REPORT WRITING

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Steps
Planning the Report
Collecting & Analyzing Data

Writing the Report

Planning the Report

Who reads & write the Report
Characteristics of Buz Report
Purpose of the Reports

Informing
Analyzing
Recommending

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Planning the Report cont..

Audience Analysis

Internal Vs External
Authorized Vs voluntary
Level of knowledge

What data already available

Types of data
Evaluation of secondary data
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Audience Analysis and Report

Organization
The Direct Pattern
If readers
are informed

If readers
are supportive

Direct Pattern

If readers are
eager to have
results first

Direct Pattern

Analytical Report
Introduction/Problem
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Informational Report
Introduction/Background
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CONCLUSIONS/
RECOMMENDATIONS
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Facts/Findings
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Summary
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Facts/Findings

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Discussion/Analysis
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Audience Analysis and Report

Organization

The Indirect Pattern

If readers
need to be
educated

If readers need
to be persuaded

Indirect Pattern

If readers may
be disappointed
or hostile

Indirect Pattern

Analytical Report
Introduction/Problem
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Facts/Findings

Discussion/Analysis

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CONCLUSIONS/
RECOMMENDATIONS____________
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Data

Secondary Print Data

Books card catalog,
online catalog
Periodicals print
indexes, electronic
indexes

Evaluating the Secondary data

Wt was the purpose of the study

Hw was the data collected
Hw was the data analyzed
How old is the data

Researching Primary Data

Surveys
Interviews
Observation
Experimentation

2. Collecting & Analyzing Data

Collecting data through
questionnaire
Collecting data through
interview

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Collecting data through questionnaire

Conditions
Information can be provided easily n quickly
Tgt audience is homogeneous
Sufficient time is available

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Questionnaire Design
Open-Ended
Question

An interview question that

encourages an answer phrased in
respondents own words.

An interview question that asks

Closed-Ended
the respondent to make a selection
Question
from a limited list of responses.

ScaledResponse
Question
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A closed-ended question
designed to measure the intensity
of a respondents answer.

TypicalPROBLEMS
problems IN
in WORDING
wording questions
TYPICAL
QUESTIONS

Constructing table

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Forms and Objectives

Table
To show exact figures and
values

Bar chart
To compare one item
with others

Forms and Objectives

Line Chart
To demonstrate changes
in quantitative data over
time

Pie Chart

To visualize a whole unit and

the proportion of its
components

Forms and Objectives

Flow Chart

To display a process or
procedure

Organization Chart
To define a hierarchy of
elements

3.Writing the report

A business report may contain:
a title page
a covering letter or memorandum
an executive summary
a table of contents
an introduction
findings and discussion
conclusions & recommendations
a list of references
appendices.

PROOF READING

Thank You