9 writing report (Dr. Mai,2014)

9
Writing Report
McGraw-Hill/Irwin
Business Research Methods, 10e Copyright © 2008 by The McGraw-Hill Companies, Inc. All Rights Reserved.

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The Written Research Report

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Guidelines for Short Reports
Tell reader why you are writing
Remind reader of request
Write in an expository style
Write report and hold for review
Attach detailed materials in appendix

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The Long Research Report

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Report Modules
Prefatory Information
Introduction
Methodology
Findings
Conclusions & Recommendations
Appendices
Bibliography

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Components:
Short Report: Memo or Letter-Style
 Introduction
 Problem statement
 Research objectives
 Background
 Findings
 Summary and conclusions
 Recommendations

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Components: Long Report: Technical
1. Prefatory Information
2. Introduction
3. Methodology (full, detailed)
4. Findings
5. Conclusions
6. Appendices
7. Bibliography

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Sample Findings Page: Tabular

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Sample Findings Page: Graphical

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Findings Page Templates

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Prewriting Concerns
What is the report’s purpose?
Who will read the report?
What are the circumstances?
How will the report be used?

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The Outline
I. Major Topic Heading
A. Major subtopic heading
1. Subtopic
a. Minor subtopic
1) Further detail

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Types of Outlines
Topic
I. Demand
A. How measured
1. Voluntary error
2. Shipping error
a. Monthly
variance
Sentence
I. Demand for refrigerators
A. Measured in terms
factory shipments as
reported by the U.S.
Department of
Commerce
1. Error is introduced
into year to year
comparisons

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Grammar and Style Proofreader
Results

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Adjusting Pace
Use ample white space
Use headings
Use visual aids
Use italics and underlining
Choose words carefully
Repeat and summarize
Use service words strategically

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Considerations for Writing
Readability
Comprehensibility
Tone

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Avoiding Overcrowded Text
Use shorter paragraphs
Indent or space parts of text
Use headings
Use bullets

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Presentation of Statistics
Text
Tables Graphics
Semi-tabular

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Example of Text Presentation
Wal-Mart regained its top rank in the Forbes
500 due to its strong sales performance (11%
increase, $351.1 billion). Although Wal-Mart
surpassed number-2 ranked Exxon Mobil in
sales, Wal-Mart’s profitability ($11.2 billion)
was far below that of the oil giant ($39.5
billion).

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Example: Semi-Tabular Presentation
Although Wal-Mart regained the top spot in the
Fortune 500, its performance shows signs of
weakness in profitability.
 Wal-Mart is the largest business in the Fortune 500
with sales increasing more than 11% over last
year’s performance.
 Oil giant and energy exploration leader Exxon Mobil
is the most profitable company in the Fortune 500
due to record crude oil prices increasing its profits
to $39.5 billion, compared to $11.2 billion for Wal-
Mart.

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Example of Tabular Presentation
Company Rank
Revenue
($, millions)
Sales
Growth Profits
Profit
Growth
Wal-Mart 1 $351,139.0 11.2% $11,284.0 0.5%
Exxon Mobil 2 $347,254.0 02.2% $39,500.0 9.3%
General
Electric
6 $168,307.0 07.1% $20,829.0 27.4%

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Sample
Tabular
Findings

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Graphics Presentation

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Sample Graphics within Report

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Sample Line Graph

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Sample Area Chart

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Sample Pie Charts

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The Oral Report
Opening
Findings and
conclusions
Recommendations

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Presentation Type
MemorizedExtemporaneous

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Audiovisuals
High Tech
 Computer-drawn
visuals
 Computer animation
 Computer with
embedded video and
audio clips

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Audiovisuals
Low Tech
 Chalkboard/
Whiteboard
 Handouts
 Flip charts
 Overhead
transparencies
 Slides

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Presenting your
research…

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36
Establishing rapport
 Prove that you care
 Prove that you are knowledgeable
 Thank the audience
 Never go overtime
 The first 1 minute is the most important one
 A picture is worth a thousand words
 Use statistical charts whenever possible
 Prepare a few extra slides for Q/A

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Prepare Your PowerPoint
 Content --
 Clear and concise
 Do not open “can of worm”
 Format --
 Simple and consistent
 Check spelling
 Use much tables and figures as possible

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Typical Structure
 Title slide
 Thank you slide
 Research topics
 Research motivation
 Problem statement
 Research Statement
 Literature Review
 Research Approach / Methodology / Methods
 Research Findings
 Contributions
 Summary of research questions, approach, findings
 Findings and contributions
 Directions for future research

