Christopher Ruoxuan Sharon Delwyn Organizing and Outlining the
- Slides: 51
Christopher, Ruoxuan, Sharon, Delwyn Organizing and Outlining the Report
Learning Objectives Ø Be familiar with the various ways of organizing data Ø Understand key points for major sections of the report Ø Know the key principles in the preparation of an outline
Outline i. Organization Categories ii. Sections of a Report iii. Preparing the Outline
Organizing the Data for the Findings Section Ways to organize the categories to make it reader centered: 1. 2. 3. 4. 5. 6. Compare Contrast Cause-Effect-Cause (Problem-Solution) Functional Geographical Chronological
Scenario Our group have decided to open a restaurant together but there a few issues that we must first address…
1. Compare-Contrast Purpose: To locate a suitable location for our new restaurant Clarke Quay City. Link Mall Ngee Ann City
1. Compare-Contrast Excellent Poor Location Human Traffic Rent 1. Ngee Ann City 2. City. Link Mall 1. Ngee Ann City 2. Clarke Quay 3. City. Link Mall Conclusion: Ngee Ann City is where we will open our new restaurant!
2. Cause-Effect Purpose: To evaluate the impact poor customer service has on the revenue and reputation of the restaurant. Unmotivated Employees Poor Working Environment Inadequate Training Poor Management Control Causes • Unhappy Customers • Decrease in Revenue • Bad Reputation Effect • Provide Quality Training • Incentives and Off Days • Encourage Feedback Solutions Conclusion: Good customer service is a must if we want to earn profits!
3. Effect-Cause (Problem Solution) Purpose: To evaluate the various ways of improving customer service 1. Extent of the Problem v Increasing customer complains v Bad reviews in the press 2. Causes of the Problem v Unmotivated employees v Inadequate Training 3. Suggestions For Improvement v Increase pay and incentives v Provide quality training Conclusion: By giving the employees a higher pay, performance related incentives and quality training, service levels should improve.
4. Functional • Discuss problems and solutions • Organize data into the respective functional units PURPOSE MARKETING DEPARTMENT LOGISTICS DEPARTMENT HUMAN RESOURCE DEPARTMENT FINANCE DEPARTMENT
4. Functional PURPOSE: To examine the feasibility of starting a free minibus service to ferry customers from the nearest MRT station to our restaurant.
4. Functional § Marketing: ü Demand for buses ü Promotion of service to potential customers § Logistics: ü Buses and logistical support § Human Resource: ü Manpower to co-ordinate and sustain operations § Finance: ü Funds to sustain bus service ü Projected increase in revenue after introduction of bus service
4. Functional Conclusion : v. There is a demand for the service v. Low rates offered by a bus company v. Able to increase customer patronage v. Bus service feasible
5. Geographical q Organization based on physical location q Definition of a main geographical region
5. Geographical PURPOSE: To examine the feasibility of starting a branch in the South East Asia region. 1. Malaysia 2. Thailand 3. Indonesia 4. Vietnam 5. Philippines
5. Geographical Factors to consider: • Demand • Set-up Costs • Security • Future Profits
5. Geographical Conclusion : • Malaysia would be the most ideal location to set up our first overseas branch due to similar tastes, security and lower set-up costs.
6. Chronological • Organization based on sequence of events • “Beginning-to-end” format
6. Chronological PURPOSE: To examine restaurant workers’ greatest period of productivity.
6. Chronological TIME PERIOD PROMPTNESS IN SERVICE ACCURACY OF ORDERS TAKEN LEVEL OF FATIGUE 0700 -1100 HRS 98% 99% 1% 1100 -1500 HRS 95% 94% 10% 1500 -1900 HRS 93% 90% 26% 1900 -0000 HRS 91% 89% 32%
6. Chronological Conclusion : • Workers are most productive in the morning as shown in their promptness in service, accuracy of orders taken and levels of fatigue.
Quiz time! Name any 3 ways of organizing data. 1. Compare Contrast 2. Cause-Effect 3. Effect-Cause (Problem-Solution) 4. Functional 5. Geographical 6. Chronological
Sections of a Report Ø Introduction Ø Findings Ø Conclusions Ø Recommendations
Sections of a Report Introduction Provides background information, including ideas considered in the planning stage regarding information that would help readers understand the report
Sections of a Report Introduction • Background -Historical conditions or factors that led up to the report E. g. Intention to set up a restaurant and trying to find a good location • Purpose -What is to be accomplished E. g. To evaluate the impact poor customer service has on the revenue and reputation of the restaurant
Sections of a Report Introduction • Scope -What is and what is not going to be covered in the report E. g. The 3 locations (Clarke Quay, City. Link Mall and Ngee Ann City) • Limitations -Factors beyond your control that affect report quality E. g. Insufficient time and resources
Sections of a Report Introduction • Research methods and sources -Primary and secondary sources of information used E. g. Questionnaire survey, interview • Report Organization -Topics covered and in what order
Sections of a Report – Findings The objective presentation of your data through texts, tables and charts
Sections of a Report – Findings • Present the data using suitable graphics. All charts and data should be neatly and clearly presented; with a label and title.
