IM 205:BUSINESS RESEARCH METHODS

REPORT WRITING AND PRESENTATION

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INTRODUCTION

Once data is gathered and analyzed, a report is written for presentation before managers, assessors or other stakeholders. The report explains the essential elements of the entire project from problem definition up to data analysis and interpretation of findings and conclusions. The report writing stage is important as it communicates correctly all what has been done. It is important for a researcher to know how to present the research report accurately to make it understandable.

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UNDERSTANDING THE TARGET RECIPIENTS

Prepare reports to suit different user groups. e.g. top executives, user departments, assessors(if for academic purposes/awards),other stakeholders e.t.c. The format for reports differ depending on the types of recipients.

For example top executives deal with strategic issues thus dont need complicated statistical formulas but brief reports outlining main findings and conclusions derived.

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CRITETIA FOR WRITING GOOD RESEARCH REPORTS

Report writing is an art and thus has to be done systematically. Criteria for a good research report include:-

Completeness

A report must not leave out any important details. It also must thoroughly address the problem issues that were studied.
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Accuracy

A report should ensure accuracy as the

accurate/precise information leads to accurate decision making. A researcher must scrutinize the validity of all the methods and results used.

Clarity

A report should not have any unclear portions. There should be no suspension of important results and should be put forward as early as possible. A clear report is written in simple language, short sentences and that orients the reader to the structure and contents. 4/15/12

Conciseness

A report should be kept brief. It should not prefer long and unnecessary details. It should only provide pertinent information. It is achieved through selecting the most important results and conclusions. If necessary at all, other information can be located in the appendix.

Order/chronological pattern

A report should follow a particular order or particular pattern. A researcher has to know what to write first, next and last. Before writing, a researcher accumulates a lot of materials. It is important for him/her to select the necessary ones for reporting. 4/15/12

The sequence/order of events in report writing includes:

Making an outline of the report structure

Identify the chapters, headings and sub headings. From these, can then write the paragraphs for sub headings of the outline.

Write the executive summary and introduction

These have to be done after completing the main body of the report. Though they appear at the beginning, they are written once what is to be introduced and summarized are known and written.
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Do continued reading and revising

No one is perfect. A researcher should develop a culture of reading and keep revising the draft report to see if is in a proper order. Can also use friends and colleagues to polish the report.

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WHAT TO OBSERVE TO ENSURE EFFICIENCY IN REPORT WRITING

Completion of report writing in time is one of the challenges that researchers face. This is due to a number of reasons that influence writing. In order to ensure efficiency in report writing, the following elements are to be observed.

Set time for writing

Instill a writing discipline. Can be achieved y allocating a specific time for writing.e.g 2 to 3 hours in a day. 4/15/12

Write when your mind is fresh Writing needs meaningful, smooth and logical flow of ideas. This is impeded when the mind is constrained with other matters.

Find a regular writing place with no interruptions

Place without interruptions from people, TV shows, magazines, games e.t.c. Advised to cut off from external communication. e.g. mute phones. Can have some light background noise such as soft music to assist concentration.
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Set goals and achieve them Can be in terms of words per day or per hour, number of pages per day e.t.c. A researcher can reward him/herself for the achievements. Similarly, punish him/herself for failure to meet the target(e.g. extend time to write).

Use modern writing tools such as a computer

Use a computer to do your writing rather than scribbling on papers. It is advantageous as it enables the writer to keep amending the work, helps updating the work whenever new ideas emerge. Cautioned to have backup copies and keep saving 4/15/12

Generate a writing plan

A researcher can cluster the contents of the report through:

Cary out a problem analysis(problem tree) Write the main topic in middle of a sheet of paper Write the other ideas that occur at other points of the page As the page fills, the relationship between ideas suggests itself

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Finish the writing on a high point

A report writer should not stop writing when no more ideas are flowing rather should stop writing when new ideas are still flowing. This enables writers to easily continue from where ended. Advised to end in middle of a simple section.

Get friends/colleagues to read your work

No one is perfect. It is not easy to see and correct

4/15/12 your own mistakes. Ask friends/colleagues to be

STRUCTURING A RESEARCH REPORT

Formats of research reports involve the physical

appearance of the contents including the way the topics and sections of the reports are sequenced and the way the paragraphs and illustrations are presented.

Structures of research reports vary with institutions.

Each institution has its report standard in terms of contents, length and formats. A research report then has to be written in accordance with the requirements of a respective institution.

Despite the institution standards, there is a generally

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PREAMBLES Preambles include:

The cover page Title page Table of contents List of tables and figures List of abbreviations(acronyms) Dedication and acknowledgements

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THE ABSTRACT
Abstracts are written with the objectives to:

Inform those who do not intend to read the whole report Prepare those who intend to read the report for what is to come

Thus it has to be written short(maximum two pages) but reflecting the contents of the entire report. To meet the above objectives, an abstract should contain four short paragraphs that answer the following 4/15/12

What were the my research questions and why were they important? How did I go about answering the research questions?

What did I find out in response to my research questions? What conclusions do I draw regarding my research?
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THE INTRODUCTION The introductory part of the report provides the clear idea about the central issues of concern and why the study is worth doing. These issues include:

Background to the study Statement of the problem Research objectives Research questions/Research Hypotheses Significance/Purpose of the study
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Limitations of the study

THE LITERATURE REVIEW The literature review is intended:

To show how the study supplements the work already done by others. To bridge the gap that exists between what has been done and what remains. To show how the research/study will either contribute to the body of knowledge or assist solving an existing problem. To demonstrate the full understanding of the subject of study and its associated theoretical foundations, expert opinions and actual research findings.
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METHODOLOGY

A research methodology generally explains how the study is designed to investigate on the research questions or hypotheses. In so doing, it explains:

The research setting Materials and research instruments

Of what kind and why the researcher chose it.

These include types of tests, scales, interviews, questionnaires or observations.

Participants

4/15/12 The number of respondents, how were selected, their

cont

Procedures

These include sampling procedures used, handling of instruments ,data treatment and management and methods of data analysis used. It also covers the characteristics of interviewers and observers and the issues of validity and reliability of data. It is important for a researcher to justify the use of any method or procedure used in the study.
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RESULTS/FINDINGS This section reports on and discusses the findings of the study.

Presentation of findings

Results/investigations are presented in a narrative form. May be portrayed using tables, graphs, charts and figures where necessary.

Discussion of the findings

This should be well argued in relation to each research question or hypotheses while logically addressing each research objective. Can also be done using inferences,
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CONCLUSIONS AND RECOMMENDATIONS This section summarizes the entire research with a comprehensive overview that make the audience understand the entire study. Done through:

Appropriate accustoming the reader from problem definition, design of investigation and methodology, the results and significance of the study. Conclusions of the study for every major finding. This is the personal contribution of a researcher and hence expect originality. Making some recommendations basing on the research findings and proposing areas for future research.
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REFERENCES

Are details about the references used by the

researcher in the process of doing research. Include journals,books, conference papers, websites and any other relevant sources.

The references are to be written in an appropriate

style as required by the institution.

To avoid forgetting the references, it is advised to

start jotting down the details of the documents and start 4/15/12

APPENDICES

This section includes materials that are much

detailed, long and of large size to be included in the main body.

These include questionnaires, tables of data, maps,

photos, procedures for carrying tests, letters of correspondence etc.

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Advised to keep the appendices minimum not to account for major part of the report.

Thank you
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