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APA
Format and Writing Style
Guideline

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Content
1 APA introduction
2 APA general format
3 APA Headings
4 APA References
5 APA In-text citation
6 APA Tables and figures

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What is APA?
 APA stands for American Psychological Association
 APA is the most commonly used format for research
in the Social Sciences
1 APA introduction

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What does APA regulate?
 APA regulates the style and format of
 Language style
 In-text citations
 References
1 APA introduction

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Why APA ?
 To avoid plagiarism
 To provide a clear, uniform style for references
 To organize your paper so it is less confusing for the
reader
1 APA introduction

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APA language style
 Use third person point of view
Example: The study showed that
 Use active voice rather than passive voice
Example: The participants have not been asked
 Use simple past tense or present perfect tense
 Must be: clear, concise and simple
1 APA introduction

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General Format
 Be typed, double-spaced, with two spaces after punctuation
between sentences
 On standard-sized paper (8.5”x11”)
 With 1” margins on all sides
 In 10-12 pt. Times New Roman or a similar font
The page header (title) is in the upper left-hand of every
page
The page number in the upper right-hand side of every page
2 APA general format

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References
Main Body
Abstract
Title page
2 APA general format (cond’t)
Four major
sections:

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 “Running head” +
Header (optional)
 Institutional Affiliation
 Title of the paper
 Author name
 Instructor’s name
 Due date (month, day
and year)
Title Page
Fairyland University
APA format and writing style guideline
Author: Ann So Young
Instructor: Chang Soung Hook
HMC, January 12, 2012

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Abstract Page
Header
Abstract (centered, at
the top of the page)
Content summary
(covers research
topic, research
questions, methods,
key words, results,
conclusions)

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Main Body (Text)
 The first text page is page number 3
 The title of the paper is centered at the top of the page
 Using text double-spaced
 Using parenthetical in-text citations to identify the
information source

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References Page
 Center the title “References”
at the top of the page
 Double-space
 Flush left the first line of the
entry and indent subsequent
lines
 Order entries alphabetically
by the author’s surnames

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APA Headings
APA uses a system of five heading levels
3 APA Headings

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APA uses a system of five heading levels
3 APA Headings (cond’t)

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References: Basics
 Author name order: Last name, First initial. Middle
initial. (Date). Article title. Journal Title, volume number
(issue number), page numbers.
 Alphabetize reference list entries the last name of the
first author of each work
4 APA References

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References for Multiple Authors
 Up to seven authors, list every author
 For sources with eight or more authors, use the first six
names followed by an ellpsis mark (…) and the last
author’s name.
 Ex. Dolan, R., Smith, R. C., Fox, N. K., Purcell, L.,
Fleming, J., Alderfer, B., …Roman, D. E.
(2008). Management of diabetes: The adolescent
challenge. The Diabetes Educator, 34, 118-135.
4 APA References

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Quotation
 Summary or paraphrase
 Book
 Print Journal
 Database articles
 Electronics sources
 Two or more works
 A work with 2 authors
 A work with 3 or 5 authors
 A work with 6 and more
authors
 A work with unknown
author
 The same last name/ The
same authors
 Organization
 Personal communication

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Format for a quotation
 Ex: Caruth (1996) states that a traumatic response frequently
entails a “delayed, uncontrolled repetitive appearance of
hallucinations and other intrusive phenomena” (p.11).
 Ex: A traumatic response frequently entails a “delayed,
uncontrolled repetitive appearance of hallucinations and other
intrusive phenomena” (Caruth, 1996, p.11).
When quoting, introduce the quotation with a signal phrase.
Make sure to include the author’s name, the year of publication,
the page number, but keep the citation brief—do not repeat the
information.

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Format for a summary or paraphrase
Example: Though feminist studies focus solely on women‘s
experiences, they err by collectively perpetuating the
masculine-centered impressions (Fussell, 1975).
Example: Recently, the history of warfare has been significantly
revised by Marcus (1989), and Raitt and Tate (1997) to include
women’s personal and cultural responses to battle and its
resultant traumatic effects.
Example: According to feminist researchers Raitt and Tate
(1997), “It is no longer true to claim that women's responses to
the war have been ignored” (p. 2).

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Books
Elements of a reference to an entire book
Cone, J. D., & Foster, S. L. (1993). Dissertations and theses from start to finish:
Psychology and related fields. Washington, DC: American Psychological
Association.

