This is one of the presentations used, in a one-day seminar on Communication and Interpersonal Skills for the Executives of the MI Plant, NFCL, Nacharam, Hyderabad.

1. REPORT WRITING Presented by: Prof. V. Viswanadham

2. Composing Reports Completing Reports

4. Composing Reports 3. Draft Report content 1) Use the Introduction to establish the purpose, scope, and organization of your report. 2) Use the body to present and interpret the information you gathered. 3) Use the conclusion to summarize major points, discuss conclusions, and / or make recommendations.

5. Composing Reports 4. Establish a consistent time frame 1) Avoid flipping from tense to tense. 2) Observe the chronological sequence of events.

6. Composing Reports 5. Help Readers find their way 1) Provide headings to improve readability and clarify the framework of your ideas. 2) Use hyperlinks online to allow readers to jump from section to section. 3) Create transitions that tie ideas together and show how one thought relates to another. 4) Preview important topics to help readers get ready for new information. 5) Review information to help readers absorb details and keep the big picture in mind.

8. Completing Reports 4) Include a copy of letter of authorization or request for proposals, if appropriate. 5) Include a letter of transmittal that introduces the report. 6) Provide a Table of Contents in outline form, with headings worded exactly as they appear in the body of the report. 7) Include a list of Illustrations if the report contains a large number of them. 8) Include a synopsis (brief summary of the report) or Executive Summary (a condensed “mini” version of the report) for longer reports.

9. Completing Reports 2. Text of the Report 1) Draft an introduction that prepares the reader for the content that follows. 2) Provide the information that supports your conclusions, recommendations, or proposals in the body of the report. 3) Don’t overload the body with unnecessary details. 4) Close with a summary of your main idea.

10. Completing Reports 3. Supplementary Parts 1) Use appendixes to provide supplementary information or supporting evidence. 2) List any secondary sources you used in a bibliography. 3) Provide an index if your report contains a large number of terms or ideas and is likely to be consulted over time.

11. The only way to improve your Report writing skills – Study earlier reports – analytically and critically Maintain NOTES of all the points observed, and note the points on which you can later seek clarifications, from your seniors. Practice, more practice and much more practice. – There is no other short cut. GOOD LUCK

13. Plan Keep it short and simple Write it Edit your writing The steps (Your communication) (Brevity and precision) (Commit it on paper) (Check for corrections)

14. Steps Step 1. Plan Like any activity, written communication too requires a plan and a structure. Certain things must be clearly ascertained, like, Sender : From whom is the communication starting ? Receiver : Who is the end receiver/audience of the written communication? Purpose : Why are we making the communication ? What is the expected outcome i.e. What do you expect the receiver to do ? These questions, when answered and related, will help us understand and design the path, requirements and the construction of the message.