report writing & references, how to write.pptx

report writing & references, how to write.pptx

1. WRITING BUSINESS REPORT Rezwanul Huque Khan, PhD Professor, IBA

2. What is a Report A document that organizes information on a specific topic, for a particular audience, and with a clear purpose An orderly and objective communication of factual information Always written for a "client“ within or outside the organisation A common form of workplace communication typically longer than a page but shorter than a book Bridges the gap between the readers' background knowledge and their needs.

3. Analysing Your Audience Why  have they asked for a report? What  do they need to know? How  will they use the report? Know your ‘audience’ and ‘your objective’. Your report has to highlight those aspects that will induce action from your ‘audience’

4. Two Main Categories of Reports 1. Informational report: informs and presents details of events, activities, or situations without analysis How movement of Quota System Reform was handled? What has been done to control COVID attack in Bangladesh? 2. Analytical report: presents information with a comprehensive analysis to solve problems, evaluate alternatives, or to make recommendations. Where to build the new factory, Whether to invest on IT, Change in policy/procedure?? Zero-Corruption Strategy!! So, the purpose of a report is either to inform or to persuade

5. A well-written report… Gathers relevant information Evaluates and analyses that information Organises material in a logical order with a clear structure Makes appropriate conclusions that are supported by evidence and analysis Makes practical recommendations where required

6. Time Management Allocate time for planning and preparation. Create a work plan: divide work into specific tasks linked to deadlines. Be sure to leave time for final proof reading and checkin g.

7. Stages in Report Writing Process Stage One: Understanding the report brief Stage Two: Gathering and selecting information Stage Three: Analysing the material Stage Four: Organising the material Stage Five: Writing the report Stage Six: Reviewing and redrafting Stage Seven: Presentation

8. Stages in Report Writing Process (contd.) Stage 1: Understanding of report brief (outline of purpose, audience, problem, specific requirements for format or structure) Stage 2: Gathering (start by reading relevant literature to widen understanding of topic or issue) and at the same time selecting information (by assessing its relevance to the report) Stage 3: Analysing, evaluating, interpreting, drawing logical conclusions from the data, suggesting solutions or appropriate actions Stage 4: Organising material to write sections and chapters by grouping together related points

9. Stage 5: Writing the Report Introduce  the main idea/ key point of the chapter/section/paragraph Explain  and expand the idea Present   relevant evidence to support your point(s)/arguments Comment   on each piece of evidence showing how it relates to and/or supports your point(s) Conclude   your chapter/section/paragraph by either showing its significance to the report as a whole or making a link to the next chapter/section/paragraph.

10. Take a break before you review your first draft.

11. Stages in Report Writing Process (contd.) Stage 6: Reviewing and redrafting-- Be prepared to rearrange or rewrite sections. Retain what is important/ relevant, delete what is not. Is there unnecessary  repetition? Can you merge sections? Stage 7: Presentation--Remember, you have only one chance to make a positive first impression!

12. Elements of a Report Three main categories of elements: 1. Front Matter/ Prefatory Parts: gives the report a formal appearance 2. Body/ Report Proper: presents and analyzes information gathered 3. Back Matter/ Appended Parts: anything that supports the report.

13. Front Matter Title Fly Title Page Letter of Transmittal Acknowledgement (use formal wording) Table of Contents (not needed if report is less than 20 pages) List of Illustrations (if a lot of illustrations) Executive Summary

14. Body Introduction Review of the Literature Methodology Text Discussion (Analysis, findings, Discussions) Summary Conclusions Recommendations References

15. Back Matter Appendices Bibliography

16. Report Structure Length and formality determine report structure: Long report contains different categories of report parts Short report (usually between 10 and 20 pages or less) has title page and report text For short problems of greater informality- Letter report, memo report

