Business Research Methodology

REPORT WRITING

April 19, 2023 2

Topic Outline Introduction Types of Report Principles of Report Writing Planning & organizing a research Project Harvard system of referencing Bibliography – Footnotes – Checklist Oral Presentations

Topic & Structure of the lesson

Introduction

• The final step in the research process is the preparation and presentation of the research report.

• The most important part of the research process.

• If the report is confusing or poorly written, all the time and effort spent in gathering and analyzing data will be useless.

• Research Report may vary in scope and treatment

• There may be minor changes in the format as per requirements of University/ Funding Organizations/ Editorial Board of Research Journal, the ,main intention is to enable the researcher to communicate his/her ideas and results efficiently to the readers.

• Consistently follow whichever format and style you choose for research reporting throughout the report.

Types of Research Reports• BRM/SIP Reports in Business Schools

• Various Assignments/Projects assigned

• Dissertations submitted for obtaining research degrees like M.Tech. or Ph.D. in a University.

• Reports submitted to the sponsoring organizations such as DST, UGC, CSIR etc.

• Publications in form of research papers in research journals

• Report of research to a client organizations (Contact research or consultancy research)

Pre-Writing Considerations – Dissertations/Thesis

• Put yourself in the position of the reader

Draft – the purpose of report• To whom addressed• Time available for development of the report

Style & Composition of the Report• Written in Clear & Logical Manner• Simple Language• Should convey precise information in a reader friendly

manner.

Principles of Report Writing

• Consistency• Connectivity• Continuity• Highlighting• Openness• Clarity• Compatibility (Boundedness)• Self Sufficiency

WRITTEN REPORT GUIDELINES • Consider the Audience: Make the report clear; use only words

familiar to the readers, and define all technical terms. • To make the comparison use percentages, rounded-off figure,

ranks or ratios; put the exact data in a table within the text or in the appendix.

• Use graphic aids (charts, graphs, picture, etc.) for clarification. • Address the Information Needs: Research report is designed to

communicate information of decision makers. • Make sure it clearly related the research findings.• Be Concise, Yet Complete: Most managers will not want to read

about the details of a research project. • Knowing what to include and what to leave out is a difficult task. • Researcher has to take into account the information needs of the

decision maker when writing report.

WRITTEN REPORT GUIDELINES (Cont)

• Be Objective: Sometime the results will not be easily accepted by the client.

• The findings may conflict with the decision maker’s experience and judgment, or on the wisdom of previous decisions.

• There is a strong temptation to slant the report.• A professional researcher, however, will present the research findings in

an objective manner (i.e. without bias). • Writing Style: Use short words and sentences.• Be concise • Consider appearance. • Use graphs and charts, used primarily to illustrate visually. • Avoid Clinches. • Write in the present tense. Use the active voice• Placing short quotes from respondents.

Format of Reporting – Separate Document

Management /Executive Summary

• A condensed statement of what is important in the report, one-to two-page synopsis is a must for most research reports.

• Since many executives read only this, it is extremely important that this section be both accurate and well written.

• This is not a miniature of the main report. Rather, it provides the decision maker with those research findings having the most impact on the decision to be made.

• The management summary is written specifically for decision makers and should enable them to take action.

• Management summary should include:1. Objectives of the research project.2. Nature of the decision problem.3. Key results.4. Conclusions (based on the research).5. Recommendations for action

Appendix

• The purpose of the appendix is to provide a place for material, which is not absolutely essential to the body of the report.

• This material is typically more specialized and complex than material presented in the main report, and it is designed to serve the needs of the technically oriented reader.

• The appendix will frequently contain copies of the data collection forms, details of the sampling plan, estimates of statistical error, interviewer instructions, and detailed statistical tables associated with the data analysis process.

DATA PRESENTATION

• Describing figures or a technical procedure, graphic aids can help communicate this information to audience more quickly.

• Graphic aids used in research reports (tables and graphs) make report easier to read, understand, and improve its physical appearance.

• General Guidelines for Presenting Graphic Aids• It is best to place an illustration within the text if the reader will

need to refer to it while reading the report. • If the information is supplemental it can be placed in the

appendix. • All graphic aids should contain the following elements:• Table/figure number permits easy location in the report.• Title should indicate the contents of the table/figure.• Box head & stub head. Box head contains the captions of table’s

columns, stub head contains the labels for the rows.• Footnotes explain a particular section in the table/ figure.

DATA PRESENTATION

Store Number of persons entering Percentage of total

West 4,731 25

North 4,821 26

East 3,514 19

South 3,534 19

Central 2,210 11

Total 18,810 100

Data can be presented in tabular or graphic form. Graphical form presents the data in terms of visually interpreted ways. Graphics call attention to important points that can’t be explained clearly in table.They are a quick and attractive means of conveying numbers, trends, and relationships.Select the best graphic format. Pie, bar, & line charts are used most frequently in business communicationThey provide direct visual representation of complex data.

ORAL PRESENTATION

• Check all equipment (e.g., lights, microphones, projectors, and other visual aid equipment) thoroughly before the presentation.

• Analyze you audience. How will they react to the research findings?

• Will they be in agreement? Hostile? Indifferent? Gauge your opening statements accordingly.

• It’s usually wise to begin a presentation with ideas about which there is agreement.

• Practice the presentation several times. If possible, have someone comments on how to improve its effectiveness.

• Start the presentation with an overview – tell the audience what you are going to tell them.

• Face the audience at all times.

ORAL PRESENTATION (Cont…)

• Use notes only to make sure you don’t forget any important points.

• Use visual aids effectively – graphs/ tables should be simple and easy to read.

• Avoid distracting mannerisms while speaking.

• Constant or unnecessary motion is bothersome.

• Remember to ask the audience if they have questions after report is concluded.

ORAL PRESENTATION (Cont…)

• During the question period one should.Concentrate on the question. Don’t think about the answer until the speaker has completed his or her question.

Don’t fake an answer. Admit that don’t know the answer, then tell that will try to find it.

After the presentation, find out where that person can be reached to give the answer to the question. (Make sure to keep the promise!)

Answer questions briefly and support answers with evidence whenever possible.

References:

1. Management Research Methods – Krishnaswamy, Sivakumar & Mathirajan; Pearson Education

2. Business Research Methods – Cooper, Schindler; Tata Mc Graw Hills3. Marketing Research – G C Beri; Tata Mc Graw Hills.4. Business Research Methods – William G Zikmund; Thomson.5. Marketing Research – Tull, Hawkin; PHI

April 19, 2023

17