Preparing a Written Report Prepared by: R Bortolussi MD FRCPC and Noni MacDonald MD FRCPC

Objectives To understand: the role of reports in the scientific process, Steps in report preparation some practical issues related to report preparation and publication Writing a report Mary begins to think she should have attended more writing workshops 2012

Who asks for Reports? Granting agency Government departments University departments, faculties Others- NGOs etc 2012

Why do you write a report? To document your work progress and indicate what should be done next. The report is specific to who requested it. 1. Granting Agency wants to know:  if money is well spent and  if the program should be continued 2012

Why do you write a report? [2] 2. Government assesses:  If project is useful for other regions,  If it should change health policy etc. 3. University uses it to decide:  For your promotion,  For budgeting of time,  For resources etc 2012

Reports and Papers differ Why Why Show activityshow discoveries Focus Focus broad narrow Format Format specific specific Length Length Copies Copies specified N/A Appendix Appendix included not usual Deadline Deadline rigid open Report Paper Report Paper 2012

Getting Started Read the request for a report carefully: length, format, main questions to be answered. If possible, review a similar report Prepare the outline. Never ever submit a sloppy report Never ever submit a sloppy report 2012

Pitch to Audience Focus on their needs sets language level (avoid jargon) determines length determines extent of data needed dictates style of report 2012

Typical Sections for a report 1. Title page 2. Preface 3. Table of contents 4. Executive summary 5. Introduction & background 6.Chapters: 6.Chapters: each one will have one specific question, with its own methods, results and … implications. 7.Overall Implications and next steps 8. Recommendations 9. Appendices 10. Index 2012

First Draft Preparing a report is a challenge; if you know early on that a report will be required – get started early- no excuses! Don’t worry about style and “word-smithing” in the first draft. Just do it! 2012

Report: Introduction Indicate: What the problem is What we know (and don’t know)Clarify: what will be covered and what is not covered Tailor this to meet the needs of the target audience for the report. 2012

This is the hardest part of a report to write but its critical for policy makers and government.Overall Explain findings, comparing and contrasting to existing literature, discuss limitations of study, Set the stage for recommendations to issues of chapter. Set the stage for recommendations to issues of chapter Typical Report Chapter: Implications Typical Report Chapter: Methods, Results, Implications

Typical Report Chapter: Methods, Typical Report Chapter: Methods, Results, Implications Each chapter starts with a brief introduction of what question/topic will be covered followed by methods, results Methods and results are usually concise not in detail of a paper refer to your papers published and abstracts presented in the area 2012

Report Chapter: Results Report Chapter: Methods, Results, Implications Make the order of results logical. Be concise, include only– ◦Most important observations in text ◦Most important tables and graphs ◦Never repeat figures or tables with description in words in text Use the past tense Include more data and copies of your pertinent papers and abstracts in the appendices 2012

Report Chapter: Implications Report Chapter: Methods, Results, Implications Each chapter ends with implications and references: Implications is second to last component of each chapter and may include recommendations section. References are included in each chapter usually – not all at end of report. 2012

Subsequent Chapters of Report Do not repeat- but may refer back to other chapters. Make sure each chapter addresses only component stated in its introduction Recommendations should be number by chapter: ◦Chapter 1- Recommendation 1.1,1.2 etc 2012

Overall Implications The next-to-last section Provides a brief summary of importance of work to date, how this could be “translated” and what next steps maybe ustbe specific Must be specific to purpose of the report –i.e. very different if government vs granting agency, vs university, vs NGO. 2012

Compile Recommendations: Compile Recommendations: Last Chapter All recommendations from previous chapters should be collected into a chapter at the end. Ensure that “number” is a quick way to find data to support the recommendation Eg. Recommendation 1.1, 1.2, 2.1 etc 2012

Content Revisions In the first draft, ask your co-authors and mentors to provide you with content editing: Are the messages clear? Have you addressed all of the requests of the granting agency or government etc. Is there flow? Is there repetition? Are all statements and recommendations correct? 2012

Copyediting Revisions (copyediting), In detailed editing (copyediting), check ◦spelling and grammar ◦double-check facts and figures. Check references to be sure they are accurate and make sure the appendices contain all relevant materials referred to in the main report. Be sure you follow “report instructions” everywhere. 2012

Finishing Touches Write the preface Acknowledge who did the work, who funded it, when it was done, the time frame etc executive summary Write the executive summary - this is key item and is always written last!!! This will be most read section – ensure has your major points. 2012

Finishing Touches Write title page with authors, funders and to whom this report is directed Your title should be a concise and specific “label” for its contents. (Usually 6 to 12 words) For ideas, read titles of other reports 2012

Some additional Reading Canadian Health Services Research Foundation: The CHSRF has offers tools and aids for report writers, decision makers, policy makers etc. Knowledge transfer aids for researchers:

What’s Up Next Week? 2012

Next Friday… 10 Minute Proposal ! A. List team members and their discipline B. Declare any COI 1. Title (1 slide) 2. Background (2 slides) literature review, relevance 3. Question/Hypothesis (1 slide) Primary, Secondary 4. Methods and materials (2-3 slides) 5. Budget (1 slide) equipment, people, Other 6. Implications and relevance (1 slide) 7. Knowledge Translation, (1 slide) 8. Next Steps (1 slide) 2012

Curriculum Week-End Home Work What’s the question and who’s interested? What will the research design and methods be? What’s the primary and secondary outcome? How will you analyze the data? Who will you need to help you? Is ethics approval needed and what are issues? How will you translate the outcome into action? Start thinking about budget. 2012