01 academic report writing iec 2011

1

INTENSIVE ENGLISH COURSE

Academic Report Writing

INTENSIVE ENGLISH COURSE

Academic Report Writing

Instructor:Mr Norhaizal Ramley

2

INTRODUCTION

What is research report writing?

Emotional VS.

Factual

3

4

HOW DO I CONDUCT A RESEARCH?

Follow these5 steps!

5

HOW DO I CONDUCT A RESEARCH?

1. Identify the Issue or Problem• What do I want to know?• Who are involved?• Where?• Why?

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

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

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

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

So what is the problem?

11

RESEARCH PROPOSAL

12

WHAT IS A RESEARCH PROPOSAL?

A Plan of Action

Why?• To seek funding

• To seek commitment

13

2 TYPES OF PROPOSAL

INTERNAL VS.

EXTERNAL

SOLICITED VS.

UNSOLICITED

14

10 COMPONENTS OF A PROPOSAL

1.Title2.Background

Information3.Statement of Problem4.Research Objectives5.Research Questions

15

10 COMPONENTS OF A PROPOSAL

(Cont’d) 6. Significance of the

Study7. Scope8. Methodology9. Work Schedule10. Call to Action

16

DATA COLLECTION

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

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

COLLECTING PRIMARY DATA

FOUR INSTRUMENTS:

1.QUESTIONNAIRES2.INTERVIEW3.OBSERVATION 4.EXPERIMENTS

20

1.QUESTIONNAIRES

• A systematic compilation of questions distributed to respondents from which information is needed

• Administered through survey, mail, telephone & internet

21

2 TYPES OF QUESTIONS

1. Open-ended Questions

2. Close-ended QuestionsYes/No Scale

Listing/ChoiceRanking

Category

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

3.OBSERVATION

• To get firsthand information • To strengthen existing data

24

4.EXPERIMENTS

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

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

26

2 TYPES OF SAMPLING

RANDOM • Respondents

are selected randomly without criteria

• 3 Categories: Simple Stratified Cluster

NON-RANDOM• Respondents

are selected based on certain criteria

• 3 Categories:SystematicConveniencePurposive

27

DATA PROCESSING

& DATA PRESENTATION

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

29

3 STAGES (QUANTITATIVE DATA)

1. ORGANISING, RECORDING AND CATEGORISING AND/OR CODING

2. PRESENTING3. ANALYSING

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)

31

2.PRESENTING

• Turn data into comprehensible ‘pictures’ through

1. Table 2. Graph 3. Chart

32

3.ANALYSING

• Analyse manually or using computer

• Involves the interpretation of frequencies based on data presentation

33

3 STAGES (QUALITATIVE DATA)

1. ORGANISING, CATEGORISING AND/OR CODING, AND RECORDING

2. PRESENTING3. ANALYSING

34

1.ORGANISING, CATEGORISING AND/OR CODING,

• Organise by using transcriptions• Categorise by listing the

responses • Coding by using flexible codes

35

2.PRESENTING

• Usually presented in original forms

• Can also be presented using tables

36

3.ANALYSING

• Involves finding commonalities, regularities or emerging patterns among the responses

37

WRITING RESEARCH

REPORT

38

3 SECTIONS

1.PRELIMINARY2.MAIN3.SUPPLEMENTA

RY

39

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

Symbols

40

2.MAIN

1. Introduction2. Literature Review3. Methodology4. Findings & Discussions5. Conclusion &

Recommendation

41

3.SUPPLEMENTARY

• References• Appendices

42

1.INTRODUCTION

43

7 ELEMENTS

1. Background of the Study2. Statement of Problem3. Purpose of the Study4. Research Objectives5. Research Questions6. Significance of the Study7. Scope of the Study

44

1.Background of the Study

Three steps:1. To state general statements of

facts related to the field of study2. To state specific statements

about issues studied by other researchers

3. To state statements that indicate the need for more investigation

45

2.Statement of Problem

• To define the issue or problem investigated in the study

• To refer to problem statement in the proposal

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

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

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

49

6.Significance of the Study

• To justify the reason for conducting the study

• To emphasize the potential benefits that it would bring

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

51

2.LITERATURE REVIEW

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

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

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

55

5 GENERAL STEPS

1. Prepare annotated bibliography2. Maintain a reference list3. Organise materials and make

notes4. Write individual sections

according to themes5. Integrate all sections

56

HOW DO I CITE IN A REPORT?