17. 3rd Step 4th Step Title Fly Title Page Title Page Title Page Title Page Title Page Combination Transmittal/ Exec.Sum. Letter of Trans. Letter of Trans. Table of Contents Table of Contents Table of Contents Executive Summary Executive Summary Combination Transmittal/ Exec.Sum. MEMO REPORT THE REPORT PROPER THE REPORT PROPER THE REPORT PROPER THE REPORT PROPER THE REPORT PROPER LETTER REPORT 1st Step 5th Step 6th Step 7th Step Low formality High formality 2nd Step Progression of Change in Report Makeup

18. Characteristics of Short Reports Consist of Title Page and report text Usually used for routine activities/events Predominance of direct order (begin with the Conclusion) More likely to use personal writing styles ( I, we , and you than only the third person) Less need for a structured coherence plan Often based on prototypes or make use of printed forms.

19. Cover/ Title fly Title page Letter of transmittal Table of contents List of figures Executive summary or abstract Introduction Body Conclusions Recommendations References Appendix Bibliography Generally appearing in formal reports Components in Formal and Informal Reports

20. Cover Title page Letter of transmittal Table of contents List of figures Title page Introduction Body Conclusions Recommendations Appendix Notes Generally appearing in informal reports Components in Formal and Informal Reports

21. Title fly Contains only report title Construct titles to make them describe the report precisely Should cover 5 Ws : who, what, where, when and why. Sometimes how may be important For example: you want to analyze the online advertisement campaign by GP in 2021 Who: GP ; What: Advertisement Campaign Where: on the web; When: 2021 Why: Implied ; How : Not essential Title: Analyzing GP’s Online Advertising Campaigns in 2021 Formal Report Components

22. Analyzing GP’s Online Advertising Campaigns in 2021

23. Title page Balance the following lines: Name of the report in all caps Receiver’s name, title, and organization Author’s name, title, and organization Date submitted Formal Report Components

24. Analyzing of GP’s Online Advertising Campaigns in 2021 (10-14 spaces) Prepared for ----------- ------------ (10-14 spaces) Prepared by ----------- ------------ (4-10 spaces) Date of report submission

25. Letter or memo of transmittal Announce the topic and explain who authorized it. Briefly describe the project and preview the conclusions – if the reader is supportive. Close by expressing appreciation for the assignment, suggesting follow-up actions, acknowledging the help of others, and offering to answer questions. Formal Report Components

26. Letter of Transmittal MIDWESTERN RESEARCH, INC. 1732 Midday Avenue Chicago, IL 60607 Telephone: [phone] April 13, 2005 Mr. W. Norman W. Bigbee Vice President in Charge of Sales Allied Distributors, Inc. 3131 Speedall Street Akron, Ohio 44302 Dear Mr. Bigbee : Here is the report on the four makes of subcompact automobiles you asked me to compare last January 3. To help you in deciding which of the four makes you should buy as replacements for your fleet, I gathered what I believe to be the most complete information available. Much of the operating information comes from your own records. The remaining data are the findings of both consumer research engineers and professional automotive analysts. Only my analyses of these data are subjective. I sincerely hope, Mr. Bigbee , that my analyses will help you in making the correct decision. I truly appreciate this assignment. And should you need any assistance in interpreting my analyses, please call on me. Sincerely, George W. Franklin George W. Franklin Associate Director i

27. Table of contents Show the beginning page number where each report heading appears in the report. Connect page numbers and headings with dots. Formal Report Components

28. List of illustrations Include a list of tables, illustrations, or figures. Place the list on the same page as the table of contents if possible. Formal Report Components

