Research Report Writing and Presentation

What is a report? A report is a structured written presentation directed to interested readers in response to some specific purpose, aim or request. There are many varieties of reports, but generally their function is to give an account of something, to answer a question, or to offer a solution to a problem.

Characteristics of an effective report An effective report is: appropriate to its purpose and audience; accurate; logical; clear and concise; and well organised with clear section headings.

Report structure One important advantage that a report has over other written communication is that it follows a standardized format. This enables readers to find and focus on specific pieces of information.

Report structure continued Standard Structure of Report- Transmittal document (not common) Title page Table of contents Abstract/Executive Summary Introduction Discussion Conclusions Recommendations Bibliography Appendix

Procedure for report writing The following is a suggestion as to how you might proceed in compiling and presenting a report. There are three stages: Planning – including brainstorming issues Writing Formatting, revising and proof-reading

Stage One: Planning Defining the purpose: Defining the audience: Read the brief carefully; identify key words; make sure you know what's really being asked Defining the audience: Determine your audience's level of understanding Determine what your audience needs to know Establishing parameters: Determine the scope and level of detail required Determine the length of the report and what can be covered in that length Gathering information: make sure the information you gather is relevant, contemporary and factually correct make sure that you transcribe facts and figures correctly

Stage Two: Writing Write the report in three stages: Write the body Write the abstract/executive summary Write/compile the supplementary material

1. Writing the body There are four components of the body of the report: Introduction: Provide the necessary background of the report, its aims, premises, scope, limitations, approach intended audience Possible benefits and any instructions that may be useful for the reader If specialist terms are used in the report, define them clearly. Discussion: 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. pitch at appropriate level organize material logically use clear, concise language give concrete examples Conclusion: 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 Discussio The Conclusions section should give- Conclusions Key points Main findings Recommendation: The Recommendation 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; and it should include – Be definite Be perceptive Be imaginative Be rational

2. Abstract/executive summary The abstract (also known as the Executive Summary) 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. It should include a summary of the following: Purpose Scope Achievements Main points Conclusions Recommendations

3. Writing the supplementary material Transmittal document The transmittal document is not part of the report, but accompanies the report. In letter, memo, or minute form, it personalises the report for a specific reader and calls attention to those items or sections in the report which are of particular interest to that person.

3. Writing the supplementary material continued Title page identifies the report with the following information: Title Author's name, position and qualifications Authority for report Place of origin Date

3. Writing the supplementary material continued 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.)

3. Writing the supplementary material continued Bibliography The bibliography lists all publications either cited or referred to in preparing the report. Use the Referencing System recommended by the management. APA system Harvard System, etc.

Stage Three: Formatting, revising and proof-reading Apply the following "report checklist" Have I fulfilled the purpose of the report? Is it written at a level appropriate to its audience? Are its facts correct? Is it comprehensive? Is all the included information relevant? Are the layout and presentation well thought out? Is the style clear, concise and professional? Does the abstract summarise? Does the introduction adequately introduce the discussion? Is the discussion organised logically? Does the conclusions section interpret, analyse and evaluate? Are the recommendations reasonable? Does the table of contents correspond with the actual contents? Are page numbers correct? Have I acknowledged all sources of information through correct referencing? Have I checked spelling, grammar and punctuation? Have I carefully proof-read the final draft

Drafting and editing Good layout and editing is important in both report writing and in making presentations. A starting point in doing this is to decide on the layout to be used, that is, the way material will be presented in terms of headings, sub-headings, use of dot points, footnotes and so on.

Ensuring accuracy of the report Another requirement of presenting and writing a professional report is ensuring that your report is accurate. Any references to information or sources of information need to be checked by you. This will be much easier if you have kept a careful record of information you have used and where it has come from when you (or someone else) comes to check the sources.

Readers should be able to link Recommendations with the facts found in the text. They should never be left wondering why a particular recommendation has been made. In some cases it may be advisable to support the argument given in the text with other sources. For example:

The structure of the report A short report may consist only of: purpose introduction discussion conclusion recommendations.

Longer reports may contain: Front matter such as cover page, table of contents, list of tables, graphs and figures Definitions and terminology Scope Method and technique used Statement of the issue Findings End matter such as bibliography, appendices, index.

How to present numerical Information for your research. You have gone to a lot of trouble to collect information in your research project. How do you present this information if it is numerical? To answer this question you need to understand different presentation methods and how they can be used. We will look at the two most common methods for presenting numerical information: the pie chart and the histogram.

Pie chart This is used when you want to show what proportion of the total a particular result forms part of.

Histogram A histogram is a representation of the results in a graphical form. You have probably seen many histograms. Histograms show the distribution of results.

Histograph

Producing the final report Remember that you must write with your audience in mind. The grammar, style and use of words should reflect well on the authors. Despite the fact that the text should already have been edited, the writers may wish to further polish up the text.

Presenting the report The final report can be presented in written form, or as a verbal presentation, or both. The written report should be as good as it possibly can be, given constraints such as time and money.

Presenting the report An effective presentation is more than the reading of key parts of a report. It has to describe the main points in the written report, ‘sell’ listeners on the merits of the report and keep their interest for the duration of the presentation. A presentation has to be written for the ear—words written for the eye can sound stilted when read to an audience. There is a need for skilful editing, taking into consideration the type of people who will make up the audience.

Effective Presentation Body language must look credible and confident Good posture maintaining eye contact with your audience feedback on how successfully you are holding the attention of your audience Sufficiently loud and intonation Follow the experts speaker Practice more Clear visual aids