reports divya

7/31/2019 Reports Divya

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Projects, Reports, proposals


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What is a Report?

A systemmatic,well organized docu. Whichdefines & analyses a subject or a problem andincludes:-

Record

Interpretation

Evaluation

Discussion Conclusion

Recommendation


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Thus C.A. Brown defines as :- A report

is a communication from someone

who has some information tosomeone who wants to use that

information


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Basic Reports

Oral Reports

Simple , easy to present

No proof

Denied at any time

Vague

Can be miscommunicated

Written Reports

Most preferred

Written form

Permanent record

Accurate & precise

Can change hands without

danger of distortion during

transmission


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Reports must always be:

accurate

concise

clear

well structured


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Study 5 Ws and 1 H


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WHY???

Important to

study the

problem

Purpose of

analysis


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What????

Significance andrelevance to the

concerned dep. Or

organization

Benefits out of reportto various

departments, org. or

pupils.


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WHO????

Is involved in thissituation- reader,

writer or third party

Is the reader-same

or changed


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WHEN????

Starting point of the

problem, does is a

analytical problem,

research required, facts

comparisons needed

etc.

Report writing

time-time factor


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WHERE????

Place of reading the report by the reader is

very imp. i.e. in a meeting, or in his room theapproach will matter.


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HOW????

How it has to be written i.e. final execution, which

information to be included or excluded , which charts,graphs needed


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An effective report can be written

going through the following steps-

Determine the objective of the report, i.e., identify theproblem.

Collect the required material (facts) for the report.

Study and examine the facts gathered. Plan the facts for the report.

Prepare an outline for the report, i.e., draft the report.

Edit the drafted report.

Distribute the draft report to the advisory team andask for feedback and recommendations.


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Judgment for a good Report

1. Precision

2. Accuracy of facts

3. Relevance

4. Reader-orientation5. Objectivity of recommendations

6. Simple & unambiguous language

7. Clarity

8. Brevity

9. Grammatical accuracy


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LENGTH OF A WRITTEN REPORT

o To Executive-level managers - One or two pages

o To Middle-level managers - Three to five pages

o To Supervisory-level managers- Less than 10 pages

o To Operational - level personnel - less than 50pages.


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Important points while writing

A Paragraph should convey a single idea. They should flow nicely, one tothe next.

Proper paragraphs structure can almost always be traced tooutlining deficiencies.

Sentences should not be too long. The average sentence length shouldnot exceed 20 words. Studies suggest that sentences longer than 20words are more difficult to read and understand.

Write in Active Voice (Direct Speech). The passive voice becomes wordy and

boring when used consistently.

Eliminate Jargon.

*** Always Remember -HARD WRITING MAKES EASY READING !!!"


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Examples of different types of

reports :- laboratory reports

health and safety reports

research reports

case study reports

field study reports

cost-benefit analysis reports proposals

comparative advantage reports

progress reports

feasibility studies

technical reports

instruction manuals

financial reports

And on it goes


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Classification of Reports.

function formality.


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According to functions:-

Informational

reports.

Analytical

reports Research

reports.


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According to formality:-

Statutory

reports

Non

statutory or

voluntary

reports.


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Statutory Reports

Routine Reports Special Reports


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Informational Reports.

These reports present facts about certaingiven activity in detail without any note or

suggestions. Whatever is gathered is reported

without giving any thing by way of either

explanation or any suggestion.


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Analytical Reports.

These reports contain facts along with

analytical explanations offered by the reporter

himself or may be asked for by the one who is

seeking the report. Such reports contain thenarration of facts, collected data and

information, classified and tabulated data and

also explanatory note followed by theconclusions arrived at or interpretations.


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Research Reports.

These reports are based on some researchwork conducted by either an individual or a

group of individuals on a given problem.

In fact such a report is the result of a research.


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Statutory Reports

These reports are to be presented according

to the requirements of a particular law or a

rule or a custom now has become a rule.

