Report writing in the Social Sciences - University of Sydney · PDF fileReport writing in the Social Sciences ! LEARNING!CENTRE!! ... Descriptive Explanatory Persuasive ... rate for

Report writing in the Social Sciences

LEARNING CENTRE Orienta2on Lecture | 2012

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How the Learning Centre can help you

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What we can do for you

  Central workshops

  Individual appointments

  Online resources -‐ e.g. The Write Site, WRISE

  Support programs within specific courses

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Examples of workshops

Academic Wri2ng   Essay Wri2ng

  Paraphrasing and Summarising

  Wri2ng in an Academic Style

  Clearer Wri2ng

  Func2onal Grammar for Academic Wri2ng

Workshops coming soon… March – April Program 12th March – 20th April

Online enrolment from: Monday 5th March


Contacting the Learning Centre

Level 7, Educa2on Building Manning Road

Web: www.sydney.edu.au/lc

Phone: 9351 3853 Fax: 9351 4865


Session objectives

In this session, you will learn: •  The features of a report (in social sciences) •  Differences between a report and an essay •  How to structure a report •  Appropriate wri2ng style for a report •  Steps in how to write a report


1. What is a report?


What is a report?

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A report is… • a piece of factual writing

• organises information under headings

• a workplace activity.

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Types of reports

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Descriptive Explanatory Persuasive

Many reports are a combination of these three.

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Types of reports

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Descriptive Explanatory Persuasive • what is • presents facts and information in a logical way

• no argument or thesis

•  Market share and sales figures for 2011

• how or why something happens/happened • cause and effect • implications • Reasons for market share and sales figures for 2011

• factual information is the basis of evaluation or interpretation • develops a thesis or argument • takes a position or recommends • Recommendations for how to improve market share

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ACTIVITY -‐ What kinds of reports are these?

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1.  Theories of youth cultures and subcultures 2.  Recommendations for improvements in customer service 3.  Reasons for expansion of Trans National Corporations into global

markets 4.  The strengths and limitations of evidence-based coaching. 5.  Country report – viability of exporting X to Japan.

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ACTIVITY -‐ What kinds of reports are these?

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1.  Theories of youth cultures and subcultures DESCRIPTIVE 2.  Recommendations for improvements in customer service PERSUASIVE 3.  Reasons for expansion of Trans National Corporations into global

markets EXPLANATORY 4.  The strengths and limitations of evidence-based coaching.

DESCRIPTIVE (PERSUASIVE if a position is taken) 5.  Country report – viability of exporting X to Japan. PERSUASIVE

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2. Differences between a report and an essay


ACTIVITY – What are the main differences between a report and an essay?



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General Essay Report

uses headings and subheadings ✗ ✓

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General Essay Report

uses headings and subheadings ✗ ✓

uses full sentences ✓ ✓

uses concise paragraphs and may include dot points ✗ ✓

uses graphics – tables, graphs, summaries (✓) ✓

has an abstract or execu2ve summary ✗ ✓

has references and a bibliography ✓ ✓

is oeen followed by recommenda2ons ✗ ✓

oeen has appendices ✗ ✓

wrifen for a specific audience (client, workplace scenario)

✗ ✓

wrifen for an academic audience (marker) ✓

✗

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3. How to structure a report


How to structure a report…

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…however your lecturer tells you to! There is not ONE PERFECT report format. Make sure you know exactly what is expected… ask if you want to clarify.

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Standard report elements

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Sec1on Element (* means op1onal)

Front ma7er Lefer of transmifal *

Title page

Table of contents

List of abbrevia2ons / glossary *

Abstract or execu2ve summary

Middle Introduc2on (with specific headings)

Body (with specific headings)

Conclusion and recommenda2ons (with specific headings)

End ma7er References / Bibliography

Appendices

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Front mafer

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Sec1on Element What it is

Front ma7er

Lefer of transmifal * covering lefer to the person who authorised the report, scope of report

Title page 2tle of report, who prepared it, date

Table of contents name of each sec2on and page no.

List of abbrevia2ons / glossary *

defines and explains technical words and abbrevia2ons, alphabe2cal list

Abstract or execu2ve summary

summary of purpose and context scope methods findings conclusions recommenda2ons contains all the important informa=on – this is some=mes the only part a busy person reads!

