presentation on report writing

How to Create an Outstanding Report Presentation!

A report presentation is a daily necessity for most companies. Employees are constantly working on compiling data and facts about their company and department and presenting them in PowerPoint presentations. But often, the presentation design fails to impress.

In this article, you’ll learn how to visualize hard data into an appealing and engaging report presentation for your audience.

What exactly is a report?

A business report is a formal document that communicates corporate information clearly and concisely .

In a report presentation, a company presents data, facts and information, quarterly balance sheets, turnover, HR developments , and so on.

Why report presentations are so important

Report presentations are essential to the success of your business . Why? It’s simple.

Report presentations provide a coherent overview of your company’s performance : What is the current status quo? Which strategic decisions need to be made in the future? How are resources being allocated?

This clear presentation forms the basis for future fact-based decisions . This means it must present facts transparently and answer any business-related questions .

What does a good report presentation look like?

A report presentation has to be clear and concise – after all, you want your audience to understand what you’re saying.

Reporting on data is often very dry. You need to present it in the most visually interesting way possible . An attractive report design will help your audience understand your key messages immediately, without having to delve into specific corporate figures . Keep reading for tips on how to do this.

How to create an engaging report presentation: 5 tips

Report presentations are usually time-limited, so focus on the essential information . The key is to communicate facts clearly and concisely .

Give your information visual interest. Microsoft PowerPoint offers numerous possibilities for enhancing the look of your presentation. Below we have compiled 5 tips for you on how to create an appealing report.

Tip 1: Prepare properly

Preparation lays the foundation for a successful report presentation. Think carefully about how you want to present specific facts and data. Know what you want to say and what your goals are – that’s key for a great report presentation layout. Each slide must have a specific purpose . Only include data that is essential to convey your message .

Give your slides variety but don’t overload them with information or graphics. Less is often more. Try out the unique features of PowerPoint and see which option best suits your presentation.

Focus on the most important key figures and avoid unnecessary details . A good report presentation should make your key statements understandable without your audience having to delve deeper into the company’s key figures.

For 11 helpful tips on preparing your presentations, check out our post, Preparing a PowerPoint Presentation .

Tip 2: Chose the right charts and diagrams

Charts and diagrams are the best way to visualize figures and data. Not only are they visually appealing, but they also summarize your statements in a way that is easy to understand .

PowerPoint offers a wide range of charts and diagrams . You can choose from pie charts, bar charts and area charts, as well as other customizable diagram options. We’ve summarized an overview of the best diagram styles and when to use them in our article, 10 Chart Types: Which One Is Right for My Data?

Some chart types are more suited to specific data . For example, a pie chart is a terrific way to show gender distribution in your company. Bar or column charts can be used to visualize sales, balance sheets and profits.

If you want to illustrate aspects that have happened over a longer period of time, area charts, line charts and of course timelines are ideal.

Feel free to combine several chart types . Let your creativity run free. You can also add icons to your diagrams. The possibilities are endless! Just keep it simple and don’t overload your slides. You can find professionally designed icons in our shop . Take a look at these:

Once you’ve found the right type of chart or diagram, it’s time to highlight the most vital information in it . This helps your audience understand your key messages and quickly identify the most important aspects of your report presentation. If you need to, you can further explain these aspects as you go along.

You’ll find professionally designed slide templates for various charts in our shop . For example, this template:

Tip 3: Reuse layouts

Certain topics often reappear in report presentations. A good example of this is quarterly figures or annual financial statements. With these kinds of topics, it makes sense to the invest time in creating an optimal layout that you can reuse .

If you want to compare quarterly figures or annual financial statements, using the same layout makes any differences clear and obvious to your audience.

You can find out how to create your own layouts and other tips & tricks here .

Tip 4: Other design elements

You can also use additional design elements to enhance your report presentation . There are unlimited, creative options to choose from. Think carefully about which elements will visually support your statements.

Try to include transparent images . These are more attractive than normal images and set visual accents when combined with text or graphics. Transparent images are also effective as customized backgrounds, like on title slides. We’ve put together more information on transparent images for you here .

