Module 2 Sessions 10

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Module 2Sessions 10 11

• Report Writing

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Data management cycle
Design questionnaire
Enumerators collect data in the field
Design survey
Manual checking, editing etc.
Conception
Reporting of results
We are now finishing off the data analysis and
are ready to write it up.
Data entered onto computer
Data analysis
Computer data management
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Session objectives

• At the end of these sessions, participants will
  have
• Acquired report writing skills
• Be able to differentiate between different types
  of reports
• Be able to list the characteristics of a good
  report and the steps to be followed to write a
  good report
• Appreciate the different report structures and
  agree on a standard structure
• Consolidated their data interpretation skills

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Presentation Outline

• Introduction
• Definition
• Types of Reports
• Steps to Follow for a Good and Effective Report
• Structure of a Report
• Conclusion
• Practical Exercise

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Introduction

• This presentation is intended to equip you with
  the basic skills of communicating information to
  others without necessarily the need for meetings.
  
• Effective reports give a professional image and
  get others to take your work seriously

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Definition

• A report is a prepared account of what happened,
  about a particular event, presented in formal and
  organized format backed with statistical
  evidence.
• It may be a single report or a series of them.

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Types of Reports

• Academic Report
• Academic reports are usually detailed and in
  most cases targeting academicians. They are of
  high content and the producer and the reader are
  at the same level or a little different.

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Types of Reports continued

• Professional Report
• Professional reports are for informing and
  persuading people as well as initiating change
• They may be detailed depending on the targeted
  audience/taste of the sponsor.
• In most cases they have a mixed audience of those
  who may understand the in-depth of the subject
  content and non technical people like the
  decision-makers.

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Good Report

• The following comments have been made by senior
  managers
• about what they look for in a good report.
• Assess the comments and evaluate them

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Good Report Continued

• A report must meet the needs of the readers and
  answer the questions in their minds
• A report must be at the right level for the
  readers. Some readers have an in-depth knowledge
  of the subject while others may be
  decision-makers without specialized, technical
  knowledge

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Good Report Continued

• A report must have a clear, logical
  structure-with clear signposting to show where
  the ideas are leading
• A report must give a good first impression.
• Presentation is very important

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Good Report continued..

• A report must not make assumptions about the
  readers understanding.
• All writers need to
• apply the so what test
• explain why something is a good idea
• Reports must be written in good English
• using short sentences with correct grammar and
  spelling
• Reports should have a time reference

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Activity 2 review of data analysis

• Work in groups of 3 or 4
• In Session 6 you used Epi Info to analyse the
  data
• And copy retults to a Word file
• Choose a subject area for your report
• Review these analyses and add further tables and
  graphs if needed
• Do not do too many concentrate on quality not
  quantity
• For example 2 tables and two graphs may be
  sufficient

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Steps to Follow for a Good and Effective Report

1. Define your aim
2. Collect your ideas
3. Select the material and decide how to show the
   significance of your facts
4. Structure your ideas
5. Start on report writing

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Example of structured ideas on Health
4.1 Introduction 24 4.2 Household
Health Status 24 4.3 Availability and
Access to Health Services 27 4.4 Health
Services Utilization 29 4.4.1 Under
Five Immunization 30 4.4.2 Birth-relate
d Services 32 4.5 Quality of Government
Health Services 33 4.5.1 Payment for
Services 33 4.5.2 Service
Improvement 35
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General Structure of the Report

• Title
• Introduction
• Main Body
• Conclusion and Recommendations
• Appendices

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Report Editing

• A checklist to use while editing a report
• looks at 7 areas.
• 1. The purpose
• Have you clarified your purpose?
• Have you identified your readers' needs and
  characteristics?

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Report Editing continued

• 2. Information
• Have you included the main points?
• Are these points supported by evidence?
• Is the information relevant to the purpose?

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Report Editing continued

• 3. Accuracy
• Are there spelling mistakes?
• Do the figures add up?
• Are the references correct, in the text and at
  the end?
• Are all sources of information listed in the
  References section?
• Are abbreviations consistent?

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Report Editing continued

• 4. Images
• Are images clear?
• 5. Format
• Is the report easy to follow?
• Are headings and numbering clear?
• Are the arguments followed through?
• Is it logical/easy to follow?
• Is the font and style consistent for the
  different levels, body, tables and graphics?

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Report Editing continued

• 6. Language
• Is it clear, direct, easy to read?
• Will the readers understand it?
• Will its tone help you achieve the purpose?
• Can unnecessary words/phrases be deleted?
• Is the grammar/punctuation correct?
• Is there any repetition?

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Report Editing Continued

• 7. Presentation
• Is the layout appealing?
• Does it highlight important points?

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Activity 4 Writing the report

• Work in groups again
• Divide the sections in the report between group
  members
• Write your section(s) of the report
• Combine these sections to form your (group) report

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Activity 5 the handout on report writing

• Read the handout on report writing
• In particular read
• Page 2 what makes a good report
• Pages 11 and 12 editing checklist

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Activity 6 Presentations and discussion

• Each group presents their (Word) report
• It may be printed
• Or projected
• Groups (or individuals) make notes of each
  presentation
• Using the handout as a reference
• They comment on good points
• And points that can be improved
• In each case relating the point made to a
  recommendation in the handout.