ch. 12 report organization & presentation

8/8/2019 Ch. 12 Report Organization & Presentation

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REPORT ORGANIZATIONAND PRESENTATION


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WHAT TO DO WITH THE

COLLECTED DATA?For Informational Reports:Organize the facts into:A logical sequence.

Illustrate them.

Present a final report.


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WHAT TO DO WITH THE

COLLECTED DATA?For Analytical Reports:Interpret the data.

Draw conclusions.

Make recommendations, ifasked.


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INTERPRETING

DATASORTING.

ANALYZING.

COMBINING.RECOMBINING TO YIELD

MEANINGFUL INFORMATION.


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INTERPRETING

DATASORTING:Write down significant

results.

Group and classify in theorder of importance.

Select only what is relevant.

Dont let your preconception

overwhelm you.


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INTERPRETING

DATATABULATING & ANALYZINGRESPONSES:Help to draw valid conclusions and make reasoned

recommendations from the condensed data.

Tabulating and statistical techniques help you tocreate order from chaos.


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INTERPRETING

DATATABLE: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


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INTERPRETING

DATATABLE:Example:- Should Shoaib Akhtar be

selected for the playing eleven ofPakistan cricket team?


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INTERPRETING

DATAPRILIMINARY TABLE:

Opinion Number Percent

Strongly agree 76 11

Agree 255 38.5

No opinion 22 3.3

Disagree 107 16.1

Strongly disagree 203 30.6

Total 663 100

Combine these items

Combine these items


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INTERPRETING

DATATABLE: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 finalanalysis.


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INTERPRETING

DATATABLE:

Opinion Total Cricket critics Public

Number Percent Number Percent Number Percent

Stronglyagree

76 11.5 8 2.2 68 22.0

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

Stronglydisagree

203 30.6 191 54.0 12 4.0

Total 663 100 354 100.0 309 100.0


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INTERPRETING

DATATABLE: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 thatitem; for example, for item 1, divide 331 by663)


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INTERPRETING

DATATips 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.


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INTERPRETING

DATATHE THREE Ms: MEAN, MEDIAN, MODEHelp to describe the data.

MEAN

Add up the figures of all items anddivide by the total number of items.Example # 2:Salary of engineer 1 = 38000

Salary of engineer 2 = 38000Salary of engineer 3 = 40000Salary of engineer 4 = 41000Salary of engineer 5 = 85000Mean = 242000 / 5 = 48400.


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INTERPRETING

DATATHE THREE Ms: MEAN, MEDIAN, MODEMEAN

Useful to indicate central tendencies of figures.

One major flaw: extremes at either end causes

distortion.

Example: Salary of engineer 5 in example 2 makesthe mean salary of 48,600 deceptively high.


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INTERPRETING

DATATHE THREE Ms: MEAN, MEDIAN, MODEMEDIAN

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 ofengineer 3 i.e. 40000.


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INTERPRETING

DATATHE THREE Ms: MEAN, MEDIAN, MODEMODEValue that occurs most frequently.

Has the advantage of being easilydetermined.

Example: think about fashion; the mostfrequent response, the mode, is the most

fashionable.


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INTERPRETING

DATATHE THREE Ms: MEAN, MEDIAN, MODERANGERepresents the span between the highest and lowest

values.

Mean, Median, and Mode figures are especially helpfulwhen the range of values is also known.

Simply subtract the lowest figure from the highest.

Range of salaries in example # 2:85000 - 38000 = 47000.


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INTERPRETING

DATACORRELATIONS:Suggest possible relationships between

variables that will explain researchfindings.

Is there a relationship between studyingand good grades?

In reporting correlations, avoid suggesting

that a cause-and-effect relationship existswhen none can be proved.


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INTERPRETING

DATAGRIDS:Technique for analyzing raw data-

especially-Verbal data.

Permit analysis of raw verbal data bygrouping and classifying.

Consumer reports often use grids to show

information.Help classify employment data.


