Writing Reports - PowerPoint PPT Presentation

1 / 29
About This Presentation
Title:

Writing Reports

Description:

To consider the function of reports ... DO NOT use jargon or colloquial language - use first person sparingly (if at all) and only ... – PowerPoint PPT presentation

Number of Views:27
Avg rating:3.0/5.0
Slides: 30
Provided by: al6089
Category:

less

Transcript and Presenter's Notes

Title: Writing Reports


1
Writing Reports
  • Alan Le Grys
  • Student Learning Advisory Service

2
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

3
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?

4
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

5
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)

6
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).

7
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?

8
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

9
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.)

10
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

11
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)?

12
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)

13
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?

14
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?)

15
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

16
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

17
Abstract, Introduction, Conclusion
  • Do NOT
  • Confuse abstract with introduction
  • Use abstract to state conclusions
  • Remember, abstract, introduction and conclusion
    all have different purposes

18
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

19
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!

20
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

21
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.

22
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.)

23
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

24
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

25
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?

26
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

27
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

28
What might be some of the key differences
between a report from one individual and a
group report?
29
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
Write a Comment
User Comments (0)
About PowerShow.com