Writing Reports

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Writing Reports

• Alan Le Grys
• Student Learning Advisory Service

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Learning Objectives

• To consider the function of reports
• To reflect on differences from other types of
  writing (essays, summaries, etc)
• To discuss what makes a good report
• To look at the steps involved in preparing a good
  report

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What is a Report

• In small groups of 2-3 people, discuss
• What is a report?
• What is the difference from other types of
  writing?

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What is a Report?

• A report is NOT
• An essay
• Bullet points
• An exercise in poetic/flowery use of language
• A report MUST be
• As economical, direct, and as clear as possible
• SYSTEMATIC flow from beginning to end
• Logical

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What is a Report?

• A Report IS
• Written (formal) presentation on a project
• Description of what you did
• Justification of method (why did you do it this
  way?)
• Account of what you discovered
• Analysis of findings (what is interesting/unusual/
  odd)
• Interaction with other research (how does this
  fit in?)
• Reflection on implications of findings (so what?)
• Conclusion (this shows, the consequences are)

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What is a Report?

• A report is a formally written account, which is
  governed by terms of reference known to both
  writer and readers It is compiled from data
  available to the writer and is directed towards
  achieving a specific purpose.
• (Source Sinfield, S. (1999) Learning Curve Smart
  Reports Magazine, Learning Curve Productions,
  Essex).

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Who is it For?

• Before you start, ask
• Who wants this report?
• What do they want from the report?
• What do they need to know?
• How will they use the report?

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Who Wants this Report?

• Tutor (or employer) wants to know you have
• Researched the topic thoroughly
• Understood what you have researched
• Thought through the implications
• Written a professional, succinct accessible
  account of what you have found out

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1. Researching the Assignment

• Clarify aim what do you need to do?
• What type of report is required? (check the
  module requirements handbooks, etc.)
• How long does report need to be?
• What is the problem?
• Is the aim simply to report or offer solutions?
• Identify key points/issues
• Gather relevant data/background information
  (books, articles, web-searches, empirical
  studies, practical experiments, etc.)

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2. Demonstrating Understanding

• Define technical terms in own words
• Summarise key ideas on own words
• Explain method used why this approach? What are
  strengths/weaknesses of method?
• Give brief summaries of what other people or
  researchers have said in own words
• Describe what you have discovered
• Explain significance/consequences of findings
• Present informed and reasoned conclusion

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3. Considering Implications

• Ask the crucial so what? question
• On the basis of the evidence presented in report,
  what does this mean in practice?
• Are there still any gaps in the evidence do you
  need to carry out further research?
• Does anything need to change?
• How does it need to change? Why?
• Can you offer practical solutions (if needed)?

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4. Writing a Professional Report

• Is the report for expert or non-specialist
  audience?
• What kind of report (Module documentation)
• - historical (this is what I have done..)
• - experiment (what was done, why, results)
• - technical (problem, full analysis, solution,
  costs)
• Layout requirements (templates, etc.)
• Content what readers need to make decision
• Style of writing (relaxed formal)

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Structuring a Report

• In small groups of 2-3 people
• Draw up an outline of a report
• How would you structure this report?
• How long should each section be?
• What information would you put in each section?

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Simple Report Structure

• Terms of Reference (What have I been asked to
  find out?)
• Procedure/method (How did I set about finding it
  out?)
• Findings/Results (What did I find out?)
• Conclusions (What conclusions can I draw?)
• Recommendations (What action should be taken?)

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Typical Report Structure

• Title Page (Layout/style requirements)
• Abstract (150-200 word summary of problem,
  process, findings, significance)
• Table of Contents
• Introduction (set the scene)
• Main Body (outline justify method present
  evidence discuss possible interpretations
  consider alternatives)
• Conclusions and recommendations
• References and bibliography
• Appendices (detailed information not in main
  body)
• Glossary explanation of techincal terms used

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Abstract, Introduction, Conclusion

• Most readers concentrate on these sections
• Abstract brief outline of full project
• - best written last (when you know outcome)
• - separate page
• Introduction (different from Abstract!)
• - states what you have been asked to do
• - states briefly steps need to do this
• - states any relevant background information
• Conclusion (usually most closely read by
  clients)
• - summary of findings
• - what worked/did not work
• - possible recommendations/further research

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Abstract, Introduction, Conclusion

• Do NOT
• Confuse abstract with introduction
• Use abstract to state conclusions
• Remember, abstract, introduction and conclusion
  all have different purposes

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Introduction

• This report examines/compares/analyses, etc.
  this topic (hardware, idea, project, range of
  variables, etc. etc. etc.). The background to
  this investigation is . and the purpose of this
  report is to (describe the problem, consider
  possible explanations, offer solutions, examine
  other peoples ideas, etc.)
• Keep it brief and simple set the scene

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Conclusion

• This project/study/experiment etc. has found
  that in these circumstances this is true. This
  conclusion is based on this method, which worked
  or did not work because. The results are this
  reliable to this extent because Analysis shows
  that underneath the initial problem these factors
  are at work Possible solutions include probably
  costs include. It is therefore recommended
  that.
• No new information!

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Abstract

• This setup/procedure was used to analyse this
  problem/topic/issue. It was found that Problems
  (with the method, analysis, topic, etc.) were
  found (and addressed by.). The main findings are
  that. The main recommendation is that
• Keep it brief, give outline of whole report, keep
  in word limit, give executive summary

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Main Body

• Break this down into sub-sections/headings
• Include sections on
• Background (context, requirements, etc.)
• Literature review (make links to relevant work)
• Methodology
• Results
• Discussion identify patterns, themes, etc.

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Preparing the Report

• Re-read the assignment requirements carefully
• Make it look professional
• - use Word Processor
• - use double spacing
• - use spell checker
• - use required template (headers/footers, etc)
• - include word count
• - include full references and bibliography
• Make it easy to read (grammar, syntax, etc.)

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Organising Material

• present ideas in systematic organised way
• - use sub-headings consistently
• - use appropriate language
• - DO NOT use jargon or colloquial language
• - use first person sparingly (if at all) and
  only
• to describe your reactions
• Use reported speech/style to describe information
  gained from other people

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Common Errors

• Writing too informally - e.g.
• I couldnt believe what she was doing. It was
  so unfair.
• Too little or too much detail
• Poor editing/consistency
• Wrong mix of tenses

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Presenting the Report

• Check that you understand expectations
• Look at examples of other reports
• - in library
• - in professional journals
• - in text books
• - other students
• Be critical what works/does not work? Why?

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References

• ALWAYS give full references
• Use Harvard style (author-date)
• Include ALL material (including websites) is
  bibliography
• Arrange bibliography in alphabetical order
• List works by same author in date order
• Err on the side of caution if in doubt, always
  put in a reference

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Keep it Simple

• Make sure Report does the job
• Keep it factual what you did, why you did it
  this way, what you found, what it means
• - give a full account of method, analysis,
  findings, interaction with literature, etc.
• Make sure the report flows logically
• Make sure conclusions are valid
• Revise and edit carefully be concise, delete
  repetitions, choose right words, check grammar

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What might be some of the key differences
between a report from one individual and a
group report?
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Group Reports

• Agree process
• Brainstorm ideas
• Allocate tasks
• Agree outline of content
• Decide how to draw up first draft
• Circulate draft for comment /or amendment
• Decide on process for revision
• Include comment on group process in report