1. Reports
Chapter 17
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2. Introduction
Reports identify a problem, issue or question; investigate its causes and effects, then suggest ways to solve the problem.
Reports come in many different types and formats, but developing the skills of critical thinking and problem-solving is more important than understanding format.
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3. Critical thinking and problem solving
Critical thinking involves:
thinking carefully, analytically and strategically
concentration, reflection and a deliberate decision to think about what we know, and how and why we know it
solving problems by discovering similarities and differences, and making connections
logic but can result in moments of insight and inspiration.
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4. Key questions in problem solving
What is the problem?
What information do I need to solve the problem?
How can I group this information?
How can I draw a conclusion from the facts?
How can I make practical suggestions (recommendations) based on the facts and the conclusions?
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5. Report structure Executive summary Introduction/Terms of reference
Findings and analysis
Conclusions
Recommendations
Signature
References
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6. Executive summary A summary for busy executives It contains:
a brief introduction or background to the problem
a summary of the findings and analysis
the key conclusions
recommendations.
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7. Introduction/Terms of reference
The introduction/terms of reference contain all the following information:
who asked for the report
when they asked for it
what it investigates
when it is to be submitted
recommendations.
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8. Findings and analysis
Findings are the specific and proven facts you collect to solve the problem and meet the purpose of the report.
Findings will be grouped together under subheadings.
Subheadings will be in order, e.g. from the most to the least important.
You will also need to analyse these findings and explain what their significance is.
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9. Conclusions
Based on the facts in your findings, you come to conclusions (or interpretations, inferences and implications).
They are the next step in answering the question of why the problem or issue is happening and link back to the introduction/ terms of reference.
Different people may come to different conclusions based on the same facts.
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10. Conclusions (cont.)
Conclusions arise out of the information in the findings and are strongly based on the evidence.
Conclusions must go beyond the findings and analysis.
Never repeat the information from the findings in the conclusions or introduce new material here.
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11. Conclusions (cont.)
Conclusions express a generalised opinion or statement about the facts.
Conclusions may not need subheadings but should be written in the same order as the findings, although there may not be a conclusion for every separate finding.
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12. Recommendations
Recommendations are the actions you suggest to solve the problem and meet the purpose and terms of reference of the report.
They should follow logically from the conclusions and make practical, specific and cost-effective suggestions.
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13. Signature
Reports are always signed because you must take responsibility for the quality of the research, the conclusions and the recommendations you make.
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14. References
You must acknowledge the sources of the information you use.
This is called ‘citing’ in the text.
A list of references is also required.
Both citing and the list of references are done in APA style.
Failure to cite and reference correctly is called plagiarism and will result in you failing the assignment.
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15. Format and layout
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16. Introductory material
Cover
Title page
Letter of authorisation (if required)
Transmittal memo (if required)
Table of contents
List of illustrations (if used)
Executive summary
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17. Main body of the report Introduction Findings and analysis Conclusions
Recommendations
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18. Additional material
Index
References
Appendices
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19. Audience and channel Audience
Who will be reading your report? One person or many?
Will it be people with hands-on experience and knowledge of the topic?
Will your audience be more general and non-specific?
Channel
Will it be an oral report? How will this affect the information you include?
Will it be a written report? How will this affect content, language, layout and visuals?
Will it be an electronic report? Will you incorporate sound, animation and other multimedia tools?
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20. Planning a report Beginning a report involves: developing an outline
developing a work plan
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21. Collecting information
Decide what sort of information is needed
Find information
Check that you have adequate information
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22. Write the report Gather information into sections
Make sure the sections are related to one another
Develop a logical and persuasive argument
Draw conclusions and make recommendations based on the information you have presented
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23. Check for completeness
By section
Between sections and as a whole
Draw it all together into a single document
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24. Completing and checking the report
The three main stages here are:
revision
design
proofreading.
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25. Revision Reconsider the problem Revise content and structure
Check that you have met the purpose of the report and solved the particular problem you are investigating.
Revise content and structure
Check that all required information is there, conclusions are based on findings and recommendations are based on conclusions.
Rewrite language
Is language clear, concise and suitable for the audience?
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26. Design Include extras – formal reports Check on design
Are you consistent in the use of white space, headings, bold, colour, font and font size?
Revise visuals and link to text
Check that visuals are accurate, have clear keys, are valid, numbered sequentially, and integrated into the text.
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27. Proofreading Edit and check spelling and grammar
Check spelling and grammar at least twice: once electronically, but also in print.
Pagination and inclusion of all references
Add page numbers and references for all appendices, illustrations and tables before checking for accuracy and for page breaks.
Impact
Check the document for ‘wow’ factor, colour, diagrams, figures and tables, professionalism, and analysis of the central problem.
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28. Summary Writing effective reports is a high-level communication skill.
It requires sound critical thinking, analytical and problem-solving skills as well as an understanding of standard formats and styles.
The writer needs to consider the audience and channel that each report will be presented in as well as knowing how to conduct research, find information and use it wisely.
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29. Summary
Referencing material in a report is very important and you need to be able to use the APA style proficiently.
Effective skills in revising, editing, proofreading and design are also necessary.
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