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Middle

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Sec1on Element (* means op1onal) What it is

Middle Introduc2on Defines the task and problem and includes: • purpose • background informa2on • scope, aims, limits of the report, • authorisa2on

Body (with specific headings)

Headings and numbering to organise factual informa2on Includes evidence and data to support conclusions and recommenda2ons Analysis and discussion of your sources

Conclusion and recommenda2ons (with specific headings)

Summary and analysis of the report’s findings Evaluates the main facts Offers logical and reasoned recommenda2ons

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End

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Sec1on Element (* means op1onal) What it is

End ma7er

References / Bibliography Sources of informa2on quoted in the text Sources of all data and evidence

Appendices Addi2onal details such as charts and tables that are relevant to the report

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ACTIVITY – City of Melbourne report on hospitality industry – cafes, restaurants, bars


ACTIVITY – City of Melbourne report on hospitality industry

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Read the excerpts on your handout. In which sections / elements of a report do they belong?

Excerpt Sec1on

1 The actions undertaken in 2008-2009 were: • prepare an economic profile report • support the Melbourne Food and Wine Festival and help position Melbourne as the food and wine capital of Australia

2 Growth While the growth rate of businesses in the cafes and restaurants section Victoria-wide has been at 3 per cent per annum during the period 2004-2007, the growth rate for the City of Melbourne has been more than 6 per cent.

3 In response to the findings identified within this report, the City of Melbourne will create an action plan and identify activities to be carried out over the next three years, in line with Enterprise Melbourne and Council Plan.

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Excerpt Sec1on

1 The actions undetaken in 2008-2009 were: • prepare an economic profile report • support the Melbourne Food and Wine Festival and help position Melbourne as the food and wine capital of Australia

INTRO

2 Growth While the growth rate of businesses in the cafes and restaurants section Victoria-wide has been at 3 per cent per annum during the period 2004-2007, the growth rate for the City of Melbourne has been more than 6 per cent.

BODY

3 In response to the findings identified within this report, the City of Melbourne will create an action plan and identify activities to be carried out over the next three years, in line with Enterprise Melbourne and Council Plan.

CONCL / RECO

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Read the excerpts on your handout. In which sections / elements of a report do they belong? Excerpt Sec1on

4 Entry and exits and survival However, when the survival rates of new businesses in the accommodation, cafes and restaurants category were compared to like-sized businesses in other industries in Victoria, the figures indicated that there was relatively low success level for the category.

5 Hospitality is an important contributor to the city’s gross economic output and is a significant partner in the economic growth and sustainability of the city and the state.

6 In 2009-10 we will deliver an “operator Toolkit” for hospitality businesses. The toolkit will address operator issues and provide an industry induction for new entrants, as well as information for prospective operators seeking to viability-test business models prior to launch. The toolkit will provide operators with pathways to become compliant with regulatory minimums, attain education and business skills. Learning Centre ©


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Excerpt Sec1on

4 Entry and exits and survival However, when the survival rates of new businesses in the accommodation, cafes and restaurants category were compared to like-sized businesses in other industries in Victoria, the figures indicated that there was relatively low success level for the category.

BODY

5 Hospitality is an important contributor to the city’s gross economic output and is a significant partner in the economic growth and sustainability of the city and the state.

INTRO / ABSTRACT

6 In 2009-10 we will deliver an “operator Toolkit” for hospitality businesses. The toolkit will address operator issues and provide an industry induction for new entrants, as well as information for prospective operators seeking to viability-test business models prior to launch. The toolkit will provide operators with pathways to become compliant with regulatory minimums, attain education and business skills.

CONCL / RECO

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There are always choices in structure and you choose!

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Country report

Overview Summary Assump2on

Economic Introduc2on Opportunity Risk

Poli1cal Introduc2on Opportunity Risk

Social Introduc2on Opportunity Risk

Technological Introduc2on Opportunity Risk

Recommenda1on

References

Country report e.g. Viability of expor2ng x to Japan

Economic -‐ Economic stability and growth -‐ Market poten2al -‐ Geography

Poli1cal -‐ Poli2cal stability -‐ Poli2cal climate -‐ Bureaucracy -‐ Corrup2on

Social -‐ Culture -‐ Language

Technological -‐ Protec2on of Intellectual Property

Recommenda1on

References Learning Centre ©

4. Appropriate wri2ng style for a report


Report wri2ng style

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academic writing style 1. formal

•  “written” not spoken language •  e.g. no contractions “can’t”

2. technical •  specialised, subject-specific vocabulary •  (explain key terms)

3. objective •  support all statements with evidence and

examples •  use references

4. impersonal •  do not use “I”, use passive voice

5. abstract •  focus on issues, concepts, themes

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Layout

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1.  Have a hierarchy of headings Main heading sub heading other lower order headings

2. Use plenty of white space 3. Use tables and figures (graphs, illustrations, maps

etc.) for clarification. Label them clearly and cite the source.

