Report Writing

1. Report Writing

2. DEFINITION OF A Report • A report: • gives information • puts forth ideas • gives survey findings • recommends actions

3. You need to: • a. Know Your Reader • b. Know Your Purpose • - inform/narrate • - instruct/explain • - convince/persuade • c. Know Your Category • Is your report informational or analytical? • d. Have a Planned Approach • e. Know Your Rules • Be accurate, brief and clear! • The easier it is to read your report, the more effective it will be. • The standard font to use is Times New Roman, 12 points.

4. Stages of Report Writing

5. Sections of a Report

6. Sections of a Report

7. Sections of a Report

8. Sections of a Report

9. Abstract • It is a concise, self-contained piece of writing which readers should be able to understand without recourse to the original report. Begin on a new page. • Although the abstract comes before the main body of the report, it should be written last, that is, after the whole report is completed.

10. Task 3

11. e-Learning Task 4 • SURVEY REPORT • 1. Introduction • 1.1 Purpose • 1.2 Background/Problem • 1.3 Scope • 1.4 Method of inquiry • 2. Problem area/Background information on (topic) • 3. Survey findings • – Presentation of findings • – Analysis of results • 4. Conclusion • 5. Recommendations

12. e-Learning Task 4 • RESEARCH ANALYSIS REPORT • 1. Introduction • 1.1 Purpose • 1.2 Background/Problem • 1.3 Scope • 1.4 Method of inquiry • 2. History of (topic) • 3. Current developments • 4. Future developments • 5. Conclusion • 6. Recommendations

13. e-Learning Task 4 • PRODUCT DEVELOPMENT REPORT • 1. Introduction • 1.1 Purpose • 1.2 Background/Problem • 1.3 Scope • 1.4 Method of inquiry • 2. Problem and specifications • 3. Design • 4. Construction • 4.1 Process of construction • 4.2 Problems encountered • 4.3 Solutions implemented • 5. Tests • – Presentation of test results • – Analysis of results • 6. Conclusion • 7. Recommendations

14. e-Learning Task 4

15. Other points: • Heads and subheads: All heads and subheads must be parallel. • Numbering and indentation. • Business writing style • Tone: Be professional, impersonal, formal and objective. • Professional look: Times New Roman, 12 points.

16. Bibliography • A bibliography is a list of books and other printed materials referred to by the writer of a report. • The bibliography is arranged in alphabetical order by authors’ surnames. • Hard-copy (Books): • Yu, Alice. The Applied Theory of Price. 3rd ed. Hong Kong: Macmillan, 1997.

17. Bibliography • Hard-copy (Articles): • Singh, P.N. "No Go for Leonardo." 8 Days, 3 July 2000, p. 4. • Web • Peter J. Bryant, "The Age of Mammals," Biodiversity and Conservation, April 1999, <http://darwin.bio.uci.edu/~sustain/bio65/index.html> (21 July 2000)

18. e-Learning Task 5 1. How many types of sources are there in a bibliography? What are they? • Two: Hard-copy and Web sources. • 2. How many types of hard-copy sources are there? What are they? • Two: Books and articles. • 3. You have referred to a book with two authors when writing your report. How do you list it in your bibliography? • For a book with two authors, place the first author’s name first: • Surname, First name, and First name Surname of second author. Book title in italics. Edition (if available). City that book was published in: Publisher name, Year that book was published.

19. e-Learning Task 5 4. You have referred to a magazine article without an author when writing your report. How do you list it in your bibliography? • For an article with a known author: • “Article title in double quotation marks.” Magazine title in italics, Date that article appeared, page number (p. 4) or page range (pp. 9-15) for the article.

20. e-Learning Task 5 • 5. What are the items that need to be listed when documenting a Web source (in order)? • Author’s name • Title of document in double quotation marks • Title of complete work (if relevant) in italics or underlined • Date of publication or last revision • Full URL in angled brackets • Date of access in parentheses

21. Activity • (1) Improve the following sentences for parallelism: • 1. The policy affected all those who sell, suppliers and consultants. • The policy affected all sellers, suppliers and consultants. • 2. Good managers analyse a problem, collect data and alternatives are evaluated. • Good managers analyse a problem, collect data and evaluate alternatives.

22. Activity • 3. Administrative employees must be able to communicate swiftly, concisely and be flexible in handling various responsibilities. • Administrative employees must be able to communicate swiftly, concisely and handle various responsibilities flexibly. • 4. The company’s objectives for this year are to match last year’s production, higher sales and improving customer relationship. • The company’s objectives for this year are to match last year’s production, achieve higher sales and improve customer relationship.

