REPORT ORGANIZATION

AND PRESENTATION
WHAT TO DO WITH THE
COLLECTED DATA?
Examine each item to see:
Its meaning.
Its relationship with other
data.
Answers to the research
questions posed in your work
plan.
WHAT TO DO WITH THE
COLLECTED DATA?
For Informational Reports:
Organize the facts into:
A logical sequence.
Illustrate them.
Present a final report.
WHAT TO DO WITH THE
COLLECTED DATA?
For Analytical Reports:
Interpret the data.
Draw conclusions.
Make recommendations, if
asked.
INTERPRETING
DATA
SORTING.
ANALYZING.
COMBINING.
RECOMBINING TO YIELD
MEANINGFUL INFORMATION.
INTERPRETING
DATA
SORTING:
Data in the form of:
Jumble of printouts.
Note cards.
Copies of articles.
Interview notes.
Questionnaire results.
Statistics.
INTERPRETING
DATA
SORTING:
Write down significant
results.
Group and classify in the
order of importance.
Select only what is relevant.
Don’t let your preconception
overwhelm you.
INTERPRETING
DATA
TABULATING & ANALYZING
RESPONSES:
Help to draw valid conclusions and make reasoned
recommendations from the condensed data.
Tabulating and statistical techniques help you to
create order from chaos.
INTERPRETING
DATA
TABLE:
Use for organizing the data.
Numerical data from questionnaires or interviews
are usually summarized and simplified in tables.
Using systematic columns and rows, tables make
quantitative information easier to comprehend.
Help you to compare multiple data collected
from questionnaires and surveys
INTERPRETING
DATA
TABLE:
Example:- Should Shoaib Akhtar be
selected for the playing eleven of
Pakistan cricket team?
INTERPRETING
DATA
PRILIMINARY TABLE:

Opinion Number Percent

Strongly agree 76 11

Agree 255 38.5 Combine these items

No opinion 22 3.3

Disagree 107 16.1

Strongly disagree 203 30.6 Combine these items
Total 663 100
INTERPRETING
DATA
TABLE:
Cross Tabulation:
Process of analyzing two or more variables
together.
Simplify the data and provide a broad over
view.
Breaking down survey data in to cricket critics
and public responses, we can make the final
analysis.
INTERPRETING
DATA
TABLE:

Opinion Total Cricket critics Public

Number Percent Number Percent Number Percent
Strongly 76 11.5 8 2.2 68 22.0
agree
Agree 255 38.5 54 15.3 201 65.0
No opinion 22 3.3 12 3.4 10 3.2

Disagree 107 16.1 89 25.1 18 5.8

Strongly 203 30.6 191 54.0 12 4.0
disagree
Total 663 100 354 100.0 309 100.0
INTERPRETING
DATA
TABLE:
Once the data are displayed in a table, we
can more easily draw conclusions.
Tips for converting Raw Data:
Tabulate the responses on a copy of the
survey form.
Calculate percentages (divide the score for
an item by the total for all responses to that
item; for example, for item 1, divide 331 by
663)
INTERPRETING
DATA
Tips for converting Raw Data:
Round off figures to one decimal point or to whole
numbers.
Arrange items in a logical order, such as largest to
smallest percentage.
Prepare a table with a title that tells such things as
who, what, when, where and why.
Include the total number of respondents.
INTERPRETING
DATA
THE THREE Ms: MEAN, MEDIAN, MODE
Help to describe the data.
MEAN
Add up the figures of all items and
divide by the total number of items.
Example # 2:
 Salary of engineer 1 = 38000
 Salary of engineer 2 = 38000
 Salary of engineer 3 = 40000
 Salary of engineer 4 = 41000
 Salary of engineer 5 = 85000
Mean = 242000 / 5 = 48400.
INTERPRETING
DATA
THE THREE Ms: MEAN, MEDIAN, MODE
MEAN
Useful to indicate central tendencies of figures.
One major flaw: extremes at either end causes
distortion.
Example: Salary of engineer 5 in example 2 makes
the mean salary of 48,600 deceptively high.
INTERPRETING
DATA
THE THREE Ms: MEAN, MEDIAN, MODE
MEDIAN
Represents the midpoint in a group of figures
arranged from lowest to highest (or vice versa).
Useful when extreme figures may warp the mean.
Example: the median in example 2 is the salary of
engineer 3 i.e. 40000.
INTERPRETING
DATA
THE THREE Ms: MEAN, MEDIAN, MODE
MODE
Value that occurs most frequently.
Has the advantage of being easily
determined.
Example: think about fashion; the most
frequent response, the mode, is the most
fashionable.
INTERPRETING
DATA
THE THREE Ms: MEAN, MEDIAN, MODE
RANGE
Represents the span between the highest and lowest
values.
Mean, Median, and Mode figures are especially helpful
when the range of values is also known.
Simply subtract the lowest figure from the highest.
Range of salaries in example # 2:
 85000 - 38000 = 47000.
INTERPRETING
DATA
CORRELATIONS:
Suggest possible relationships between
variables that will explain research
findings.
Is there a relationship between studying
and good grades?
In reporting correlations, avoid suggesting
that a cause-and-effect relationship exists
when none can be proved.
INTERPRETING
DATA
GRIDS:
Technique for analyzing raw data-
especially-Verbal data.
Permit analysis of raw verbal data by
grouping and classifying.
Consumer reports often use grids to show
information.
Help classify employment data.
 INTERPRETING
DATA
GRIDS:
Fitness Attitude performanc Overall
e Reaction
Selector 1 Unfit. “Can’t Bad. Mix opinion. Little support
play 5 day “quarrelsome” “Wait &
match” Watch”

