Report witing1

8/7/2019 Report witing1

1/52

Chiran

Akshay Thakkar

Chiranjeevi

Subheesh

Tharani Raja

Tison TomVidhya Sindhu

Vandana S. Nair


2/52

Prepare Data

for Analysis

Summarize data

and describe

variables/ identify

new variables

Analyze the

associations

Prepare for

statistical

analysis

Determine the

types of

statistical

analysis

Analyze unpaired

and paired

observations

Implement

measures of

association

Write the report

and formulate

recommendations

Present summaries

and draft for

implementation of

recommendations


3/52

Research reportscontain findings,

analysis, interpretations, conclusionsand recommendations.

Can beof two types: Short, informal format

Long and complex. Either technical or

manag

ement ty

pe.


4/52


5/52

i) PREFATORY ITEMS

It does not have direct bearing on the

research.

They assist the reader in using the

research.

1) Letterof Transmittal

When the relationship between theresearcher and the client is formal, a

letterof transmittal should be included.


6/52

2) Title Page

The titlepageshould include four items-

a) Titleof the report

b) Date

c) By whom

d) For whom

3) Authorization Report

Letterof authorization, included when the reportissent to a public organization.

Shows the authority for undertaking theresearch


7/52

TITLE

PAGE


8/52

3) Executivesummary

It may be a report in miniature,or, It may be a concisesummary of themajor

findings and conclusions, including

recommendations.

4) Tableof contents

As a rough guide, any report ofseveral

sections that totalsmore than 6 to 10 pagesshould have a tableof contents.


9/52

ii) INTRODUCTION

Prepares the reader for the report by

describing thepartsof theproject, which are

as follows:

1) ProblemStatement

Contains the need for the research project.

Theproblem is usually represented by amanagements question.


10/52

2) Research objectives

Addresses thepurposeof theproject.

Theseobjectivesmay be research questions and

associated investigative questions.

3) Background material It may be thepreliminary resultsofexploration

from an experiencesurvey, focus groupor

anothersource.

Alternatively, it could besecondary data from the

literature review.

It gives the reader the information needed to

understand the remainderof the research report.


11/52

iii) METHODOLOGY

Systematic study of methods that are applied

within a discipline. It contains the foll. parts:

Sampling design.

Research design.

Data collection.

Data analysis.


12/52

1) Sampling Design

The researcher defines the target population

being studied and thesampling methods

used.

Target population

Parametersof interest

Sampling frame Appropriatesampling method

Samplesize


13/52

2) Research design

In an experimental study, thematerials,

tests and other devicesshould be

described.

In a descriptive design, it covers the

rationale instead of competing

alternatives.


14/52

3) Data collection

Processofpreparing and collecting data

Typesof data collection:

By mail questionnaires

By personal interview


15/52

4) Data analysis

Summarizes themethods used to

analyze the data .

Describes data handling,preliminary

analysis,statistical tests and other

technical information.


16/52

iv) LIMITATIONS

The limitations in any research must be

clearly claimed, as ignoring such matters is

completely unethical and unprofessional.

v) FINDINGS

Theobjective is toexplain the data rather

than draw interpretationsor conclusions


17/52

vi) SUMMARY & CONCLUSIONS

Summary is a briefstatement of the

essential findings.

Conclusions represent inferences drawn

from the findings

vii) RECOMMENDATIONS

Recommendations are usually formanagerial action with the researcher

suggesting oneormore alternatives


18/52

viii)APPENDICES

Places for complex tables,statistical tests,supporting documents, copiesof forms and

questionnaires

ix) BIBLIOGRAPHY

Useofsecondary data requires bibliography

especially in long reports

Documents thesources used by the writer


19/52

WRITING THEREPORTWRITING THEREPORT


20/52

Writing the Report

Subdivided intoprewriting concerns, writing

the draft,presenting the considerations.

1) Prewriting Concerns

What is thepurposeof this report?

Who will read the report?

What are the circumstances andlimitations under which I am writing?


21/52

Outline

Topic outlineA key word or two are used.

