Presented By: Prof. V. Viswanadham

Presented by: Prof. V. Viswanadham

Composing Reports Completing Reports

Composing Reports 1. Prepare an outline of the Report 2. Review and fine-tune your outline 1) Match your parallel headings to the tone of your report. 2) Understand how the introduction, body, and conclusion work together to convey your message.

Composing Reports

3. Draft Report content 1) Use the Introduction to establish the purpose, scope, and organization of your report. 2) Use the body to present and interpret the information you gathered. 3) Use the conclusion to summarize major points, discuss conclusions, and / or make recommendations.

Composing Reports

4. Establish a consistent time frame 1) Avoid flipping from tense to tense. 2) Observe the chronological sequence of events.

Composing Reports

5. Help Readers find their way 1) Provide headings to improve readability and clarify the framework of your ideas. 2) Use hyperlinks online to allow readers to jump from section to section. 3) Create transitions that tie ideas together and show how one thought relates to another. 4) Preview important topics to help readers get ready for new information. 5) Review information to help readers absorb details and keep the big picture in mind.

Completing Reports 1. Prefatory parts 1) Use your company’s standard report covers, if available. 2) Include a concise, descriptive title on the cover. 3) On the Title Page, list: Report Title Name, Title and address of the group or person who authorized the report; and who prepared the report. Date of submission.

Completing Reports

4) Include a copy of letter of authorization or request for proposals, if appropriate. 5) Include a letter of transmittal that introduces the report. 6) Provide a Table of Contents in outline form, with headings worded exactly as they appear in the body of the report. 7) Include a list of Illustrations if the report contains a large number of them. 8) Include a synopsis (brief summary of the report) or Executive Summary (a condensed “mini” version of the report) for longer reports.

Completing Reports

2. Text of the Report 1) Draft an introduction that prepares the reader for the content that follows. 2) Provide the information that supports your conclusions, recommendations, or proposals in the body of the report. 3) Don’t overload the body with unnecessary details. 4) Close with a summary of your main idea.

Completing Reports

3. Supplementary Parts 1) Use appendixes to provide supplementary information or supporting evidence. 2) List any secondary sources you used in a bibliography. 3) Provide an index if your report contains a large number of terms or ideas and is likely to be consulted over time.

The only way to improve your Report writing skills – Study earlier reports – analytically and critically Maintain NOTES of all the points observed, and note the points on which you can later seek clarifications, from your seniors. Practice, more practice and much more practice. – There is no other short cut. GOOD LUCK

Written Communication Written communication as compared to oral communication is at a disadvantage because of the absence of non-verbal gestures, voice variation and physical expressions. This as a result increases the importance of clarity and accuracy of the content of our written message. To have effective written communication, certain steps and guidelines may help.

The steps Plan (Your communication)

Keep it short and simple (Brevity and precision)

Write it (Commit it on paper)

Edit your writing (Check for corrections)

Steps St ep 1. P la n Like any activity, written communication too requires a plan and a structure. Certain things must be clearly ascertained, like, Sender : From whom is the communication starting ? Receiver : Who is the end receiver/audience of the written communication? Purpose : Why are we making the communication ? What is the expected outcome i.e. What do you expect the receiver to do ? These questions, when answered and related, will help us understand and design the path, requirements and the construction of the message.

Ste p 2. Kee p i t Sho rt & Simpl e (K.I. S.S.) The Structure of the content of the message must be, • Brief: Brevity and simplicity avoids any confusion in understanding the message. • Specific : Only the issue or matter in question must be addressed. Other unrelated matters must not be included as it might decrease the significance of the main topic. • Sequence:The flow of or written communication must follow a logical and stepwise format.

… Step 2. Keep it Short & Simple (K.I.S.S.) The message must be, • Short Sentences : They facilitate easy and correct understanding of the message. • Simple usable words : Everyday used words maintain the harmony and expression of our communication. • Facts and Figures : They help to give our communication objectivity. Relying on unclear, subjective assumptions and expectations blurs the message.

… Step 2. Keep it Short & Simple (K.I.S.S.)

• Mea nin g o f the fact s Supporting data and clarification of the facts would help in the clarity of our communication. • Suit it to the au die nce One message may need different degrees of explanations. This depends on the context, frame of reference and understanding capability of the receiver in question. We must explain and elaborate our message depending on the receiver.

… Step 2. Keep it Short & Simple (K.I.S.S.)

• Ca ll for a cti on Our written communication should look for expected action to be taken based on it. • Requ est fee dba ck Our written communication must call for acknowledgment of receipt of information. Supporting the acknowledgment must be specific feedback on how the communication has been understood, and acted upon, if any.

Ste p 3. Wri te It Once we have done the above, we could proceed to actually writing our communication on paper, bearing a few things in mind. • Double spacing to improve readability. • Use of paragraph to make the communication more logical and understandable. • Neat, uniform handwriting, in case it is not typed or printed.

Ste p 4 . Ed it your wr iti ng Effective editing is another step towards good writing. The key points to remember during editing are, • Edit your draft as brutally as if it was someone else’s copy. • Edit your draft from the readers’ point of view • Be specially critical of the first few paragraphs – and also of the last concluding paragraphs.

… Step 4. Edit your writing

• Look out for problems in any section you wrote when you were bored or tired. • Carefully study the content of your draft details, flow, forgotten points, unrelated issues etc. • Edit for brevity and clarity • Read aloud for style and tone • Edit again and depending on the importance of the document, EDIT once again.