These reports are generally prepared in the

prescribed form as the rules have prescribed.


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Non Statutory Reports.

These reports are not in the nature of legal requirements orrules wants, therefore, the reports are to be prepared andsubmitted. These reports are required to be prepared andsubmitted:

(i) for the administrative and other conveniences,

(ii) for taking decision in a matter

(iii) for policy formulations,

(iv) for projecting the future or

(v) any thing alike so that efficient and smooth functioning

maybe assured and proper and necessary decision may betaken with a view to see that every thing goes well and theobjectives of the organization are achieved with assuredsuccess.


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Routine Reports.

These reports are required to be prepared and submittedperiodically on matters required by the organization so asto help the management of the organization to takedecisions in the matters relating to day to day affairs.

The main objectives of routine reports are to let themanagement know as to what is happening in theorganization, what is its progress where the deviation is,what measures have been taken in solving the problemsand what to do so that the organization may run smoothlyand efficiently. Routine reports are generally brief.

They only give the facts. No comments or explanations areusually offered in such reports. Generally forms areprescribed for preparation and submission of such reports.


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Special Reports.

Such a type of report is specially required to be

prepared and submitted on matters of special

nature. Due to an accident a death of the

foreman has occurred in a factory. The factory manager may ask for a detail report

from the head foreman. Such a report is classified

as special reports. These reports contain not onlyfacts and details but they may contain suggestion,

comments and explanations as well.


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Some of the reasons we write reports

are to:

inform

make proposals or recommendations for

change

analyse and solve problems

present the findings of an investigation or

project

record progress


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Format for Report writing

Basically two types of formats are followed:-

Letter style Report

Schematic Report


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Schematic Style Report

1. Terms of reference- purpose of the report, whorequested it, scope of enquiry

2.Action taken- details-writer for presentation-task he is

reporting-how matter gathered-date of his investigation.

3. Findings- what was done-observed-what information wasgathered-all data relevant to the action or enquiry-conclusions-writers opinion-assessment of the situation.

Recommendations-suggesting a course of action.


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Executive Summary

An executive summary plays an important

part of a business report or business plan. An

executive summary is typically a short

summary of a long document providing aquick overview of a full-length business report


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PROJECTS


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PROJECT REPORT

There is no set outline that can be user forpreparing the pr report , it is determined by thenature of the target audience.

numbering system is used to indicate eachsection or subsection. Becoming more popular,however, is changing the font size of headings to

indicate the importance of each heading. Thereport is broken into sections and each sectionand subsection has a heading.


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Types of Project reports

Basically two types

Academic Reports

Related to studies and education, basically

industry related projects.

Manuals giving guidelines, procedures &

rules.

Business Reports

Diff B/W A d i & B i


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Difference B/W Academic & Business report

Business Report

Imp part of business

Written on a issue/project

Submitted to a committeefor further action

As & when the need arises

Can be informational, not

live research

Academic Report

Academic requirement

compulsory

On a project comp. in a

industry Submitted to superiors for

evaluation

At the end of summer term

Findings & results of actual

project


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Continue..

Business Report

Practical in nature to

study a prevailing

problem Everyone do not prepare

Good report earns good

name for writers and

suggestions considered

Academic Report

Compulsive in nature, not

necessary to be used in future

or suggestions may not beconsidered

All students prepare

Good report earns credit as

grades& probability of

placement


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Sequence of items in Project Report

1. Cover Page (On cover of the spiral bound report)

2. Declaration by the candidate

3. Certificate from the Industry Guide (wherever applicable)

4. Certificate from the Faculty Guide

5. Acknowledgements

6. Preface

7. (Detailed) Table of Contents (with page numbers).