THREE WAYS:

1. SUMMARIZING2. DIRECT QUOTATION3. PARAPHRASING

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

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

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

60

3.METHODOLOGY

61

FIVE PARTS

1. Introduction (Short description of purpose, location, respondents & instruments)

2. Research Instruments3. Respondents of the Study4. Research Procedure5. Data Analysis

62

4.FINDINGS & DISCUSSION

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.)

64

ISN’T A PICTURE WORTH

A THOUSAND WORDS?

65

HOW TO WRITE IN THE REPORT?

Type A

Findings• Research Question 1• Research Question 2• Research Question 3

Discussion• Research Question 1• Research Question 2• Research Question 3

Type B

• Research Question 1: Findings & Discussion

• Research Question 2: Findings &

Discussion

• Research Question 3: Findings &

Discussion

66

TAKE A LOOK AT AN EXAMPLE

OF FINDING (page 177)

67

12 TIPS ON WRITING FINDINGS

1. Introduce the topic2. Point to significant findings3. Use graphics to support findings4. Explain statistics selectively and

concisely 5. Support statistics with qualitative

data (if any)

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

69

12 TIPS ON WRITING FINDINGS (cont’d)

9. Use concise, grammatically correct statements

10. Use correct tenses11. Use language expression

correctly (page 180-1)12. Focus on 4Cs - Clarity,

Coherence, Conciseness and Correctness

70

4 STRATEGIES IN WRITING DISCUSSION

Explain Compare Evaluate

Infer

71

1. Explain Findings• Give reasons for findings• Explain circumstances during data

collection• Explain limitations

72

2. Compare Findings• Relate the different findings to

highlight their significance• Compare similar findings from

related studies

73

3. Evaluate Findings

• Assess findings as: unexpected or insignificant or unsatisfactory

74

4. Infer from Findings

• Make sense of findings• Develop ideas and viewpoints• Be creative and speculate

75

5.CONCLUSION & RECOMMENDATION

76

5 ELEMENTS IN A CONCLUSION

OverviewRestatement

ReviewImplicationsLimitations

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

78

2. Restatement of the objectives

• Rephrase the objectives• Start with the most significant one

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

80

4. Implications of the findings

• Deduce some ideas based on findings (do not exaggerate)

• Implicate some ideas that can support further actions

81

5. Limitations of research (optional)

• State the weaknesses (do not apologize)

• E.g. Small sample size, limited time, improper instrument, etc.

82

Conclusion can be written in paragraph/

point form(page 192-3)

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

84

2 TYPES OF RECOMMENDATION

1. To recommend actions to be taken based on findings

2. To recommend actions to other researchers for further research

85

Recommendation can be written in

paragraph/ point form(page 196)

86

LANGUAGE INPUT:Modal Auxiliary

Verbs• Use appropriate modals when

making recommendations:1. May/Could/Might – mild

suggestion2. Should/Ought to – strong

suggestion3. Must/Have to – extreme

suggestion

87

ORAL PRESENTATIO

N

88

SALES! 50%!

SALES! 70%!

SALES!!120%!

89

I HATE PUBLIC

SPEAKING!

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

91

3 PURPOSES OF ORAL PRESENTATION

1. Informative2.Demonstrative3.Persuasive

92

4 TYPES OF ORAL PRESENTATION

1. Impromptu 2.Manuscript 3.Memorised 4.Extemporaneou

s

93

7 TIPS FOR EFFECTIVE

ORAL PRESENTATIONS

94

1. Planning Your Oral Presentation Well

• What is the purpose?• Who is the audience?• What is the topic?• Where?

95

2. Knowing Your Content Well

• What is the content?• Have I included all the relevant

information?

96

3. Analysing Your Audience

• What is the background of audience?

• Are they educated?• What is the reason for attending?• How many of them?

97

4. Knowing the Presentation Room

• What is the size of the room?• How is the seating arrangement?• What are the facilities provided?

