REPORT

BY: GROUP 9
WHAT IS REPORT OR REPORTING IN YOUR
OWN WORDS?
REPORT WRITING
▪ There are many forms of writing which you may
have to undertake at university, from reflective
journals to extended researched assignments. The
two most common forms of writing are reports and
essays. This lesson describes what a report is,
outlines the main types of report you may need to
write, and which summarizes the differences
between reports and essays.
WHAT IS A REPORT?
▪ A report is a clearly structured form of writing
which presents and analyses information clearly
and briefly for a particular audience. The
information is usually the result of an experiment,
investigation, or some other form of primary
research such as a questionnaire or survey. It will
contain headings and sub-headings, as well as
graphics such as graphs, charts and tables. Reports
often use the information they contain to present
recommendations for future action.
▪ They are common not only at university, but also in
industry and government.
WHAT COUNTS AS EVIDENCE?
▪ The most universal way to support a point is to provide a reference to a source
which backs it up: either someone who agrees with you, or evidence that supports
you. As your studies progress, this strategy may need to become more in depth,
perhaps referencing multiple sources or commenting critically on them. One
reference is good, but might be overly selective, ignoring contradictory or better
sources. A carefully chosen reference from a highly regarded study or scholar is
even better, and best of all is not one, but several sources which demonstrate a
weight of evidence building up. More than three or four references starts to
become a bit redundant though – the point is made!

▪ What counts as acceptable evidence will vary depending on your subject. Arts and
Humanities are based in more subjective argument and interpretation; Social
Sciences often draw on qualitative and quantitative data, and Physical and Medical
Sciences from empirical data. In some instances, your own personal experience
can count as valid evidence, if you were writing a reflective assignment, for
example, but it would not be appropriate if writing a report as it might not be
representative, and cannot be verified by the reader.
HERE ARE SOME EXAMPLES OF SOURCES
OF INFORMATION AND TIPS ABOUT HOW
TO USE THEM IN GATHERING EVIDENCE.
ASK YOUR INSTRUCTOR IF YOU AREN’T
SURE WHETHER A CERTAIN SOURCE
WOULD BE APPROPRIATE FOR YOUR PAPER.
PRINT AND ELECTRONIC SOURCES

▪ Books, journals, websites, newspapers, magazines, and

documentary films are some of the most common sources
of evidence for academic writing. You evaluate a text to
determine the objectivity of the author and the credibility
of the work. Do not assume that your sole motive or goal is
to eliminate sources. While this may be a consequence of
your analysis, your goal should be to understand the
context of the work so you can assess how it can inform
your argument. To do this, you must analyze the text
according to three criteria: the author, the publisher, and
the date of publication.
OBSERVATION
▪Sometimes you can directly observe the thing
you are interested in, by watching, listening to,
touching, tasting, or smelling it. For example,
if you were asked to write about Mozart’s
music, you could listen to it; if your topic was
how businesses attract traffic, you might go
and look at window displays at the mall.
INTERVIEWS
▪An interview is a good way to collect
information that you can’t find through
any other type of research. An interview
can provide an expert’s opinion,
biographical or first-hand experiences,
and suggestions for further research.
SURVEYS
▪Surveys allow you to find out some of
what a group of people thinks about a
topic. Designing an effective survey and
interpreting the data you get can be
challenging, so it’s a good idea to check
with your instructor before creating or
administering a survey.
EXPERIMENTS
▪ Experimental data serve as the primary form of scientific evidence.
For scientific experiments, you should follow the specific guidelines
of the discipline you are studying. For writing in other fields, more
informal experiments might be acceptable as evidence.
▪ For example, if you want to prove that food choices in a cafeteria are
affected by gender norms, you might ask classmates to undermine
those norms on purpose and observe how others react. What would
happen if a football player were eating dinner with his teammates
and he brought a small salad and diet drink to the table, all the while
murmuring about his waistline and wondering how many fat grams
the salad dressing contained?
PERSONAL EXPERIENCE
▪ Using your own experiences can be a powerful way to
appeal to your readers. You should, however, use personal
experience only when it is appropriate to your topic, your
writing goals, and your audience. Personal experience
should not be your only form of evidence in most papers,
and some disciplines frown on using personal experience
at all. For example, a story about the microscope you
received as a Christmas gift when you were nine years old
is probably not applicable to your biology lab report.
TYPES OF REPORT
▪ There are many different types of reports which
can be written, though the type you will write at
university depends very much on your course of
study. Each report will have a different format and
writing conventions, though the structure and
language used are broadly similar for all reports.
The following are some of the main reports that
can be written and can be acknowledged by us
students and also proffesionals.
▪ Laboratory report. This type of report explains and analyses the results of an
experiment. It may also be called lab report, experimental report, or science
report.
▪ Business report. This analyses a situation and uses business theory to provide
solutions or recommendations. It includes many types, e.g. market research report,
marketing report, and financial report.
▪ Case study report. This examines a real-world situation (the 'case') and analyses it
using appropriate theory (the 'study’).
▪ Project report. This reports on project work which has been conducted.
▪ Research report. This gives the results of research which has been conducted, for
example through surveys (via questionnaires or interviews).
▪ Progress report. This informs a supervisor about progress on a project over a
certain period of time.
▪ Design report. This report describes and evaluates a design used to solve a
particular problem.
▪ Field report. This combines theory and practice by describing an observed
person, place or event and analysing the observation.
WRITING A REPORT VARIES ACROSS DIFFERENT FIELDS, BUT HERE'S A GUIDELINE FOR
WRITING REPORTS:

▪ 1. Understand the Purpose: Determine the purpose of your report. Are you informing,
analyzing, or recommending a course of action?