Another design idea is icons . These small images help to break up blocks of text and reduce presentation content to a bare minimum. The simple messages behind icons are universally understood and save space on slides. More information can be found here .

Tip 5: Practice, practice, practice

Ideally, a report presentation should need little accompanying information – your slides should speak for themselves . But that doesn’t mean you don’t need to practice. Especially with diagrams, extra information can further support the infographics. Put particular focus on getting your key messages across.

Think about any questions that your audience may have. Even when your report presentation covers only key content, it’s still important to know and convey more in-depth background information on data, facts and figures in case of follow-up questions .

Of course, there’s so much more that goes into a convincing presentation. Here are some articles with helpful tips:

• 16 Ways to Kick-Start Your Presentation
• Body Language in PPT Presentations: 8 Tips & Tricks
• Rhetoric Skills: How to Speak and Present Effectively
• Presentation Hack: Always Focus on Your Audience’s Needs
• Because First Impressions Aren’t Everything: 20 Tips and Ideas to End Your Presentation in Style

You can find more helpful articles in our blog. ► To the blog

Create expert report presentations

Report presentations are a common part of day-to-day business. With their clear graphic elements, reports communicate unambiguous information that is essential for a company’s success.

No doubt your next report presentation is already in your business calendar. Take our tips to heart and try them in your next report.

Do you have questions about report presentations or general questions about PowerPoint? Feel free to contact us at [email protected] . We’re here to help!

Are you looking for professionally designed slide templates for your report presentation? Take a look around our shop. We have a wide variety of slide templates on numerous (business) topics. You’re sure to find the right slide set for your needs. For example, here’s one for your financial report:

You can find more templates here ► To the shop

These articles might also interest you:

• The Right Way to Use Pie Charts in PowerPoint
• PowerPoint Layout: Tips & Tricks Plus 6 Modern Ideas for Your Slide Layout!
• Make a PowerPoint Image Transparent: The Pro Guide
• Icons: An Amazing Way to Improve Your Content
• Preparing a PowerPoint Presentation: 11 Tips for Guaranteed Success!
• 10 Chart Types: Which One Is Right for My Data?

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How to Write a Report

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Some academic assignments ask for a ‘report’, rather than an essay, and students are often confused about what that really means.

Likewise, in business, confronted with a request for a ‘report’ to a senior manager, many people struggle to know what to write.

Confusion often arises about the writing style, what to include, the language to use, the length of the document and other factors.

This page aims to disentangle some of these elements, and provide you with some advice designed to help you to write a good report.

What is a Report?

In academia there is some overlap between reports and essays, and the two words are sometimes used interchangeably, but reports are more likely to be needed for business, scientific and technical subjects, and in the workplace.

Whereas an essay presents arguments and reasoning, a report concentrates on facts.

Essentially, a report is a short, sharp, concise document which is written for a particular purpose and audience. It generally sets outs and analyses a situation or problem, often making recommendations for future action. It is a factual paper, and needs to be clear and well-structured.

Requirements for the precise form and content of a report will vary between organisation and departments and in study between courses, from tutor to tutor, as well as between subjects, so it’s worth finding out if there are any specific guidelines before you start.

Reports may contain some or all of the following elements:

• A description of a sequence of events or a situation;
• Some interpretation of the significance of these events or situation, whether solely your own analysis or informed by the views of others, always carefully referenced of course (see our page on Academic Referencing for more information);
• An evaluation of the facts or the results of your research;
• Discussion of the likely outcomes of future courses of action;
• Your recommendations as to a course of action; and
• Conclusions.

Not all of these elements will be essential in every report.

If you’re writing a report in the workplace, check whether there are any standard guidelines or structure that you need to use.

For example, in the UK many government departments have outline structures for reports to ministers that must be followed exactly.

Sections and Numbering

A report is designed to lead people through the information in a structured way, but also to enable them to find the information that they want quickly and easily.

