Academic Report Writing for IEC Intermediate Level

1. 1 INTENSIVE ENGLISH COURSEAcademic Report Writing Instructor: Mr Norhaizal Ramley

2. 2 INTRODUCTION What is research report writing? Emotional VS. Factual

3. 3

4. 4 HOW DO I CONDUCT A RESEARCH? Follow these 5 steps!

5. 5 HOW DO I CONDUCT A RESEARCH? Identify the Issue or Problem What do I want to know? Who are involved? Where? Why?

6. 6 HOW DO I CONDUCT A RESEARCH? 2. Determine the Purpose What exactly do I want to do here? What is my statement of purpose? To evaluate? To investigate? To compare? To describe?

7. 7 HOW DO I CONDUCT A RESEARCH? 3. Draw a Plan or a Strategy Who, where and what are going to be involved in the research? How do I collect the data? What are the deadlines?

8. 8 HOW DO I CONDUCT A RESEARCH? 4. Search and Collect the Data Do I need primary data? Do I need secondary data? What are the instruments to be used to collect the data?

9. 9 HOW DO I CONDUCT A RESEARCH? 5. Analyze Data How do I process, record, analyze and interpret the data? How do I make connections among the data? How do I draw conclusions from the data?

10. 10 So what is the problem?

11. 11 RESEARCH PROPOSAL

12. 12 WHAT IS A RESEARCH PROPOSAL? A Plan of Action Why? To seek funding To seek commitment

13. 13 2 TYPES OF PROPOSAL INTERNAL VS. EXTERNAL SOLICITED VS. UNSOLICITED

14. 14 10 COMPONENTS OF A PROPOSAL Title Background Information Statement of Problem Research Objectives Research Questions

15. 15 10 COMPONENTS OF A PROPOSAL (Cont’d) 6. Significance of the Study 7. Scope 8. Methodology 9. Work Schedule 10. Call to Action

16. 16 DATA COLLECTION

17. 17 WHAT IS DATA COLLECTION? A process of collecting data (primary & secondary) from different sources PRIMARY DATA – obtained through questionnaires, interviews, observations & experiments SECONDARY DATA – obtained through reading others’ works

18. 18 COLLECTING SECONDARY DATA Conducted at the beginning of a research to get a better picture of what you are going to investigate Gathered from various written resources (offline/online) Used in various sections of research report esp. Literature Review Must be properly cited

19. 19 COLLECTING PRIMARY DATA FOUR INSTRUMENTS: 1.QUESTIONNAIRES 2.INTERVIEW 3.OBSERVATION 4.EXPERIMENTS

20. 20 1.QUESTIONNAIRES A systematic compilation of questions distributed to respondents from which information is needed Administered through survey, mail, telephone & internet

21. 21 2 TYPES OF QUESTIONS 1. Open-ended Questions 2. Close-ended Questions Yes/No Scale Listing/Choice Ranking Category

22. 22 2.INTERVIEW A two-communication which permits an exchange of ideas and information 3 types of interviews: 1.Structured 2. Semi-structured 3. Unstructured

23. 23 3.OBSERVATION To get firsthandinformation To strengthen existing data

24. 24 4.EXPERIMENTS To test various techniques, assumptions or products (esp. in engineering & agriculture)

25. 25 SAMPLING & POPULATION SAMPLING– a group of respondents who provide information that may be generalised to general population POPULATION– a target group to which the results of a research are applicable

27. Stratified

29. Convenience

31. 28 WHAT IS DATA PROCESSING? To convert raw data into meaningful statements that could help answer research questions Raw data are systematically organised so that their meanings can be understood Procedures for quantitative and qualitative data are different

32. 29 3 STAGES (QUANTITATIVE DATA) ORGANISING, RECORDING AND CATEGORISING AND/OR CODING PRESENTING ANALYSING

33. 30 1.ORGANISING, RECORDING & CATEGORISING AND/OR CODING Organise manually or using computer Record using ‘keyword’ Categorise to see the ‘picture’ Coding helps processing the data statistically (using SPSS)

34. 31 2.PRESENTING Turn data into comprehensible ‘pictures’ through 1. Table 2. Graph 3. Chart