29. Table of Contents Part Page B. Gamma Gives Best Ride ....................................……........11 C. Gamma Is Judged Most Durable ........................................11 V. RECOMMENDATION OF GAMMA .....................................12 LIST OF TABLES AND CHARTS TABLES I. ORIGINAL COST OF FOUR BRANDS OF SUBCOMPACT CARS IN 2005 .........................................3 II. COMPARISON OF REPAIRS AND RELATED LOST WORKING TIME FOR FOUR MAKES OF CARS FOR TWO YEARS ....................................................................….....5 III. COST-PER-MILE ESTIMATE OF OPERATION...................5 IV. LIST OF STANDARD SAFETY FEATURES ..........................7 V. COMPARATIVE WEIGHT DISTRIBUTIONS, BRAKING DISTANCES, AND CORNERING ABILITIES .............................................................................….9 VI. COMPARATIVE COMFORT AND RIDE .........................….11 CHARTS 1. Estimated Total Operating Cost .............................................….6 2. Comparison of Acceleration Times ........................................….8 TABLE OF CONTENTS Part Page Executive Summary .................................................................................. iv 1.. THE FLEET REPLACEMNT PROBLEM......................................1 1.1. The Authorization by Vice President Bigbee .............................1 1.2 Problem of Selecting Fleet Replacements ..................................1 1.3 Reports and Records as Sources of Data ...................................2 1.4 A Preview to the Presentation ...................................................2 2. THE MAJOR FACTOR OF COST .................................................2 2.1 Initial Costs Favor Beta .............................................................3 2.2 Trade-in Values Show Uniformity ............................................4 2.3 Operating Costs Are Lowest for Gamma ..................................4 2.4 Cost Composite Favors Gamma ...............................................6 3. EVALUATION OF SAFETY FEATURES ....................................6 A. Delta Is Best Equipped with Safety Devices .............................7 B. Acceleration Adds Extra Safety to Delta ...................................8 C. Weight Distribution Is Best in Alpha and Gamma ...................9 D. Gamma Has Best Braking Quality ..........................................10 4. RIDING COMFORT AND OVERALL CONSTRUCTION ........10 A. Gamma Ranks First in Handling .............................................10

30. Formal Report Components ( Executive Summary) The single most important part of a business document or report A miniature report that says as much as possible in the fewest words Summarises lengthy reports; outlines key ideas, conclusions, and arguments D esigned to be read alone without the accompanying report General rule of thumb: should be about 5% (or up to 10% in some cases) as long as the primary document Must be written in the same order as the longer document Should be written last.

31. Executive Summary The recommendation of this study is that Gamma is the best buy for Allied Distributors, Inc. Authorized by Mr. Norman W. Bigbee , Vice President, on January 3. 2005, this report is submitted on April 13, 2005. This study gives Allied Distributors an insight into the problem of replacing the approximately 50 two-year-old subcompact cars in its present sales fleet. The basis for this recommendation is an analysis of cost, safety, and construction factors of four models of subcompact cars (Alpha, Beta, Gamma, and Delta). The four cars do not show much difference in ownership cost (initial cost less trade-in allowance after two years). On a per-car basis, Beta costs least for a two-year period--$3,216. Compared with costs for the other cars, Beta is $370 under Gamma, $588 under Alpha, and $634 under Delta. For the entire sales fleet, these differences become more significant. A purchase of 50 Betas would save $18,500 over Gamma, $29,400 over Alpha, and $31,700 over Delta. Operation costs would favor Gamma. Cost per mile for this car is $0.13970, as compared with $0.14558 for Alpha, $0.14785 for Delta, and $0.15184 for Beta. The totals of all costs for the 50-car fleet over the two-year period show Gamma to be least costly at $385,094. In second place is Alpha, with a cost of $400,208. Third is Delta with $406,560, and fourth is Beta with a cost of $417,532. On the qualities that pertain to driving safety, Gamma is again superior to the other cars. It has the best brakes and is tied with Alpha for the best weight distribution. It is second in acceleration and is again tied with Alpha for the number of standard safety devices. Alpha is second overall in this category, having the second best brakes of the group. Beta is last because of its poor acceleration and poor brakes. Construction features and handling abilities place Gamma all by itself. It scores higher than any other car in every category. Alpha and Delta are tied for second place. Again Beta is last, having poor steering and handling qualities. iv Executive Summary