98

5. Knowing the Time Allotted

• How long do I have to present?

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)

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?

101

ORGANISING YOUR ORAL PRESENTATION

1.Introduction2.Body3.Conclusion

102

1.Introduction

• Start with attention grabbers (Question, humour, quotation, statistics, stories, etc)

• Use correct language expressions (examples - page 209)

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)

104

3.Conclusion• End it by using: >> a summary of key points >> a recommendation

>> an “umphh” final thought

• Use correct expressions (examples – page 221)

105

Prepare the outline (linear/non-linear)

for the introduction, body & conclusion

of your presentation.

(refer to Tables 7.1 – 7.8)

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!

107

19 TIPS IN USING VISUAL AIDS

108

19 TIPS IN USING VISUAL AIDS

1. Arrange accordingly to the content

2. Points form (using key words) is advisable – don’t punctuate!

3. Coordinate points in parallel forms (content, grammar, numbering)

4. Subordinate major & minor headings appropriately

109

19 TIPS IN USING VISUAL AIDS (cont’d)

5. Avoid irrelevant words6. Words must be clearly readable7. Avoid too much info on a single

slide (remember to KISS!)8. Avoid too many colours

110

19 TIPS IN USING VISUAL AIDS (cont’d)

9. Use animation sparingly 10.Introduce a visual before showing

it11.Stand to the side of your computer12.Face audience as much as possible

111

19 TIPS IN USING VISUAL AIDS (cont’d)

13.Use a pointer to direct audience focus (not your finger)

14.Visuals should tally with what you say

15.Avoid reading your notes16.Use appropriate language

expressions (examples – page 230)

112

19 TIPS IN USING VISUAL AIDS (cont’d)

17.Use visual aids as support only (you are the spotlight!)

18.If you have handouts, tell your audience in advance

19.Practise, practise, practise!

113

PREPARE THE

SLIDES!

114

Which is more important?

WHAT you say or

HOW you say?

115

25 TIPS FOR

EFFECTIVE DELIVERY

116

25 TIPS FOR EFFECTIVE DELIVERY

1. Visualise a successful presentation2. Emulate excellent speakers3. Channel your nervousness

accordingly4. Do not apologise 5. Be well-versed with technology

117

25 TIPS FOR EFFECTIVE DELIVERY

(cont’d)

6. Always have Plan B7. Dress appropriately8. Stand still (don’t slouch!)9. Show your confidence10.Talk to audience (not your notes)

118

25 TIPS FOR EFFECTIVE DELIVERY

(cont’d)

11.Refer to notes sparingly12.Pronounce words correctly13.Use linkers for content traffic14.Use spoken English (not text-

book English)15.Be interactive

119

25 TIPS FOR EFFECTIVE DELIVERY

(cont’d)

16.Maintain eye contact17.Be enthusiastic 18.Vary your volume, tone & pace19.Minimise crutches20.Use gestures naturally

120

25 TIPS FOR EFFECTIVE DELIVERY

(cont’d)

21.Place your hands appropriately 22.Use facial expression effectively23.Move around 24.End your presentation in time 25.Rehearse, rehearse, rehearse!

121

7 WAYS TO HANDLE

Q & A SESSION

122

7 WAYS TO HANDLE Q & A SESSION

1. Invite questions 2. Repeat questions from audience3. Look at the questioner4. Answer in short

123

7 WAYS TO HANDLE Q & A SESSION

(cont’d)

5. Be straightforward6. Be honest (just admit that you

don’t have the answer!)7. Don’t forget to thank the

questioner

124

ARE YOU A GOOD

LISTENER?

125

7 STRATEGIES FOR GOOD AUDIENCE

126

7 STRATEGIES FOR GOOD AUDIENCE

1. Listen actively & selfishly (don’t just hear)

2. Focus on the message, not style3. Listen for major ideas (look for

cues)4. Listen to body language (they do

speak!)

127

7 STRATEGIES FOR GOOD AUDIENCE

(cont’d)

5. Be objective (don’t easily get angry)

6. Avoid jumping to conclusion (don’t pre-judge)

7. Discipline your thoughts!

128

REMEMBER, A GOOD

SPEAKER IS A GOOD

LISTENER