Post on 05-Apr-2018
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Projects, Reports, proposals
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What is a Report?
A systemmatic,well organized docu. Whichdefines & analyses a subject or a problem andincludes:-
Record
Interpretation
Evaluation
Discussion Conclusion
Recommendation
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Thus C.A. Brown defines as :- A report
is a communication from someone
who has some information tosomeone who wants to use that
information
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Basic Reports
Oral Reports
Simple , easy to present
No proof
Denied at any time
Vague
Can be miscommunicated
Written Reports
Most preferred
Written form
Permanent record
Accurate & precise
Can change hands without
danger of distortion during
transmission
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Reports must always be:
accurate
concise
clear
well structured
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Study 5 Ws and 1 H
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WHY???
Important to
study the
problem
Purpose of
analysis
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What????
Significance andrelevance to the
concerned dep. Or
organization
Benefits out of reportto various
departments, org. or
pupils.
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WHO????
Is involved in thissituation- reader,
writer or third party
Is the reader-same
or changed
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WHEN????
Starting point of the
problem, does is a
analytical problem,
research required, facts
comparisons needed
etc.
Report writing
time-time factor
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WHERE????
Place of reading the report by the reader is
very imp. i.e. in a meeting, or in his room theapproach will matter.
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HOW????
How it has to be written i.e. final execution, which
information to be included or excluded , which charts,graphs needed
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An effective report can be written
going through the following steps-
Determine the objective of the report, i.e., identify theproblem.
Collect the required material (facts) for the report.
Study and examine the facts gathered. Plan the facts for the report.
Prepare an outline for the report, i.e., draft the report.
Edit the drafted report.
Distribute the draft report to the advisory team andask for feedback and recommendations.
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Judgment for a good Report
1. Precision
2. Accuracy of facts
3. Relevance
4. Reader-orientation5. Objectivity of recommendations
6. Simple & unambiguous language
7. Clarity
8. Brevity
9. Grammatical accuracy
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LENGTH OF A WRITTEN REPORT
o To Executive-level managers - One or two pages
o To Middle-level managers - Three to five pages
o To Supervisory-level managers- Less than 10 pages
o To Operational - level personnel - less than 50pages.
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Important points while writing
A Paragraph should convey a single idea. They should flow nicely, one tothe next.
Proper paragraphs structure can almost always be traced tooutlining deficiencies.
Sentences should not be too long. The average sentence length shouldnot exceed 20 words. Studies suggest that sentences longer than 20words are more difficult to read and understand.
Write in Active Voice (Direct Speech). The passive voice becomes wordy and
boring when used consistently.
Eliminate Jargon.
*** Always Remember -HARD WRITING MAKES EASY READING !!!"
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Examples of different types of
reports :- laboratory reports
health and safety reports
research reports
case study reports
field study reports
cost-benefit analysis reports proposals
comparative advantage reports
progress reports
feasibility studies
technical reports
instruction manuals
financial reports
And on it goes
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Classification of Reports.
function formality.
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According to functions:-
Informational
reports.
Analytical
reports Research
reports.
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According to formality:-
Statutory
reports
Non
statutory or
voluntary
reports.
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Statutory Reports
Routine Reports Special Reports
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Informational Reports.
These reports present facts about certaingiven activity in detail without any note or
suggestions. Whatever is gathered is reported
without giving any thing by way of either
explanation or any suggestion.
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Analytical Reports.
These reports contain facts along with
analytical explanations offered by the reporter
himself or may be asked for by the one who is
seeking the report. Such reports contain thenarration of facts, collected data and
information, classified and tabulated data and
also explanatory note followed by theconclusions arrived at or interpretations.
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Research Reports.
These reports are based on some researchwork conducted by either an individual or a
group of individuals on a given problem.
In fact such a report is the result of a research.
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Statutory Reports
These reports are to be presented according
to the requirements of a particular law or a
rule or a custom now has become a rule.
These reports are generally prepared in the
prescribed form as the rules have prescribed.
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Non Statutory Reports.
These reports are not in the nature of legal requirements orrules wants, therefore, the reports are to be prepared andsubmitted. These reports are required to be prepared andsubmitted:
(i) for the administrative and other conveniences,
(ii) for taking decision in a matter
(iii) for policy formulations,
(iv) for projecting the future or
(v) any thing alike so that efficient and smooth functioning
maybe assured and proper and necessary decision may betaken with a view to see that every thing goes well and theobjectives of the organization are achieved with assuredsuccess.
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Routine Reports.
These reports are required to be prepared and submittedperiodically on matters required by the organization so asto help the management of the organization to takedecisions in the matters relating to day to day affairs.
The main objectives of routine reports are to let themanagement know as to what is happening in theorganization, what is its progress where the deviation is,what measures have been taken in solving the problemsand what to do so that the organization may run smoothlyand efficiently. Routine reports are generally brief.
They only give the facts. No comments or explanations areusually offered in such reports. Generally forms areprescribed for preparation and submission of such reports.
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Special Reports.
Such a type of report is specially required to be
prepared and submitted on matters of special
nature. Due to an accident a death of the
foreman has occurred in a factory. The factory manager may ask for a detail report
from the head foreman. Such a report is classified
as special reports. These reports contain not onlyfacts and details but they may contain suggestion,
comments and explanations as well.
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Some of the reasons we write reports
are to:
inform
make proposals or recommendations for
change
analyse and solve problems
present the findings of an investigation or
project
record progress
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Format for Report writing
Basically two types of formats are followed:-
Letter style Report
Schematic Report
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Schematic Style Report
1. Terms of reference- purpose of the report, whorequested it, scope of enquiry
2.Action taken- details-writer for presentation-task he is
reporting-how matter gathered-date of his investigation.