35. 32 3.ANALYSING Analyse manually or using computer Involves the interpretation of frequencies based on data presentation

36. 33 3 STAGES (QUALITATIVE DATA) ORGANISING, CATEGORISING AND/OR CODING, AND RECORDING PRESENTING ANALYSING

37. 34 1.ORGANISING, CATEGORISING AND/OR CODING, Organise by using transcriptions Categorise by listing the responses Coding by using flexible codes

38. 35 2.PRESENTING Usually presented in original forms Can also be presented using tables

39. 36 3.ANALYSING Involves finding commonalities, regularities or emerging patterns among the responses

40. 37 WRITING RESEARCH REPORT

41. 38 3 SECTIONS PRELIMINARY MAIN SUPPLEMENTARY

42. 39 1.PRELIMINARY Title Page Abstract Acknowledgement Table of Content List of Figures/ Tables List of Abbreviation & Symbols

43. 40 2.MAIN Introduction Literature Review Methodology Findings & Discussions Conclusion & Recommendation

44. 41 3.SUPPLEMENTARY References Appendices

45. 42 1.INTRODUCTION

46. 43 7 ELEMENTS Background of the Study Statement of Problem Purpose of the Study Research Objectives Research Questions Significance of the Study Scope of the Study

47. 44 1.Background of the Study Three steps: To state general statements of facts related to the field of study To state specific statements about issues studied by other researchers To state statements that indicate the need for more investigation

48. 45 2.Statement of Problem To define the issue or problem investigated in the study To refer to problem statement in the proposal

49. 46 3.Purpose of the Study To include a broad discussion on the reasons why the study was carried out and intentions of the study

50. 47 4.Research Objectives To show the extent and the expected outcome of the study To begin with a leading statement followed by the objectives written in point forms

51. 48 5.Research Questions To guide the discussion about the topic To stimulate readers’ interests To turn the objectives of the study into research questions

52. 49 6.Significance of the Study To justify the reason for conducting the study To emphasize the potential benefits that it would bring

53. 50 7.Scope of the Study To indicate the direction of the study To map out the boundaries of the study To outline the method of investigation To give a preview of the written report

54. 51 2.LITERATURE REVIEW

55. 52 WHAT IS LITERATURE REVIEW? It is an account of what has been published on a research area It describes, summarizes, evaluates and clarifies the studies reviewed It outlines a framework and a theoretical base of a research

56. 53 WHY? To guide you through others’ works To prepare for your own research To provide a context for your research To justify the research To illustrate how the subject has been studied before To outline gaps in previous research

57. 54 HOW DO I DO IT? Identify relevant articles and books Read and appraise the text critically Organise the literature around your research questions Synthesize relevant information to current study

58. 55 5 GENERAL STEPS 1. Prepare annotated bibliography 2. Maintain a reference list 3. Organise materials and make notes 4. Write individual sections according to themes 5. Integrate all sections

59. 56 HOW DO I CITE IN A REPORT? THREE WAYS: 1. SUMMARIZING 2. DIRECT QUOTATION 3. PARAPHRASING

60. 57 1. SUMMARIZING It is a shortened piece of writing by restating main points in your own words General ideas are highlighted Details & examples are excluded

61. 58 2. DIRECT QUOTATION Authors’ exact words are copied directly from original sources It is preferred when citing powerful phrases or interpreting literary works like poems or plays Sources must be properly cited

62. 59 3. PARAPHRASING Authors’ words are rephrased/ reworded in your own words Paraphrased text is usually shorter than original text Paraphrased materials must be properly cited

63. 60 3.METHODOLOGY

64. 61 FIVE PARTS 1. Introduction (Short description of purpose, location, respondents & instruments) 2. Research Instruments 3. Respondents of the Study 4. Research Procedure 5. Data Analysis

65. 62 4.FINDINGS & DISCUSSION

66. 63 WHAT ARE FINDINGS? Discoveries based on facts, not emotions Presented in the form of statistics (percentages, frequency counts & averages) or illustrations (tables, graphs, diagrams, etc.)

