KMS

Write your Research Report in a Structure

August 2014

A Report:

A report is a statement of the results of an investigation or of any matter on which definite information is required. (Oxford English Dictionary)

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Knowledge Management

TACIT KNOWLEDGE

VS

EXPLICIT KNOWLEDGE

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Benefits of written reports

1. Consolidated form2. Effective form of internal communication and shared

knowledge3. Facilitates decision making and planning 4. Discloses unknown information5. Enables periodic reviews6. Invites contribution from others7. Live documents8. Don’t have to remember and forget

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No one can understand it!

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Comprehensible

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Structure your Report

Methodology

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1. Develop a method2. Explain clearly

A Usual Report Structure

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Stages:

The following stages are involved in writing a report:•clarifying your terms of reference•planning your work•collecting your information•organizing and structuring your information•writing the first draft•checking and re-drafting.

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Anatomy of a Report1. Cover Page2. Letter of Transmittal/ Executive

Summary3. Table of Contents4. List of Illustrations5. Report Body6. Appendixes 7. Citations

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Cover Page

Describes what the report is all about

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Letter of Transmittal: Executive Summary

1. Background2. Summarize conclusions and recommendations3. Minor problems. Thank those who helped.4. Additional research necessary5. Thank the reader. Offer to answer questions.

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Table of Contents

1. An outline of the report2. Bone structure3. Leads the reader

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Illustrations

1. Tables2. Graphs3. Charts4. Diagrams

Label Number

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Report Body

Introduction:

• Purpose and Scope; Limitations, Assumptions, and Methods

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Background/History of the Problem/

Correlations / Analysis

• Presents and interprets data

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Conclusions and Recommendations

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Appendixes

• Interview transcripts, questionnaires, question tallies, printouts, and previous reports

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Citations

References or Works Cited

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Plan your report

1. Consider the report as a whole2. Break down the task of writing the report into

various parts3. Keep in mind the time available to finish the

report4. How can time be divided up into various

phases5. Set yourself the deadlines

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Draw up an outline of the reportDivide your works in components

Note: Some of the most time consuming parts of the process are collecting and arranging your information and checking &revising your report.

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Collecting Information

1. What is the information you need?2. Where do you find it?3. How much do you need?4. How shall you collect it?5. In what order you will arrange it?

Make lists Make an action plan

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Organizing Information

1. Write the main theme in the Centre of a paper

2. Write down all ideas and key words related to your topic starting from the Centre and branching out along lines of connecting ideas

3. Each idea can be circled or linked by lines as appropriate

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Organizing Information Cont’d

1. When you have finished, highlight any related ideas and then sort topics

2. Some ideas will form main headings and others will be sub-headings

3. You will then be able to see a pattern emerging and be able to arrange and re-arrange

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Mind

Map

04/19/23

Questions and Common Errors

Questions• You, We, I – personal pronouns• Standards for reports• How long?Common Errors• It’s a common error! Its consequences are great!• Singular & Plural errors.• Neutrality (he/she, John)

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Document Design

1. Use no more than 5 fonts.2. Use no more than 5 colors.3. Use normal paper.4. Use white space.5. Use templates.6. Use parallelism.7. Avoid double emphasis.

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Remember

The art of good writing is in re-writing

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Subjects of Reports

Various Information Needs

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Information Needs

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Exporters from Pakistan

•Provision of information on Target Markets•Logistical and Travel Information•Export Procedures•Trade Fair suitability•Connectivity information•Others (unlimited)

Information Needs

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International Importer

•Information on Procedures in Pakistan•B2B Support•Logistical information•Visa and travel information

Information Needs

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•Country basic facts

•Cultural differences

•Business Ethics in target markets

•Travel requirements

•Logistics and shipping

•Financial institutions (banking)

Information Needs

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•Applicable import tariffs in importing country•Applicable tariff concessions (FTA, GSP, etc)•Sanitary and Phyto-sanitary requirements•Labeling requirements•Packaging requirements•Health and safety related requirements•Environment related requirements•Standards•Liability issues

Information Needs

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•Trade statistics•Trade fairs•Business norms•Distribution networks•Buyer preferences•Cost of doing business•Competitor analysis•Dispute resolution system•Others

Information Needs

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•Export related laws and procedures of Pakistan

•What incentives government offers for export?

•How can these incentives/ benefits can be gained?

•Others

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Exercise 2

Take a blank page of paper

Create a mind map for your report

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