3. Findings- what was done-observed-what information wasgathered-all data relevant to the action or enquiry-conclusions-writers opinion-assessment of the situation.
Recommendations-suggesting a course of action.
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Executive Summary
An executive summary plays an important
part of a business report or business plan. An
executive summary is typically a short
summary of a long document providing aquick overview of a full-length business report
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PROJECTS
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PROJECT REPORT
There is no set outline that can be user forpreparing the pr report , it is determined by thenature of the target audience.
numbering system is used to indicate eachsection or subsection. Becoming more popular,however, is changing the font size of headings to
indicate the importance of each heading. Thereport is broken into sections and each sectionand subsection has a heading.
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Types of Project reports
Basically two types
Academic Reports
Related to studies and education, basically
industry related projects.
Manuals giving guidelines, procedures &
rules.
Business Reports
Diff B/W A d i & B i
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Difference B/W Academic & Business report
Business Report
Imp part of business
Written on a issue/project
Submitted to a committeefor further action
As & when the need arises
Can be informational, not
live research
Academic Report
Academic requirement
compulsory
On a project comp. in a
industry Submitted to superiors for
evaluation
At the end of summer term
Findings & results of actual
project
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Continue..
Business Report
Practical in nature to
study a prevailing
problem Everyone do not prepare
Good report earns good
name for writers and
suggestions considered
Academic Report
Compulsive in nature, not
necessary to be used in future
or suggestions may not beconsidered
All students prepare
Good report earns credit as
grades& probability of
placement
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Sequence of items in Project Report
1. Cover Page (On cover of the spiral bound report)
2. Declaration by the candidate
3. Certificate from the Industry Guide (wherever applicable)
4. Certificate from the Faculty Guide
5. Acknowledgements
6. Preface
7. (Detailed) Table of Contents (with page numbers).
8. List of Figures (with figure number, figure titles and pagenumbers)
9. List of Tables with table number, table title and page number, Listof Abbreviations
10. List of graphs & diagrams
(Point No. 2 10, should have page numbers in roman, for e.g., i, ii, ix. Kindly not that the cover page should not bear the pagenumber
C t
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Cont.11. Main Text
a)Introduction
b)Main findingsc)Conclusions and recommendations
12. Introduction
a)Introducing the theme
b)Review of related literature
c)Methodology adopted
13. Results
a) Statistical analysis
b) Testing of hypothesis
c) Conclusions
d) Recommendations
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14.End Matter
a) Annexureb) Bibliography
c) Questionnaire
d) Mathematical derivations
e) Appendices
T bl f C
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Table of Contents1. INTRODUCTION
1.1. Aim1.2. Scope1.3. Background to study
2. PROCEDURE
2.1. Data collection method
2.2. Literature review2.2.1. Literature review of journals ,ETC
3. ANALYSIS Of DATA
3.1. Research Methodology3.2. ..
4. CONCLUSIONS5. RECOMMENDATIONS
REFERENCES
APPENDICES
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Research Paper work
Should not be more than 4000 words & between 15-20 pages. Format
1) Introduction
1.1)Objective of the study
1.2)Organization of study
2)Research material & design
3) Findings & discussions
3.1)Demographic characteristics of the sample
3.2)Extent of research in industry
3.3)Perceived benefits related to customers
3.4)perceived corporate related .benefits
4)Conclusions & implications of the study
5)Recommendation & limitation of study
5.1)Recommendation
5.2)Limitation
References
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PROPOSALS
It is a persuasive offer to complete a task,
submitted either voluntarily or in response to
a request or an advertisement.
Unlike a report, a proposal may be sent to an
expert or a review committee for evaluation &
recommendation concerning the benefits ofthe proposed services, products, etc.
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Types of Proposals
Research Proposal
Business Proposal
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Business Proposal
They provide information concerning the
nature and benefits of the proposed
product/services, cost of equipment etc.
Transmittal letter or prefatory note is sent
along with the proposal.
Written for a beneficial response.
They should be creative & effective.
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Short Business Proposal has following:-
Small proposal drafted in form ofletterLetter of transmittal
or prefatory note
Gives information on project team
Scope of services
Cost of equipment
Details as per the advertisement
Details asked for
BodyofProposal
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Letter of Transmittal
Follows the formula of AIDA for an effective
sales communication.
Attention
Interest
Desire Action
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Difference b/w Proposal and Report
Solicited or unsolicited
Can be official orunofficial
Concerns the future
Request for action
Needs to be influencingand convincing
Based on the AIDAformula
Awaits a decision
Always solicited
Official document
Concerns the past
Just a statement
Need not to be convincing
Not to be based on AIDA
formula Does not awaits a
decision
4 P f P l
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4 PofProposal
POSITION
PROBLEM
POSSIBILITIES
PROPOSAL
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Contents to be incorporated
Introduction
Background details
Benefits
Description of the proposed work
Method & procedure
Qualifications
Costs & Resources
Conclusion
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PARAGRAPHS
This is the most important writing skill
This is basically done to test the written
communication skills.
It tests the writers ability to
a) Understand the implication or scope of the topic
b) Organize his/her thinking
c) Express in a lucrative style.
Freedom of expression
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How to write effective paragraph
Choose the topic carefully Jot or sort out the facts carefully
Use simple English
Prepare the outlines Keep it short & precise
Give an attractive beginning
Maintain paragraph unity
Make effective use of topic sentences Avoid unnecessary details or never be irrelevant
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Cont
Make the paragraph move forward
Different points in different paragraphs
Dont repeat the information
Answer the question being askedDont use company jargons
Dont overload with statistics
Be honest and dont whineConclusion should be clearly & firmly stated
Find time to revise
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Topics to write a paragraph
The career of a business Executive
Advertisement
The policy of Liberalization
Problems of Globalization
Qualities of a good manager
Indian tourism industry