Sentenceoutline

Expresses theessential thought associatedwith the topic

Eg. Topic outline Sentence outline

Demand Demand for refrigerators


22/52

2) Writing the Draft

After completion ofoutline, decisions can be

madeon including graphs, tables, charts.

Different mechanismsof writing:

- Long hand

- Direct approach

Useof computersoftwarepackages


23/52

Readability

More readershipobtained if the topicinterests the readers & if it is in their field of

expertise.

Report should point out how it will help the

readers.

Write at a level that is appropriate to the

audiences reading ability.


24/52

Comprehensibility


25/52

Avoid ambiguity,multiplemeanings, allusions.

Wordsshould convey thoughts accurately,clearly and efficiently.

Words and sentencesshould be carefullyorganized and edited and expressed in small

unitsof text.

Use amplespace and widemargins.

Emphasize important material only.


26/52

Tone

Messageprepared for the readershould

convey sincerity,personalization, warmth

and involvement on thepart of the author.

Remove negativephrasing and convey the

thoughtspositively.


27/52

Negativephrasing

End users do not want the Information

Systems Department telling them what

software to buy.

Positivephrasing

End users want more autonomy over their

computersoftware choices.


28/52

Final ProofAfter the draft is completed, final editing must

be done with a critical eye.

Check the writing, graphs and tables,conclusions and findings if they are

appropriately formatted.

After completion of the draft,executivesummary is written.


29/52

3) Presentation Considerations

Reports can be typed,printed ( ink-jet, laser,

colour,etc. ) orsent out for typesetting.

Useof compatible fonts, consistent,easy to

read letters, throughout theentire report.

Overcrowding of lettersshould be avoided.


30/52

Contd

Photocopied reportsshould be clean with no

black or grey streaks.

Adequate labeling should beensured for text

and headings.

Graphs/tablesshould beself-explanatory.


31/52

PRESENTATIONOF

STATISTICS


32/52

Statistics can bepresented in the formof:

Text Presentation

Semi tabular Presentation

Tabular Presentation

Graphics


33/52

Text Presentation

Most common method

Used when there areonly few statistics

It directs readers attention to certain numbersor

comparisons Should scan theentireparagraph toextract the

meaning


34/52

Semi-Tabular Presentation

o Used when the figures are few.

o They may be taken from the text and listed

o List of quantitative comparisons aremuch

easier to read and understand


35/52

Tabular Presentation

o Superior to text presenting statistics.

o Facilitates quantitative comparisons.

o Comments directing readers attention to important

figures.

o Provide concise,efficient way topresent numerical

data.


36/52

GRAPHICS


37/52

LINE GRAPHS


38/52

AREA CHARTS


39/52

PIE CHARTS


40/52

BAR CHARTS


41/52

PICTOGRAPHS


42/52

GEOGRAPHS


43/52

3D GRAPHICS


44/52

ORAL PRESENTATION


45/52

Oral Presentation

Researchersoften present their findings

orally.

Also known as briefing.

Small groupofpeople involved.

Thepresentation is normally followed by

Questions & Discussion.

Divided intopreparation, delivery andaudiovisuals.


46/52

i) PREPARATION

1) Opening

Theopening should be direct.

It should explain about natureof the

project.

2) Findings & Conclusions

Each conclusion can be followed by the

findings that support it.


47/52

3) Recommendations

Each recommendation may be followed by

the references to the conclusions leading to it.

Thismay be appropriate to call for questions

from the audience


48/52

ii) DELIVERY

A polished presentation adds receptiveness.

Demeanour,posture,dress & total

appearanceshould be appropriate.

Speed ofspeech, clarity,pauses and gestures Thespeakermust get & hold audience

attention


49/52

iii)AUDIOVISUALS

Visual aids areparticularly an important

aspect of briefings.

It is toooften ignored or treated

inadequately.

Researchers can useVariety of AV with

good results.

Visual aids are relatively simple andinexpensive tomake.


50/52

Low Tech

Chalkboards and whiteboards

Handout materials

Flip charts

Overhead transparencies

Slides

High Tech

Computer Drawn Visuals

Computer Animation


51/52

Adobe Acrobat

Document


52/52