Chapter 7 Report writing Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills for International Students in Business, by Bretag, Crossman and Bordia

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  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills for International Students in Business, by Bretag, Crossman and Bordia

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  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills for International Students in Business, by Bretag, Crossman and Bordia

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  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills for International Students in Business, by Bretag, Crossman and Bordia

Types of report Information: a short and periodic report Analytic: based on research and analysis leading to recommendations Integrated: combines both approaches Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills for International Students in Business, by Bretag, Crossman and Bordia

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  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills for International Students in Business, by Bretag, Crossman and Bordia

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  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills for International Students in Business, by Bretag, Crossman and Bordia

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  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills for International Students in Business, by Bretag, Crossman and Bordia

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  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills for International Students in Business, by Bretag, Crossman and Bordia

Name of writer and organisation 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  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills for International Students in Business, by Bretag, Crossman and Bordia

Executive Summary The Executive Summary is the most important part of a report. It occurs on the first page, before the Introduction. It condenses the important information of the report. Readers who do not have the time or desire to read the whole report will understand its discussion from the Executive Summary. Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills for International Students in Business, by Bretag, Crossman and Bordia

Executive Summary (cont.) The Executive Summary can also be called a summary, abstract or synopsis. It should be written last when every part of the report has been completed and the writer knows exactly what has been discussed. Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills for International Students in Business, by Bretag, Crossman and Bordia

Executive Summary (cont.) The Executive Summary includes: purpose of the report scope of the report methods used for the research major findings of the research conclusions of the researcher/s recommendations. Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills for International Students in Business, by Bretag, Crossman and Bordia

Table of contents The table of contents specifies the page numbers of sections in the report using roman numerals. Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills for International Students in Business, by Bretag, Crossman and Bordia

Stating the purpose of a report The purpose or aim of a report needs to be stated clearly and concisely in the first paragraph of the introduction to the report. This will make the reason for the report clear to the reader. Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills for International Students in Business, by Bretag, Crossman and Bordia

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  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills for International Students in Business, by Bretag, Crossman and Bordia

Introduction (cont.) The introduction should state: the authorisation and purpose of the report the scope of the report any limitations of the report. Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills for International Students in Business, by Bretag, Crossman and Bordia

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  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills for International Students in Business, by Bretag, Crossman and Bordia

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  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills for International Students in Business, by Bretag, Crossman and Bordia

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  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills for International Students in Business, by Bretag, Crossman and Bordia

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  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills for International Students in Business, by Bretag, Crossman and Bordia

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  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills for International Students in Business, by Bretag, Crossman and Bordia

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  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills for International Students in Business, by Bretag, Crossman and Bordia

Language (cont.) Example Should be written in the third person: 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  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills for International Students in Business, by Bretag, Crossman and Bordia

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  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills for International Students in Business, by Bretag, Crossman and Bordia

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  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills for International Students in Business, by Bretag, Crossman and Bordia

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  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills for International Students in Business, by Bretag, Crossman and Bordia

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  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills for International Students in Business, by Bretag, Crossman and Bordia

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  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills for International Students in Business, by Bretag, Crossman and Bordia

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  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Communication Skills for International Students in Business, by Bretag, Crossman and Bordia