Reports usually, therefore, have numbered sections and subsections, and a clear and full contents page listing each heading. It follows that page numbering is important.

Modern word processors have features to add tables of contents (ToC) and page numbers as well as styled headings; you should take advantage of these as they update automatically as you edit your report, moving, adding or deleting sections.

Report Writing

Getting started: prior preparation and planning.

The structure of a report is very important to lead the reader through your thinking to a course of action and/or decision. It’s worth taking a bit of time to plan it out beforehand.

Step 1: Know your brief

You will usually receive a clear brief for a report, including what you are studying and for whom the report should be prepared.

First of all, consider your brief very carefully and make sure that you are clear who the report is for (if you're a student then not just your tutor, but who it is supposed to be written for), and why you are writing it, as well as what you want the reader to do at the end of reading: make a decision or agree a recommendation, perhaps.

Step 2: Keep your brief in mind at all times

During your planning and writing, make sure that you keep your brief in mind: who are you writing for, and why are you writing?

All your thinking needs to be focused on that, which may require you to be ruthless in your reading and thinking. Anything irrelevant should be discarded.

As you read and research, try to organise your work into sections by theme, a bit like writing a Literature Review .

Make sure that you keep track of your references, especially for academic work. Although referencing is perhaps less important in the workplace, it’s also important that you can substantiate any assertions that you make so it’s helpful to keep track of your sources of information.

The Structure of a Report

Like the precise content, requirements for structure vary, so do check what’s set out in any guidance.

However, as a rough guide, you should plan to include at the very least an executive summary, introduction, the main body of your report, and a section containing your conclusions and any recommendations.

Executive Summary

The executive summary or abstract , for a scientific report, is a brief summary of the contents. It’s worth writing this last, when you know the key points to draw out. It should be no more than half a page to a page in length.

Remember the executive summary is designed to give busy 'executives' a quick summary of the contents of the report.

Introduction

The introduction sets out what you plan to say and provides a brief summary of the problem under discussion. It should also touch briefly on your conclusions.

Report Main Body

The main body of the report should be carefully structured in a way that leads the reader through the issue.

You should split it into sections using numbered sub-headings relating to themes or areas for consideration. For each theme, you should aim to set out clearly and concisely the main issue under discussion and any areas of difficulty or disagreement. It may also include experimental results. All the information that you present should be related back to the brief and the precise subject under discussion.

If it’s not relevant, leave it out.

Conclusions and Recommendations

The conclusion sets out what inferences you draw from the information, including any experimental results. It may include recommendations, or these may be included in a separate section.

Recommendations suggest how you think the situation could be improved, and should be specific, achievable and measurable. If your recommendations have financial implications, you should set these out clearly, with estimated costs if possible.

A Word on Writing Style

When writing a report, your aim should be to be absolutely clear. Above all, it should be easy to read and understand, even to someone with little knowledge of the subject area.

You should therefore aim for crisp, precise text, using plain English, and shorter words rather than longer, with short sentences.

You should also avoid jargon. If you have to use specialist language, you should explain each word as you use it. If you find that you’ve had to explain more than about five words, you’re probably using too much jargon, and need to replace some of it with simpler words.

Consider your audience. If the report is designed to be written for a particular person, check whether you should be writing it to ‘you’ or perhaps in the third person to a job role: ‘The Chief Executive may like to consider…’, or ‘The minister is recommended to agree…’, for example.

A Final Warning

As with any academic assignment or formal piece of writing, your work will benefit from being read over again and edited ruthlessly for sense and style.

Pay particular attention to whether all the information that you have included is relevant. Also remember to check tenses, which person you have written in, grammar and spelling. It’s also worth one last check against any requirements on structure.

For an academic assignment, make sure that you have referenced fully and correctly. As always, check that you have not inadvertently or deliberately plagiarised or copied anything without acknowledging it.

Finally, ask yourself:

“Does my report fulfil its purpose?”

Only if the answer is a resounding ‘yes’ should you send it off to its intended recipient.

