REPORT WRITING

Study by American Assembly of Collegiate Schools of Business(AACSB)

“Written and Oral communication skills are ranked as the no.1 and no.2 deficiencies of

business undergraduates”

From a personal point of view…

Good writing will impress your superiors with your intellectual capability

Planning and Preparation of Reports (5 steps)

Purpose and Scope (Step 1) Purpose: The objective of study Scope: Extent of coverage

Purpose and Scope contd…

Purpose helps you decide Amount or method of data to be

collected Quality and quantity of information to

be included Methodology to be adopted in

analyzing situation

Purpose and Scope contd…

Nature of the report If informative- stress on factors

contributing to collection of information.

If analytical- prepare problem statement and analyze

Purpose and Scope contd…

Purpose of reports is stated as Terms of reference

1. To identify the causes of decline in education of girl child.

2. To analyze the causes of corruption3. To describe the seven wonders of

the world.

Planning and Preparation contd..

1. Purpose and Scope

2. Audience (2nd step) Experts Executives Non-specialists

Audience…contd.

Know your audience’s

Background-Knowledge, Experience and Training

Needs and Interests Other Demographic Characteristics

Planning and Preparation contd..

1. Purpose and Scope2. Audience3. Investigating sources of information (3rd

step) - Library Search, internal records, or databases. - Personal Observation - Conducting personal interviews or telephone interviews - Preparing and circulating questionnaires

Sources of Information…contd.

Before you finalize your sources ask..

Is your source reliable ? Is the source biased? Is the author credible? Can you verify material?

Sources of Information…contd.

For database search… Use appropriate database Use multiple search engines Use keywords and phrases Use appropriate order Avoid stopwords (a, an, the, etc.) Use variations of terms

Sources of Information…contd.

Interviews- interaction or conversation with a a person. It can be personal or telephonic.

Preparing Questions: Open-ended questions Close-ended questions Restatement questions

Interviews…contd.

Guidelines… Prepare about 20 questions if

interview time is 30 mins. Questions should focus on the topic. Think about sequence Use a mix of question types Edit your questions

Sources of Information…contd. Questionnaires-crucial element of a

survey Guidelines : Ask only questions relevant to your study Give clear instructions on fill out

questionnaires Keep it short and simple Formulate questions that provide easily

tabulated or analyzed answers. Avoid leading questions Ask only one thing at a time

Questionnaires…contd.

Question types: Close ended Open ended Multiple choice

Questionnaires…contd. 1. Do you smoke? Yes / No

2. If your answer to the Q1 is yes, you started smoking when you were-------years.

3. How many cigarettes do you smoke per day? Less than 5 per day Between 5 and 10 per day More than 10 per day Not applicable

4. Do you know that the major cause of lung cancer is smoking?

Questionnaires…contd. 1. Do you smoke? Yes / No

2. If your answer to the Q1 is yes, you started smoking when you were-------years.

3. How many cigarettes do you smoke per day? Less than 5 per day Between 5 and 10 per day More than 10 per day Not applicable

Questionnaires…contd. 4. Do you know that the major cause of lung cancer is smoking? Strongly agree Agree Strongly disagree Not sure

5. I am aware that smoking and lung cancer are related, but I personally feel that it is not going to happen to me.

Yes No Not Applicable

6. Does anyone in your family smoke? Father Mother Brother Sister Others No one

Planning and Preparation…contd.

Organizing the Material (Step 4)

Order of Occurrence-chronological/directional

Order of importance Combination

Planning and Preparation…contd. Organizing the Material (Step 4)

Order of Occurrence-chronological/directionalExamples: History of a transaction

Procedure for manufacture/installing equipment

Report on plan of a building

Monthly sales report

Preparation…5 steps

1. Defining the Purpose and Scope

2. Determining Audience

3. Sources of Information

4. Organizing Material

5. Making an Outline

Making an Outline (5th step) Sample Outline

Education System in India 1. Introduction 2. Status before Independence 3. Present status 3.1. School Education 3.1.1. Primary 3.1.2. Secondary 3.1.3. Higher Secondary 3.2. College Education 3.3 University Education 4. Status of Women’s Education 5. Employment Prospects 6. Conclusion

Making an Outline (5th step)

Talking Heading

1. Creating strategies for marketing 1.1 Collecting feedback from all areas 2.2 Designing strategies for l promotional efforts 3.3 Setting up of new distribution network

Making an Outline (5th step)

Topic Heading

1. Marketing Strategies 1.1 Feedback 2.2 Promotional efforts 3.3 Distribution network

Making an Outline (5th step)

Avoiding Monotony in an Outline

1. Present Status 1.1 School Education 1.1.1 Primary Education 1.1.2 Secondary Education 1.1.3 Higher Secondary Edu.