managing across culture
Managing Across Cultures
Week 16
Professional Report Writing
Assessment 2
Getting started
Choose you culture
Choose an organization – real or imagined (combination of both) e.g.
A company
A shop
A restaurant
A school
A university
A NGO e.g. a charity
Opening a branch in another country
Increase sales in another country
You are going to work/manage a team or teach in another country
Boux Avenue
Imperial School of English in China
Hong Kong – open a wine importing business in Hong Kong – work with managers from France
Oxfam in India – manage teams of Indian workers
Report Structure
Introduction – describe the organization =
Location, no. of employees, main function/purpose, when was it established?
and the cross-cultural context – the Chinese company intends to expand its operations to the USA
This report aims to analyse potential problems which may occur in this cross-cultural context and make practical recommendations
Management focus/theory – e.g. working in groups, managing groups, leadership and management styles, motivation strategies
Theoretical context –reference to relevant cultural and management theory
Recommendations
List of References (minimum 6 references)
Appendices
(Tables and charts are NOT included in the word count)
General Report Writing Guidelines
What is a report?
How is a report different to an essay?
What do you need to know /What questions should you ask before starting to plan and research your report?
What are the main sections of a report?
How should a report be presented/organized?
What should you check before you send your report?
What is a report?
“Reports have their own structure and this is distinct from the form of an essay.
Essays are mainly used to allow you to demonstrate your ideas and arguments to tutors. Written reports provide specific research-based information which results in a course of action being decided and acted on. Reports are designed to give information concisely and accurately. A formal report has an impersonal and objective "tone of voice". The main argument is clear and uses a minimum of words. Accurately presented facts are in the main body of the report - your evaluation of these is in the "conclusions" and "recommendations" sections.
Reports tend to follow a standard structure but much depends on the circumstances in which they are being written. It helps to ask your lecturers, employers or mentors what they expect - there may be an accepted way of writing a report appropriate to either your course, employment or professional body.”
Report writing at work
“Reports are a way of informing and persuading people as well as initiating change. You might prepare or contribute to annual, project or progress reports. A well-structured report that has clear objectives will get more attention and is more likely to produce the intended results.”
http://www3.surrey.ac.uk/Skills/pack/report.html
A report is a systematic, well organised document which defines and analyses a subject or problem, and which may include:
the record of a sequence of events
interpretation of the significance of these events or facts
evaluation of the facts or results of research presented
discussion of the outcomes of a decision or course of action
conclusions
recommendations
Reports must always be:
accurate
concise
clear
well structured
First steps/ Defining Your Aim
analyse your brief carefully,
make sure that you fully understand the topic, question or case,
Start by asking yourself some questions:
Why am I writing this?
What do I want to achieve?
Who will read this?
What does my reader want to know?
How will this be used?
When (and why) is this needed?
What is the purpose of the report?
What is the objective of the report? (to initiate change? To influence policy? To adapt behavior? To support? To inform? To persuade? To evaluate? To argue?)
who is it being written for?
What does the reader (or the person/institution/company hoping for from this report?)
What will be done with this report? Who will read it? What are the possible consequences?
You need to be able to answer these questions to write a good report
Report structure
Title page :
Contents page : ???
Introduction
Context= cross-cultural context
Rationale = reason why you are doing this
Cultural and management theory
Key findings/significance
Summary/conclusion
Recommendations/action points = specific and practical list of numbered recommendations
References : (at least 6)
Unlike essays, reports are written in sections with headings and sub-headings, which are usually numbered. Below are the possible components of a report, in the order in which they would appear.
Title page (always included)
This should normally include the title, your name and the name of the tutor to whom it is being submitted, date of submission, your course/department, and if applicable, the name of the person and/or organisation who has commissioned the report.
Avoid “fancy” fonts and effects and don’t include any clipart.
A list of people and organisations both within and outside Birmingham City University who have helped you.
Contents page (always included in reports of 4+ pages)
A clear, well-formatted list of all the sections and sub-sections of the report. Don’t forget to put the page numbers! If applicable, there should be a separate list of tables, figures, illustrations and/or appendices after the main index.
Make sure that the headings in this list correspond exactly with those in your main body. It is best to do your list of contents right at the end.
Terms of reference (often included)
A definition of the task; your specific objective and purpose of writing.
Even if you don't include this as a heading, it is a vital process to go through in your planning.
What exactly is your report going to be about?
If it is group work, who exactly is responsible for what?
How long have you got? What is your task timescale?
Why are you writing the report? What exactly are the assessment criteria?
Who are you writing the report for? Are you actually playing a role? What does your reader want to see?
Summary (usually included in longer reports; may be called Executive Summary, Abstract or Synopsis)
This is a very brief outline of the report to give the potential reader a general idea of what it’s about. A statement of:
overall aims and specific objectives (unless included in terms of reference)
method/procedure used (unless included in separate section)
key findings
main conclusions and recommendations
Introduction (always included)
This should show that you have fully understood the task/brief and that you are going to cover everything required. Indicate the basic structure of the report.
You should include just a little background/context and indicate the reasons for writing the report. You may include your terms of reference and procedure/research methods if not covered elsewhere.
Your introduction will often give an indication of the conclusion to the report.
Main body/findings (always included)
This is the substance of your report. The structure will vary according to the nature of the material being presented, with headings and sub-headings used to clearly indicate the different sections (unlike an essay). A "situation>problem>solution>evaluation" approach may be appropriate.
It is not sufficient to simply describe a situation. Your tutor will be looking for analysis and for a critical approach, when appropriate.
Charts, diagrams and tables can be used to reinforce your arguments, although sometimes it may be better to include these as an appendix (particularly if they are long or complicated).
Do not include opinions, conclusions or recommendations in this section.
Results (possibly included in scientific/engineering reports)
This section records your observations (in the past tense) and would normally include statistics, tables or graphs.
Conclusion (always included)
Your conclusion should draw out the implications of your findings, with deductions based on the facts described in your main body. Don’t include any new material here.
Recommendations (often included)
These should follow on logically from your conclusion and be specific, measurable and achievable. They should propose how the situation/problem could be improved by suggesting action to be taken. A “statement of cost” should be included if you are recommending changes that have financial implications.
Recommendations should be numbered.
Appendices (sometimes included)
An appendix (plural=appendices) is detailed documentation of points you outline in your findings, for example, technical data, questionnaires, letters sent, tables, sketches, charts, leaflets etc. It is supplementary information which you consider to be too long or complicated or not quite relevant enough to include in your main body, but which still should be of interest to your reader.
Each appendix should be referred to in your text. You should not include something as an appendix if it is not discussed in the main body.
References (always included)
Style
Always use clear and concise English, avoiding jargon and colloquial language.
Write in fairly short sentences.
Make sure you develop each paragraph sufficiently (usually a minimum of 5/6 sentences).
Most of your report should be impersonal, although it may be appropriate in your conclusion or recommendations to include more personal language.
Be extra careful with verb tenses.
Check everything carefully
Careful checking of your report before you print off the final version can make a big difference.
Check:
General layout
Text organisation
Coherence
Grammar, spelling and punctuation
Referencing
Style
Finally does the report fulfill its purpose?
Does it do what you’re being asked (paid?) to do and what you say you’re going to do in your introduction?
Adapted from
Gould S Last updated: 4 January 2011
Centre for Academic Success
City North : 0121 331 7685 Email
Millennium Point Learning Centre : 0121 202 2500 Email
http://library.bcu.ac.uk/learner/writingguides/1.02%20Reports.htm
