Manual 4 Success

Report Writing Guide

EXAMPLE OF A SHORT REPORT (A small sample of written content remains in the document).

Use this Report Writing Guide with the blank Report Writing Template to map out the sections of a report.

This document is an example from a past students marked assignment. Much of the content has been removed and the writing is for illustrative purposes only; it has been shortened to show major subheadings. It gives you a rough idea of the structure of a short report. Make sure you read the formatting instructions your lecturer provides with the assignment instructions as they could differ from this example. NB. Author of the reproduced Short Report gave permission to reproduce this report.
A blank REPORT WRITING TEMPLATE is available in the Manual 4 Success folder on your student Moodle site. AN EXAMPLE OF HOW TO USE THE TEMPLATE TO WRITE REPORTS FOLLOWS.

School of Business & Law

HEPP Project

2013

Manual 4 Success

Student name

John Smith

Student number

s000000000

Program

Managing Organisational Change

Course code

HRMT19020

Assignment

Assessment 3: Short Report

Task

Case Study; external environment pressure forces changes for Work In Recovery

Word count

2643

Lecturer

John Brown

Date due

26 May 2011

Include student number, course code and relevant information for identification of your report after it is uploaded on Moodle. When the report is completed, insert a cover page (under insert tab in Microsoft Word) similar to the one following. Alternatively, all the information on this page can be included on the Short Report cover page that follows.

John Smith

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Word Count 2645

SHORT REPORT
MANAGING ORGANISATIONAL CHANGE John Smith
HRMT19020

May 26 2011
John Smith S00000000

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EXECUTIVE SUMMARY
This report identifies the nature and need for change at Work In Recovery, proposes change strategies and discusses possible challenges managers may face during change, outlining strategies to effectively manage the change process. Pending funding changes in Government policies from recurrent block to outcome-based-funding, as well as tender requirements identifying more diversified support staff for a range of clients outside of disabilities, has brought about changes. Redevelopment of mission, strategy, leadership and culture utilising the Burke-Litwin diagnosis model for change helps identify how these external environmental changes affects Mission and Strategy, Leadership and Culture, and outlines strategies to manage the major changes and flow-on effects. Organisational strategic planning includes mission, vision, goals and strategies, affecting all levels of the organisation (Aguinis 2009). Organisational culture is a subtle yet pervasive force which guides the behaviour and often decision making in an organisation (Delahaye 2005), where conflict and politics often come into play with strategic change (Stone 2008), highlighting the need for management to be aware of resistance to change. Recommendations for, and examples of, new mission and vision statements, and renaming Work In Recovery to Employment for All, provide focus and direction. Recommendations include

The EXECUTIVE SUMMARY is an overall summary of the entire report, is always on a separate page, is no more than 1-2 pages, is written last because it is a summary of the entire report, and has Roman numeral page numbers. It is written for busy executives who might only read the executive summary, therefore, is should summarise key points. The first paragraph is based on the introduction The second paragraph comes from the body of the report The third paragraph is a summary of the conclusions And the final paragraph outlines the recommendations that can be in bullet point form.

Executive Summary John Smith

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TABLE OF CONTENTS
EXECUTIVE SUMMARY .........................................................................................................................i 1. 2. INTRODUCTION ..................................................................................................................... - 1 WORK IN RECOVERY CHANGE MANAGEMENT REPORT ......................................................... - 2 2.1. 2.2. 2.3. 2.4. 2.5. 3. 4. EXTERNAL ENVIRONMENTAL PRESSURE .......................................................................... - 2 MISSION AND STRATEGY................................................................................................. - 2 LEADERSHIP .................................................................................................................. - 2 CULTURE ....................................................................................................................... - 2 INCREMENTAL ORGANISATIONAL CHANGE....................................................................... - 3 -

CONCLUSION ......................................................................................................................... - 4 RECOMMENDATIONS ............................................................................................................. - 5 4.1. 4.2. 4.3. 4.4. 4.5. 4.6. STRATEGIC RESPONSE TO EXTERNAL ENVIRONMENTAL PRESSURES ................................... - 5 COMMUNICATION STRATEGY .......................................................................................... - 5 CLARITY OF VISION AND MISSION FOR EMPLOYMENT FOR ALL ....................................... - 5 LEADERSHIP DEVELOPMENT STRATEGY .......................................................................... - 5 PERFORMANCE MANAGEMENT SCHEME .......................................................................... - 5 FIVE YEAR PLAN ............................................................................................................ - 5 -

5.

