Lesson 2 Writing Business Reports. Henan University of Technology Sino-British College Transfer Abroad Undergraduate Programme

Transcription

1 Lesson 2 Writing Business Reports Henan University of Technology Sino-British College Transfer Abroad Undergraduate Programme

2 Learning Objectives 1. Explain report functions and types 2. Apply the 3-x-3 writing process to contemporary business reports 3. Conducting primary and secondary research 4. Identify the purposes and techniques of citation and documentation in business reports, and avoid plagiarism 5. Create effective visual aids 6. Report format 7. Report style

3 1 Report Functions and Types Informational Reports Present data without analysis or recommendations Routine and often periodic

4 Report Functions and Types Analytical Reports Provide data or findings, analyses, and conclusions May also supply recommendations Intend to persuade readers

5 2 Apply the 3-x-3 Writing Process to Contemporary Business Reports

6 3 Conducting Primary Research

7 Conducting Secondary Research Research databases and Web resources Print resources: Books Periodicals

8 Tips for Searching the Web Combine keywords into phrases. e.g. business ethics Omit articles and prepositions. Bookmark the best Internet sites. Search in English.

9 Evaluating Web Sources Currency What is the date of the Web article? When was the website last updated? Is anything out of date? Content Is the purpose of the site to entertain, inform, persuade, or sell? Who is the intended audience? How does the content compare with content elsewhere?

10 Evaluating Web Sources Authority Who publishes or sponsors the page? What makes the author an authority? Is contact information available? Wikipedia is not a credible source for Academic writing! Accuracy Do the facts seem reliable? Do you find errors in spelling, grammar, and usage? Can you detect bias?

11 4 Citation and Avoiding Plagiarism Giving credit is ethical and offers these benefits: Strengthens your argument Protects you from charges of plagiarism Instructs readers

12 4 Citation and Avoiding Plagiarism To avoid plagiarism, you must give credit whenever you use the following: Another person s ideas, opinions, examples, or theory Any facts, statistics, charts, and drawings that are not common knowledge Another person s exact spoken or written words Paraphrases of another person s spoken or written words. Visuals, images, and any kind of electronic media

13 When and How to Quote Beware of overusing quotations. Use direct quotations for three purposes only: To repeat identical phrasing because of its precision, clarity, or aptness. To provide objective background data and establish the severity of a problem as seen by experts To duplicate exact working before criticizing

14 Art of Paraphrasing Practice Paraphrasing! 1. Read the original material intently to comprehend its full meaning 2. Write your own version without looking at the original. 3. Avoid repeating the grammatical structure of the original and merely replacing words with synonyms. 4. Reread the original to be sure you covered the main points but did not borrow specific language

15 Documentation Formatting Different types of formatting Modern Language Association (MLA) American Psychological Association (APA) Henan University of Technology requires Harvard formatting for referencing your work Read Harvard referencing style provided and use it as a guide to reference your assignments (reports, essays)

16 5 Creating Effective Visual Aids Graphics fulfill the following functions: 1 Clarify data 3 Condense and simplify data 4 Make numerical data meaningful

17 Match Graphics to Your Objectives Table to show exact figures and values Bar chart to compare related items Line chart to demonstrate changes in quantitative data over time

18 Match Graphics to Your Objectives Pie chart to visualize a whole unit and the proportion of its components. Flow chart to display a process or procedure Organization chart to define a hierarchy of elements

19 Match Graphics to Your Objectives Photograph, map, illustration to create authenticity, to spotlight a location, and to show an item in use

20 6 Report Format 1. Cover Page (Use University assignment cover page 2. Title page 3. Table of contents 4. Introduction 5. Main Body (Discussion) 6. Conclusions 7. Recommendations (if asked) 8. References 9. Appendices

21 Title Page Title (in CAPS) Author's name Module Name & Number Lecturer name Date of Submission

22 Table of Contents Table of Contents Table of Contents 1. Introduction 1 2. Discussion 2 3. Conclusion 3 4. Recommendations 4 5. References 5 Appendices

23 Introduction States the: Purpose and scope Main points Structure of the report

24 Discussion Main body of the report State how it is organised up front Headings clearly identify the content Incorporates relevant theory Integrate theory with specific context related issues Well referenced Presented in an order that leads logically towards the conclusions and recommendations.

25 Conclusions No new material introduced Follows logically from the Discussion Conclusions section should give: Summarized key points

26 Recommendations Consult the assessment criteria as to whether recommendations are required Are suggestions for possible actions based on the discussion section of the report

27 References The reference section lists all publications cited in the report Use referencing style required by your University (MLA, APA, Harvard )

28 Appendices Not usually part of the word count (check specific module requirements) Used to detail supporting material; This may include illustrations, charts, detailed analysis which supports your key arguments within the main body of the text.

29 7 Report Formatting Use headings and subheadings to signpost your work Illustrations, charts and so on where appropriate to highlight relevant points (these should be fully referenced) Blank line between paragraphs Left-justified Font, font size & margins-see individual module requirements

30 Easy to Read Clear, concise language Short sentences Use examples where appropriate to illustrate argument

31 Effective Paragraphs Place information where it will be seen: First and last paragraphs The start of the paragraph Keep paragraphs simple: Short paragraphs