The process is key, if the process is not right even the product will not be right. Steps : 1.Define the problem and understand the subject matter 1.Understand the terms of reference (TOT). 3.Determine the scope and purpose 4.Determine issues of investigation. 5.Visualize readers needs. 6.Action planning. 7.

1. THE PROCESS OF REPORT
WRITING
 ABBY ETIQUETT AND CAREER PURSUIT
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2. Some Quotes
William Saroyan
“Writing is the hardest way of earning a
living, with the possible exception of
wrestling alligators”
Journalist Gloria Steinem
“I do not like to write---I like to have written”
Writers just don’t enjoy writing
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3. Process is the Key
The trouble with report writers is that
they don’t use a systematic process
The worst way to write a report is to sit
down and start writing
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4. Having determined the structure( long or
short schematic/numbered report, letter,
memo, form report ) and the type of report,
you need to follow a specific process in order
to have a good product. If the process is not
right, even the product will not be right. any
process involves a series of inter-related
activities.
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5. Writing is a strategic activity this the
reason it is process based
One requires a clear road map that
involves the following steps
1.Define the problem/understand the
subject-matter i.e. you cannot write
effectively about anything if you have
not conceptualized the nature of the
problem. Your report will be clouded
with a lot of confusing communication
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6. 2.Understand the Terms of Reference
(TOR)
Given by the appointing authority through a
letter if the report is of investigative nature
Who instructed?
When were instructions given?
What am I expected to do?
When will I report back?
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7. Developing realistic Terms of Reference
Terms of Reference (TOR) give direction to
the reporter on what is expected from the
reporting activity
TOR guide the reporter about the scope
and the depth of the report
They act are the compass of the activity so
that the report that answer fundamental
issues and no more and no less
Assist in making the report relevant to the
needs of the principal
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8. Guidelines in developing realistic TOR
First ask what fundamental questions does
the report information need to answer
 Is the information to be presented in the
report actionable/usable in terms of
improving organizational performance or
addressing a management problem (s)?
Are the guidelines (TOR) stated in clear
language and not ambiguously to the extent
that they confuse the reporter.
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9. Do the guidelines indicate the purpose of
the report, what exactly to be examined,
facts to be furnished, type of report, the
consumer (s) of the report
Indicate some of the likely methods to
collect data
Indicate the type of report whether
informatory or recommendatory
Indicate the reporting timeframe
Are they stated as actions by use of action
verbs e.g. interview, analyze, etc
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10. Note ---these guidelines apply to inquiry
reports, however in routine reports the
instructions are spelt out in job
specifications and are known through
practice. Officers are never reminded of
what and when to do so—the activity is
part of their work because it is a
requirement that they give an account of
what they do on daily, weekly, monthly,
quarterly, bi-annually or annually.
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11. 3.Determine the scope and purpose
by scope it is meant the depth and breadth
What areas are to be covered in detail or
otherwise?
What is the purpose?
4,Visualize readers needs– tailor it to their
level of understanding and providing only
the information they require
What do they already know?
How will they use the report?
What are their experiences, points of view
and responsibilities? 11

12. 5.Outline issues for investigation
Main issues
Minor issues
6.Action planning
Identify Your Activities
What steps?
What timings?
Sources of Information
Resource Needs
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13. 7.Determine methods and Develop
Instruments
Decide on methods—are they scientifically
and ethically sound?
Do they flow from problems and objectives?
Are they clearly delineated?
Can methods selected solve the problems?
Determine the instruments you require
8.Data Collection
Collect data as per work plan
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14. a organization
Identify families of data collected
Group them in appropriate families
Discard irrelevant data
Identify data requiring further
investigation
Check whether you can establish a family
tree showing the natural sequence
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15. 9.Data analysis and interpretation
Study Data and try to understand it within
the boundaries of the problem and TOR
Are meanings realistic and actionable?
Do you need to amalgamate or discard
information?
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16. Structure whole report
Organize information logically in
families
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17. write
Begin the process of writing first
starting with the main
body(findings/evidence/observations)
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18. Edit and proofread
Begin with broad(global) issues, then
to details (micro) issues
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19. Present the report
Determine mode of presentation—soft
copy or hard copy—forwarding letter
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20. Conclusion
A good report that wins for you must
meticulously follow a process
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