What is a report?

A report is written for a clear purpose and to a particular audience. Specific information and evidence are presented, analysed and applied to a particular problem or issue. The information is presented in a clearly structured format making use of sections and headings so that the information is easy to locate and follow. 

When you are asked to write a report you will usually be given a report brief which provides you with instructions and guidelines. The report brief may outline the purpose, audience and problem or issue that your report must address, together with any specific requirements for format or structure. This guide offers a general introduction to report writing; be sure also to take account of specific instructions provided by your department. 

What makes a good report?

Two of the reasons why reports are used as forms of written assessment are:

•  to find out what you have learned from your reading, research or experience;
• to give you experience of an important skill that is widely used in the work place. 

An effective report presents and analyses facts and evidence that are relevant to the specific problem or issue of the report brief. All sources used should be acknowledged and referenced throughout, in accordance with the preferred method of your department. For further information see the Learning Development guide: Avoiding Plagiarism. The style of writing in a report is usually less discursive than in an essay, with a more direct and economic use of language. A well written report will demonstrate your ability to: 

• understand the purpose of the report brief and adhere to its specifications;
• gather, evaluate and analyse relevant information;
• structure material in a logical and coherent order;
• present your report in a consistent manner according to the instructions of the report brief;
• make appropriate conclusions that are supported by the evidence and analysis of the report;
• make thoughtful and practical recommendations where required. 

 The structure of a report

The main features of a report are described below to provide a general guide. These should be used in conjunction with the instructions or guidelines provided by your department.

Title Page

This should briefly but explicitly describe the purpose of the report (if this is not obvious from the title of the work). Other details you may include could be your name, the date and for whom the report is written.

Geology of the country around Beacon Hill, Leicestershire Angus Taylor 2 November 2004

Example of a title page

Terms of Reference

Under this heading you could include a brief explanation of who will read the report (audience) why it was written (purpose) and how it was written (methods). It may be in the form of a subtitle or a single paragraph.

A report submitted in fulfilment of the requirements for Course GL456, Department of Geology, Univeristy of Leicester.

Example of terms of reference

Summary (Abstract)

The summary should briefly describe the content of the report. It should cover the aims of the report, what was found and what, if any, action is called for. Aim for about 1/2 a page in length and avoid detail or discussion; just outline the main points. Remember that the summary is the first thing that is read. It should provide the reader with a clear, helpful overview of the content of the report.

How to write a essay?

1.Read the essay question carefully

• Highlight key words.
• Use the dictionary to check the meaning of any unfamiliar words.
• Identify the task words that indicate what needs to be done, eg ‘discuss', ‘explain', ‘compare'.
• Identify the topic words that indicate the particular subject of the essay, eg the character of ‘Juliet' in Shakespeare's Romeo and Juliet, the ‘causes' of World War 1.
• Identify any limiting words that restrict the discussion to a particular area, eg in ‘Chapters 1-3', during the ‘nineteenth century'.

2.Finish any necessary reading or research as background to the essay

·         Be selective: use sources which are relevant and accessible.

·         Write notes in your own words.

·         Write down quotations that may be particularly useful, but ensure the source of these quotes is acknowledged if they're used.

·         Take note of sources so they can be provided in footnotes and the bibliography.

3.Brainstorm ideas in response to the question

·         Jot down any relevant points.

·         Make note of any relevant evidence or quotes that come to mind.

·         Use a mind map to help stimulate lateral thinking.

4.Develop a thesis (idea/argument) that encapsulates the response to the     question

·         The thesis should be a statement that strongly expresses the overall response to the question.

·         Avoid a thesis that's too simplistic – show thought has been put into some of the complexities behind the question.

·         The thesis is the backbone of the essay – it will be stated in the introduction. It also needs to be referred to several times in the essay before restating it and demonstrating how it has been proven in the conclusion.

5.Write a plan for the response

·         Order ideas in a logical sequence.

·         Make sure every point in the plan is relevant to the question.

• After the plan has been written it should be clear where the essay is going. 

6.Write the introduction

• Open up the discussion.
• Introduce the thesis.
• Indicate how the questions will be answered.
• Name any texts to be discussed, if appropriate.
• Engage the reader.

