Research Methodology: Report Writing

Research Methodology: Report Writing

by

Introduction to Report Writing

  • Definition of a Report: A report is a systematic and well-organized presentation of facts and findings about an event or study.
  • Purpose of Report: It explains something observed, heard, done, or investigated, often after an in-depth study.

Types and Steps Involved in Writing a Report

  • Purpose of Reports: Used as a form of written assessment to present findings, conclusions, and discoveries from research.
  • Characteristics of a Good Report:
    • Written in a simple yet scholarly style.
    • Language should be formal, not like media publications.
  • Functions of a Good Research Report:
    1. Provides information on research findings (methods, data analysis, conclusions) in a systematic and scientific way.
    2. Elicits crucial facts for decision-making.
    3. Proves the worth and legitimacy of the research.
    4. Provides tools for judging the quality and talent of the researcher.
    5. Communicates research findings professionally.
    6. Maintains the credibility of the research.
    7. Develops appreciation of standards, consolidates arguments, and identifies knowledge gaps.
  • Types of Reports:
    1. Technical Report: Focuses on methods, assumptions, and detailed findings, including limitations and supporting data (e.g., project reports for hotel conceptualization).
    2. Formal or Informal Reports:
      • Formal Report: Structured, clear objectives, organized, and detailed.
      • Informal Report: Direct, short, and uses casual language (e.g., inter-office communication).
    3. Popular Report: Emphasizes simplicity and attractiveness, with clear writing, minimal technical details, and liberal use of charts and diagrams.
    4. Informational or Analytical Reports:
      • Informational Reports: Carry objective information (e.g., annual reports, financial reports).
      • Analytical Reports: Attempt to solve problems (e.g., scientific research, feasibility reports).
    5. Proposal Report: Describes how one organization can meet the needs of another, often in response to a Request for Proposal (RFP).
    6. Vertical or Lateral Reports:
      • Vertical Reports: Move up or down organizational hierarchies, aiding management control.
      • Lateral Reports: Assist in coordination between units at the same organizational level.
    7. Internal or External Reports:
      • Internal Reports: Circulated within the organization (e.g., morning meeting reports).
      • External Reports: Prepared for distribution outside the organization (e.g., annual reports).
    8. Periodic Reports: Generated at scheduled intervals to guide management control, usually pre-printed and system-generated.
    9. Functional Reports: Include accounting, marketing, and financial reports, categorized by their ultimate use.
      • Preprinted Form: Short, routine reports with mostly numerical information.
      • Letter: Shorter reports aimed at external audiences, with headings, footnotes, tables, and figures.
      • Memo: Short, informal reports within an organization, using a memo format.
      • Manuscript: Formal reports ranging from a few pages to several hundred pages, requiring more elements as length increases.

Layout of the Research Report

  • Traditional Report Format:
    1. Title Page: Includes the title of the research project, researcher’s name, purpose of the research, and date of publication.
    2. Table of Contents: Lists the contents of the report with page numbers.
    3. Acknowledgements: Acknowledges institutions, faculty, research participants, etc.
    4. Introduction: Introduces the research, setting out aims, objectives, and rationale.
    5. Chapter I: Theoretical Framework and Review of Related Literature: Covers background research and sources of information.
    6. Chapter II: Research Design: Describes methods used for data collection, sample selection, and analysis.
    7. Chapter III: Data Analysis and Interpretation: Presents data through tables, charts, graphs, and narrative prose.
    8. Chapter IV: Summary and Conclusion: Summarizes findings and draws conclusions.
    9. Suggestions/Recommendations for Further Research: Highlights unanswered questions and new research scopes.
    10. References/Bibliography: Lists works cited in the text and relevant sources.
    11. Appendices: Includes questionnaires, interview schedules, and other relevant material.
    12. List of Tables: Lists all tables with titles and page numbers.
    13. Details about Respondents: Provides demographic, economic, and geographical details.
    14. List of Figures: Lists all graphs, pie charts, etc., with titles and page numbers.