Sections of a Report – Findings • Comment on what the data says; identify trends The numbers increased from Jan to Feb, before taking a dip in March and April, and continued to increase up till July.
Sections of a Report – Findings • Present the data objectively • Organization should reflect the purpose and guides the reader towards the conclusion
Sections of a Report Conclusions Writer's evaluation of the data presented in the findings section in terms of the purpose of the report
Sections of a Report – Conclusions • For writer to say what he wants but within limits • Opinions relevant to the purpose of the report and based on the data • No new information should be included
Sections of a Report Recommendations The writer’s suggestions based on the conclusions
Sections of a Report Recommendations § Not necessary to justify the recommendations § Itemize recommendations in bullet points § Make alternatives clear § Give rationale after each difficult recommendation
Quiz time! What are the 4 main sections of a report? • Introduction • Findings • Conclusions • Recommendations Name any 3 components of Introduction. • Background • Purpose • Scope • Limitations • Research Methods • Report Organization
Outline
Preparation of an outline ° What is an outline ° Importance of an outline ° Principles of outlining ° Use of appropriate headings
Outline ° Systematic diagram that helps to guide your investigation
Importance of an outline ° To serve as the basic structure of a report ° To visualize the relationships among the various parts ° To communicate in a more systematic way ° To prevent omitting critical ideas due to production blocking ° To help in inserting transitions
Numbering Systems I. First Major Point A. First sub point B. Second sub point 1. Evidence 2. Evidence a. Detail b. Detail 3. Evidence II. Second Major Point A. First sub point 1. Evidence 2. Evidence B. Second sub point Alphanumeric 1. 0. First Major Point 1. 1. First sub point 1. 2. Second sub point 1. 2. 1. Evidence 1. 2. 2. 1. Detail 1. 2. 2. 2. Detail 1. 2. 3. Evidence 2. 0. Second Major Point 2. 1. First sub point 2. 1. 1. Evidence 2. 1. 2 Evidence 2. 2. Second sub point Decimal
Organization Chart Main idea I. Major point A. Evidence B. Evidence II. Major point A. Evidence B. C. Evidence III. Major point A. Evidence B. Evidence
Principles of Outlining ° No single sub-divisions I. Introduction A. Background History A. Before 19 th Century 1. Before 19 th Century 2. After 19 th Century B. After 19 th Century II. Body ° Balance the divisions
Principles of Outlining ° Avoid too many sub-divisions Outline 1. 0 XXXXXXX 1. 1 XXXXX 2. 0 XXXXXXX 2. 1 XXXX 2. 2 XXXX 3. 0 XXXXXXX 3. 1 XXXX 3. 2 XXXX 3. 3 XXXX 3. 4 XXXX 3. 5 XXXX 3. 6 XXXX
Principles of Outlining I. Main Division °Use mechanics to distinguish between different level headings A. Sub-division 1. Sub-subdivision 2. Sub-subdivision B. Sub-division 1. Sub-subdivision a. Sub-subdivision 2. Sub-subdivision a. Sub-subdivision b. Sub-subdivision
Use of appropriate headings ° Topic headings ( Descriptive) v. Recommendations Vs Talking Headings (Informative) for decrease in sales v. Reasons for poor customer service v. Increasing promotion v. Creating product awareness v. Lack of professional training
Use of appropriate headings ° Broad yet specific Nike ° Vs Aims of Nike Clear and Concise
Use of appropriate headings 1. Parallel in construction E. g. 1: The report discusses how telescopes work, what types are available, mounts, accessories, and techniques for beginning star gazers. Revision: The report discusses how telescopes work, what types of telescopes, mounts, and accessories are available, and how to begin your hobby as a star gazer. E. g. 2: Customers often call the showroom to inquire about pricing, what items are available, and to place orders. Revision: Customers often call the showroom to inquire about prices, check on the availability of certain items, and place orders.
SUMMARY ° 6 different ways of organising data 1) Compare-contrast 4) Functional 2) Cause effect 5) Geographical 3) Effect-cause 6) Chronological °Major sections of a report -Introduction - Conclusions -Findings -Recommendations °Key principles in the preparation of an outline
Quiz Time! What are the 2 types of headings? 1. Topic Heading 2. Talking heading What must you take note of when using headings? • Broad yet specific • Clear and concise • Parallel in Construction
End Any questions?
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