This is a set of tips and techniques that are useful not just for writing reports but also wikis and fact sheets. Produced for students doing the WISP module in the Oct 08 Semester.

1. Displaying data &
using visuals
Words convey; illustrations convince.

2. Purpose of Visual Aids
• Emphasise
• Clarify
• Simplify
• Reinforce
• Summarise
• Add Interest
• Improve Credibility

3. Criteria for Effective Visual Aids
Principles of Graphics
• Simplicity
• Contrast
• Unity
• Balance

4. Criteria for Effective Visual Aids
Identification and Placement
• Introduce
• Display
• Discuss

5. Choosing & constructing visual aids
Area/ Fruit Apples Oranges Durian Bananas Pineapples
Table North 23 34 51 65 16
Central 39 44 70 21 35
South 36 56 08 11 36
East 30 44 76 51 22
West 56 41 65 32 29
Total sales 184 219 270 180 138
To show exact figures and values.

6. Choosing & constructing visual aids
Line Graphs
To demonstrate changes in quantitative data over time

7. Choosing & constructing visual aids
Multiple Line Graph

8. Choosing & constructing visual aids
Scatter Graph
http://www.ex.ac.uk/cimt/mepres/book7/bk7i3/bk7_3i1.htm

9. Choosing & constructing visual aids
Pie Chart
To visualise a whole unit and the proportions of its components

10. Choosing & constructing visual aids
Flow Chart
To display a process or procedure

11. Choosing & constructing visual aids
Organisation Chart
To define a hierarchy or elements

12. Choosing & constructing visual aids
Gantt Chart
To define timeline for work activities and milestones

13. Choosing & constructing visual aids
Photograph, map, illustration
To create authenticity, to spotlight a location, and to show an item in use

14. Choosing & constructing visual aids
Graphic Aids Strengths Weaknesses
Table Shows precise numerical data Tedious to prepare; slow to show relationship
Graph
• Line Shows trends and comparisons Too many lines can be confusing
• Bar Best for comparison; can be Often incorrectly drawn
horizontal, vertical, clustered,
segmented or bilateral
• Pie Compares divisions; shows Often not drawn to scale; wedges can be
comparison of parts totaling 100% confusing and difficult to compare
• Gantt Excellent for scheduling events Can be quite large; needs frequent updates
• Scatter Useful for statistical data and Tedious; may require special software
comparisons
Flow Chart Good for showing relationships Many items may require a large chart
Computer- Interesting, allows overlay Appropriate software needed
drawn image
Drawing Beneficial for showing accurate May require special knowledge or skills to
representations of images prepare
Diagram Best for illustrating flows May not accurately reflect relative importance
of parts
Photograph Excellent for irreproducible settings Skills and equipment needed

15. Further Guidelines for Visuals
• Graphs, charts and diagrams are known
as figures. – Figure 1, Figure 2 etc.
• Tables are labelled as tables – Table 1,
Table 2 etc. and numbered.
• Ensure that all components of visuals
are identified.
• Separate numbering should be used for
those used in the main part of the
report and for those tables and
diagrams used in the Appendix.

16. Writing the Report
Thoughts assume shape when
recorded

17. 7 Major Steps to Report Writing
Analyse the problem and purpose
Anticipate the audience and issues
Prepare a work plan
Implement your research strategy
Organise, analyse, interpret & illustrate the data
Compose the first draft
Revise, proofread, evaluate (Final Report)

18. Pre-writing Overview
• Targeting
– Remember your readers
• Outlining
– Remember your purpose and objective(s)
• Structuring
– Refer to your skeletal framework
• Developing
– What will you recommend to overcome problems
identified
• Checking
– Are these recommendations practicable?

19. Checklist for writing reports
Introduction
Identify purpose of report
Preview the organisation of the report
Summarise the conclusions and
recommendations for receptive audiences
Findings
Discuss pros and cons
Establish criteria to evaluate alternatives
Support findings with evidence
Organise the findings for logic and readability

20. Checklist for writing reports
Conclusions/Recommendations
Draw reasonable conclusions from findings
Make recommendations, if asked.

21. Writing Tips
• Allow sufficient time
• Finish data collection
• Work from a good outline
• Provide a proper writing environment
• Write rapidly; revise later
• Save difficult sections
• Be consistent in verb tense (use past-tense verbs to
describe completed actions)
• Generally avoid I and We
• Let the first draft sit
• Revise for clarity, coherence and conciseness (Is it clear?
Does it flow? Is it wordy?)
• Proofread the final copy three times

22. Collaborative Writing

23. Planning the Report
• Collectively identify audience, purpose,
and scope of project
• Assign specific data collection
responsibilities to individuals
• Collectively develop report outline
• Collectively agree on writing style and
report format

24. Collecting & Analysing Data
• Collectively identify data sources
• Specific individuals might be responsible
for designing questionnaire/survey but all
members must participate in the review of
these instruments
• Each person collects and analyses the
data he or she is responsible for
• Whole group should discuss the data,
evaluate its adequacy and agree upon its
interpretation

25. Drafting and Revising
• Individuals can work independently on their
assigned sections
• All members should review all parts written
by other team members, in a group setting,
group should give constructive feedback
and directions for final revision to the
individual authors.
• Individual authors should evaluate the
suggestions given and incorporate the best
advice into the final revision

26. Producing the Final Document
• All should participate in the production of
the final document.
– Group setting preferred.
– Assist with the merging of parts,
preparation and placement of visual aids,
and final review of document.
• Individual writer’s should continue to check
his or her own section to ensure that it is
correct.

27. References
Bowden, J. (2002) Writing a report: how to prepare, write and
present effective reports, How to Books, Oxford
Gufrey,M.E. (2006) Business Communication: Process &
Product, Thomson South-Western,USA
Kuiper, S. and Kohut, G. F. (1999) Contemporary business
report writing, South-Western College Publications, Cincinnati,
Ohio
Sharma, R.C. and Mohan, K. (2006) Business Correspondence
and Report Writing: A Practical Approach to Business and
Technical Communication, Tata McGraw-Hill Publishing
Company, New Delhi, India