REFERENCES ......................................................................................................................... - 6 -

The TABLE OF CONTENTS is always on a separate page and is a numbered list of the different sections of your report (Use Microsoft Word under references to insert table). Depending on specific academic requirements, a report may need to be structured into several sections. Typical divisions are, but are not limited to: Title Page Executive Summary Table of Contents, Tables and Figures (Always label tables and figures with a number and a title above it and add the reference for it below [where appropriate]) Chapters (or single Body if it is a short report) Reference List Appendices (if included in the report, all appendices must be separated, labelled and referenced[where appropriate])
(Adapted from: Central Queensland University (CQU) 2004, Guide for Students, 5 th edn, Central Queensland University Faculty of Business and Law, Rockhampton)

Table of Contents John Smith

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1. INTRODUCTION
Work in Recovery has experienced forced changes due to changes in Government funding policies from block to outcome-based-funding, requiring expansion of clients from disability to all disadvantaged groups that now needs a more diverse group of support workers. A discussion on the need to refine and refocus on mission and strategies, and leadership and culture concludes with recommendations for change and a five year plan introducing a new Performance Management system, with plans for expansion. It is important Samantha and Roger realise

The INTRODUCTION should generally include three types of information: The (brief) background information when was the report requested, why is it important, who was involved and how. Detailed company background information (for case studies) is best discussed in the body of the report. The aims/objectives that indicate what key questions the report is trying to answer and what it is trying to achieve. Why was it written? The scope that tells the reader exactly what areas/ideas are covered in the report. Look at your headings and subheadings to explain how the report is organized. Once the introduction is complete begin the discussion in the main body of the report. Create chapter headings and subheadings as required. CHECK THE COURSE PROFILE SOMETIMES COURSES HAVE DIFFERENT FORMATTING REQUIREMENTS FOR REPORTS. Format the footers with section heading, page number, and student name and student number.

Introduction John Smith

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2. WORK IN RECOVERY CHANGE MANAGEMENT REPORT

2.1.EXTERNAL ENVIRONMENTAL PRESSURE
Utilising the Burke-Litwin model for change focuses on four major sources of transformational change and assists in identifying their impact on organisational processes at Work in Recovery (Palmer, Dunford & Akin 2008). Firstly...Additionally

2.2.MISSION AND STRATEGY

Environmental pressure initiates redevelopment of Mission and Strategy and is the second component of the diagnostic model (Palmer, Dunford & Akin 2008). Strategy includes mission, vision, goals and organisational strategies (Aguinis 2009) and if strategy is not clear, there are no criteria on which to base other design decisions (Palmer, Dunford & Akin 2008). The mission statement

2.3.LEADERSHIP
The third component of the change model is Leadership, and changes at Work in Recovery has seen Samantha Rogers, previous CEO, redeployed as Operations Manager, with Mark Rogers the new CEO of the merged companies. Samanthas nurturing leadership style has been taken over by Marks controlling style

2.4.CULTURE
Culture is the final model component and leadership, culture and performance are interrelated themes (Nels & Little 2009). Organisational culture includes the unwritten norms and values espoused by members of the organisation (Aguinis 2009), and the current culture at Working In Recovery is undergirded by nurturing and support. Prior to merging, the culture It must be remembered there is a clear link between organisational culture and its effectiveness, and organisations with strong positive cultures have a much better chance of success that do those with weak or negative cultures (Stone 2008), therefore the total abandonment of the current culture will adversely affect client support.

Work In Recovery Change Management Report John Smith

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2.5.INCREMENTAL ORGANISATIONAL CHANGE

The previous big four of Environmental Pressure, Mission and Strategy, Leadership, and Culture flow down to eight other organisational processes that experience the major changes as incremental and are:.. Also, Samantha and Roger must be aware that performance management affects all eight organisational processes and is a primary tool to execute the organisations strategic plan (Aguinis 2009)

The BODY OF THE REPORT is where information relevant to the topic is presented and is approximately 60% of the word count. It is similar to the body section of an essay, however report writing is more formal and business like than an essay and is supported by headings that create the structure of the report.

It must be referenced, using various resources to support ideas. It should be logically organized, using topic headings, subheadings and minor headings to break it into sections based on the ideas being discussed. All headings must be numbered sequentially. It can be helpful to list the headings first before beginning the writing the body of the report. Remember to include page numbers, section divisions, 3cm margins, 1.5 lines spacing unless otherwise stated. If using tables and figures they must be labelled with a number and a title (Microsoft word has an automatic feature for this operation).

Work In Recovery Change Management Report John Smith

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3. CONCLUSION
Assessment of environmental pressure, mission and strategy, leadership and culture at Work in Recovery reveals the need to refocus the organisation and offer strategies for leaders as they negotiate the changes required

The CONCLUSION should be a summary of findings and is approximately 5 10% of the word count. It should try to provide a response to key questions posed in the introduction. When writing a conclusion it may be useful to consider the following: No new information Direct quotations are not necessary What has been learnt or proved from doing this research? On the basis of the research, what conclusions can be drawn? Consider the key questions and objectives set out in the introduction what are the answers/conclusions? Consider each of the key section of your report what was the main point made in each section?