Selector 2 Unfit. Bad. good. “Still Mix support

“Stamina “unpunctuality The fastest
problem” ” bowler”

Selector 3 Unfit. Bad. “not Bad. “Lack of Don’t want to

“overweight ” following net practice” select
rules”
CONCLUSIONS
Summarize and explain the findings in a
report.
Effective report conclusions are objective
and bias-free.
Tips For Writing Conclusions:
Interpret and summarize the findings; tell
what they mean.
Relate the conclusions to the report problem.
CONCLUSIONS
Tips For Writing Conclusions:
Limit the conclusions to the data presented; do
not introduce new material.
Number the conclusions and present them in
parallel form.
Be objective; avoid exaggerating or
manipulating the data.
Use consistent criteria in evaluating options.
Writing Report
Recommendations
Recommendations make specific
suggestion to solve the report
problem.
In short reports, writer can give
recommendations directly without
conclusion.
Tips for Writing
Report
Recommendations
 Suggest Specific procedure to solve
report problem.
Suggest feasible actions
avoid conditional words like maybe and
perhaps.
Tips for Writing Report
Recommendations
Give suggestion separately as a command
Number the Recommendations
Tell implementation of recommendations
If possible arrange recommendations in order
Organizing
Data
After collection, interpretation and
conclusion, we organize data in a
logical sequence.
Informational reports are organized
in three part.
Analytical reports contain four part.
 Organizing
Informational and
Analytical Reports
Informational Reports Analytical Reports
Direct Pattern Indirect Pattern

I. Introduction/backgroun I. Introduction/Problem I. Introduction/Problem

d II. Conclusion/Recomm-II. Facts/Findings
II. Facts/Findings endation III. Discussion/Analysis
III. Summary/Conclusion III. Facts/Findings IV. Conclusion/Recomm-
IV. Discussion/Analysis endation
Direct
Pattern
IfIfreaders
readers
are
areinformed
informed Report
Report
-----Main
-----MainIdea
Idea----
----
-----------------------
-----------------------
IfIfreaders
readers -----------------------
-----------------------
Direct
DirectPattern
Pattern
are
aresupportive
supportive -----------------------
-----------------------
-----------------------
-----------------------
-----------------------
-----------------------
-----------------------
-----------------------
IfIfreaders
readers -----------------------
-----------------------
are
areeager
eagertoto
have
haveresults
resultsfirst
first
Indirect Pattern
IfIfreaders
readers
need
needto tobe
be
educated Report
Report
educated
-----------------------
-----------------------
-----------------------
-----------------------
IfIfreaders
readers -----------------------
-----------------------
need
needto tobe
be Indirect
IndirectPattern
Pattern -----------------------
-----------------------
persuaded
persuaded -----------------------
-----------------------
-----------------------
-----------------------
-----------------------
-----------------------
IfIfreaders -----Main
-----MainIdea
Idea----
----
readers
may
maybe behostile
hostile
or
ordisappointed
disappointed
Possible Methods of
Organization
Time:

Arrange data by chronology of event.