32. III Diagram of the Executive Summary in Indirect and Direct Order V I II III III IV IV I II V IV II I V Executive summary (in indirect order) Executive summary (in direct order)

33. Report Proper/Body

34. Introduction Checklist Explain the problem motivating the report State the aim/objective and purpose Scope—what is and is not covered Limitations Historical background/ Background to your research (Describe the Problem’s background r eferring to the literature--what is already known about your topic, and if there are any gaps) Sources and methods of collecting information Definitions, abbreviations, and acronyms Report preview

35. State the objectives in one of three ways. Infinitive phrase: "To measure the effect of online advertising on GP’s sales" Question: "What are the effects of online advertising on GP’s sales ?" Declarative statement: “GP wants to know how online advertising campaign will affect its sales."

36. State the objectives in one of three ways. Infinitive phrase: "To determine the causes of sales decrease in real state sector" Question: "What are the causes of sales decrease in real state sector ?" Declarative statement: “REHAB wants to know why sales in real state sector is decreasing."

37. Analyze the report problem and purpose Develop a problem question REHAB does not know why sales in real state sector is decreasing Objective To investigate the reasons of sales decrease in Real state sector Purpose To offer recommendations to increase sales Preparing Formal Reports

38. Analysis, Findings and Discussions Analyze, Interpret and Discuss the research findings or proposed solution to the problem. Arrange the findings in logical segments that follow your outline. Use clear, descriptive headings.

39. Interpret the Data Advice for avoiding human error Report the facts as they are. Do not think that conclusions are always necessary. Do not interpret lack of evidence as proof to the contrary. Be sure your data is comparable. Be sure the data are reliable and representative. Make only those claims that your evidence can support. Give attention to all important facts.

40. Ending of the Report The ending of the report achieves the report goal. Use a Summary if the goal is to review information. Use a Conclusion if the goal is to reach an answer. Use a Recommendation if the goal is to determine a desirable action.

41. Ending Summary Part of report text Not the same as Executive Summary A summary of major findings that reviews report highlights only Contains no new information

42. Conclusions Answer to the objective/problem Follows from the findings and analyses.

43. Recommendations Contains action items that would solve or reduce the problem Often combined with Conclusions if both sections are short.

44. Types of Outline—Basis for Table of Contents Alphanumeric Outline Decimal Outline

45. Alphanumeric Outline Roman numerals—I II III Capitalized letters—A B C Arabic numerals—1 2 3 Lowercase letters—a b c Further subdivision: Arabic numerals inside parentheses (1) (2) (3), and then lowercase letters inside parentheses (a) (b) (c)

46. II. A. 1. a. (1) (2) (a) (b) b. 2. a. b. B.

47. Clearly shows how every level of the outline relates to the larger whole: 1.0 First-level heading 1.1 Second-level heading 1.2. Second-level heading 1.2.1 Third-level heading 1.2.2 Third-level heading 1.2.2.1 Fourth-level 2.0 First-level heading 2.1 Second-level heading 2.2 Second-level heading Etc. Decimal System

48. Wording of Outline 1. Topic heading: short constructions frequently consists of one or two words merely identifies the topic of discussion 3.0 Covid Patients 3.1 Dhaka 3.2 Chittagong 3.3 Rajshahi 4.0 Income 4.1 Dhaka 4.2 Rajshahi 4.3 Chittagong

49. Wording of Outline 2. Talking heading (concise, please!): identifies the subject matter covered summarizes the material covered 3.0 Growing number of patients signals second wave of Covid 19 3.1 Dhaka leads the nation 3.2 Chittagong has steadiest increase 3.3 Rajshahi maintains status quo

50. Wording of Outline Equal-level headings to be parallel in structure Variety of expression needed in headings Subhead coming immediately after a heading—NO!