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INTERPRETING

DATAFitness Attitude performanc

eOverallReaction

Selector 1 Unfit. Cant

play 5 daymatch

Bad.

quarrelsome

Mix opinion.

Wait &Watch

Little support

Selector 2 Unfit.Staminaproblem

Bad.unpunctuality

good. StillThe fastestbowler

Mix support

Selector 3 Unfit.overweight

Bad. notfollowingrules

Bad. Lack ofnet practice

Dont want toselect

GRIDS:


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CONCLUSIONS

Summarize and explain the findings in areport.

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.


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CONCLUSIONS

Tips For Writing Conclusions:

Limit the conclusions to the data presented; donot introduce new material.

Number the conclusions and present them inparallel form.

Be objective; avoid exaggerating ormanipulating the data.

Use consistent criteria in evaluating options.


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Writing Report

RecommendationsRecommendations make specificsuggestion to solve the reportproblem.

In short reports, writer can giverecommendations directly withoutconclusion.


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Tips for Writing Report

RecommendationsGive suggestion separately as a command

Number the Recommendations

Tell implementation of recommendations

If possible arrange recommendations in order


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Organizing

DataAfter collection, interpretation andconclusion, we organize data in alogical sequence.

Informational reports are organizedin three part.

Analytical reports contain four part.


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DirectDirect

PatternPattern

Direct PatternDirect Pattern

Report

-----Main Idea ---------------------------

-----------------------

-----------------------

-----------------------

-----------------------

----------------------------------------------

Report

-----Main Idea ---------------------------

-----------------------

-----------------------

-----------------------

-----------------------

-----------------------

-----------------------

If readers

are informed

If readers

are informed

If readers

are supportive

If readers

are supportive

If readers

are eager to

have results first

If readersare eager to

have results first


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Indirect PatternIndirect Pattern

Indirect PatternIndirect Pattern

If readers

need to be

educated

If readers

need to be

educated

If readers

need to be

persuaded

If readers

need to be

persuaded

If readersmay be hostile

or disappointed

If readersmay be hostile

or disappointed

Report

-----------------------

-----------------------

-----------------------

-----------------------

-----------------------

-----------------------

-----------------------

-----Main Idea ----

Report

-----------------------

----------------------------------------------

-----------------------

-----------------------

-----------------------

-----------------------

-----Main Idea ----


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Possible Methods of

OrganizationComponent:Organizing data by location, geography, division,

product, or part.

Example. A report discussing company profitcould be organized by its each product.

Organizing by component works best whenclassification exit.


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Possible Methods of

OrganizationImportance:Order data from most important to least

important, or vice versa.

Example. Report discussing the causes ofreduction in animals from forest .

Organizing by importance, saves time andincrease retention.


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Possible Methods of

OrganizationCriteria: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.


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Providing Reader

CuesGuiding the reader through data,

what you have outlined in your mind,

after organizing a report.


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Providing Reader Cues

Introduction:Tell the Purpose of report

Describe the significance of topicPreview main points and the order of

their development


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Providing Reader

CuesTransitions: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.


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Providing Reader

CuesHeadings:Headings help out reader in comprehending

the organization of report.

Helps busy reader to see quick preview

Functional headings describe the functions ortopic.

Talking headings provide more informationand interest but can fail to revealorganization.


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Guidelines for Effective

HeadingsAppropriate heading levelCapitalize and underline carefully

Balance heading

Use 1st and 2nd level headings for shortreports

Include at least one heading per page

Keep heading short and clear

Integrate headings gracefully


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Graphical representation is easy to understand andremember If suitable graphics are used. They tend tosimplify complex ideas, make numerical datameaningful and visually attractive.

Higher management does not need to read lengthytext paragraphs packed with complex data and

number, They want clear, understandable method tocheck the progress and results. Graphics are the besttools for that.

Tables, charts, pictures etc perform three importantfunctions:

They clarify dataThey condense and simplify data.They emphasize data.


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1)Table2) Bar Charts3) Line Charts4) Pie Charts5) Organization Charts6) Photographs, Maps and Illustrations

Most Frequent Used

Graphics


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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 theproportions.

