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Communication Level 2

Report Writing

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Objectives of todays lesson

Understand how to research, plan and prepare a professional report

State how to collect information for use in the report

Plan the structure of the report which meets the requirements andterms of reference

Present the report in an appropriate format

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Group Activity

What are the common types ofreport?

Why are reports potentially more

difficult than verbal communication?

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PURPOSE (WHY)

Your Objectives / audiences objectives

What do you wish to achieve :

What might the reader require

TELL Pass on information

Statement for information only

Justify a particular point/position Report on findings

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Transmitter Receiver

Message

Knowledge + Information

Skills + Understanding (feedback) results in ACTION

Barriers

Confusion, Irrelevance, Ambiguity Too much/little, Prejudice, Assumptions

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Level 2 Report Writing

A report should be:

Succinct

Easy to understand

In a logical sequence

Appropriate for the audience

Before starting your report, you should be aware of:Your audience

The reasons why the report is needed

What you want to include

What happens after your report is finishedThese are the Terms of reference or TOR

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The Model

PURPOSE

(Why)

AUDIENCE

(Who)

FORM

(How)

CONTENT

(What)ACTION

(When)

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Structure of a report

Theme Title & subject

Research Collecting the information &

collecting your thoughts

Key Points How many are needed &

desirable (5 or 6)? Are they obvious!

Sequence Logical & easily visible, short and

concise Attention Grab & keep. Detail in the

appendices prevents a bulky report.

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CONTENT

Understanding

sufficient explanation, detail & appropriate use of

terminology.

References

British system (superscript)e.g. Potts1

Harvard system (year in brackets) e.g. (Potts1999).

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Group Activity

Review the report and consider whatyou have learned about how to plan

the structure and content of a report.

Label the items of the report using

the correct descriptions in thearrows.

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Style and Structure

Be appropriately formal for the intended audience 3rd Person & Past tense (Business) Every effort will

be made

1st

Person & present tense (intimate) I(we) will makeevery effort

GrammarYou had best copy things what I have

said.! Spelling ~ Use the spell check and then proof read

your work!

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Collating and PresentingInformation

Speedy Cars Sales by Area 2002

1,500M

2,000M4,000M

500M

UK

Europe

USA

Japan

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Collating and PresentingInformation

Speedy Cars Actual & Projected Sales 2000 -2002

010002000

3000

40005000

60007000

80009000

2000 2001 2002

T

otalSales(M) Actual Sales

Projected

Sales