Report writing skills A Trade union training on research methodology, TMLC, Kisumu, Kenya 6-10 December 2010 Presentation by Mohammed Mwamadzingo, ACTRAV Geneva 1

The research process Topic Statement of the problem Objectives Research Questions Literature review Data collection Data Analysis Report writing 2

Report writing skills 3 The report is the yardstick for evaluation. It must tell readers what they need and wish to know. The one fundamental criterion of a report is the ability to communicate with the reader.

Report writing skills 4 Bottom line—know your readers: – Who are they, – What they want from your report, – why and – how much do they want to know

5 appropriate to its purpose and audience; accurate; logical; clear and concise; and well organised with clear section headings. Characteristics of a good report

Structure of a good report 6 Title page Table of contents Abstract/Executive Summary Introduction Literature review Discussion and analysis of findings Conclusions Recommendations Bibliography/References

Structure of a good report 7 Table of contents The table of contents shows the section titles and major headings listed in order of appearance and indicates page locations. Standard page numbering begins with the Introduction. The Abstract or Executive Summary is usually numbered with lower case Roman numerals (i, ii, iii, iv, etc.)

Structure of a good report 8 Abstract/Executive Summary Write the abstract once the body of the report is complete. It is a concise summary presentation of the essential elements of the report, from the introduction through to and including the recommendations. It should be independent (can be read on its own), comprehensive (covers all the main points), clear and concise. As a general rule it should be short, only 10-15% of the length of the report, and should be written in full sentences and paragraphs.

Structure of a good report 9 Introduction An introduction is the background of the report, its aims, premises, scope, limitations, approach intended audience, possible benefits and any instructions that may be useful for the reader.

Structure of a good report 10 Literature review The purpose is to take a critical look at the literature (facts and views) that already exists in the area of researching. It is not a shopping list of everything that exists It demonstrates the relevance of the research. Literature can include books, journal articles, internet (electronic journals), newspapers, magazines, theses and dissertations, conference proceedings, reports, and documentaries.

Structure of a good report 11 Discussion/analysis of findings The discussion is the main body of the report. Use headings and sub-headings. It describes, analyses, interprets and evaluates the procedures, data, findings, relationships, visual material, methodology and results in the report. Material should be presented in an order that leads logically towards the conclusions and recommendations.

Structure of a good report 12 Conclusions Conclusions are drawn from evidence, analysis, interpretation and evaluation presented in the discussion. No new material should be introduced; the conclusions should follow logically from the Discussion.

Structure of a good report 13 Recommendations Recommendations section (when used - not all reports give recommendations) should present your informed opinions, suggestions, possible actions to be taken, applications and recommendations arising from a rational consideration of the discussion and conclusions.

Structure of a good report 14 Bibliography The bibliography lists all publications either cited or referred to in preparing the report.

Report editing and proof-reading 15 Editing ensures that the material is presented accurately and clearly. Redrafting is a form of editing. It ensures consistency and unity. Does it flow smoothly? When editing: – Differences in style between sections (formal/informal) – Repetition in text – Lack of transitional phrases – Lack of visual unity (graphics, fonts, space) – Lack of unity of function between sections (inaccuracy, lack of logic between introduction, body and conclusion/recommendation).

Report editing and proof-reading 16 Proof-reading looks out for the mechanical errors in your document. If you just read it, you can miss a lot of the errors. Some techniques: – Read the text backwards – Do not read the entire text in one sitting – Have someone else read the text to you whilst you check it – Have someone else read the text

Exercise: writing skills Task: Re-write the job application letter from Mkhize Time: 15minutes Report back: 10 minutes 17