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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 ---------------------------
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Report
-----Main Idea ---------------------------
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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
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-----Main Idea ----
Report
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-----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
44
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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EndEnd