23. Activity • 5. The director advocated the development of a corporate strategy, writing a resource allocation plan and to evaluate investments. • The director advocated developing a corporate strategy, writing a resource allocation plan and evaluating investments. • 6. The questionnaire asked for information such as how many employees, our union status and remuneration scale. • The questionnaire asked for information such as the number of employees, our union status and remuneration scale.

24. Activity • 7. Betty’s choice of working for the company is based on three reasons: its product line, its international sales organisation and because it is a leader in the cosmetic industry. • Betty’s choice of working for the company is based on three reasons: its product line, its international sales organisation and its leadership in the cosmetic industry.

25. Match the following objectives of a report to the appropriate conclusions. • OBJECTIVES • 1. To design and assemble modular fixtures for six different workpieces. • 2. To illustrate point and non-point sources of pollution of groundwater resources and the effect of urbanisation on flood peaks. • 3. To study the kinematic and dynamic fundamentals of epicyclic gear drives.

26. Match the following objectives of a report to the appropriate conclusions. • CONCLUSIONS • a. From this experiment, it is obvious that the velocity ratio of the gear train depends on the number of teeth of the first and last gear of the train. • b. This project helps to provide a better understanding of the modular fixture system and the concept of location. • c. This experiment gives a clear perspective of the hydrological cycle, point and non-point sources of pollution and the importance and usefulness of hydrographs.

27. Match the following objectives of a report to the appropriate conclusions. ObjectivesConclusions • 1=b • 2=c • 3=a

28. ICA 2: TEAM PRESENTATION SKILLS (30 MARKS)Due Date: Week 6/7 • To raise your confidence to communicate and formally present your project clearly and effectively, with the use of visual aids. The project will also promote more in-depth research and analytical skills. The collaborative work will also help to improve team dynamics and to equip you with the right attitudes and social skills for future work life. • Description: • Form a team of 4 or 5 members and choose one of the following scenarios:

29. National Polytechnic, a premier education institution, has engaged your team to look into ways to make its learning environment more ‘cool & hip’ and its campus ‘smart’ and ‘intelligent’. It hopes to appeal to the young adults and set new standards of excellence in education and training. Write a report to Ms Drew Chan (Chief Advisor) of the ‘COOL & HIP CAMPUS’ Committee, presenting your findings and recommendations. You can focus on certain study areas such as tutorial rooms, lecture theatres and labs. However, you may include any other details or areas which you deem relevant. • Your team would like to create a website to offer a product/ service to students. Write a report to the Director of Online Marketing Services, Mr Ronald Wang to describe your website, including design considerations, its strengths and ‘selling’ points. You hope that Mr Ronald Wang will be convinced of the effectiveness of your website.

30. Write a report to the Director of ‘New Waves’ Committee, Mr Elton Chan, to recommend a new technology/ software/ product/service which you believe is beneficial to the public in the areas of public transportation, education or recreation. • Your team has been tasked to look into the total rebranding of a retail shop (1000 sq feet). Your report should include the following: redesign the shop; look into display of merchandise to attract walk-ins; total ID of the shop (signage, marketing collaterals), strengths & benefits etc. Your job is to convince the Marketing Director, Ms Jewel Lee, that your well-thought out rebranding exercise will be worth the investment put in.

31. Your team is given 20 minutes. There should be equitable presentation time for all members in the team. • As this is a formal presentation, you are required to dress professionally and use appropriate visual aids to support your presentation.

32. For this assignment, your presentation structure should consist of two parts: • Part One • Description of project – one suggested outline for this part is as follows: • Project Title; Members • Project Objective(s) • Introduction: Current Situation/ Background Information • Body: Description/Findings/Strengths/Weaknesses/Costs/ Survey Results etc. • Recommendation/ Conclusion • Project Status; Further Enhancements/ Developments

33. For this assignment, your presentation structure should consist of two parts: Part Two • Reflections/ Evaluations on your team’s experience in completing this assignment. Among other things, you may elaborate on: • Challenges faced by the team such as issues related to team dynamics (refer to what you have learnt on characteristics of an effective team, decision making styles, team roles etc.), time management, members’ knowledge and expertise etc.. • Lessons learnt/ positive impact

34. You should highlight important areas and do not bore the audience with excessive information and use of unexplained technical jargon. Be prepared to answer one or two questions at the end of the presentation.