Report Writing TOPCIMA

1. Report Writing TOPCIMA

2. CONTENTS Why write reports? What makes a good report? How to write?

3. WHY WRITE REPORTS? • Convey information • Persuade • Evaluate alternatives • Solve a problem • Give a professional opinion

4. WHAT MAKES A GOOD REPORT? • Achieve your objective • Logical structure • Easy to follow • Interesting to read • Clearly set out • Short and simple as possible • Clear conclusions/recommendations • Good to look at

5. LOGICAL STRUCTURE The story should unfold as the reader progresses through the document. This is achieved by going from the general to the specific, with the background material preceding the technical expose, which should lead logically to the recommendationsandconclusions

6. LOGICAL STRUCTURE In the case, the punch line is the recommendations. Everything should support the recommendations and naturally lead up to them. Background & context Technical detail Interpretation of results Recommendations

7. OUTLINE REPORT FORMAT Title Page Contents Introduction – If applicable Terms of Reference Key issues Analysis of key issues Ethical considerations Recommendations – Actions Conclusions – Closing statement Appendices – Technical

8. BEGINNING, MIDDLE AND END A good case-study answer, like a good book, has a beginning, middle and an end. Together witha clear ‘story­line’ linking them together.

9. 1.BEGINNING - INTRODUCTION Facts/Present/Past situation. This will set the scene (can link to the terms of reference) Summarises the background to the problem (or the company) and how it has arisen. Outlines the present position of the organisation, and the approach that you plan to take. Your introduction may be very brief or sometimes not necessary, as the recipients of the document may already know much of the back­ground.

10. 2.MIDDLE Identify and assess the key issues or options that are relevant. These should be dealt with in a logical sequence and there should be a ‘storyline’. An evaluation - What was your decision criterion. What tools did you use and what did they indicate. Remember you are the expert and need to interpret the results for others. What were your findings and what other alternatives did you consider? Signpost intentions - The use of headings white space and appropriate language all help to make the report easier to read and navigate.

11. 3.END Recommendations should be clearly identified and be supported by your reasons for making that particular recommendation. There will always be a need for further action as a consequence of your analysis. Your conclusions or closing statement should round off your arguments, and summarise the balance of them. Try to end positively at least with some power and authority. It gives you an opportunity to say how you feel, in general terms, about the situation.

12. REPORT STRUCTURE - CHECKLIST Title Page – report is not a title • Brief descriptive title • To • From - Authorship • Date Contents • Title • Contents with page numbers or section references

13. REPORT STRUCTURE - CHECKLIST • Introduction- background to the report - the facts of the case • Performance to date • Future prospects • Key challenges

14. REPORT STRUCTURE - CHECKLIST Who, What and Why Terms of Reference • What have you been asked to do - Objective of the report • Who asked for it and who are you • Why have you been asked to do it – Why know? • Any constraints imposed/basis of information

15. REPORT STRUCTURE - CHECKLIST Issue = problem or possibility Key issues • Identify 5 key issues dependant upon the objective and rank in order of importance (best first). • Introduce as first priority, second etc • Say why they are key issues • Use the heading “Other issues” and discuss briefly Say What say Why

16. REPORT STRUCTURE - CHECKLIST To be a key issue it has to be: Urgent Effect the company’s objective Scale – how big is it?

17. REPORT STRUCTURE - CHECKLIST Analysis of key issues - The body of the report • Use the key issues as headings in the body of the report (best first) • Evaluation - What was the criteria for your decision? • Analysis of results – What tools did you use? • Don’t forget real world examples • List each alternative course of action & show pros and cons for each • State why rejected

18. REPORT STRUCTURE - CHECKLIST Ethical considerations • Must have a separate section for ethics • Identify what the ethical issue is • Discuss including implications • Make a recommendation

19. REPORT STRUCTURE - CHECKLIST Recommendations • Action (or non-action) recommended as a result of the conclusions reached • There should be a recommendation for every key issue • Include a timescale for completion of major areas • They must be developed and justified using available information. “This is important because” • Stating the need for more information, and further investigation will not suffice

20. REPORT STRUCTURE - CHECKLIST Conclusions (Closing statement) • Separate from recommendations • Summary of thoughts - logic of / balance of argument

21. REPORT STRUCTURE - CHECKLIST Appendices • If possible, put all major workings into appendices. This includes PEST/SWOTS, NPV’s and any financial evaluation • You should have 5 technical skills (Including SWOT) • Ensure Cleary labelled and cross references to the text in the report

22. HOW TO WRITE Your own writing style Writing style is something that develops over time. It is influenced by your education and experiences. To some it comes easy, they enjoy words but you are not looking to win any prizes in literature. It’s about putting facts, ideas and opinions in a clear, concise, logical fashion. Generally write, as you would talk.

23. HOW TO WRITE – some ideas A typical point starts with a statement of fact, either given in the case or derived from analysis. The what. Followed byan interpretation. So what. Leading to an implication. Now what. Thinking tricks What – The NPV is positive So what – Suggesting we should go ahead with the project Now what – Arrange board meeting to discuss strategic implications Thinking tricks So what is the Socratic Method, why should we use it, how does it work?

24. WHO IS READING THE REPORT Failure to pitch the level correctly will also inevitably result in failure to communicate your ideas effectively, since the reader will either be swamped with complexity, or bored with blandness.

25. UNDERSTANDABLE What you should do Actions What you could do Possibilities Using the right words • are you writing about recommendations or options • are you writing about objectives or strategies? Route to achieving objectives Desired results

26. SIMPLE One main point per sentence Short • Short words • Short sentences • Short phrases • Short paragraphs.

27. TACTFUL Tactless The directors have clearly made errors Tactful There were other options open to the board that with hindsight would have been beneficial Tactless The marketing director is responsible for this disastrous change in strategy Tactful The board should consider where this went wrong? It would appear that the marketing department may have made some mistakes

28. THINGS TO AVOID • Poor punctuation - Don’t go mad. Follow the breathing rule. • Tautology - (unnecessary repetition) I, myself, personally. Do not “export overseas” “. Green in colour”. Ask the question as opposed to what? • Oxymoron - word combinations that are contradictory. “I never make predictions; and I never will”.” I have told you a million times don’t exaggerate”.

29. THINGS TO AVVOID Spelling. This may seem a small and unimportant point, but poor spelling makes a document seem sloppy and may convey an impression that the content is as loose as the general appearance! But starting with And, But and Because is OK And so are split infinitives. (Any word between to and the verb) . To travel. To eat. “To boldly go”. “To fully understand”

30. REMEMBER The more you read the better you write. The more you write the better you write.