67. 64 ISN’T A PICTURE WORTH A THOUSAND WORDS?

70. 66 TAKE A LOOK AT AN EXAMPLE OF FINDING (page 177)

71. 67 12 TIPS ON WRITING FINDINGS 1. Introduce the topic 2. Point to significant findings 3. Use graphics to support findings 4. Explain statistics selectively and concisely 5. Support statistics with qualitative data (if any)

72. 68 12 TIPS ON WRITING FINDINGS (cont’d) 6. Spell out the word ‘percent’ in the text (don’t be confused with ‘percentage’) 7. Spell out the number that begins a sentence, and use figure in the middle of a sentence 8. Follow correct organisation

73. 69 12 TIPS ON WRITING FINDINGS (cont’d) 9. Use concise, grammatically correct statements 10. Use correct tenses 11. Use language expression correctly (page 180-1) 12. Focus on 4Cs - Clarity, Coherence, Conciseness and Correctness

74. 70 4 STRATEGIES IN WRITING DISCUSSION Explain Compare Evaluate Infer

75. 71 1. Explain Findings Give reasons for findings Explain circumstances during data collection Explain limitations

76. 72 2. Compare Findings Relate the different findings to highlight their significance Compare similar findings from related studies

78. insignificant or

80. 75 5.CONCLUSION & RECOMMENDATION

81. 76 5 ELEMENTS IN A CONCLUSION Overview Restatement Review Implications Limitations

82. 77 1.Overview of the study Summarize what the research is all about (do not introduce new ideas) Explain briefly why & how you conduct the study

83. 78 2. Restatement of the objectives Rephrase the objectives Start with the most significant one

84. 79 3. Review of the findings Draw conclusions for each major issues Use discourse markers to connect the findings Start with the most important one

85. 80 4. Implications of the findings Deduce some ideas based on findings (do not exaggerate) Implicate some ideas that can support further actions

86. 81 5. Limitations of research (optional) State the weaknesses (do not apologize) E.g. Small sample size, limited time, improper instrument, etc.

87. 82 Conclusion can be written in paragraph/ point form(page 192-3)

88. 83 WHAT IS A RECOMMENDATION? It suggests actions to be taken based on findings It is related to conclusions It is NOT based on biases or beliefs that are not supported by data

89. 84 2 TYPES OF RECOMMENDATION To recommend actions to be taken based on findings To recommend actions to other researchers for further research

90. 85 Recommendation can be written in paragraph/ point form(page 196)

91. 86 LANGUAGE INPUT:Modal Auxiliary Verbs Use appropriate modals when making recommendations: 1. May/Could/Might – mild suggestion 2. Should/Ought to – strong suggestion 3. Must/Have to – extreme suggestion

92. 87 ORAL PRESENTATION

93. 88 SALES!50%!SALES!70%!SALES!!120%!

94. 89 I HATE PUBLIC SPEAKING!

95. 90 WHAT IS AN ORAL PRESENTATION? A type of communication that involves speaking & listening Can be formal/ informal Essential for professionals A requirement for students

96. 91 3 PURPOSES OF ORAL PRESENTATION Informative Demonstrative Persuasive

97. 92 4 TYPES OF ORAL PRESENTATION Impromptu Manuscript Memorised Extemporaneous

98. 93 7 TIPS FOR EFFECTIVE ORAL PRESENTATIONS

99. 94 1. Planning Your Oral Presentation Well What is the purpose? Who is the audience? What is the topic? Where?

100. 95 2. Knowing Your Content Well What is the content? Have I included all the relevant information?

101. 96 3. Analysing Your Audience What is the background of audience? Are they educated? What is the reason for attending? How many of them?

102. 97 4. Knowing the Presentation Room What is the size of the room? How is the seating arrangement? What are the facilities provided?

103. 98 5. Knowing the Time Allotted How long do I have to present?

104. 99 6. Writing the Outline of Your Delivery What are the main ideas? (Prepare short notes, either linear or non-linear - do not outline them word by word)

105. 100 7. Deciding on the Appropriate Style of Delivery Do I have to be casual? Is there a large audience that requires a formal presentation?

