1. 372 33 powerpoint-slides 18-reports tc 2e ch-18
TRANSCRIPT
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Technical Communication, Principlesand Practice, 2/E
Meenakshi Raman, Group Leader,Humanities and Management, BITS Pilani,Goa
Sangeeta Sharma, AssociateProfessor of the Languages Group at BITS,Pilani
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Chapter 18
Reports
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Introduction
The word report is derived from theLatin word reportare, which means
to bring back .
A report is usually a piece of factualwriting, based on evidence,containing organized information oranalysis of a particular topic.
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Importance of Report
A report is the only tangible product
of a professional Report enable decision-making and
problem solving in organizations
Reports help the authorities inplanning new ventures and inevaluating men and material
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Continued
Reports are important means ofinformation dissemination within and
outside the organization Reports serve as a measure of the
growth, progress or success of an
organization Reports serve as a valuable
repository of information
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Continued
Report reveal gaps in thinking. Reports develop certain skill in the
writer.
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Objectives of Reports: Present a record of accomplishedwork (Project report) Record an experiment (Primary
research report/ laboratory report) Record research findings or technicalspecifications
Document schedules, timetables andmilestones (a status report on a longterm plan)
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Continued
Document current status (aninspection report)
Record and clarify complexinformation for future reference (areport on policies and procedures)
Present information to a large numberof people (annual report)
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Continued Present organized information on a
particular topics (a report describingthe working of various divisions of anorganization)
Recommend actions that can beconsidered in solving certainproblems (recommendatory report)
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Characteristics of aReport:
Precision Factual details Relevance Reader Oriented Objective of recommendations
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Continued Simple and unambiguous language
- Clarity- Brevity- Grammatical accuracy
Special format
Illustration Documentation
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Categories of Report
Informative, analytical (purpose) Periodic, special (frequency) Oral, written (mode of presentation) Long, short (length)
Formal, informal (approach) Individual, group (target audience)
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Continued Audience should be analysedaccording to the followingcharacteristics
Background Needs and interest Mixed audience
Wide variability in an audience Unknown audience
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Continued - Investigating the source of information
Two types of data:1.Primary data2.Secondary data
Means of collecting primary data:- Personal observation- Personal interview- Surveys
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Continued
Sources of Secondary Data: Internal records
Published materials Databases as bibliographic and
numeric databases Censuses Syndicated sources
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Continued - Organizing the material:
Depending on the topics, purpose andaudience material can be organized ineither of the following:
The order of occurrence The order of Importance A combination of orders
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Structure of the reports
The standard twenty elements ofstructure of a full fledge report are:
Prefatory Parts:Cover page
Title pageCertificate Acknowledgements
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Continued
Table of content List of illustration Abstract
Main text Introduction Discussion Conclusion
Recommendation
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Continued Supplementary parts- Appendix/appendices Reference/ bibliography Glossary Contents of a letter of transmittal:
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Continued
Preface
Summary
Index
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Contents of a letter of
transmittal:Objectives/ terms of referenceScopeMethodology adopted
Highlights of the analysisImportant resultsSignificance of the study
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Continued
Suggestions
Any other details that may be able theaudience to understand the reportbetter
Acknowledgements
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Abstract tells readers about:
Objectives Main findings SignificanceThe content of a Preface are: Factors leading to the report
Organization of the report Highlights
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Continued Significance Acknowledgements
Main textIntroduction
Background of the report Purpose and scope
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Continued
Authorization Basic principles or theories involved
Methods of gathering data General plan in developing the
solution General structure of the report
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Discussion
It is the lengthiest part of the report. In this part information and data are
presented, analyzed and interpreted.
it contains the information thatsupports the conclusion andrecommendations as well as theanalysis, logic and interpretation ofthe information.
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Characteristics of
Conclusion
Uses decreasing order of importanceCan be narrative or tabularUses narrative type when there arefew conclusions
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Continued
Contains only opinions and never
suggest future action to be taken bythe reader
Does not introduce any new idea notpreviously introduce in to the report
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Bibliography / ReferencesThis list is used to
Acknowledge and give credit to thesources of words, ideas, quotationsborrowed etc.
Give the reader information to identify andconsult the sources
Give the reader an opportunity to checkthe sources for accuracy
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Types of Report Introductory report Progress report
Incident reports Feasibility reports Marketing reports Laboratory test reports Project reports
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Writing the Report First Draft Revising, Editing and proofreading
The first draft is reviewed for the: Accuracy of facts Clarity of expression Overall organization Adequacy and appropriateness of the
content to meet the set of objective
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Continued
Suitability and conformity ofillustrations
Effectiveness of expression Grammatical accuracy Correctness of layout