8. List of Figures (with figure number, figure titles and pagenumbers)

9. List of Tables with table number, table title and page number, Listof Abbreviations

10. List of graphs & diagrams

(Point No. 2 10, should have page numbers in roman, for e.g., i, ii, ix. Kindly not that the cover page should not bear the pagenumber

C t


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Cont.11. Main Text

a)Introduction

b)Main findingsc)Conclusions and recommendations

12. Introduction

a)Introducing the theme

b)Review of related literature

c)Methodology adopted

13. Results

a) Statistical analysis

b) Testing of hypothesis

c) Conclusions

d) Recommendations


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14.End Matter

a) Annexureb) Bibliography

c) Questionnaire

d) Mathematical derivations

e) Appendices

T bl f C


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Table of Contents1. INTRODUCTION

1.1. Aim1.2. Scope1.3. Background to study

2. PROCEDURE

2.1. Data collection method

2.2. Literature review2.2.1. Literature review of journals ,ETC

3. ANALYSIS Of DATA

3.1. Research Methodology3.2. ..

4. CONCLUSIONS5. RECOMMENDATIONS

REFERENCES

APPENDICES


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Research Paper work

Should not be more than 4000 words & between 15-20 pages. Format

1) Introduction

1.1)Objective of the study

1.2)Organization of study

2)Research material & design

3) Findings & discussions

3.1)Demographic characteristics of the sample

3.2)Extent of research in industry

3.3)Perceived benefits related to customers

3.4)perceived corporate related .benefits

4)Conclusions & implications of the study

5)Recommendation & limitation of study

5.1)Recommendation

5.2)Limitation

References


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PROPOSALS

It is a persuasive offer to complete a task,

submitted either voluntarily or in response to

a request or an advertisement.

Unlike a report, a proposal may be sent to an

expert or a review committee for evaluation &

recommendation concerning the benefits ofthe proposed services, products, etc.


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Types of Proposals

Research Proposal

Business Proposal


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Business Proposal

They provide information concerning the

nature and benefits of the proposed

product/services, cost of equipment etc.

Transmittal letter or prefatory note is sent

along with the proposal.

Written for a beneficial response.

They should be creative & effective.


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Short Business Proposal has following:-

Small proposal drafted in form ofletterLetter of transmittal

or prefatory note

Gives information on project team

Scope of services

Cost of equipment

Details as per the advertisement

Details asked for

BodyofProposal


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Letter of Transmittal

Follows the formula of AIDA for an effective

sales communication.

Attention

Interest

Desire Action


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Difference b/w Proposal and Report

Solicited or unsolicited

Can be official orunofficial

Concerns the future

Request for action

Needs to be influencingand convincing

Based on the AIDAformula

Awaits a decision

Always solicited

Official document

Concerns the past

Just a statement

Need not to be convincing

Not to be based on AIDA

formula Does not awaits a

decision

4 P f P l


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4 PofProposal

POSITION

PROBLEM

POSSIBILITIES

PROPOSAL


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Contents to be incorporated

Introduction

Background details

Benefits

Description of the proposed work

Method & procedure

Qualifications

Costs & Resources

Conclusion


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PARAGRAPHS

This is the most important writing skill

This is basically done to test the written

communication skills.

It tests the writers ability to

a) Understand the implication or scope of the topic

b) Organize his/her thinking

c) Express in a lucrative style.

Freedom of expression


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How to write effective paragraph

Choose the topic carefully Jot or sort out the facts carefully

Use simple English

Prepare the outlines Keep it short & precise

Give an attractive beginning

Maintain paragraph unity

Make effective use of topic sentences Avoid unnecessary details or never be irrelevant


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Cont

Make the paragraph move forward

Different points in different paragraphs

Dont repeat the information

Answer the question being askedDont use company jargons

Dont overload with statistics

Be honest and dont whineConclusion should be clearly & firmly stated

Find time to revise


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Topics to write a paragraph

The career of a business Executive

Advertisement

The policy of Liberalization

Problems of Globalization

Qualities of a good manager

Indian tourism industry

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