106. 101 ORGANISING YOUR ORAL PRESENTATION Introduction Body Conclusion

107. 102 1.Introduction Start with attention grabbers (Question, humour, quotation, statistics, stories, etc) Use correct language expressions (examples - page 209)

108. 103 2.Body For report presentation, follow the pattern in the report Support with details and evidence Ensure clarity by keeping message simple Ensure cohesion by using linking words (examples – page 216)

109. 104 3.Conclusion End it by using: >> a summary of key points >> a recommendation >> an “umphh”final thought Use correct expressions (examples – page 221)

110. 105 Prepare the outline (linear/non-linear) for the introduction, body & conclusionof your presentation.(refer to Tables 7.1 – 7.8)

111. 106 WHY VISUAL AIDS? To believe (seeing is believing) To enhance understanding To enable better retention To ensure continuity To build presenter’s credibility To have more fun!

112. 107 19 TIPS IN USING VISUAL AIDS

113. 108 19 TIPS IN USING VISUAL AIDS Arrange accordingly to the content Points form (using key words) is advisable – don’t punctuate! Coordinate points in parallel forms (content, grammar, numbering) Subordinate major & minor headings appropriately

114. 109 19 TIPS IN USING VISUAL AIDS (cont’d) Avoid irrelevant words Words must be clearly readable Avoid too much info on a single slide (remember to KISS!) Avoid too many colours

115. 110 19 TIPS IN USING VISUAL AIDS (cont’d) Use animation sparingly Introduce a visual before showing it Stand to the side of your computer Face audience as much as possible

116. 111 19 TIPS IN USING VISUAL AIDS (cont’d) Use a pointer to direct audience focus (not your finger) Visuals should tally with what you say Avoid reading your notes Use appropriate language expressions (examples – page 230)

117. 112 19 TIPS IN USING VISUAL AIDS (cont’d) Use visual aids as support only (you are the spotlight!) If you have handouts, tell your audience in advance Practise, practise, practise!

118. 113 PREPARE THE SLIDES!

119. 114 Which is more important? WHAT you say or HOW you say?

120. 115 25 TIPS FOR EFFECTIVE DELIVERY

121. 116 25 TIPS FOR EFFECTIVE DELIVERY Visualise a successful presentation Emulate excellent speakers Channel your nervousness accordingly Do not apologise Be well-versed with technology

122. 117 25 TIPS FOR EFFECTIVE DELIVERY (cont’d) Always have Plan B Dress appropriately Stand still (don’t slouch!) Show your confidence Talk to audience (not your notes)

123. 118 25 TIPS FOR EFFECTIVE DELIVERY (cont’d) Refer to notes sparingly Pronounce words correctly Use linkers for content traffic Use spoken English (not text-book English) Be interactive

124. 119 25 TIPS FOR EFFECTIVE DELIVERY (cont’d) Maintain eye contact Be enthusiastic Vary your volume, tone & pace Minimise crutches Use gestures naturally

125. 120 25 TIPS FOR EFFECTIVE DELIVERY (cont’d) Place your hands appropriately Use facial expression effectively Move around End your presentation in time Rehearse, rehearse, rehearse!

126. 121 7 WAYS TO HANDLE Q & A SESSION

127. 122 7 WAYS TO HANDLE Q & A SESSION Invite questions Repeat questions from audience Look at the questioner Answer in short

128. 123 7 WAYS TO HANDLE Q & A SESSION (cont’d) Be straightforward Be honest (just admit that you don’t have the answer!) Don’t forget to thank the questioner

129. 124 ARE YOU A GOOD LISTENER?

130. 125 7 STRATEGIES FOR GOOD AUDIENCE

131. 126 7 STRATEGIES FOR GOOD AUDIENCE Listen actively & selfishly (don’t just hear) Focus on the message, not style Listen for major ideas (look for cues) Listen to body language (they do speak!)

132. 127 7 STRATEGIES FOR GOOD AUDIENCE (cont’d) Be objective (don’t easily get angry) Avoid jumping to conclusion (don’t pre-judge) Discipline your thoughts!

133. 128 REMEMBER, A GOOD SPEAKER IS A GOOD LISTENER