What is a report & why write a report
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What is a report & why write a report

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What is a report & why write a report What is a report & why write a report Presentation Transcript

  • WHAT IS REPORT & WHY WRITE A REPORT .
  • A Report is a logical presentation of facts & fictions, which is designed to give a complete picture about what has taken place at a distance form the reader .
  • BUT according to BACIE
    • The British Association for Commercial & Industrial Education has defined it as
    • “ A document in which a given problem is examined, for the purpose of conveying information & findings, putting forward ideas first, & sometimes making recommendations”.
  • How are reports different form essays?
    • Reports are findings and making recommendations rather than a criticizing a subject.
    • Essay : The maker concentrates upon the opinions & criticism of the interviewee, and leaves the rest for the reader to justify.
  • KINDS OF REPORTS
    • Objective is either to present information or to analyze a particular situation
    • INFORMATION REPORT
    • ANALYTICAL REPORT
    • PRACTICAL REPORTS
  • INFORMATION REPORT
    • Presents reports of events , which may be periodical , covering the past & new information, allowing the readers to stay current on the topic.
    • The purpose of this report is to convey the data Clearly, Concisely,& Correctly as far as possible .
  • ANALYTICAL REPORT
    • Seeks to solve the problem , by investigating events, Gathering & Analyzing data
    • Followed by arriving at a decisions & Making recommendations.
    • Business point of view : Teaches better ways of financing & anticipates the acts of competitors.
  • PRACTICAL REPORT
    • Gives an account of what has happened in a test situation.
    • A practical session or as part of an experiment
    • EXTENSIVE CASE STUDY
  • ELEMENTS FOR EFECTIVE BUSINESS REPORT WRITTING
    • 1. ACCURATE :
    • Effective n Professional : Through Facts, Examples, information, Guidelines, Format and layout
    • Interesting, Interactive : Lucid language.
    • The overall view must show proper Guidelines, Format, Structure, Headings, Layout, Tips and Hints
  • 2dn ELEMENT ………
    • 2. OBJECTIVITY
    • Distinction between Facts n Opinions : Materials should be free from personal feeling or opinions.
    • Reporting all Pertinent information: Must contain both positive and negative aspects.
  • FORMAT
    • The format depends upon the type and purpose of the report .
    • In general, there are two broad types of format depends upon whether the summary and/or recommendations are placed after the main body, or placed before the main body .
  • THE FORMAT CHOSEN MIGHT BE EITHER ONE OF THE TWO.
    • Format where the findings / recommendations follow the main body……1
    • Cover sheet
    • Title page
    • Abstract
    • Table of contents
    • Introduction
    • The body of the report
    • Conclusion (and recommendations if applicable)
    • References / Bibliography / Glossary (if needed)
    • Appendices
  • The 2 nd Format may be
    • Letter of transmittal
    • Title page
    • Table of contents
    • Summary and/or recommendations
    • Body of report
    • Conclusions
    • Appendices
    • Bibliography
  • STEPS FOR WRITING REPORTS…pg.1
    • 1. Consider both your word count and your time frame
    • 2. Analyze your topic carefully
  • 2a. WHILE ANALYZING
    • Who are the audience
    • W hat do they want to know
    • What exactly is required to report
    • What is the purpose of the report [is it to record, inform, instruct, analyze or to persuade]
    • What is the scope of your report?
    • What aspects should the topic cover
    • What are the limits of the report?
  • What are the 3 limits of a report?
    • Limits to the information [topic, which confines to place, time or group]
    • Number of words and the time available.
    • Limits on the resources available.
  • STEPS FOR WRITING REPORTS…..2
    • Make an initial plan
    • Locate your information and take notes
    • Prepare the first draft
    • Evaluate your draft carefully
  • This Extended Formal Report are used by Companies if needed to show to the public . The contents the Report follows:
    • Title Page / Contents / Synopsis
    • Terms of reference
    • Procedure
    • Detailed findings
    • Conclusions
    • Recommendation
    • Appendices
    • Bibliography
  • Short Formal Report - for internal use in companies.
    • Title Page
    • Terms of reference
    • Procedure
    • Findings
    • Conclusions