▪ 2. Identify Your Audience: Consider who will be reading your report. Tailor your language,
tone, and level of detail accordingly.

▪ 3. Gather Information: Collect relevant data, research, and sources to support your report.
Ensure your sources are credible and up-to-date.

▪ 4. Outline the Structure: Create an outline for your report. Typical sections may include an
introduction, methodology, findings, analysis, conclusions, and recommendations.

▪ 5. Write the Introduction: Start with a brief overview of the topic and the purpose of the
report. Clearly state the objectives and scope.
▪ 6. Describe the Methodology: Explain the methods used to gather data or conduct
research. Provide enough detail for readers to understand how the information was
obtained.

▪ 7. Present the Findings: Present your findings in a clear and organized manner. Use tables,
graphs, and charts if necessary to illustrate key points.

▪ 8. Provide Analysis: Interpret the findings and discuss their significance. Analyze the data
in relation to your objectives and research questions.

▪ 9. Draw Conclusions: Summarize the main findings and draw logical conclusions based on
the analysis. Address any limitations or areas for further research.

▪ 10. Make Recommendations (if applicable): If appropriate, make recommendations for

future action based on your conclusions. Clearly justify your recommendations with
evidence from your findings.
▪ 11. Write the Conclusion: Provide a concise summary of the key points discussed
in the report. Restate the main findings and their implications.

▪ 12. Include References: List all the sources cited in your report. Follow the
appropriate citation style (e.g., APA, MLA) for your field.

▪ 13. Proofread and Revise: Review your report for errors in grammar, punctuation,
and spelling. Ensure clarity, coherence, and consistency throughout.

▪ 14. Format the Report: Format your report according to the guidelines provided
by your institution or organization. Pay attention to margins, font size, spacing, and
headings.

▪ 15. Review and Finalize: Before submitting your report, carefully review it one last
time to ensure it meets all requirements and effectively communicates your
findings.
▪ Reporting is a crucial skill for any project manager,
team leader, or business owner. It helps you
communicate your progress, achievements,
challenges, and risks to various stakeholders, such
as clients, sponsors, executives, employees, or
partners. However, not every audience needs or
wants to see the same level of detail, data, or
analysis. How do you report performance to
different audiences without sharing sensitive
information? Here are some tips to help you tailor
your performance reports to suit your audience's
needs and expectations.
1. IDENTIFY YOUR AUDIENCE
▪ Before you start writing your performance report, you need
to know who you are writing for. What is their role, interest,
and influence in the project or business? What are their
goals, concerns, and preferences? How much time and
attention do they have to read your report? How familiar are
they with the technical terms, acronyms, or metrics you
use? By answering these questions, you can determine the
purpose, scope, and tone of your performance report.
2. CHOOSE THE RIGHT FORMAT
▪ Depending on your audience, you may need to use
different formats for your performance reports. For
example, you may use a dashboard, a slide deck, a memo, a
video, or a newsletter. The format you choose should match
the level of detail, interactivity, and visual appeal that your
audience expects. For instance, a dashboard may be
suitable for an executive who wants a quick overview of the
key performance indicators (KPIs), while a slide deck may
be more appropriate for a client who wants to see the
milestones, deliverables, and feedback.
3. HIGHLIGHT THE MAIN POINTS
▪ Regardless of the format, your performance report should always
highlight the main points that your audience cares about. These may
include the objectives, outcomes, achievements, challenges, risks,
and recommendations. You should use clear and concise language,
avoid jargon and technicalities, and provide relevant examples and
evidence. You should also use charts, graphs, tables, or images to
illustrate your data and findings. Make sure to label and explain your
visuals, and use colors, fonts, and icons that are consistent and easy
to read.
4. PROTECT SENSITIVE INFORMATION
▪ Sometimes, you may need to report performance to different
audiences without sharing sensitive information. This could be
because of confidentiality agreements, privacy laws, security issues,
or competitive advantages. In this case, you should use techniques
such as anonymizing, aggregating, masking, or encrypting your data.
You should also avoid disclosing any information that could identify
or harm your sources, clients, partners, or employees. Finally, you
should always check and follow the policies and guidelines of your
organization and your stakeholders regarding data protection and
disclosure.
5. SOLICIT FEEDBACK
▪ One of the benefits of performance reporting is that it allows you to
solicit feedback from your audience. Feedback can help you improve
your performance, identify gaps or opportunities, and build trust and
rapport with your stakeholders. Therefore, you should always invite
your audience to share their thoughts, questions, suggestions, or
concerns with you. You can do this by providing your contact details,
setting up a meeting or a call, or using a survey or a feedback form.
You should also thank your audience for their time and attention, and
follow up with them as needed.
6. REVIEW AND REVISE
▪ Before you send or present your performance report to your
audience, you should always review and revise it. You should check
for accuracy, clarity, completeness, and consistency. You should also
proofread for spelling, grammar, punctuation, and formatting errors.
You may want to ask a colleague or a friend to review your report as
well and give you constructive feedback. By reviewing and revising
your performance report, you can ensure that it meets your
audience's needs and expectations, and that it reflects your
professionalism and credibility.
THANK YOU FOR LISTENING!!