writing a true and powerful report_alo_19 dec 2013_final
TRANSCRIPT
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WRITING A TRUE AND POWERFUL REPORT
Internal Audit Conference
Villa Air Resort
19-20 December 2013
HELYUS NAPITUPULU
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CONTENTS
What makes a TRUE and POWERFUL report? Structure Convey the ‘Right’ Message Technical Issues Conclusions
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THE PURPOSE…
The report exists to provide the reader with useful information
It succeeds if it effectively comunicates the information to the intended audiences
Refer back to 2 rules above – It fails otherwise !!!
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…TO WIN…
The report must be Clear
Well structured, clear, concise, suitable for the intended audience
Professional Statistically correct, correctly spelled, produced with a
decent reporting tools/software Well Illustrated
Illustrations that aid understanding, integrated with text
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…THE AUDIENCES
3 typical audiences The Casual Reader/BIG BOSS who wants the
main message as painlessly as possible The INTERESTED READER who wants more detail
but doesn’t want to grapple with all the bloody technical details
The GURU who wants the whole story
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STRUCTURE
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WHAT TO DO?
To address all 3 audiences effectively; Include an abstract for the big boss A main body for the interested non-specialist A technical appendix for the guru
“3 Key Focus Points !”
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GENERAL GUIDELINES
Good structure enhances and encourages clarity
Gives signposts Implements the vital principles
tell them what you are going to say say it! tell them what you have said
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STRUCTURE: DETAILS
A TRUE and POWERFUL report has the following parts Title Table of Contents Executive summary Introduction, main sections and conclusion References Technical appendix
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1. TITLE
Should be informative, dramatic and “Punchy”, can include puns and humor
Good Inkonsistensi yang Signifikan Antara Harga Price Card
dan Sistem (dramatic, punchy)
Not quite yet.. Harga yang Tertera di Sistem Tidak Sama Dengan
Harga di Price Card – Beberapa PLU Lebih Mahal atau Lebih Murah (boring, lengthy)
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2. TABLE OF CONTENTS
Shows the structure of the document and lets the reader navigate through the sections
Include for documents more than a few pages long
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3. EXECUTIVE SUMMARY
Describe the problem and the solution in a few sentences (one-page summary). It will be all the BIG BOSS reads!
Remember the 2 rules Keep it short State the problem and solution
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3. EXECUTIVE SUMMARY
How to create1. State the scope or problem being analyzed in
the assignment2. Provide an overview or background of the
situation that the assignment focuses on3. State the method of analysis used, if feasible4. Inform the reader of the issue associated with
the problem and the impact produced from it5. Propose recommendation for the issue noted
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4A. INTRODUCTION
State the background of the problem Outline the approach Describe the contents of the rest of the
report Main Sections Conclusion
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4B. MAIN SECTIONS
Describe Data Methods Analyses Findings & Impact
Don’t include too much technical detail Divide up into sections or subsections
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4C. CONCLUSION
Summarize what have been discovered Repeat the background, findings and impact Propose solution
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5. APPENDIX
This is where the technical details go Be as technical as you like Document your analysis so it can be
reproduced by others Include the data set if feasible
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6. REFERENCES
Always cite (i.e. give a reference) to other related work or facts/opinions that you quote
Never pass off the work of others as your own!
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OUR REPORTS – EXECUTIVE SUMMARY
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OUR REPORTS – SUMMARY AUDIT FINDINGS AND OBSERVATIONS (EXCERPT)
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OUR REPORTS – EXHIBITS/APPENDIX (EXCERPT)
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CONVEY THE RIGHT MESSAGE
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WRITING CLEARLY
Structure alone is not enough for clarity – you must also write clear sentences.
Rule of Thumb Always be factual ! Write complete short sentences Avoid jargon and cliché, strive for simplicity One theme per paragraph Give abbreviation when necessary
example: User Access Rights (“UAR”)
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AGHHH…!
What he wrote Pada saat kami melakukan pengecekan fisik,
kami menemukan banyak produk yang sudah di Broken Stock tetapi belum dimusnahkan.
What he meant Produk yang sudah diinput sebagai Broken Stock
tidak dimusnahkan
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FIGURES, TABLES AND PICTURES
Golden rules Describe the figures, tablets and pictures in text
(integration), make sure it matches description Place after the first mention in the text Make sure they conveys the desired message
clearly – “keep it simple” ! Provide informative captions
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FIGURES – EXAMPLE
“Incorrect” “Correct”
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PICTURES – EXAMPLE
Giant Jababeka October 3,2013
5:39 PM
Giant Jababeka October 3,2013
5:39 PM
Giant Jababeka October 3,2013
10:13 AM
Note:• Clean and neat selling area.
“Correct”
Selling Area Observation
Giant Jababeka October 3,2013
5:39 PM
Giant Jababeka
“Incorrect”
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TABLES – EXAMPLE 1
“Incorrect”
“Correct”
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TABLES – EXAMPLE 2
“Incorrect”
“Correct”
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TABLES – EXAMPLE 3
“Incorrect”
“Correct”
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TECHNICAL ISSUE
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TECHNICAL ISSUE
Sectioning Table of Contents Spelling and Grammar
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SECTIONING
Proper division of your work into sections and subsections makes the structure clear and the document easy to follow
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TABLE OF CONTENTS
Provides “navigation aid” Make sure TOC agrees with main body of text
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SPELLING AND GRAMMAR
Use a dictionary if in doubt Spell check!! Proofread!!!
What he meant Produk yang sudah diinput sebagai Broken Stock
tidak dimusnahkan
What he wrote Produk yang sudah diinput sebagai Negative
Stock tidak dimusnahkan
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CONCLUSION
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CONCLUSION
Structure is vital Write clearly Good clear simple illustrations Spellcheck and proofread Reference all materials used or
quoted
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THANKS FOR YOUR ATTENTION GUYS !!ANY QUESTION?
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QUICK QUIZ
Can you spot 6 reporting ‘No-No’?
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REAL CASE STUDY
Divide the audience into 2 groups with each group having the following topic: “Blusukan: ‘Hands on approach’ atau
Pencitraan?”
Make executive summary using the available information.
Time Limit: 30 Minutes Starts … NOW !