ENHANCE YOUR REPORT IMAGE Whether in school or on the job, you must prepare and present reports. Written reports create an image of you – on paper. To achieve the most positive image, written reports must be prepared carefully and presented forcefully. To prepare an excellent report, Clippinger (1995, 11-12) suggest five equally vital steps that must be taken in the order listed: (1) plan; (2) draft; (3) revise; (4) edit; (5) format.
Plan the Report To plan, ask: What is my purpose for writing, and what is the reader’s purpose for reading what I write? The answers become the core of the message. Compose and key the core idea. Then as they come to mind through listening, reading, and thinking, jot (on the computer screen) ideas and facts that related to the core idea. Next, check the list for missing items (and add them), unneeded items (and delete them), and redundant items (and combine them). Put the items in psychological order (main point followed by details, usually) and arranged them logically (in chronological, geographical, or importance order, for example). Finally, check the list to see that the items are tied together and related to the core idea. When appropriate, use tables, charts, or graphs to condense data; then list only summaries of what the visuals reveal in greater detail.
Draft the Message To draft or compose the message, pretend that the reader is sitting before you. Write (at the keyboard) as you would talk with that person (level of vocabulary, degree of formality, and so on). Focus on the core of your message as you follow your listed items. Ignore for now such things as grammar, spelling, and style. Complete the entire report in one work session, if possible. If that is possible, finish at least a major section without stopping (to gain continuity).
Revise the Copy To revise, read and study what you wrote. Try to read the text as the reader will – without knowing what you meant to say. Ask again and again. Does it do what I set out to do -- to get the message from my mind into the reader’s mind in a favorable way? If not, why not? Check for and eliminate clichés, faulty logic, irrelevant facts or ideas, lack of examples, or vague statements. Revise the message until it cannot be misunderstood.
Edit the Text To edit, study the revised draft and analyze how you said what you wrote, looking at each word, phrase, and sentence. Put yourself in the reader’s place again. Ask these questions: Is the text interesting? Did I use active verbs? Do sentences vary in length and structure? Do the ideas flow evenly and smoothly and support the core idea or theme? Rid the text of common defects: excess words, impressive – sounding words and technical jargon, passive verbs, indefinite words, long words, short choppy sentences or complicated ones, and ill – chosen words or lack of transitional words or phrase. For a “proof of the pudding” check, have the text read by another set of eyes and revise the text again if any of the message is unclear or confusing. Excellent reports result from multiple revisions. ( Harcourt, and others, 1996, 76)
Format the Report To format or present the report, leave blank space around the text and between parts. Use a standard report format for placement and spacing. Use emphasis devices for items you want to stress: bold, italic, underline, and bullets. Use such devices judiciously because if you emphasize everything, you emphasize nothing. You may choose a distinctive typeface of larger size for the report title. Generally, though, use 10- or 12-point type for the body copy and one or two emphasis devices to highlight different levels of internal headings (ALL CAPS, bold, italic, underline). Such final touched make the report appear inviting, well organized, and easy to read. Finally, support your report with a list of references from which you paraphrased or directly quoted. Quoting or paraphrasing without giving credit is illegal; further, supporting your report with relevant references helps to authenticate what you have said.
REFERENCES
Baugh, L. Sue. How to Write Term Papers and Reports