The structure of reports
- 1. Jan-20 1Gauge CapabilityThe Structure of Reports
- 2. Jan-20 2Gauge Capability Report structure 1. Title and front pages 2. Table of contents 3. Glossary and acronyms 4. Executive summary 5. Introduction 6. Methodology 7. Results 8. Analysis 9. Discussion 10.Conclusions and Recommendations 11.Acknowledgements 12.References 13.Appendices
- 3. Jan-20 3Gauge Capability Report Front matter Title page Table of contents Definitions Acronyms Body Introduction Methodology Results Analysis Discussion Conclusions Recommendations Back matter References Appendices
- 4. Jan-20 4Gauge Capability Title and front pages • Include the following in the title and front pages • Title of the report • Client / organisation who the report is for • Date of the report • Version of the report • Author(s) of the report • Contact details for the authors • Copyright and liability notices • Document version control record (below)
- 5. Jan-20 5Gauge Capability Executive summary Should be short, 1 - 2 pages and include: • Purpose of the report and key questions and issues addressed. • Who the report is for, who wrote the report and who generated the data for the report. • The methodology followed in compiling the report. • Key findings from the analysis. • Interpretation and discussion of the key findings • Conclusions of the report to key questions and issues identified in the brief (purpose of the report) based on findings. • Recommendations based on findings, further work to address new issues identified (if applicable)
- 6. Jan-20 6Gauge Capability Introduction Should be short (1 – 2 pages) and include: • Purpose of report - refer to the original terms of reference or brief. • Who the report is for and how it will be used. • Who developed the report. • What information the report is based on and how this was sourced. • An introduction to the report and how it is laid out as a ‘roadmap’ for the reader. • A brief introduction to each part, or chapter, of the report may also be provided. This enables the reader to quick select the parts of the report they wish to read.
- 7. Jan-20 7Gauge Capability Methodology • The methodology describes how the information for the report was sourced and analysed. • Methodologies (and reasons for their selection) taken to select, gather and analyse data should be provided. • It should draw on relevant theoretical framework, standards or protocols. • Ensure pertinent information (information that may affected data) such as dates, personnel, instrumentation etc) is gathered. • Be explicit and detailed so processes can be replicated. • For instance: If personnel are interviewed, provide the survey and interviewee contact details and dates. • Methodologies in short reports may be included in the Introduction.
- 8. Jan-20 8Gauge Capability Results • Present the data without analysis or interpretation. • If the data is too extensive include a summary and locate the detail in an appendix. • Present the data in a range of ways, for instance as tables and as graphs. • Include both detail and the big picture so reader has a view that is comprehensive and balanced. • Where appropriate, standardise data or use tables so data can be compared more easily. • Provide a narrative explaining the results. • Explain anomalies or issues with data in clear notes ‘Rainfall from 12:00 to 13:30 interrupted observations, so no data was collected’.
- 9. Jan-20 9Gauge Capability Use figures: www.tableau.com
- 10. Jan-20 10Gauge Capability Use diagrams: Flourish.studio
- 11. Jan-20 11Gauge Capability Use the right graphs: Visual vocabulary How do you know which graph to use? https://raw.githubusercontent.com/ft-interactive/chart-doctor/master/visual-vocabulary/poster.png
- 12. Jan-20 12Gauge Capability Analysis and representation • Describe how analysis has been carried out and show the results in tables, descriptions and figures.. • Indicate the significance (statistical or other) or the results. • Indicate levels of parameters (see figure below. https://www.comptia.org/content/research/it-industry-trends-analysis How do you reflect uncertainty?
- 13. Jan-20 13Gauge Capability Discussion • Compare and contrast your findings with what other people have found. • Do your results confirm or contrast with their results. Why might this be? • Use previous studies to provide evidence to help explain your findings. http://www.sussex.ac.uk/skillshub/?id=372
- 14. Jan-20 14Gauge Capability Conclusions & Recommendations • Confirm the purpose and methodology of the report • Outline key findings of the report • Draw conclusions based on the findings. Qualify these where necessary. • Make recommendations based on conclusions. Include recommendations for further studies and reports, if these are necessary.
- 15. Jan-20 15Gauge Capability Acknowledgements • List all support you have received. • For instance, acknowledge funding support. Also acknowledge expert advice, reviews and editing by other people.
- 16. Jan-20 16Gauge Capability References • List all references in APA, Harvard or recognised format. • Google Scholar can generate these for you:
- 17. Jan-20 17Gauge Capability For more information and to access the full online course on Effective Reports go to www.gaugecapability.co.za