants’ background, time, (participants’ background, time, environment, presentation environment, presentation aid/materials, venue, etc.)aid/materials, venue, etc.)

Well preparation: practice/rehearseWell preparation: practice/rehearsePreparation of Handouts/ materialsPreparation of Handouts/ materialsMaintain dress codeMaintain dress codeBe self confident and have positive Be self confident and have positive

attitudeattitude

During PresentationDuring Presentation

Greetings, introduction (person & content) Greetings, introduction (person & content) and relationship build-upand relationship build-up

Mind your standing position & don’t block Mind your standing position & don’t block visual aids visual aids

Apply appropriate body languages (eye Apply appropriate body languages (eye contact, mannerism, voice modulation, contact, mannerism, voice modulation, posture gesture )posture gesture )

Use simple, short and audience centered Use simple, short and audience centered languageslanguages

During Presentation contd.During Presentation contd.

Give/set some relevant live examplesGive/set some relevant live examplesEngage and involve participantsEngage and involve participantsVisualize things: avoid tiny, invisible Visualize things: avoid tiny, invisible

handwriting and spelling mistake handwriting and spelling mistake Be cheerful, smile faced and humorousBe cheerful, smile faced and humorousManage time, participants and difficult Manage time, participants and difficult

situation effectivelysituation effectivelyBe bias free and never hurt anyoneBe bias free and never hurt anyone

During Presentation contd.During Presentation contd.Be patient to hear from the participantsBe patient to hear from the participantsHave some energizers when and where Have some energizers when and where

requirerequireManage questions and answers properlyManage questions and answers properlySummarize or synthesize the Summarize or synthesize the

presentationpresentationDon’t feel nervous for criticism, say Don’t feel nervous for criticism, say

sincerely for unknown & discuss later onsincerely for unknown & discuss later on

After PresentationAfter Presentation

Get reflection from the participantsGet reflection from the participantsGive thanks and recognition for their Give thanks and recognition for their

cooperation.cooperation.Remember success of any Remember success of any

presentation depends on changing of presentation depends on changing of participants’ attitude.participants’ attitude.

Editing The purposeThe purpose have you clarified your purpose?have you clarified your purpose? have you identified your readers’ have you identified your readers’ need/ characteristics?need/ characteristics?

InformationInformation have you included the main points?have you included the main points? are points supported by evidences?are points supported by evidences? is the information relevant to the is the information relevant to the purpose?purpose?

Is there the balance between Is there the balance between sections?sections?

Do the most important items have the Do the most important items have the most space?most space?

Is it easy to find information in the Is it easy to find information in the report?report?

Are headings and numbering clear?Are headings and numbering clear? Is it logical/ easy to follow?Is it logical/ easy to follow?

Format Format

are there spelling mistakes?are there spelling mistakes? do the figures add up?do the figures add up? are the references correct, in the are the references correct, in the

text and at the end?text and at the end? are abbreviation consistent?are abbreviation consistent?

AccuracyAccuracy

PresentationPresentation

is the layout appealing?is the layout appealing? does it highlight important does it highlight important

points?points?

Is it clear direct and easy to read?Is it clear direct and easy to read? Will the readers understand it?Will the readers understand it? Will its tone help you achieve the Will its tone help you achieve the

purpose?purpose? Can unnecessary words/phrases be Can unnecessary words/phrases be

deleted?deleted? Is the grammar/ punctuation correct?Is the grammar/ punctuation correct? Is there any repetition? Is there any repetition?

LanguageLanguage