Example. Report in which data organized by year as

2001, 2002 and so on.
Agenda ,minutes of meeting and progress reports are
organized by time.
Possible Methods of
Organization
 Component:
Organizing data by location, geography, division,
product, or part.
Example. A report discussing company profit
could be organized by its each product.
Organizing by component works best when
classification exit.
Possible Methods of
Organization
Importance:
Order data from most important to least
important, or vice versa.
Example. Report discussing the causes of
reduction in animals from forest .
Organizing by importance, saves time and
increase retention.
Possible Methods of
Organization
Criteria:
Organizing by criteria means use similar
criteria for plans and choices.
Example. A report comparing fax equipment,
organized by such areas as price, warranty,
speed, print quality, etc.
Organizing around criteria helps reader to
make comparison.
Possible Methods of
Organization
Convention:
Organize data according to prescribed
categories.
Example. Proposal organized by staff,
budget, schedule, etc.
Providing Reader
Cues
Guiding the reader through data,
what you have outlined in your mind,
after organizing a report.
Providing Reader Cues
Introduction:
Tell the Purpose of report
Describe the significance of topic
Preview main points and the order of
their development
 Providing Reader
Cues
Transitions:
Transitional phrases tell reader where
ideas are headed and how they relate .
Transitional expression serve as a guide
Example. Additionally, accordingly,
however, after, for instance etc.
Providing Reader
Cues
Headings:
Headings help out reader in comprehending
the organization of report.
Helps busy reader to see quick preview
Functional headings describe the functions or
topic.
Talking headings provide more information
and interest but can fail to reveal
organization.
Guidelines for Effective
Headings
Appropriate heading level
Capitalize and underline carefully
Balance heading
Use 1st and 2nd level headings for short
reports
Include at least one heading per page
Keep heading short and clear
Integrate headings gracefully
Graphical representation is easy to understand and
remember If suitable graphics are used. They tend to
simplify complex ideas, make numerical data
meaningful and visually attractive.
Higher management does not need to read lengthy
text paragraphs packed with complex data and
number, They want clear, understandable method to
check the progress and results. Graphics are the best
tools for that.
Tables, charts, pictures etc perform three important
functions:
They clarify data
They condense and simplify data.
They emphasize data.
Most Frequent Used
Graphics
1)Table
2) Bar Charts
3) Line Charts
4) Pie Charts
5) Organization Charts
6) Photographs, Maps and Illustrations
Matching Graphics to
Objectives
1. Tables: To show exact figures and values.
2. Bar Chart: To compare one item with another.
3. Line Chart: To demonstrate changes in quantitative
data over time.
4. Pie Chart: To visualize a whole unit and the
proportions.
5. Flow Chart: To display a process or procedure.
6. Organization Chart: To define hierarchy of
elements.
7. Photograph, Maps, Illustration: To create
authenticity, to spotlight a location and to show
item in use.
Tables are the most extensively used
graphic in reports the world over.
Tables can clarify large quantities of data
in small spaces but they require one
needs to pay attention to clarity and
emphasis.
Table
 Tables VS Charts
Tables permits systematic
presentation of large amounts of
data, while charts enhance visual
comparison.
Bar charts are not as precise as tables, but they
enable you to make clear visual comparison.

There are 4 types of Bar Charts:

a)Vertical. b) Horizontal. c) Grouped. d) Segmental.

Tips for presenting Bar Charts

Keep the length of each bar proportional.
Include a total figure in the middle of a car or at its end if the
figure helps the reader and does not clutter the chart.
Start dollar or percentage amounts at ZERO.
Avoid showing too much information, thus producing clutter and
confusion.
 Amount of Money Spent on Development of
Departments

120 $100
Millions Of Dollars

100
80 66 60
57
60
34
40 22
20
0

Administration
Projects

Maintenance

R&D
Workshop

Warehouse
 Horizontal Bar Chart
Total income per year, in Million Dollars of XYZ
Company Private Limited