Mechanics of Writing a Research Report

  • Report Writing Titles:
    • Theoretical Framework and Review of Literature: Covers background research and sources, ensuring proper referencing to avoid plagiarism.
    • Research Design: Describes methods for data collection, sample selection, and analysis.
    • Data Analysis and Interpretation: Presents data in a structured manner, using tables, charts, and narrative prose.
    • Summary and Conclusion: Summarizes findings and draws conclusions.
    • Recommendations: Provides clear recommendations based on research findings.
    • Suggestions for Further Research: Highlights unanswered questions and new research scopes.
    • List of References/Bibliography: Lists works cited in the text and relevant sources.
    • Appendices: Includes questionnaires, interview schedules, and other relevant material.
  • Editing of Reports:
    1. Substantive Editing: Evaluates the complete document, focusing on structure, organization, coherence, and logical consistency.
    2. Copy Editing: Corrects grammar, style, repetition, word usage, and jargon.
    3. Proofreading: Corrects minor errors in grammar, style, capitalization, punctuation, spelling, and word usage.
    4. Formatting: Ensures the document complies with required formats.
    5. References/Literature Cited: Ensures citations in the text match those in the reference list.
    6. Other Documents: May include reworking tables, figures, and legends for clarity.
    7. Review: Provides a diagnosis of the manuscript, highlighting areas for improvement.
  • Typing and Binding of Research Project Report:
    1. Paper: Bond paper, 8.5 x 11 inches.
    2. Margins: Left – 1.5 inches, Top – 1 inch, Bottom – 1 inch, Right – 1 inch.
    3. Font: Times New Roman, size 12.
    4. Spacing: Double.
    5. Binding: Black or blue soft Rexene with gold or silver embossing on the cover, including the research title, student name, institute name, and year of submission.

Challenges of Good Writing

  1. Choosing the Right Topic: Selecting a topic that is interesting, doable, and has sufficient resources is crucial.
  2. Choosing the Right Methodology: Selecting appropriate methods based on the research questions (qualitative or quantitative).
  3. Developing a Research Team: Building a team that can provide critical feedback and support.
  4. Selecting Respondents: Choosing respondents who are relevant to the study and can provide genuine data.
  5. Reaching Out to Establishments: Gaining support from organizations without soliciting controversial or confidential information.
  6. Self-Motivation: Maintaining motivation throughout the research process, especially when facing delays or challenges.
  7. Data Assimilation and Analysis: Ensuring data is presented in a way that adds to the body of knowledge, using appropriate tools and avoiding bias.

Summary

  • Reports are essential for presenting research findings in a structured and formal manner.
  • Good report writing is crucial for researchers to communicate their findings effectively to both experts and non-experts.

Glossary

  • Appendices: Includes questionnaires, interview schedules, and other relevant material.
  • Data Analysis and Interpretation: Presents data through tables, charts, graphs, and narrative prose.
  • Formal or Informal Reports: Formal reports are structured and detailed, while informal reports are short and casual.
  • Functional Reports: Include accounting, marketing, and financial reports.
  • Informational or Analytical Reports: Informational reports carry objective information, while analytical reports attempt to solve problems.
  • Internal or External Reports: Internal reports are circulated within the organization, while external reports are prepared for outside distribution.
  • Manuscript: Formal reports ranging from a few pages to several hundred pages.
  • Memo: Short, informal reports within an organization.
  • Periodic Reports: Generated at scheduled intervals for management control.
  • Popular Report: Emphasizes simplicity and attractiveness.
  • Proposal Report: Describes how one organization can meet the needs of another.
  • Recommendations: Provides clear recommendations based on research findings.
  • Research Design: Describes methods for data collection and analysis.
  • Suggestion for Further Research: Highlights unanswered questions and new research scopes.
  • Summary and Conclusion: Summarizes findings and draws conclusions.
  • Technical Report: Focuses on methods, assumptions, and detailed findings.
  • Theoretical Framework and Review of Literature: Covers background research and sources.
  • Vertical or Lateral Reports: Vertical reports move up or down hierarchies, while lateral reports assist in coordination.

Leave a Comment