51. Point out any violations of grammatical parallelism in the following subheads of major division of a report. I. Sporting Good Shows Market Increase II. Modest Increase in Hardware Volume III. Automotive Parts Remains Unchanged IV. Plumbing Supplies Records Slight Decline

52. Variety of Expression Not this: Dhaka Computer Sales Khulna Computer Sales Sylhet Computer Sales But this: Dhaka Ranks First in Industry Sales Khulna Maintains Second Position Sylhet Posts Third Slot Replace monotonous repetitions of words in topic headings with a variety of words.

53. Visual Aid Includes tables and figures (graphs and images/diagrams) Does not replace but supplements written material Emphasizes key points by restating information Relieves monotony Encourages meaningful comparisons

54. Tables and Figures Every graphic should be identified with the word "Table", "Figure", or other appropriate descriptor and have a title (as a phrase): titles of tables appear above the tabular display titles of other types of graphics appear below it Headings/titles to be repeated on second and subsequent pages when a table splits over two or more pages Tables to be split at an appropriate place, e.g. just before a new subheading

55. Tables and Figures (contd.) Each item to be numbered consecutively in order of appearance. Two methods for numbering: Sequentially throughout the report, e.g.: 1, 2, 3… Chapter number first, then numbered sequentially within each chapter, e.g.: Tables in Chapter 1: Table 1.1, Table 1.2, Table 1.3… Figures in Chapter 10: Figure 10.1, Figure 10.2, Figure 10.3…

56. Report Pages Abbreviations, acronyms, and symbols defined the first time they appear; abbreviation in additional uses One-inch margins on all sides of report pages (extra on left for bindings) 12-point type size Single-spacing in report body Each chapter on a new page Chapter title at the top of the page

57. Writing Styles   Objective and impersonal presentation of information Maintain a consistent time viewpoint. Use smooth transitions Make clear if stating own ideas ("A possible solution would be to…") Profession-specific jargon—to use or not to use Brevity and conciseness: KISS--Keep It Simple, Straightforward and ASAP—As Short As Possible

58. Impersonal vs. Personal Styles (1 of 2) Impersonal The first week of the period was spent on vacation. Work now is continuing to complete the next annual report. A description of the new high-temperature technique is the item that has come under consideration. Personal During the first week of the period, I was on vacation. I now am writing a description of the new high-temperature technique for the next annual report.

59. Impersonal vs. Personal Styles (2 of 2) Impersonal The current period has been devoted to becoming familiar with the new equipment. Personal I have spent the current period in becoming familiar with the new equipment.

60. Maintain Logic and Consistency in Time Viewpoint (1 of 4) Avoid Illogical Time Shifts Almost 37 percent of the merchants interviewed favored the Wilson plan. Only 14 percent of them prefer the Borden plan.

61. Maintain Logic and Consistency in Time Viewpoint (2 of 4) Consistent Past Since Dixie Cola was produced and distributed in the South, there was little difficulty in establishing its identity in that region. Strong markets were designated as those that required little or no logical adaptation of commercials. Mississippi, Louisiana, and Alabama fell in that category.

62. Maintain Logic and Consistency in Time Viewpoint (3 of 4) Consistent Present Since Dixie Cola is produced and distributed in the south, there is little difficulty in establishing its identity in that region. Strong markets are designated as those that require little or no local adaptation of commercials. Mississippi, Louisiana, and Alabama fall in that category.

63. Maintain Logic and Consistency in Time Viewpoint (4 of 4) Logical Shifts are All Right Of the merchants interviewed, 54 percent feel that such legislation is needed. Only 33 percent held this position a scant three years ago. Current indications are that the number favoring the bill will be much greater within another three years.

