How to prepare better reports

1. How to prepare better reports Taken from Essential Study Skills, Burns & Sinfield pp197/208

2. What is a report? • A document designed to deal with the real world • A practical document that describes, details or analyses a situation in the real world • The reader should be able to make decisions or take action at the end of it

3. The “Why” question • Why am I writing this report? – what am I trying to achieve • Why am I writing this report – what do I want my reader to think and do after reading my report?

4. Think about the reader • Who is my reader? • What can I expect my reader to already know about this topic? • How can I deal with this in my report? • What can I expect my reader to believe about my topic? • How can I deal with this in my report? • What language, tone, style will my reader respond to? TIP: When drafting reports, think of the language, evidence and examples that will influence real reader

5. Prepare to research Follow the action plan – systematic and targeted research Review your notes Plan the body Write the first draft Leave it Review, revise, edit Proof read Copy/type and hand in Getting it back Tip: You will need to allow time for your seminar tutor to give you feedback on your report – or it will be difficult to reflect on how to improve your work! Tip: when getting work back always make a note of three things you do well, and three ways you could improve and develop your practice 10 steps to success

6. Title Page Contents Introduction Methodology Findings: - with strap headlines Conclusion Recommendations Bibliography Appendices Glossary Typical report structure:

7. Title page Title and sub-title – usually divided by a colon : Date – places report in real time Authors name and position – when you write a report, you are often asked to write as though you are a particular person in an organisation Distribution list Abstract A synopsis or summary is the gist of what your report is about It could include: overall aims, specific objectives, the task, procedures or methodology, key findings, key recommendations Tip: as it refers to the whole report – write it last! What makes a report?

8. Contents page • Contents - lists clearly all the major sections of the report, including subsections and appendices – with page numbers • Tip: Check out the contents pages of books – how do they help you as a reader?

9. Introductions and Bodies……….. • Introduction – Should help the reader understand the what, why and how of your report. It needs: • Background – why you are interested in the topic or why the report was necessary • terms of reference – aim or purpose of your research • the methodology – research methods you used to put the report together – literature review, or something more practical: interviews, visits • Body – small word, most work! Main part of your report

10. Conclusions and recommendations (nearly finished by now!) • Each part of the body should have a conclusion that points out the implications of your findings, • Each conclusion should lead to a recommendation – recommendations tell the reader what to do about something…

11. And finally: • Appendices • do not count within the word count! • Use sparingly – they should not be longer than your main work! • To show your reader some of things you have used to compile your report • Bibliography • Use Harvard system • Glossary – a list of unusual words

12. Further assistance: • The learning development unit www/londonmet.ac.uk/ldu • Has tutors that will work with you one to one • You can collect a handout on how to write reports, essays etc etc • Write2learn online guide to academic writing available 24 hours on webCT