Continue to: How to Write a Business Case Planning an Essay

See also: Business Writing Tips Study Skills Writing a Dissertation or Thesis

Presentation vs Report Writing: What’s the Difference?

By: Author Shrot Katewa

I was sitting at my desk today while I stumbled upon a question by one of our patrons. It got me thinking if there was ever a difference between a Presentation and Report Writing? So, I did some research, and here’s what I found out!

The main difference between a Presentation and Report Writing is that a report is usually fairly extensive and gives a detailed account of the information on a particular topic. Whereas, a presentation is mostly a synopsis which highlights the key points that are important for the audience.

Since one of the key objectives of both – a presentation and a report is to give information to its intended audience, people often tend to confuse between the two. So, let’s understand the nuances in further detail.

Key Differences between Presentation and Report Writing

In order to make sure that we don’t end up creating an incorrect document the next we are tasked with an assignment, it is important for us to understand the differences between a presentation and report writing.

As I mentioned earlier, one of the purposes of both a presentation and a report is typically to provide insights or useful information about a certain topic.

However, the purpose of creating a presentation is to share information in a short period of time; usually not more than 15-20 minutes. Thus, it ends up being a synopsis of a topic rather than giving a detailed account on a particular topic.

Report Writing on the other hand goes into the intricacies involved within a particular topic.

For a research oriented report writing, the purpose of the report is often to capture the detailed account for the research conducted including (but not limited to) purpose of the research, methodology adopted for conducting research, observations and findings, discrepancies (if any), and the conclusion.

Writing a report often scientific approach and requires a technical understand of the subject.

2. Depth of Information

Another difference between a report and a presentation is the depth of information that is shared in the two types of documents.

As mentioned in the previous point, a report goes in great depth capturing the thought behind almost every single action taken by the researcher; thereby giving an in-depth understanding on the topic.

A presentation on the other hand picks up key pieces of information and aims to provide very specific details usually in the interest of the available time of the audience.

A typical example of a report would be a corporate annual report which explains the details of actions taken by the organisation and how it performed. This information is shared across multiple paragraphs usually accompanied by a table giving the performance details. Whereas, a presentation of the annual report only summarizes the key points on the performance of the company throughout the year.

3. Information Delivery

Another major difference between a presentation and report writing is the mode of information delivery.

Since a presentation is a piece of summarized information, it requires a person to share additional information while delivering the presentation. A presentation mostly contains visual cues along with a few points on each slide, which is accompanied with a talk given by an individual giving the presentation.

A presentation can be given in-person to a small group of people or even to a few hundred individuals in a large auditorium. Alternatively, a presentation can also be delivered online to several thousands of people across the globe using different softwares.

A report on the other hand doesn’t necessarily require to be presented. Since it contains detailed information, it can be independently read by people at their comfort.

Reading a report can take time as it is often spread across several hundreds of pages.

4. Method of Engaging the Audience

Yet another difference between a presentation and report writing is the manner in which it engages its audience.

A presentation depends upon the skill of the presenter to engage the audience. A person giving a presentation not only needs to make the presentation visually appealing, it also requires the presenter to entertain the audience by means of story-telling and humor (as deemed necessary) while delivering the presentation.

A report on the other hand depends on the capability of an individual to command a language to engage its readers. It needs the person writing a report to have a good grasp of the language in order to describe the information accurately and as briefly as possible while holding the interest of the audience.

In a research study done in order to compare the understanding capability of science students based information consumed in the two formats – Presentation versus Report format , it was observed that students understood the topic better when it was explained through a presentation rather than a report.

Perhaps, one can conclude that presentation is usually more engaging than a detailed report.

5. Skills Needed

Lastly, another difference between a presentation and report writing is the skills needed for each of the two activities.

Creating an effective presentation requires not only design skills, but also mastering the art of giving presentations! While the task of designing a presentation can often be outsourced, the knack of picking the correct topics to be covered in the presentation can’t be outsourced and is dependent on the presenter.

As a presenter, you don’t necessarily need to have great writing skills, but you surely need to know the art of story-telling, and leverage this for giving a presentation.