64. Transitions are Bridges for Moving the Reader Through Your Report Idea Idea Idea Transition Transition Etc.

65. End of paragraph Beginning of next paragraph Beginning of next paragraph Beginning of next paragraph End of paragraph Beginning of next paragraph Second is the error of representing both X and Y scales on the grid by unequal distances. Any deviation from . . . A third error concerns the determination of proportions of the . . . In spite of its economy , the Xerox copier presents a major disadvantage. It has the highest breakdown record of the machines tested. In fact, over the past seven months. . . . . . which makes these visuals among the simplest to construct. Even though the line graphs are simple , three errors commonly are made in constructing them. One is the common violation of zero origin. The Y scale (vertical axis) must . . . . . . clearly is the most economical to operate. Use of Transition Words to Relate Paragraphs

66. Transition Though Word Connection (1 of 2) Wormy oranges dumped from a passing ship floated ashore in Texas. Consequently , another battle had to be waged against the Mediterranean fruit fly. Transitional elements are essential to understanding. They are the mortar that hold bricks of thought together. Before buying plants, be sure you know which varieties are adapted to your area. Adapted varieties usually are sold by local nurseries.

67. Transition Though Word Connection (2 of 2) A knowledge of your subject, a familiarity with words, and a compassion for your reader-- all are essential to clear exposition. In early spring, prepare the soil. After the soil warms , drill the seed at a rate of ten pounds per acre.

68. Referencing Your Sources

69. Different Style In-text Citation & Reference list Different Referencing Style APA MLA Harvard Chicago etc. What would be your preferred style? APA

70. In-text Citation Used through out your writing to acknowledge sources Khan (2017) conducted research into the effect of… OR The research conclusively proved a correlation between the results (Khan, 2017). If you directly quote fewer than 40 words , enclose the quotation by double quotation marks and include page no. Khan (2006) referred to this correlation as a “statistical anomaly” (p. 118), contributing.... OR It was found that the correlation was a “statistical anomaly” (Khan, 2006, p. 118).

71. In-text Citation (Contd.) If the quotation is greater than 40 words it should be displayed in an indented block without quotation marks. For example, Khan (20t6) stated that: If any similar qualitative research is to be undertaken in the future, then stringent controls should be put in place to ensure such statistical anomalies do not occur through lack of methodological rigor, particularly through corruption of data inadequately stored and processed. (p. 66) It was also found ……. (Khan, 2016, 2017) It was also found ……. (Khan, 2016a, 2016b) Khan et al. (2017) Jones ( as cited in Khan, 2017) agreed that

72. References Journal Article Jackson, M., Karim , A., & Ellen, M. (2007). Personal resilience as a strategy for surviving and thriving in the face of workplace adversity: A literature review. Journal of Advanced Nursing, 60 (1), 1-9. doi:10.1111/j.1365-2648.2007.04412.x Book Jackson, M. (2001). Conquering mental illness. Oxford, England: Oxford University Press. Without author Merriam-Webster’s collegiate dictionary (10th ed.). (1993). Springfield, MA: Merriam Webster.

73. References (Contd.) Newspaper Jackson, M. (2001, March 31). Handouts may not be sent. The Daily Star, p. 5. Report Bangladesh Bank Annual Report. (2008). Ageing and aged care in Bangladesh (Publication No. P3-4147). Retrieved from http://www.health.gov.au/internet/main/publishing.nsf/Content/BFE46F21A3241ECBCA2574BE001A6E06/$File/Ageing_and_Aged_Care.pdf Internet document/ Changeable document How to enjoy the Internship Period ( n.d .). Retrieved November 10, 2018 from http://www.health.gov.au/internet/main/publishing.nsf/ F21A3241ECBCA2574BE001A6E06/$File/Ageing_and_Aged_Care.pdf

74. https://library.westernsydney.edu.au/main/sites/default/files/pdf/cite_APA.pdf

75. Appendices Headings: Alphabetical (Appendix A) or numerical (Appendix 1) Order: the order they appear at the back of report is determined by the order they are mentioned in the report body Separate Title Page for each Appendix Remember to list Appendices in Table of Contents page!

76. Exercise Outline a report format for the following topic : Why Universities should abolish Exams – for presenting to The University Board

77. THANK YOU!