Year 2004 $34

Year 2005 66

Year 2006 44

Year 2007 77

Year 2008 (Projected) 100

0 20 40 60 80 100 120
Millions Of Dollars
Amount of Money Spent on Development of Departments

90
80
70
60
50 East
40 West
30 North
20
10
0
1st Qtr 2nd Qtr 3rd Qtr 4th Qtr
Segmented 100% Bar Chart
Percentage of total Income generated by Departments

100%
90%
30% 34%
80% 45%
70%
60%
50%
44% 22%
40% 60%
30%
20% 33%
10% 22%
10%
0%
Year 2006 Year 2007 Year 2008 (Projected)

Series1 Series2 Series3

 Line Charts
 Major advantage of line charts is that they show changes over
time, thus indicating trends.
 They do not provide precise data, they are used to provide
overview or impression of the data.
 Simple line charts show just one variable, multiple line charts
combines a number of variables. Segmented line charts illustrate
how the components of a whole change over time.

 Tips for preparing line charts are:

 Begin with a grid divided into squares.
 Arrange the time component (usually years) horizontally across
the bottom; arrange values for the other variable vertically.
 Draw small dots at the intersections to indicate each value at a
given year.
 Connect the dots and add colors if desired.
 Simple Line Chart
XYZ Company Revenues, 1999 to 2004

70

60
Millions of Dollars

50

40

30

20

10

0
1999 2000 2001 2002 2003 2004
Multiple Line Chart
XYZ Company Re v e nue s Ge nerate d by De partme nts, 1999 to 2004

200
Millions Of Dollars

150

100

50

0
1999 2000 2001 2002 2003 2004
Pie Charts
Pie charts enable readers to see a whole and proportion of its
components or wedges.
Pie charts are less flexible than bar charts or line charts but they
are very useful when showing percentages.
Wedge can be exploded or popped out for special emphasis.

Tips for presenting better Pie Charts

Begin at 12 o’ clock position, drawing the largest wedge first.
Include, if possible, the actual percentage or absolute value
for each wedge.
Use four to eight segments for best results, if necessary,
group small portions into one wedge called “OTHERS”.
Distinguish wedges with different colors
Keep all the labels horizontal
Pie Chart
Num ber of Em ployees Present in XYZ Company

Plant
22%

Projects
Head Office
Field Office
Projects Plant
Field Office
55%
14%

Head Office
9%
 Flow Charts
Procedures are simplified and clarified by
diagramming them in a flow chart.
Any procedure in which step by step action is
required can be best explained by using flow
charts.
Traditional Flow Charts uses the following symbols
Ovals to designate the beginning and end of a
process
Diamonds to denote decisions points
Rectangles to represent major activities or steps
Flow Charts
 Organizational Charts
Many organizations are so complex and so
huge in size that they need charts to show
the chain of command and people, from
the boss to the line managers and
employees.
Organizational charts reveals information
like who reports to whom, how many
subordinates work for a manager etc.
 Expansion Projects
Department Organization President

Chart
Project Warehouse Maintenance Utilities Safety
Manager Manager Manager Manager Manager

Section
Head

Secretary

Project Inspection Stationary Machinery

Engineer Engineer Engineer Engineer

Junior
Junior Junior
Inspection Machinery Machinery
Project Stationary
Assistant Supervisor Engineer
Engineer Engineer

Trainee Assistant
Supervisor
Engineer Engineer
 Photographs,Maps &
Illustrations
Some business reports have photographs and maps
to serve specific purpose. Pictures for example
provide authenticity and a visual record.
In modern times, pictures taken are directly
scanned and printed on business reports.
Maps can be useful when someone introduces a
new product in different parts on a country or other
countries as well.
Illustrations and diagrams are useful in indicating
how an object looks or operates. Example: a
drawing showing a part of VCR with labels showing
their functions.
Photographs,Maps &
Illustrations
To create authenticity, to spotlight a location, and
to show an item in use
 Incorporating Graphics in
Reports
Evaluate the audience: Know your audience and put
up graphics as per requirement.
Use restraint: Don’t overuse colors or decorations.
Colors have their own meaning.
Be accurate and Ethical: Double check graphics for
accuracy of figures and calculations.
Introduce a graphic meaningfully: Don’t assume that
the audience understands everything in the graphic
used.
End