On the other hand, report writing requires creative (sometimes technical) writing skills. One also needs to be analytical.

How to Choose between a Presentation and a Report? Which is Better?

Choosing between creating a presentation or writing a report can be a difficult task for some. But, not being able to do so correctly can often lead to drastic (sometimes even embarrassing) circumstances.

Here are a few questions that you should ask yourself before starting creating a presentation or writing a report –

• How much time do I have with my audience? If you have only about 20 to 30 minutes with you audience to share the required information, it is perhaps better to give a presentation than to write a report. A report (unless written in less than 10 pages), will usually take more than this much time to be completely understood.
• Does your intended audience prefer to read or to hear/watch? People have their own preferences when it comes to consuming information. Some people like to read, while others prefer hearing or visual comprehension to gain knowledge. Be sure to ask them their preference, and make your decision accordingly.
• What are you good at – Presentation or Report Writing? If the above two questions are not important or if your audience doesn’t have a preference, a good way to start would be to focus on your strengths. Ask yourself – what are you more comfortable with? Is a creating and delivering a presentation? Or, is it writing a report? Make a decision based on your capability. A little introspection can definitely go a long way in helping you choose the right direction.

How to Create an Attractive Presentation?

If you end up deciding to go down the presentation route, then we’ve got you covered.

The main objective of this site is to help you create better presentations!

Thus, be sure to check out a few other posts on this website that provide little ninja tips on how you can make your presentations attractive in a few easy steps!

A good place to start would be by reading this post –

7 EASY tips that ALWAYS make your PPT presentation attractive (even for beginners)

Don’t hesitate to reach out to us if you have any specific questions. We would love to help you create better presentations!

Final Thoughts

As we understood in this article, even though delivering a presentation and report writing have a similar objective of sharing interesting information, they both have their differences.

Knowing what mode of information sharing to choose can often be critical. Thus, I hope this post has helped you understand some of the key differences between the two and how to choose whether to create a presentation or write a report.

Report Writing: Presentation of reports

• What's in this guide
• Report writing

Presentation of reports

• Steps in writing a report
• Types of reports / short reports
• Long reports
• Science reports
• Business reports
• Research Report
• Additional resources

You'll need to consider the presentation of the report, in particular:

• format and layout
• inclusion of graphics and visuals

Format your report according to the requirements of your course.

In particular take care to:

• Label figures and tables correctly
• Use a consistent style for headings and numbering
• Use correct and consistent referencing

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Report Writing

Apr 06, 2019

680 likes | 1.12k Views

Report Writing. Adapted from ‘Report Writing’, The Sydney Campus of Curtin University of Technology CRICOS Provider Code 02637B . What is a report?. A report is a structured written presentation directed to interested readers in response to some specific purpose, aim or request. .

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Presentation Transcript

Report Writing Adapted from ‘Report Writing’, The Sydney Campus of Curtin University of Technology CRICOS Provider Code 02637B

What is a report? • A report is a structured written presentation directed to interested readers in response to some specific purpose, aim or request.

There are many varieties of reports, but generally their function is to give an account of something, to answer a question, or to offer a solution to a problem.

Characteristics of an effective report An effective report is: • appropriate to its purpose and audience; • accurate; • logical; • clear and concise; and • well organised with clear section headings.

Report structure • One important advantage that a report has over other written communication is that it follows a standardised format. This enables readers to find and focus on specific pieces of information. Most reports are modeled on the following structure (modified where necessary).