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Print Journals
Last name, First initial. Middle initial. (Date). Article title.
Journal Title, volume number (issue number), page
numbers.
Example: Berkerian, D. A. (1993). In search of the typical
eyewitness. American Psychologist, 48(3), 574-576.

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Database Articles
Last name, First initial. Middle initial. (Date). Article title. Journal
Title, volume number (issue number), page numbers. doi or
Retrieved from URL
Borman, W. C., Hanson, M. A., Oppler, S. H., Pulakos, E. D., & White, L. A.
(1993). Role of early supervisory experience in supervisor
performance. Journal of Applied Psychology, 78(8), 443-449.
Retrieved from http://www.eric.com/jdlsiejls/supervisor/early937d%

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Electronic sources
Because websites frequently don’t provide all the information necessary for a
complete citation, list the information you have in this order and omit items that
may be unavailable or redundant.
First :Author, sponsoring organization or article title
Complete date
Title of article
Name and issue of periodical OR Website name/Sponsoring organization
Retrieval date if the website is likely to change the content
URL address
Fredrickson, B. L. (2000, March 7). Cultivating positive emotions to
optimize health and well-being. Prevention & Treatment, Article
001a. Retrieved from
http://journals.apa.org/prevention/volume3/pre0030001a.html

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Two or more works
 When the parenthetical citation includes two or more
works, order them in the same way they appear in the
reference list—the author’s name, the year of publication—
separated by a semi-colon:
Example: (Kachru, 2005; Smith, 2008)

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A work with two authors
 When citing a work with two authors, use “and” between
authors’ name in the signal phrase yet “&” between their
names in parenthesis:
Example: According to feminist researchers Raitt and Tate
(1997), “It is no longer true to claim that women's responses to
the war have been ignored” (p. 2).
Example: Some feminists researchers question that
“women's responses to the war have been ignored”
(Raitt & Tate, 1997, p. 2).

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A work with 3 to 5 authors
 When citing a work with three to five authors, identify all
authors in the signal phrase or in parentheses:
Example: (Harklau, Siegal, and Losey, 1999)
 In subsequent citations, only use the first author's last
name followed by "et al." in the signal phrase or in
Parentheses:
Example: (Harklau et al., 1993)

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A work with 6 and more authors
 When citing a work with six and more authors,
identify the first author’s name followed
by “et al.”:
 Example: Smith et al. (2006)

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A work of unknown author
 Use the the source’s full title in the signal phrase and
 Cite the first word of the title followed by the year of publication in
parenthesis.
 Put titles of articles and chapters in quotation marks;
 Italicize titles of books and reports:
 Example: According to “Indiana Joins Federal
Accountability System” (2008), …
Or, (“Indiana”, 2008)

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The same last name/the same author
 When citing authors with the same last names, use first
initials with the last names:
Example: (B. Kachru, 2005; Y. Kachru, 2008)
 When citing two or more works by the same author
published in the same year, use lower-case letters (a, b, c) with
the year of publication to order the references:
Example: Smith’s (1998 a) study of adolescent
immigrants…

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Organization
 When citing an organization, mention the organization the first
time when you cite the source in the signal phrase or the
parenthetical citation:
Example: The data collected by the Food and Drug
Administration (2008) confirmed that…
 If the organization has a well-known abbreviation, include the
abbreviation in brackets the first time the source is cited and then
use only the abbreviation in later citations:
Example: Food and Drug Administration (FDA) confirmed …
FDA’s experts tested…

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Personal communication
 When citing interviews, letters, emails, etc., include the
communicators name, the fact that it was personal
communication, and the date of the communication. This
kind of citation is NOT included in the reference lists.
Example: Ann Young confirmed that many of her classmates
had difficulties with APA style (Personal communication,
January 12, 2012)

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APA Tables
 Label a table with an Arabic numeral and provide a title. The
label and the title appear on separate lines above the table, flush-
left and single-spaced.
 Cite a source in a note below the table:
Example:
Country Regular users
France 9 ml
Table 1: Internet users in Europe
“The European Union and Russia”(2007). Retrieved from
http://epp.eurostat.ec.europa.eu

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APA Figures
 Label a figure with an Arabic numeral and provide a
title. The label and the title appear on the same line
below the figure, flush-left .
 Cite the source below the label and the title:
Example: Figure 1. Internet users in Europe
Eurostat Statistical books. (2007) The European Union and
Russia: Statistical comparison. 2007 edition. Retrieved from
http://epp.eurostat.ec.europa.eu

9 writing report (Dr. Mai,2014)

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