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Effective report writing and presentation slides for school students


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Basic guides for school students on how to prepare a good report and presentation slides.
These skills are hopefully to help them to prepare better reportsand presentation materials for academic assessment requirements at school,university and later in their career

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Effective report writing and presentation slides for school students

  2. 2.  Introduction & Definitions  Types Of Reports  Steps In Report Writing  Preparing The Presentation Materials  Discussion & What’s next?
  3. 3.  Students would be able to: › Explain the purpose of report writing & types of reports › Prepare effective reports based on given guidelines › Prepare effective presentation materials for the report written
  4. 4.  A document that presents information in an organized format for a specific audience and purpose.  Types of reports › Memos, minutes, lab reports, book reports, progress reports, justification reports, compliance reports, annual reports & policies and procedures
  5. 5.  Documents that are accurate, objective and complete  Well-written, clearly structured & expressed in a way that holds the reader's attention & meets their expectations
  6. 6. Good writers are born that way  No one is born with a natural understanding of grammar, punctuation, or proper mechanics  All writers must learn the same basics in order to improve Only professional writers need to know how to write  Nearly every job requires some form of writing  The better a particular person writes, the more job opportunities that person will have Unless a person is a good writer, he or she shouldn’t write at all  All writers with all levels of skill can become better by writing frequently
  7. 7. Writers wait for inspiration to write  Successful writers attempt to chase down creativity through the act of writing rather than waiting for it to naturally appear Writing is always hard  Writing can be made easier through practice & patience  Using the proper mechanics & techniques,  Acquiring a proper understanding of grammar & punctuation
  8. 8. As a columnist in THE HEAT weekly newspaper(2013)
  9. 9.  Understanding the types of writing a report involves  Being able to identify the audience & purpose of your report  Knowing how reports are read by your audience  Knowing the purpose of each section in a report (not just where the information goes)  Understanding how good structure of your report helps the reader find the information they want  Being able to communicate well both in writing,using graphical data & photos The ability to write good reports will stay with you. Once you leave school & university, good report writing principles of writing informatively for a specific audience & purpose will help you communicate well in whichever career you choose.
  10. 10. Short report  Title page  Introduction  Discussion  Recommendations  References Science report  Title page  Introduction  Method & materials  Results  Discussion  Conclusion  Appendices  References Business report  Title page  Executive summary  Table of contents  Introduction  Discussion  Conclusion  Recommendations  Appendices  References Engineering report  Title page  Executive summary (optional)  Introduction  Objectives  Analysis  Discussion  Recommendations & action plan  Conclusion  Appendices  References Research report  Title page  Executive summary  Introduction  Method / methodology  Results / findings  Discussion  Conclusions  Recommendations  Appendices  Bibliography
  11. 11. The purpose of the report › what's it about › what's required & why is it needed? How to know?  Read the request for a report › Instructions & any other information you've been given about the report.  Reread the request or instructions,then answer these questions › What,why & when is it required? › Who requires it?  Do you need help with answering any of these questions?  Once you're clear about the above, use your answers to draft your 'Terms of reference
  12. 12. The steps you've taken to prepare the report Decide on the procedure you'll follow & how you'll write the report Ask yourself:  What information do I need?  Do I need to do any background reading?  What articles or documents do I need?  Do I need to contact the library for assistance?  Do I need to interview or observe people?  Do I have to record data?  How will I go about this? Also ask yourself:  When do I need to do it & when to start? › Mark this date in your calendar › How much time do I need to complete it?  Decide when you're going to complete the various sections › Mark these 'mini deadlines' in your calendar
  13. 13. You've planned your investigation/research. This is what you need to do next:  Find the information you need  Keep careful notes of what you find & don’t assume you’ll remember everything you read or find  Make sure the information you find is relevant and appropriate.  Check your assessment requirements & guidelines  Checl marking schedule regularly to make sure you're on the right track.  What you find out form the information gathering will form the basis, or main body, of your report,
  14. 14.  All reports are divided into sections › they have a similar structure but some details may differ › If you're not sure what's required, ask your teacher/lecturer  More formal reports often have a title page  The parts/sections, of a report usually have headings and subheadings › headings are often numbered
  15. 15.  Use the structure you've decided › Write the headings down, and start filling in the gaps  Terms of reference/Purpose  Procedure  Findings › The basis of your report › Result of your reading, observations, interviews & investigation › Graphs are a highly effective form of communication and useful for summarising complex material  To include additional information in an appendix/attachment › Usually labelled Appendix A, Appendix B, etc › Each appendix should start on a new page
  16. 16.  Interpret the information you have found  How to start? › Read through your findings & ask yourself: › What have I found? › What's significant or important about my findings? › What do my findings suggest?  Write your conclusions › The conclusions must be based on your findings – don't include any new information
  17. 17.  What you think the solution to the problem/what should happen next  How to decide on what to recommend? › Reread your findings & your conclusions › Think about them. › What actions should the reader of the report carry out? › Are your recommendations practical? › Have you included enough detail so that the reader knows what needs to be done & who should do it?  Your recommendations must be based logically on your conclusions › Ordered from most to least important & written as a numbered list
  18. 18. You may be required to include a executive summary or list of contents  Check your instructions to make sure The executive summary  tells the readers what the report is about  includes a summary of the recommendations  Usually about 100 words long
  19. 19.  This is a list of all the sources you've referred to in the report
  20. 20.  Have you followed the instructions?  Have you included all the required sections? Are they in the correct order? Check your structure & make sure.  Is your information accurate?  Are there any gaps? Do you need more information?  Does your report read well? Would adding a graph or table make it easier to follow?  Is your argument logical? Does the information you present support your conclusions & recommendations?  Have you explained the terms, symbols and abbreviations that you've used?  Are the diagrams, tables, graphs, and illustrations numbered & labelled?  Have you formatted your report correctly?  Have you edited and proofread your report? If possible, get someone else to check your report.
  21. 21. 1. Keep it Simple 2. Limit bullet points & text 3. Limit transitions & builds (animation) 4. Use high-quality graphics 5. Have a visual theme, but avoid using PowerPoint templates 6. Use appropriate charts 7. Use color & choose your fonts well 8. Spend time in the slide sorter Source:
  22. 22. Limit transitions & builds (animation)
  23. 23.  It’s too familiar & predictable!
  24. 24.  According to the Segmentation Principle of multimedia learning theory, people comprehend better when information is presented in small chunks or segments  By getting out of the Slide View and into the Slide Sorter view, you can see how the logical flow of your presentation is progressing
  25. 25.  Simple & reflecting the main objective & contents of the presentation  Attractive to create the immediate interest of the audience-to suite their expectations
  26. 26.  Purpose/Objective  Overview of the topic/key concepts/key definitions  Process/Procedures/Steps involved  Results & analysis  Findings/Observations  Recommendations  Conclusions  Final messages