Report structure continued • Transmittal document (not common) • Title page • Table of contents • Abstract/Executive Summary • Introduction • Discussion • Conclusions • Recommendations • Bibliography • Appendix

Procedure for report writing The following is a suggestion as to how you might proceed in compiling and presenting a report. There are three stages: • Planning – including brainstorming issues • Writing • Formatting, revising and proof-reading

Stage One: Planning Defining the purpose. Read the brief carefully • identify key words • make sure you know what's really being asked

Stage One: Planning continued 2. Defining the audience • determine your audience's level of understanding • determine what your audience needs to know

Stage One: Planning continued 3. Establishing parameters • determine the scope and level of detail required • determine the length of the report and what can be covered in that length

Stage One: Planning continued 4. Gathering information • make sure the information you gather is relevant, contemporary and factually correct • make sure that you transcribe facts and figures correctly

Stage Two: Writing Write the report in three stages: • Write the body • Write the abstract/executive summary • Write/compile the supplementary material

1. Writing the body There are four components of the body of the report: the introduction, the discussion, the conclusion and the recommendations. • Introduction The introduction leads into the main subject matter by giving the necessary background of the report, its aims, premises, scope, limitations, approach intended audience, possible benefits and any instructions that may be useful for the reader. If specialist terms are used in the report, define them clearly. It puts the discussion in perspective, explains why the report is necessary and gives background information on the subject matter.

1. Writing the body continued Discussion: The discussion is the main body of the report. Use headings and sub-headings. It describes, analyses, interprets and evaluates the procedures, data, findings, relationships, visual material, methodology and results in the report. This material should be presented in an order that leads logically towards the conclusions and recommendations.

1. Writing the body continued In writing the discussion section of the body, you should: • pitch at appropriate level • organise material logically • use clear, concise language • give concrete examples

1. Writing the body continued Conclusion Conclusions are drawn from evidence, analysis, interpretation and evaluation presented in the discussion. No new material should be introduced; the conclusions should follow logically from the Discussion. The Conclusions section should give: • Conclusions • Key points • Main findings

1. Writing the body continued Recommendation The Recommendation section (when used - not all reports give recommendations) should present your informed opinions, suggestions, possible actions to be taken, applications and recommendations arising from a rational consideration of the discussion and conclusions. • Be definite • Be perceptive • Be imaginative • Be rational

2. Abstract/executive summary Once the body of the report is written, write the abstract. The abstract (also known as the Executive Summary) is a concise summary presentation of the essential elements of the report, from the introduction through to and including the recommendations. It should be independent (can be read on its own), comprehensive (covers all the main points), clear and concise. As a general rule it should be short, only 10-15% of the length of the report, and should be written in full sentences and paragraphs. It should include a summary of the following: • Purpose • Scope • Achievements • Main points • Conclusions • Recommendations

3. Writing the supplementary material Transmittal document The transmittal document is not part of the report, but accompanies the report. In letter, memo, or minute form, it personalises the report for a specific reader and calls attention to those items or sections in the report which are of particular interest to that person.

3. Writing the supplementary material continued Title page identifies the report with the following information: • Title • Author's name, position and qualifications • Authority for report • Place of origin • Date

3. Writing the supplementary material continued Table of contents The table of contents shows the section titles and major headings listed in order of appearance and indicates page locations. Standard page numbering begins with the Introduction. The Abstract or Executive Summary is usually numbered with lower case Roman numerals (i, ii, iii, iv, etc.)

3. Writing the supplementary material continued Bibliography The bibliography lists all publications either cited or referred to in preparing the report. Use the Referencing System recommended by your Hospitality which is the Harvard System.

Stage Three: Formatting, revising and proof-reading Apply the following "report checklist" • Have I fulfilled the purpose of the report? • Is it written at a level appropriate to its audience? • Are its facts correct? • Is it comprehensive? • Is all the included information relevant? • Are the layout and presentation well thought out? • Is the style clear, concise and professional? • Does the abstract summarise? • Does the introduction adequately introduce the discussion? • Is the discussion organised logically? • Does the conclusions section interpret, analyse and evaluate? • Are the recommendations reasonable? • Does the table of contents correspond with the actual contents? Are page numbers correct? • Have I acknowledged all sources of information through correct referencing? • Have I checked spelling, grammar and punctuation? • Have I carefully proof-read the final draft

Writing a research report • A research report uses similar structure to that of any other report however the planning stages must involve research. • To assist in directing the research an action plan should be prepared

Action plan A description of what needs to be done, when and by whom to achieve the results called for by one or more objectives. It contains task assignments, schedules, resource allocations and ...