4. Number each page

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A. Structure your report so the ideas flow logically

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1.  Use logical stages in each section: •  strengths – weaknesses •  opportunities – threats •  risks – opportunities •  pros - cons •  factors •  reasons •  causes and effects

2.  Make your structure clear by using headings and topic sentences to preview the main points.

3.  Plan the report so the ideas flow logically.

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2. Use evidence

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1.  Use a credible source to back up EVERY statement: •  academic journals and books •  recent and relevant •  reputable sources of data (World Bank,

Australian Bureau of Statistics)

2. Acknowledge differences, discrepancies, lack of information.

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2. Use evidence

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statements must be supported by evidence and discussion

The improved ability to do business in India has arisen due to

the Indian government’s deregulation policy with economic and political reforms. The corporate tax rate was lowered from 65% to 55% which has encouraged foreign investment (Garud & Purohit 2007). The Joint Venture Protection Law, protecting joint venture partners has also promoted increased investment in India (India Country Review 2007).

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5. Steps for how to write a report


Follow these steps

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1.  understand the task 2.  research and evaluate 3.  plan 4.  draft the middle 5.  write recommendations 6.  write abstract or executive summary 7.  format and edit

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1. understand the task

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•  what is in the lecturer’s head? •  what is the purpose of your report? •  is your report descriptive, explanatory or

persuasive… or all of them? •  clearly define the purpose and scope

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2. research and evaluate

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•  read •  collect information (facts, stats, evidence) •  sift and evaluate – what is most important and

significant?

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3. plan

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•  concept map – all the issues on one page •  evaluate and prioritise •  determine the issues (opportunities, risks,

problems, solutions, causes, effects, implications)

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macro to micro planning

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report as a whole

each section

each paragraph

each sentence

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4. drae the middle

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•  write the middle section •  don’t start until you have a plan •  use headings and subheadings •  keep to your word budget

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suggested paragraph planner

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P point (topic sentence) E elaborate, explain E evidence, examples L link to the question/issue/problem

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5. write your recommenda2ons

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•  create a small number of recommendations (3 - 5)

•  Make sure your middle section has evidence / data to support your recommendations

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6. write the abstract or execu2ve summary

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•  if required •  one sentence from each section •  background / main issues / recommendation

and summary of evidence

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7. edit and format

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Editing strategies •  read aloud •  print and read •  use a ruler under each line •  sleep on it •  ask a friend to read it

Format •  headings and fonts consistent •  spell check •  line spacing 1.5 or 2 •  page numbers •  title page •  references

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ACTIVITY – persuasive language

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Report on viability of exporting Australian solar panels to Brazil.

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Find examples of evidence, linking words, grading words, modal language

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Geography Brazil is the fifth largest country in the world in terms of territory, covering over 8.5 million square kilometres. Almost 80% of its land lies between the Equator and the Tropic of Capricorn. Over the course of a year, sunlight supplies an average 5 kilowatt hours of solar energy per square metre each day. Therefore, Brazil’s natural climate and positioning help make it one of the world’s leading countries in terms of potential solar energy reserves (INPE 2008). However, its geographical distance from Australia has implications for transportation costs associated with exporting to Brazil. Specifically, the geographical distance of Brazil to Australia is 13,600km from both the East and West coasts of Australia. This is a significant obstacle to reaping the full benefits Brazil has to offer due to the fact that transportation costs associated with transferring panes from Australia to Brazil will be substantial.

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Ac2vity

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linking words evidence grading words modality Geography Brazil is the fifth largest country in the world in terms of territory, covering over 8.5 million square kilometres. Almost 80% of its land lies between the Equator and the Tropic of Capricorn. Over the course of a year, sunlight supplies an average 5 kilowatt hours of solar energy per square metre each day. Therefore, Brazil’s natural climate and positioning help make it one of the world’s leading countries in terms of potential solar energy reserves (INPE 2008).

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Ac2vity

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linking words evidence grading words modality However, its geographical distance from Australia may have implications for transportation costs associated with exporting to Brazil. Specifically, the geographical distance of Brazil to Australia is 13,600km from both the East and West coasts of Australia. This could be a significant obstacle to reaping the full benefits Brazil has to offer due to the fact that transportation costs associated with transferring panels from Australia to Brazil will be substantial.

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References

›  Dwyer, J. 2009. Wri=ng Long Reports, The Business Communica2on Handbook (8th edi2on). Pearson: Frenchs Forest, NSW, pp464-‐499.

›  City of Melbourne 2009. Melbourne Hospitality Strategy Report. City of Melbourne: Melbourne.

›  Student wri2ng samples used with student permission.


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Report writing in the Social Sciences - University of Sydney · PDF fileReport writing in the Social Sciences ! LEARNING!CENTRE!! ... Descriptive Explanatory Persuasive ... rate for