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 showitem in use.

Matching Graphics to

Objectives


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Tables are the most extensively usedgraphic in reports the world over.Tables can clarify large quantities of data

in small spaces but they require oneneeds to pay attention to clarity andemphasis.


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Table


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Tables VS Charts

Tables permits systematicpresentation of large amounts ofdata, while charts enhance visual

comparison.


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Amount of Money Spent on Development of

Departments

57

22

66

34

60

$100

0

20

4060

80

100

120

Projects

Maintenance

Workshop

W

arehouse

Adm

inistration

R&D

MillionsO

fDollars


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Horizontal Bar Chart

Total income per year, in Million Dollars of XYZ

Company Private Limited

100

77

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66

$34

0 20 40 60 80 100 120

Year 2008 (Projected)

Year 2007

Year 2006

Year 2005

Year 2004

Millions Of Dollars


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0

10

20

30

40

50

60

70

80

90

1st Qtr 2nd Qtr 3rd Qtr 4th Qtr

East

West

North

Amount of Money Spent on Development of Departments


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Segmented 100% Bar Chart

Percentage of total Income generated by Departments

10%22%

33%

60%44% 22%

30% 34%45%

0%

10%

20%

30%

40%50%

60%

70%

80%

90%

100%

Year 2006 Year 2007 Year 2008 (Projected)

Series1 Series2 Series3


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Line Charts

Major advantage of line charts is that they show changes overtime, thus indicating trends.

They do not provide precise data, they are used to provideoverview or impression of the data.

Simple line charts show just one variable, multiple line chartscombines 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.


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Simple Line ChartXYZ Company Revenues, 1999 to 2004

0

10

20

30

40

50

60

70

1999 2000 2001 2002 2003 2004

Millionsof

Dollars


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Multiple Line Chart

XYZ Company Reve nues Ge nerate d by Departments, 1999 to 20

0

50

100

150

200

1999 2000 2001 2002 2003 2004

M

illionsOfDollars


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Pie ChartsPie 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 ChartsBegin 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 colorsKeep all the labels horizontal


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Flow Charts

Procedures are simplified and clarified bydiagramming them in a flow chart.

Any procedure in which step by step action isrequired can be best explained by using flowcharts.

Traditional Flow Charts uses the following symbols

Ovals to designate the beginning and end of aprocess

Diamonds to denote decisions pointsRectangles to represent major activities or steps


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Flow Charts


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Organizational Charts

Many organizations are so complex and sohuge in size that they need charts to showthe chain of command and people, fromthe boss to the line managers and

employees.

Organizational charts reveals informationlike who reports to whom, how many

subordinates work for a manager etc.


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President

ProjectManager

WarehouseManager

MaintenanceManager

UtilitiesManager

SafetyManager

SectionHead

Secretary

ProjectEngineer

InspectionEngineer

JuniorProject

Engineer

SupervisorTrainee

Engineer

StationaryEngineer

MachineryEngineer

MachinerySupervisor

JuniorMachineryEngineer

Assistant

Engineer

JuniorStationaryEngineer

InspectionAssistant

Expansion ProjectsDepartment Organization

Chart


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Photographs,Maps &

IllustrationsSome business reports have photographs and mapsto serve specific purpose. Pictures for exampleprovide 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 othercountries as well.

Illustrations and diagrams are useful in indicating

how an object looks or operates. Example: adrawing showing a part of VCR with labels showingtheir functions.


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Photographs,Maps &

IllustrationsTo create authenticity, to spotlight a location, andto show an item in use


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Incorporating Graphics in

ReportsEvaluate the audience: Know your audience and putup graphics as per requirement.Use restraint: Dont overuse colors or decorations.

Colors have their own meaning.

Be accurate and Ethical: Double check graphics foraccuracy of figures and calculations.

Introduce a graphic meaningfully: Dont assume thatthe audience understands everything in the graphic

used.


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ch. 12 report organization & presentation

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