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Report Writing

Report Writing. Andy Dawson Department of Information Studies, UCL. What’s in this session. Some basic thoughts about communication What do we mean by a “report”? What makes a good one? How might we go about writing one? What academics particularly look for Research methodology

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Report Writing

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  1. Report Writing Andy Dawson Department of Information Studies, UCL Andy Dawson

  2. What’s in this session • Some basic thoughts about communication • What do we mean by a “report”? • What makes a good one? • How might we go about writing one? • What academics particularly look for • Research methodology • Referencing and sources

  3. Why do people communicate? • Many reasons! Amongst them: • To inform, advise or explain • To ask or request • To direct, persuade or motivate • To promise or make a commitment • But does it always work?

  4. Barriers to communication • Personality • Motivation • Emotion • Differing levels of expertise • Difficulties with (self-)expression • Presumption - jumping to conclusions

  5. “Types” of communication • Many different kinds of communication • Different forms • Different media • Different mechanisms • Some better suited than others to particular needs?

  6. A quick exercise! • If I want to communicate with someone else, at work or in my personal life, what types of communication are there? • Group yourselves into twos/threes • Make a list of as many as you can think of (and at least 6!)

  7. Written communication vs Spoken communication • Better at conveying facts/opinions (vs feelings/emotions)? • Better for complex communications • Easier to plan ahead • Can correct mistakes before use • Provides a record of what was communicated

  8. BUT not without drawbacks • More time-consuming (usually) • Feedback/response is delayed (or nonexistent) • Impersonal, lacking individuality? • May be ignored altogether • Lacks non-textual clues to meaning

  9. Non-textual c(l)ues • Tone and intonation • Gestures (kinesics) • Facial expression • Eye contact (or lack thereof) • Nodding • Physical orientation (proxemics) • Posture • Proximity

  10. Written communication is … Harder? • The words have to work harder! • They carry the whole message – without other cues • Reader has less information to judge, esp things like tone, humour • So clarity and careful choice of words and expression is critical!

  11. A report is: • A communication of information or advice • From someone who has collected and studied the facts • To someone who needs the report for a specific purpose Reports often provide a basis for decisions and future action

  12. Kinds of report • Formal reports in the world of work, e.g. • Consultancy/management reports • Feasibility studies • Executive reports/summaries • Sometimes part of the above! • Academic reports/essays • Be aware of what’s required and format accordingly • Dissertation!

  13. A good report should be: • unified • complete • accurate • clear • concise • readily intelligible

  14. Basic structure of a report • Introductory material • Body of report • Concluding sections (+: tell ‘em what you’re going to tell ‘em, tell ‘em, and tell ‘em what you told ‘em)

  15. Introductory material • Abstract (“executive summary”?) • Terms of reference • Background information/introduction • Choice of methodology

  16. Body of report • What you did • What you found • What it means • Laying out the data/finding/facts, and analysis of these • The majority of the report, normally several chapters/sections

  17. Concluding sections • Conclusions • Recommendations • Bibliography • Appendices

  18. Structure and section numbering • Do you need it? • Useful but not prescribed • Some structure vital, whether report is short or long • Decimal hierarchies can be useful, i.e. • 1 Section heading • 1.1 first subsection • 1.2 second subsection • 1.2.1, 1.2.2 (etc)

  19. Where do I start? • What works for you? • Collect information in some form of notes • (may initially be brainstorming or fairly random) • Group materials under headings • Within each heading, arrange your ideas in a logical sequence • Mindmapping tools like Mind Genius can help here

  20. How shall I arrange material ? • Again, it’s not prescriptive! • Be guided by: • What works for you • The audience • The subject matter • You can always change it later!

  21. Possible first arrangement considerations • Chronological • Geographical • Literal subject matter • Order of importance • Ascending order of complexity • (simple ideas first) • Descending order of familiarity • (known > unknown) • Cause and effect (because X then Y)

  22. Producing the report • BE CLEAR OF PURPOSE! • Once more, what works for you! • Write a plan or skeleton outline • Write first draft (possibly in sections) • Read it through and edit as necessary

  23. What to watch for when reading through • Are the ideas and arguments clear? • Would examples or figures help? • Is there any waffle you could cut out? • Is there any unnecessary repetition? • Then read it again and do further editing if required until satisfied (within time constraints!)

  24. Finishing off Then … • Write (or finish) the conclusion • Write (or finish) the introduction – and title? • Check figures/tables and ref numbering • Check spelling and grammar CLOSELY • Check printed page layout and presentation • (and hand in on time  )

  25. Some special considerations for academic writing in particular • What do academics look for • (what gains you marks?  ) • Research methodology • Data collection (and analysis) • Referencing and sources • Citation and plagiarism

  26. What do academics look for? • All of the above  • PARTICULARLY: • Analytical rather than just descriptive material • Statements supported by data/argument, not just assertion or presumption • DO give YOUR opinion, but JUSTIFY it! • Clear, concise, cogent, logical structure • Answering the question asked!

  27. Research methodology • What is methodology? • Picking an appropriate methodology • Think it through! • A few words about data collection instruments • Questionnaires, interviews and analysis • Designing the instruments

  28. Referencing and sources • Why do we cite (1)? • So people know whose ideas (and words!) are whose • Plagiarism, self-plagiarism and collusion • Why do we cite (2)? • So people can find the materials we used • What and how should we cite? • Styles of citation

  29. That’s it for today! • Any questions? Happy report writing! 

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