Report writing written by Learning Advisers , Learning Connection 2006

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Report writing written by Learning Advisers ,
Learning Connection 2006
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1. Introduction

• Who writes reports?
• How to get started
• Report structure
• The language of report writing

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1.1 Who writes reports?

• A scientific report about the molecular structure
  of a pathogen for a pharmaceutical company
• An environmental impact statement for an urban
  planner about the impact a new suburb will have
  on waterways
• A commercial viability assessment of a new
  invention for an interested business
• A report to a local lobby group about the impact
  of a new wind farm
• A report for Unley City Council about waste
  management in the area

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1.2 Practical report Technical report
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1.3 Practical Technical
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2. How to get started

• Name four things we need to do before we start
  writing the report
• Understand the requirements
• Understand the audience
• Plan
• Research

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3. Report structure

• Under each main heading, there should be brief
  introduction to the upcoming sections. This
  section will refer to numbered headings and
  subsections numbered graphs and diagrams
  preliminary pages. Finally, it will explore what
  goes into the abstract, introduction and
  conclusion.
• 3.1 Numbered headings and subheadings
• 3.2 Numbered graphs and diagrams

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• 3.3 Preliminary pages, body, reference list
  and appendices
• 3.3.1 Preliminary pages are listed with numbers
  that look like this
• i
• ii
• iii
• iv

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• 3.3.1.1 Be aware that numbering can be a
  bit cluttered once we get into four
  levels
• 3.3.1.1.2 Now Im losing track of my
  numbering system. Back to the
  drawing board with my structure.
• 3.3.1.1.1.1 This is totally ridiculous and
  anyway, you would never have a
  heading which goes for a sentence!!!

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Exercise

• Look at these tables of contents.
• What do you like about them? What dont you like
  about them?

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Exercise

• Should cash be scrapped?
• Task You are to develop a table of contents for
  a report to your commissioner looking at the pros
  and cons of the cashless society.

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The commissioners

• The World Bank
• The Royal Society for the Blind
• ANZ Bank
• Victims of Crime
• Retailers Association

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3. Report structure (cont)

• The abstract
• The introduction
• The conclusion

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3.4 The abstract

• Sometimes called an executive summary
• A short summary of the report to assist reading
• Read first but written last
• Contains all the main elements, in order, but
  only suggests the main findings.
• Is usually no more than half a page.

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3.5 The introduction

• Provides the scope (what will and what wont be
  covered)
• Provides background
• Usually contains references
• Sometimes contains a literature review
• Defines key terms

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3.6 The conclusion

• Precedes the recommendations
• Summarises all sections of the report (in order)
• Points to future work needed and/or the key
  recommendation

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4. Language features of a report

• Cohesion and logic
• Technical terms
• Simplicity
• Graphic elements

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4.1 Cohesion and logic

• Chronological order
• Firstly, secondly, thirdly
• Comparison and contrast
• in contrast, unlike, similarly, on the other
  hand
• Cause and effect
• Due to, as a result, because of
• Logical division of ideas
• First, second, third

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4.2 Technical terms

• ?
• How much specialist knowledge should we assume of
  our reader?

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6.2 Technical terms

• Explain technical terms (often in the
  introduction)
• Make sure all acronyms are given in full first
  (MSAAAGIFF)
• A glossary of technical terms in the preliminary
  pages is invaluable.

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4.3 Simplicity

• Exercise
• Turn the following phrases into simple language

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• This report details an investigation into
• The main aim of the project was to acquire and
  discover knowledge from
• Understandably there had to be various new
  methods and techniques developed

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• The report will go into great detail about the
  methodology, procedures and preparation
• At the moment, one of the problems with
• There are currently no published guidelines about

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• The most fundamentally important factors
• There were certain expectations and desired
  information to be obtained from this investigation

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4.4 Graphic elements

• Make sure diagrams are explained properly and in
  depth
• Diagrams require numbers too (Figure 1.1 Table
  2.3.3)

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Analyse the following table and determine the
hierarchical criteria used in its designTable
1 Yearly Production (in000 tons) of saw-logs
from 7 forest leases
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• The information presented
• lists sites logically (in alphabetical order)
• presents data faithfully (to two decimal places)
• How can the presentation of the table be improved
  to facilitate an understanding of trends or other
  vital facts?

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How does this table present the information
better?Table 2 Yearly production (in 000
tons) of saw-logs from 7 forest leases
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In the design of this table

• The writer has streamlined the information (two
  decimal places removed) as the precision is
  superfluous
• The visual impact of productivity of sites is
  emphasised by placing sites in decreasing order
  of productivity
• A small gap has been added to emphasise the
  differences between the top three sites and the
  remaining four
• Row and column averages have been inserted to
  provide better orientation for the reader. A
  visual gap also helps readers distinguish these.

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5. Recommendations

• Are often listed in series of dot points
• Attend to macro editing first. Does your report
  address the big picture? Is the numbering
  correct? Do the sections (ie introduction and
  conclusion) contain the essential information?
• Attend to micro editing second. Does the report
  employ language of cohesion and logic? Do things
  work at the sentence level?

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6. Conclusion

• Report writing style helps to make life easier
  for busy people. The audience and purpose shape
  the report. It relies on a predictable format
  and cohesive language. Although it does assume a
  degree of specialist language, it is important
  that the report aims for clarity and simplicity.

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• Particularly meaningful input from the presenter
  is sought of the audience in the form of several
  queries around the nature of report writing.
• Any questions?