DESIGN, PREPARE AND PRESENT VARIOUS TYPES OF REPORTS

D1.HGE.CL7.01D1.HGA.CL6.08

Slide 1

Introduction

Design, prepare and present reports

Classroom schedule

Trainer contact details

Assessments

Resources:

• Pen, paper, access to software applications

Slide 2

Introduction

Ice breaker:

What is your name?

Where do you live?

Why are you doing this course?

Where do you work?

What do you like most about your workplace?

Slide 3

Communication

Principles of effective communication

What is effective communication?

Importance to business

Methods of communication

Activity – ‘Message whispers’

Slide 4

Communication

Principles of effective communication

Completeness

Concise

Consideration given to user

Clarity

Correct

Courteous

Slide 5

Design various types of reports

Develop report standards:

Report types

• Financial

• Statistical

• Progress

• Informative

• Persuasive

Slide 6

Design various types of reports

Develop report standards (continued):

Organisational requirements

Report standards

• Document features

• Print features

• Environmental considerations

• Distribution requirements

Slide 7

Design various types of reports

Template design and development:

What is a template?

• Size and scope

• Location

Global template

• Standard information

• Widely used

Report specific templates

Slide 8

Design various types of reports

Template design and development (continued):

Where to begin?

• HATS

Content

• Structure

• Language

• Automated functions

Slide 9

Design various types of reports

Template design and development (continued):

Standard text

• Software functions

• Testing

User feedback

• Design

• Functions

DEMONSTRATIONS AND ACTIVITY

Slide 10

Design various types of reports

Strategies for report usage:

Procedure guide

• Assume no prior knowledge

• Detailed notes

• Technical explanations

Virus protection

Slide 11

Design various types of reports

Strategies for report usage (continued):

Document protection

• Access

• File sharing

Staff training

• Current skills

• Maintaining new skills

ACTIVITY

Slide 12

Design various types of reports

Strategies for continuous improvement:

Review standards

• Dynamic industry

• Currency and suitability

Feedback from users

• Software functions

Slide 13

Design various types of reports

Strategies for continuous improvement:

Quality control

• Ongoing assessment of needs

ACTIVITY

Slide 14

Prepare various types of reports

Develop report to specifications:

REMEMBER THAT EFFECTIVE COMMUNICATION IS THE KEY

Report objectives

• Internal requirements

• Timelines

• External requirements

ACTIVITY

Slide 15

Prepare various types of reports

Develop report to specifications:

Content

• Issues

• Background information

• Data collection

• Sources of data

Slide 16

Prepare various types of reports

Develop report to specifications (continued):

Style and format

• Template

• Other report styles

Informative

Persuasive

Investigative

Analytical

Slide 17

Prepare various types of reports

Identify sources of data:

Before you begin

• Policies and procedures

• Data control

• Automated data retrieval

ACTIVITY

Slide 18

Prepare various types of reports

Identify sources of data (continued):

Quality guidelines

• Validity

• Currency

• Reliability

• Accuracy

• Consistency

• Language styles

Slide 19

Prepare various types of reports

Identify sources of data (continued):

Access

Internal sources

• Examples

External sources

• Examples

Slide 20

Prepare various types of reports

Analyse data :

Why?

Guidelines

• Policies and procedures

• Timelines

• Formats

• System documentation

Slide 21

Prepare various types of reports

Analyse data (continued) :

Methods for organising data

• Lists

• Mind maps

Activity 1

Activity 2

Slide 22

Prepare various types of reports

Produce the reports:

Planning, Planning, Planning!

The draft report

• Why?

Slide 23

Prepare various types of reports

Produce the reports:

Entering data

• Numeric

• Text

• Other

• Efficient and careful

• Review

Slide 24

Prepare various types of reports

Produce the reports (continued):

Edit the report

• Edit

• Correct

• Check purpose and objectivity

• Remove or add information

• Check format

ACTIVITY

Slide 25

Prepare various types of reports

Produce the reports (continued):

Produce the final copy

• Approval

• Document security

Slide 26

Prepare various types of reports

Produce the reports (continued):

Distribute the reports

• Security

• Confidentiality

• Timeline

• Methods

ACTIVITY

Slide 27

Present various types of reports

Deliver an oral presentation:

Why?

• Effective communication

• Type of reports

• Timing

• Feedback

Slide 28

Present various types of reports

Deliver an oral presentation (continued):

Planning

• Key aspect of process

• Purpose

• Format, structure and style

• Gather data

Slide 29

Present various types of reports

Deliver an oral presentation (continued):

Prepare the presentation

• Introduction

• Body

• Conclusion

• Notes

ACTIVITY

Slide 30

Present various types of reports

Deliver an oral presentation (continued):

Prepare the presentation

• Strategies and techniques

• Visual aids

ACTIVITY

Slide 31

Present various types of reports

Deliver an oral presentation (continued):

Practice the presentation

• Use notes

• Feedback

• Revise

ACTIVITY

Slide 32

Present various types of reports

Deliver an oral presentation (continued):

Deliver the presentation

• Preparation of environment

• Public speaking techniques

• Handling questions

• Feedback

ACTIVITY

Slide 33

Present various types of reports

Well done, the unit is complete!

Slide 34