7.Write the main body of the essay

• Ensure each point is given a new paragraph.
• Use words or phrases at the start of each paragraph that will indicate to the reader how it relates to the previous paragraph, eg, 'however', ‘in addition', ‘nevertheless', ‘moreover'.
• Start each paragraph with a topic sentence that clearly links the paragraph to the rest of the essay, eg "A striking example of Gary Crew's use of light and darkness imagery to suggest notions of knowledge and ignorance occurs in the scene on the jetty".
• Provide supporting evidence for each point that you make.
• Revisit the thesis, and express it in different ways if possible, to emphasise how the question is being addressed. 

8.Write the essay conclusion

• Summarise the main ideas.
• Demonstrate how you have proven your thesis.
• Finish with an interesting or thought-provoking, but relevant, comment.

9.Edit the draft

• Check for spelling, punctuation and grammar.
• Delete any sections that are not particularly relevant.
• Change vocabulary to improve expression.
• Seek feedback from peers or a teacher before writing the final copy.

10.Write the final copy

• Add any footnotes or bibliography if required.
• Present a clean, neat copy.
• Submit on time.

How can you make a good presentation even more effective?

1. Show your Passion and Connect with your Audience

It’s hard to be relaxed and be yourself when you’re nervous. But time and again, the great presenters say that the most important thing is to connect with your audience, and the best way to do that is to let your passion for the subject shine through. Be honest with the audience about what is important to you and why it matters. Be enthusiastic and honest, and the audience will respond.

2. Focus on your Audience’s Needs

Your presentation needs to be built around what your audience is going to get out of the presentation. As you prepare the presentation, you always need to bear in mind what the audience needs and wants to know, not what you can tell them. While you’re giving the presentation, you also need to remain focused on your audience’s response, and react to that. You need to make it easy for your audience to understand and respond.

3. Keep it Simple: Concentrate on your Core Message

When planning your presentation, you should always keep in mind the question:

What is the key message (or three key points) for my audience to take away?

You should be able to communicate that key message very briefly. Some experts recommend a 30-second ‘elevator summary’, others that you can write it on the back of a business card, or say it in no more than 15 words. Whichever rule you choose, the important thing is to keep your core message focused and brief. And if what you are planning to say doesn’t contribute to that core message, don’t say it.

4. Smile and Make Eye Contact with your Audience

This sounds very easy, but a surprisingly large number of presenters fail to do it. If you smile and make eye contact, you are building rapport, which helps the audience to connect with you and your subject. It also helps you to feel less nervous, because you are talking to individuals, not to a great mass of unknown people. To help you with this, make sure that you don’t turn down all the lights so that only the slide screen is visible. Your audience needs to see you as well as your slides.

5. Start Strongly

The beginning of your presentation is crucial. You need to grab your audience’s attention and hold it. They will give you a few minutes’ grace in which to entertain them, before they start to switch off if you’re dull. So don’t waste that on explaining who you are. Start by entertaining them. Try a story (see tip 7 below), or an attention-grabbing (but useful) image on a slide.

 

6. Remember the 10-20-30 Rule for Slideshows

This is a tip from Guy Kawasaki of Apple. He suggests that slideshows should:

• Contain no more than 10 slides;
• Last no more than 20 minutes; and
• Use a font size of no less than 30 point.

This last is particularly important as it stops you trying to put too much information on any one slide. This whole approach avoids the dreaded ‘Death by PowerPoint’. As a general rule, slides should be the sideshow to you, the presenter. A good set of slides should be no use without the presenter, and they should definitely contain less, rather than more, information, expressed simply. If you need to provide more information, create a bespoke handout and give it out after your presentation.

7. Tell Stories

Human beings are programmed to respond to stories. Stories help us to pay attention, and also to remember things. If you can use stories in your presentation, your audience is more likely to engage and to remember your points afterwards. It is a good idea to start with a story, but there is a wider point too: you need your presentation to act like a story. Think about what story you are trying to tell your audience, and create your presentation to tell it..

8. Use your Body Too

It has been estimated that more than three quarters of communication is non-verbal. That means that as well as your tone of voice, your body language is crucial to getting your message across. Make sure that you are giving the right messages: body language to avoid includes crossed arms, hands held behind your back or in your pockets, and pacing the stage. Make your gestures open and confident, and move naturally around the stage, and among the audience too, if possible.

9. Relax, Breathe and Enjoy

If you find presenting difficult, it can be hard to be calm and relaxed about doing it. One option is to start by concentrating on your breathing. Slow it down, and make sure that you’re breathing fully. Make sure that you continue to pause for breath occasionally during your presentation too. If you can bring yourself to relax, you will almost certainly present better.