DESIGN, PREPARE AND PRESENT VARIOUS TYPES OF REPORTS

1. D1.HGE.CL7.01D1.HGA.CL6.08 DESIGN, PREPARE AND PRESENT VARIOUS TYPES OF REPORTS

2. Introduction Design, prepare and present reports • Classroom schedule • Trainer contact details • Assessments • Resources: • Pen, paper, access to software applications

3. Introduction Ice breaker: • What is your name? • Where do you live? • Why are you doing this course? • Where do you work? • What do you like most about your workplace?

4. Communication Principles of effective communication • What is effective communication? • Importance to business • Methods of communication • Activity – ‘Message whispers’

5. Communication Principles of effective communication • Completeness • Concise • Consideration given to user • Clarity • Correct • Courteous

6. Design various types of reports Develop report standards: • Report types • Financial • Statistical • Progress • Informative • Persuasive

7. Design various types of reports Develop report standards (continued): • Organisational requirements • Report standards • Document features • Print features • Environmental considerations • Distribution requirements

8. Design various types of reports Template design and development: • What is a template? • Size and scope • Location • Global template • Standard information • Widely used • Report specific templates

9. Design various types of reports Template design and development (continued): • Where to begin? • HATS • Content • Structure • Language • Automated functions

10. Design various types of reports Template design and development (continued): • Standard text • Software functions • Testing • User feedback • Design • Functions • DEMONSTRATIONS AND ACTIVITY

11. Design various types of reports Strategies for report usage: • Procedure guide • Assume no prior knowledge • Detailed notes • Technical explanations • Virus protection

12. Design various types of reports Strategies for report usage (continued): • Document protection • Access • File sharing • Staff training • Current skills • Maintaining new skills • ACTIVITY

13. Design various types of reports Strategies for continuous improvement: • Review standards • Dynamic industry • Currency and suitability • Feedback from users • Software functions

14. Design various types of reports Strategies for continuous improvement: • Quality control • Ongoing assessment of needs • ACTIVITY

15. Prepare various types of reports Develop report to specifications: • REMEMBER THAT EFFECTIVE COMMUNICATION IS THE KEY • Report objectives • Internal requirements • Timelines • External requirements • ACTIVITY

16. Prepare various types of reports Develop report to specifications: • Content • Issues • Background information • Data collection • Sources of data

17. Prepare various types of reports Develop report to specifications (continued): • Style and format • Template • Other report styles • Informative • Persuasive • Investigative • Analytical

18. Prepare various types of reports Identify sources of data: • Before you begin • Policies and procedures • Data control • Automated data retrieval • ACTIVITY

19. Prepare various types of reports Identify sources of data (continued): • Quality guidelines • Validity • Currency • Reliability • Accuracy • Consistency • Language styles

20. Prepare various types of reports Identify sources of data (continued): • Access • Internal sources • Examples • External sources • Examples

21. Prepare various types of reports Analyse data : • Why? • Guidelines • Policies and procedures • Timelines • Formats • System documentation

22. Prepare various types of reports Analyse data (continued) : • Methods for organising data • Lists • Mind maps • Activity 1 • Activity 2

23. Prepare various types of reports Produce the reports: • Planning, Planning, Planning! • The draft report • Why?

24. Prepare various types of reports Produce the reports: • Entering data • Numeric • Text • Other • Efficient and careful • Review

25. Prepare various types of reports Produce the reports (continued): • Edit the report • Edit • Correct • Check purpose and objectivity • Remove or add information • Check format • ACTIVITY

26. Prepare various types of reports Produce the reports (continued): • Produce the final copy • Approval • Document security

27. Prepare various types of reports Produce the reports (continued): • Distribute the reports • Security • Confidentiality • Timeline • Methods • ACTIVITY

28. Present various types of reports Deliver an oral presentation: • Why? • Effective communication • Type of reports • Timing • Feedback

29. Present various types of reports Deliver an oral presentation (continued): • Planning • Key aspect of process • Purpose • Format, structure and style • Gather data

30. Present various types of reports Deliver an oral presentation (continued): • Prepare the presentation • Introduction • Body • Conclusion • Notes • ACTIVITY

31. Present various types of reports Deliver an oral presentation (continued): • Prepare the presentation • Strategies and techniques • Visual aids • ACTIVITY

32. Present various types of reports Deliver an oral presentation (continued): • Practice the presentation • Use notes • Feedback • Revise • ACTIVITY

33. Present various types of reports Deliver an oral presentation (continued): • Deliver the presentation • Preparation of environment • Public speaking techniques • Handling questions • Feedback • ACTIVITY

34. Present various types of reports • Well done, the unit is complete!