Conclusion John Smith

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4. RECOMMENDATIONS
4.1.STRATEGIC RESPONSE TO EXTERNAL ENVIRONMENTAL PRESSURES
Outcome based funding has pressured Work in Recovery to review current organisational operations and the following recommendations are proposed in response to the change

4.2.COMMUNICATION STRATEGY
A communication strategy is important for successful organisational change (Palmer, Dunford & Akin 2008). Lack of clarity about impending change can cause

4.3.CLARITY OF VISION AND MISSION FOR EMPLOYMENT FOR ALL

The current mission statement, We exist to help others, who need a helping hand, needs to be rewritten

4.4.LEADERSHIP DEVELOPMENT STRATEGY

It is recommended, with the closure of three branches and Morwell as the regional office servicing the surrounding area, that Samantha Rogers remains in charge of Morwell branch as Operations Manager, and Mark Rogers remains in Melbourne Head Office as CEO, travelling to Morwell for end of month reports and updatesFurthermore

4.5.PERFORMANCE MANAGEMENT SCHEME

It is recommended developing a new Performance Management (PM) system in line with strategic changes. ... Palmer, Dunford and Akin (2008) say too much change at once can cause initiative fatigue and burnout, inhibiting readiness for further change.

4.6.FIVE YEAR PLAN

The following goals articulate how Employment for All will progress towards the future:

Often when writing a report specific RECOMMENDATIONS for future actions are requested and they should state what actions should be implemented based on the findings of the report. Recommendations may be listed in bullet points or small paragraphs.

Recommendations John Smith

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5. REFERENCES
Aguinis, H 2009, Performance Management, 2nd edn, Pearson Education Inc, New Jersey. Analoui, F 1994, Training and development, The role of trainers, Journal of Management Development, vol.13, no.9, pp. 61-72, (online Emerald). Birchfield, R 2009, Leaders must restore trust; these are tough times, New Zealand Management, March 2009, p. 32, (online ProQuest). Blanchard, PN & Thacker, JW 2007, Effective training: systems, strategies and practices, 3rd edn, pp. 439-472, in Central Queensland University (CQU) 2009, HRMT19013 Human Resource Development, CQU Rockhampton. De Jong, J & Hartog, D 2007, How leaders influence employees innovative behaviour, European Journal of Innovation Management, vol. 10, no. 1, pp. 41-64, (online Emerald). Delahaye, B 2005, Human Resources Development, 2nd edn, John Wiley & Sons Ltd, Milton. The REFERENCE list for the report includes the full publication details of all books, articles, websites and other sources referred to in the report. Look at your course profile with the assignment details in it and check the referencing style that is to be used in the assignment. The following link has the referencing guides used at Central Queensland University: http://www.cqu.edu.au/about-us/service-and-facilities/referencing/which-referencingstyle-do-i-use The guide shows how to reference in the body of the report as well as in the reference list at the end of your report. Always check your referencing against the guide before submitting an assignment. If APPENDICES are used they appear after the reference list and in the table of contents. Each appendix should have a title and are numbered on separate pages. Appendices present additional information that is too large or disruptive to place within the body of the report. (For example: APPENDIX 1 Performance Management Chart

When referring to appendices in the body of the report write, (refer Appendix 1).

References John Smith

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Report Checklist
1. Structure Title Page: Title of report, author (you), date lodged Letter of transmittal (if required) Executive Summary/abstract/synopsis Table of Contents and List of Tables and Figures Acknowledgements (if required) Introduction (with background, aims and scope stated) Assumptions: Have you listed any assumptions you have made? Body: Do all paragraphs follow logical paragraph structure? Are sections/paragraphs arranged in logical order? Are paragraphs of an appropriate length (100-250 words); no single sentence sentences sitting on their own? Are all paragraphs relevant? Can each be directly linked to the original question being asked? Conclusion: Does the conclusion summarise the major findings and provide a final answer to questions posed in the introduction? Are recommendations clear and direct and are they supported by your analysis? Appendices: (each appendix on a separate, labeled page) References: Have you included all references in reference list? Is it in alphabetical order? 2. Content Have you kept to the word limit? Have you used a variety of resources/references to support your ideas? Is their sufficient analysis (your own words) Have you used correct referencing format? Have you provided correct in-text referencing for all DIRECT and INDIRECT quotes? Have you used complete sentences throughout? Have you written in the third person (i.e. no use of I my or you Have you checked spelling? Have you numbered all headings/subheadings sequentially? Make sure you have: Size 12 Font 1.5 line spacing 3cm margins Page numbers, Name, student ID number on each page Assignment cover sheet or all details on title page

3. Layout/ Grammar/ Presentation

Report Checklist Report Writing Guide

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Reference
This sample report was created from a past students work. Much of the information about how to write a report was taken directly from or adapted from the following guideline (except where otherwise referenced): AIC LSU Student Resources: Report Writing 2008, Central Queensland University, Rockhampton, QLD.

Disclaimer This document is not a substitute for information provided in The Great Guide to University
Study, Central Queensland University, Rockhampton, QLD, available online at: http://my.cqu.edu.au/documents/10165/2178077/Great+Guide+to+University+Study/b8b60a74-ee39-4d31-b74ee198d6b98c43

Remember that the Academic Learning Centre (ALC) offers free academic assistance to students of CQ University, both for on campus and for Distance Education students. They help with essay and report writing, referencing and all facets of students learning.
Contact the ALC on Phone 07 4930 9456 or www.cqu.edu.au/alc

Document Reference Report Writing Guide