ENGLISH

PRESENTATION

Presented by
Group
7
REPORT WRITING
GROUP MEMBERS

➔ FARAH FAROOQ
➔ KAYNAT SHAHZAD
➔ MUBASHRA CHAUDHRY
➔ AYSHA SALEEM
➔ AYSHA BATOOL
➔ AIMAN ARSHAD
➔ SHEEZA
 CONTENT:
➢
➢ Effective
Report
Types reporting
structure
of reports – process and principles
➢ Reporting
Presentation styles
tips
Reporting in the future.

WHAT IS
REPORT
?
What is a report?

A report is a written presentation of factual information

based on an investigation or research. Reports form the
basis for solving problems or making decisions, often in
the subjects of business and the sciences. The length of
reports varies; there are short memorandum (memo)
reports and long reports. Most often you will be asked to
write a long report.
EFFECTIVE REPORTING:
The purpose
something,
answer
A good a to of a process
offer
question.
reporting report is is
a solutionto ato
give an account
a problem,
cyclical one of
orthat
to
ensures that feedback and decision
occur between organisations and contractors. making can
● Reporting principles
inclusiveness) should (transparency
be applied to and
any
report
writer preparation
and of the underpinnings of the
report
understanding
report to
userensure
sharethat
a both
common
the
REPORT STRUCTURE:

Reports follow a standardised format. This allows the reader to find

the information easily and focus on specific areas.
Most reports follow the following structure, but please look at your
assignment question and marking guide carefully, as the format and
terminology required in your report may vary from this guide.
If so, check with your tutor. Please check your marking guide to
determine the word limit and how marks are allocated to each
section.
A REPORT MUST HAVE:
1. Title Page

2. Table of Contents

3. Abstract or Executive Summary

4. Introduction (or Terms of Reference and

Procedure)

5. Findings and/or Discussion

6. Conclusions

7. Recommendations

8. References
 Contractual reports
Contractual reports are primarily
required for accountability and
performance assessment
Types of purposes.

Report The key purpose of performance

reporting and monitoring is to
keep people focused on desired
change and to help them decide
what else needs to be done.
Project report;

Project reports should provide detail on the overall project

at the point of completion. They should be written in a way
that enables the reader to assess the quality and importance
of the information with the aim of persuading the reader to
agree with the conclusions and recommendations .
Evaluation report:
Evaluation reports are normally prepared at the midpoint and at the
end of a project/program. They generally cover most if not all
evaluation indicators, including the relevance, efficiency, effectiveness,
impact and sustainability of the project/program.

Annual report:
An annual report is a good marketing tool that presents the actions
and accomplishments of an organisation during the financial year. It
provides public evidence of financial stability and showcases the
achievements of an organisation.
Reporting styles
Reporting styles The Balanced Scorecard Management System is a
useful framework in which to report on organisational strategies and
directions. It enables organisations to clarify their vision and strategy
and translate them into action.
Bennett’s Hierarchy provides a logical framework in which to collect,
measure, analyse and report on performance information. The
Hierarchy describes a cause-and-effect chain through the
identification of outcomes at seven levels. It provides a structure for
a performance story, and enables organisations to identify
Narrative reporting is
particularly useful in
strategic planning because
it provides a medium for
defining relationships,
sequencing events,
determining cause and
effect and setting priorities
among items under
consideration
What is an effective report?

An effective report has the following characteristics. It is:

● appropriate to the purpose –
● this is clearly identified from the outset, so that the conclusions and
or/recommendations will be relevant;
● appropriate to the audience –
● the reader’s knowledge will influence the type of background detail that
will need to be in the report and the emphasis that will be placed on
particular issues of interest
●
 ● accurate and complete – this is
essential for a high quality
report; logical – this enables
the report to be easily
Effective report understood;
● clear, concise and well
organized with clear section
headings – this will assist in
leading the reader logically to
the conclusions and
recommendations.
What is reporting process?

A good reporting process is a cyclical one that

ensures feedback and consequently decision
making can take place between organisations and
contractors. The
Meet Marcos.
He recently opened a camera shop
near the Louvre in Paris.
Visitors to his store, mostly tourists,
speak many different languages
making anything beyond a simple
transaction a challenge.
Story for illustration purposes only
Tip
If one example isn’t
sufficient to help people
understand the breadth of
your idea, pick a couple of
examples.
A translation barrier
left Alberto feeling
lonely and hurt Tip

Marco’s business. Ideally, speak of people in

very different situations, but
where each could benefit
from your solution.
Then, Marcos discovered
Google Translate
He has his visiting customers speak
their camera issues into the app.

He’s able to give them a friendly,

personalized experience by
understanding exactly what they need.
 A simple gesture
Coaches Gary and Glen knew no
Spanish.

Tip They used Google Translate to invite

Show how your solution Alberto to join in... “Do you want to
helps the person in
the story reach his or
play?”... “Can you defend the left
her goals. side?”
From outsider to star
Alberto scored 30 goals in 21 games. He is now being
scouted by several professional clubs in the Premier
League. And he’s a favorite of the other boys on the
team.
Tip
See a short video on Alberto’s story Stories become more
credible when they use
concrete details such as the
specific complex moves
Alberto learned through
Translate and his 30 goals in
21 games performance stats.
3. Examples
People need to understand how rare or frequent your
examples are.

Pick 1 or 2 statistics and make them as concrete as

possible. Stats are generally not sticky, but here are a
few tactics:

➔ Relate
Deliver data within the context of a story
you’ve already told

➔ Compare
Make big numbers digestible by putting them
in the context of something familiar
It’s no surprise Marcos uses Google Translate in
his shop regularly.

There are 23 officially

recognized languages Tip

in the EU. Don’t let data stand alone.

Always relate it back to a
story you’ve already told, in
this case, Marco’s shop.

Source: theguardian.com
More than 50 million Americans travelled abroad
in 2015

THAT’S MORE THAN THE

POPULATION OF
Tip
CALIFORNIA AND When a number is too large
or too small to easily
TEXAS COMBINED comprehend, clarify it with
a comparison to something
familiar.

Source: travel.trade.gov
4. Closing
Build confidence around your product or idea by
including at least one of the these slides:

➔ Milestones
What has been accomplished and what might
be left to tackle?

➔ Testimonials
Who supports your idea (or doesn’t)?

➔ What’s next?
How can the audience get involved or find
out more?
Milestones
October 2014 October 2015
Translate web pages with Translate text within an app
Chrome extension

2014 2015

August 2015 November 2015

Translate conversations Translate written text from English or
German to Arabic with the click of a
through your Android watch camera
What people are saying
With this app, I’m Visual translation Translate has
confident to plan a feels like magic officially inspired
trip to rural Ronny Reader, NYC me to learn French
Vietnam Abby Author, NYC
Wendy Writer, CA

Quotes for illustration purposes only

Know a 2nd language?
Make Google Translate even
better by joining Tip

the community. Inspire your audience to act

on the information they just
learned.
Depending on your idea,
this can be anything from
downloading
an app to joining
an organization.
Good luck!
We hope you’ll use these tips to go out and deliver a
memorable pitch for your product
or service!

For more (free) presentation tips relevant to other

types of messages, go to
heathbrothers.com/presentations

For more about making your

ideas stick with others, check
out our book!