Action plan continued ....steps that must be taken, or activities that must be performed well, for a strategy to succeed. An action plan has three major elements: • (1) Specific tasks : what will be done and by whom. • (2) Time horizon: when will it be done. • (3) Resource allocation: what specific funds are available for specific activities. Also called action program.

report on research findings Determine the structure of your report You have spent a great deal of time conducting the research project. Although you might be tempted to rush through the process of completing your report, this might result in a less than satisfactory outcome that does not meet the needs of the project. You can have comprehensive, relevant and accurate research results but if you do not structure the report appropriately you will not be able to prove or disprove your research hypothesis.

The structure of your report You must create guidelines as to what information is needed and the desired layout or format of your report. You must make a decision as to how the information in the report is to be presented. The information must be ‘packaged’ as a report so that the purpose of conducting the research is met. For example if the research project was conducted to determine how a park was used, then the report needs to answer that question.

Reports need to be planned before detailed writing starts. This may involve deciding what the main headings will be, the sub-headings wanted and the key points to be included under each heading and sub-heading. The content should flow in a logical way, starting with the background to the research design, then reporting the main findings and ending with conclusions and recommendations

Drafting and editing Good layout and editing is important in both report writing and in making presentations. A starting point in doing this is to decide on the layout to be used, that is, the way material will be presented in terms of headings, sub-headings, use of dot points, footnotes and so on.

You should ensure that the report you provide is professional. This means reports must be free of typographical, grammatical and spelling errors. To achieve this it may be necessary to employ the services of a proof reader and editor. This person’s role is to eliminate these types of errors. Also they are expected to recommend changes that will eliminate ambiguity in the text to ensure that nothing is misunderstood or misinterpreted.

Ensuring accuracy of the report • Another requirement of presenting and writing a professional report is ensuring that your report is accurate. Any references to information or sources of information need to be checked by you. This will be much easier if you have kept a careful record of information you have used and where it has come from when you (or someone else) comes to check the sources.

An important note about accuracy: -make sure that you correctly attribute an author. To claim words or an idea from someone else is not only inaccurate, it is unethical and falls far short of the professional standards you must follow in your report. You cannot claim the words and ideas of other writers and researchers as your own. You can usually use the words of others as long as you acknowledge the source.

Reporting on the findings You may have to make various decisions about how text and tables will be presented. This may involve decisions as to what will be included and what will be dropped as superfluous or redundant. What you should include in the report is all the information needed to make well-informed decisions in relation to the research hypothesis. The text should be cross-referenced to tables, charts and graphs so that the reader can read them in conjunction with one another.

Readers should be able to link recommendations with the facts found in the text. They should never be left wondering why a particular recommendation has been made. In some cases it may be advisable to support the argument given in the text with other sources. For example:

For example: • appendices—documents, reports, tables, etc, found at the end of a report • footnotes and endnotes—added comments providing further information to readers wanting more information • bibliographies—books and articles relevant to a fuller understanding of the subject matter.

Your report needs to clearly link recommendations with facts

The structure of the report Ashort report may consist only of: • purpose • introduction • discussion • conclusion • recommendations.

longer reports may contain: • front matter such as cover page, table of contents, list of tables, graphs and figures • definitions and terminology • scope • method and technique used • statement of the issue • findings • end matter such as bibliography, appendices, index.

In some cases... a reader may want to be led through all the facts before reading a discussion, conclusions and then recommendations. If a reader is an expert in a field they may only want to see the recommendations and do not need convincing. Here are two different orders and an explanation of why they were chosen.

Indirect order • introduction • findings • discussion and analysis • conclusion • recommendations

In the indirect order You save the conclusion and recommendations until last because the receiver: • might resist your conclusions because they either contain bad news or are contrary to the receiver’s opinion • will not understand your conclusions until he or she reads the rest of the report.

