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Note Taking on Writing a Report

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Note Taking on Writing a Report

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bryannario61
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FINAL NOTE-TAKING ACTIVITY IN EAPP

Writing a Report Focusing on Data Collection


Data collection is very important in any type of research study (Burchfield,1996), (Tim ,1997),
(Matt, 2001).

Data is referred to as a collection of facts, such as values or measurements, observation or


even just descriptions of things. Data can be classified into Primary and Secondary Data.
Primary data are those that you have collected yourself or the data collected at source or
the data originally collected by individuals, focus groups, and a panel of respondents specifically set
up by the researcher whose opinions may be sought on specific issues from time to time (Matt,
2001), (Afonja, 2001).
Secondary data research project involves the gathering and/or use of existing data for which
they were originally collected, for example, computerized database, company records or archives,
government publications, industry analysis offered by the media, information system
and computerized or mathematical models of environmental processes and so on (Tim ,1997), (Matt,
2001).
There are two kinds of data, although not all evaluations will necessarily include both.

1. Quantitative data are mainly numbers. It refers to the information that is collected as, or
can be translated into, numbers, which can then be displayed and analyzed mathematically.
Quantitative data are Structured and Unstructured in nature. Structured data can be
produced by closed questions, unstructured data can be produced by open questions.
(Checkland et al 1998), (Matt, 2001), (Burchfield, 1996), (Anyanwu, 2002).
2. Qualitative data is data that is mainly words, sounds or images. Unlike numbers or “hard
data”, qualitative information tends to be “soft,” meaning it can’t always be reduced to
something definite. That is in some ways a weakness, but it is also a strength. A number may
tell (Matt, 2001), ( Afonja, 2001), (Burchfield, 1996).

There are many ways of summarizing your findings based from the data you have collected. It
depends on the type of data you collected. The most common is the tally and frequency table. Tally
marks are often used to make a frequency distribution table. For example, let’s say you survey a
number of families and find out how many gadgets they own. The results are 3, 0, 1, 4, 4, 1, 2, 0, 2,
2, 0, 2, 0, 1, 3, 1, 2, 1, 1, 3. The frequency distribution table will make the data easier to understand.
You can also present your data using tables and charts. Pictograph is a way of showing data
using images. Each picture represents a certain frequency.

There are more ways of summarizing findings. After summarizing your findings, ask yourself,
“What did you learn from the data gathered? What do they mean?” Analyze and make a
generalization about it. Draft a paragraph or two each finding in your study. State the finding. Tell
the reader how the finding is important or relevant to your aim and focus.
The next step is to write a report about your findings. You have to change the ideas you have
gathered into a written text that will be understood by the readers, and do justice to your findings.
Where do you start?
There are many different types of reports, including business, scientific and research reports, but
the basic steps for writing them are the same. These are:
1. Decide on the 'Terms of reference'.
To decide on the terms of reference for your report, read your instructions and any other
information you've been given about the report, and think about the purpose of the report:
• What is it about?
• What exactly is needed?
• Why is it needed?
• When do I need to do it?
• Who is it for, or who is it aimed at?
2. Decide on the procedure.
This means planning your investigation or research, and how you'll write the report. Ask
yourself:
• What information do I need?
• Do I need to do any background reading?
• What articles or documents do I need?

3. Find the information.


Make sure the information you find is relevant and appropriate. Check the
assessment requirements and guidelines and the marking schedule to make sure you're on
the right track.
If you're not sure how the marks will be assigned, contact your teacher. What you
will find out will form the basis, or main body, of your report – the findings. You have already
done this in the previous lessons.

4. Decide on the structure


Reports generally have a similar structure, but some details may differ. How they differ
usually depends on:
• The type of report – if it is a research report, laboratory report,
• business report, investigative report, etc.
• How formal the report has to be.
• The length of the report.

Depending on the type of report, the structure can include:


• A title page
• Executive summary
• Contents
• An introduction
• Terms of reference
• Procedure
• Findings
• Conclusions
• Recommendations
• References/Bibliography
• Appendices
• The sections, of a report usually have headings and
• subheadings, which are usually numbered

5. Draft the first part of your report.


Once you have your structure, write down the headings and start to fill these in with
the information you have gathered so far. By now you should be able to draft the terms of
reference, procedures and findings, and start to work out what will go in the report’s
appendix.
As you are writing your draft decide what information will go in the appendix. These
are used for information that:
• is too long to include in the body of the report, or
• supplements or complements the information in the report. For example,
brochures, spreadsheets or large tables.
6. Analyze your findings and conclusions.
The conclusion is where you analyze your findings and interpret what you have found. To do
this, read through your findings and ask yourself:
• What have I found?
• What's significant or important about my findings?
• What do my findings suggest?
For example, your conclusion may describe how the information you collected explains why
the situation occurred, what this means for the organization, and what will happen if the situation
continues (or doesn't continue).
Don’t include any new information in the conclusion.

7. Make recommendations.
Recommendations are what you think the solution to the problem is and/or what you think
should happen next. To help you decide what to recommend:
• Reread your findings and conclusions.
• Think about what you want the person who asked for the report should to do or
not do; what actions should they carry out?
• Check that your recommendations are practical and are based logically
on your conclusions.
• Ensure you include enough detail for the reader to know what needs to be done
and who should do it.
• Your recommendations should be written as a numbered list, and ordered from
most to least important.

8. Draft the summary and table of contents.


Some reports require an executive summary and/or list of contents. Even though
these two sections come near the beginning of the report you won't be able to do them until
you have finished it, and have your structure and recommendations finalized. An executive
summary is usually about 100 words long. It tells the readers what the report is about and
summarize the recommendations.

9. Complete a reference list.


This is a list of all the sources you've referred to in the report and uses APA referencing.

10. Revise your draft report.


It is always important to revise your work. Things you need to check include:
• If you have done what you were asked to do. Check the assignment question,
the instructions/guidelines and the marking schedule to make sure.
• That the required sections are included, and are in the correct order.
• That your information is accurate, with no gaps.
• If your argument is logical. Does the information you present support your
conclusions and recommendations?
• That all terms, symbols and abbreviations used have been explained.
• That any diagrams, tables, graphs and illustrations are numbered and labelled.
• That the formatting is correct, including your numbering and headings are
consistent throughout the report.
• That the report reads well, and your writing is as clear and effective as possible.
• You might need to prepare several drafts before you are satisfied. If possible, get
someone else to check your report.

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