Direct order arrangement Choice 1 Choice 2 recommendations introduction findings discussion and analysis conclusion • introduction • recommendations • conclusions • findings • discussion and analysis

In these structures you present your recommendations early in the report Reasons for this may be: • that the report contains good news for the receiver and you want to focus the reader’s attention

the receiver has enough background to understand the recommendations without having to necessarily read the rest of the report • the report may be easier to read because the recommendations provide a framework around which to interpret the detailed information in the body.

How to present numerical Information for your research. You have gone to a lot of trouble to collect information in your research project. How do you present this information if it is numerical? To answer this question you need to understand different presentation methods and how they can be used. We will look at the two most common methods for presenting numerical information: the pie chart and the histogram.

There are many other different ways in which you can present numerical information. Have a look in Additional resources in this learning topic for more information.

Pie chart This is used when you want to show what proportion of the total a particular result forms part of.

Histogram A histogram is a representation of the results in a graphical form. You have probably seen many histograms. Histograms show the distribution of results.

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Report Writing.

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Vacancy: Programme Quality Assurance Consultant, SARVE III - Abuja

ActionAid is an anti-poverty agency that prioritises work with people living in poverty and exclusion; promoting values and commitment in civil society, institutions and Governments with the aim of achieving structural changes in order to eradicate injustices and poverty in the world. ActionAid Nigeria is an affiliate of ActionAid International, an International Non-Governmental organisation registered in The Netherlands with its headquarters in Johannesburg, South Africa. ActionAid International works in more than 40 countries in Africa, Asia, Europe and the Americas.

ActionAid Nigeria is inviting applications from qualified candidates to fill the position of  Programme Quality Assurance Consultant, SARVE III  within the organisation.

Programme Quality Assurance Consultant, SARVE III - Abuja   

The Programme Quality Assurance consultant will provide program quality support to SARVE III and additional grant for the scale-up of Preventing and Countering Violent Extremism in Kano, Kaduna, Katsina and Sokoto states to facilitate reflection, learning and quality project implementation. The scale - up is under round III of the “System and Structure Strengthening Approach against Radicalization to Violent Extremism (SARVE) Project. The consultant will also support Programme team of the project sub-recipients, partners and ensure the strategic implementation and coordination of PCVE activities. 

Person Specifications

Education/Qualifications

• First degree in Social Sciences or Arts/humanities is essential.
• Membership of relevant professional bodies is desirable.
• At least 5 years work experience, 3 of which should have been spent in the development sector is essential.
• Experience in programme development and quality assurance work  is essential.
• Proven experience of project management and knowledge of tools and packages that can support successful project management for large complex projects  is essential.
• Proven ability to draw out programme learning and evidence to inform bid development, research, policy, communications, and campaigns is essential.
• Knowledge of key trends in policies and assurance practices of donors that have implications for ActionAid Nigeria to sustain income and programme quality  is essential.

Skill/Abilities

• Excellent conceptual, analytical, documentation and presentation skills.
• Excellent skills in facilitation and capacity building for inter-linkages between staff, donors, partners & stakeholders
• Excellent management & leadership skills 
• Excellent verbal and written communication skills, including report writing.
• Ability to think strategically.
• Strong analytical/problem solving skills.
• Excellent planning and prioritization skills 

All interested candidates should send their Cover letter and Curriculum Vitae in single MSWord attachment to  [email protected] . 

Subject line of emails must  state clearly, job title of position applied for and location e.g.,  Programme Quality Assurance Consultant, - Abuja

ActionAid offers competitive terms of employment. Applications from young people, women, persons with disability and candidates from the Northeast and Northwest are particularly encouraged.  

Closing date for receipt of applications is 2nd June 2024 . While we respect all applicants, interview dates will be communicated only to shortlisted candidates.

ActionAid is committed to preventing any form of sexual harassment, exploitation and abuse (including child abuse and adult at-risk abuse) in line with our Child Safeguarding policy, Protection from Sexual Exploitation and Abuse; and Sexual Harassment, Exploitation and Abuse at Work Policy and Overarching SHEA and Safeguarding Policy; as well as our zero-tolerance approach to Safeguarding concerns.

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