REPORT ORGANIZATION AND

PRESENTATION
GROUP MEMBERS:
Hania Tahir
Faiza Younis
Mehwish Riza
Huda Maryam Satti
Report
REPORT
Introduction
A report is a systematic, well organized
document which defines and analyses a subject
or problem.
A report should always be
Accurate
Concise
Clearly written
Well structured.

TYPES OF REPORT
ORAL REPORT
It is simple and easy to present, because there is no problem of writing.
WRITTEN REPORT
Written report is given in a black and white. Such report can be acted as
evidence for any incident and can be used as future reference.
FORMAL REPORT
A report which is prepared in a prescribed form and presented to a concerned
authority according to established procedure is known as formal report
Statutory Report: E.g. Report of directors to shareholders, Auditors Report,
Annual Report
Non-Statutory Report: E.g. Manager's Report etc
INFORMAL REPORT
An informal report is usually in the form of a person to person communication.
It does not follow the rules and procedure prescribed by an organization


INFORMATIVE REPORT
Informative report presents the facts, events or issues related to particular situation. It
does not make analysis, explanation, conclusion or recommendation. e.g. financial
statement, work record for employees and workers, list for assets etc.
INTERPRETATIVE REPORT
If the report contains both presentation of facts or data or event as well as analysis and
explanation of data is known to be interpretative report.
ANALYTICAL REPORT
Such report includes presentation of facts as well as analysis, explanation, conclusion
and recommendations. Reports of scientific research, feasibility reports are the best
examples of analytical report.
PERIODIC REPORT
A report prepared and issued at regular intervals for routine activities of the business is
known as periodic report. . For example: Performance report, Inspection report,
Inventory report, Annual confidential report etc.
SPECIAL REPORT
Special report is a report which is related to a single occasion or situation. It is also
called one-time-only report. e.g. Report on proposal of a new branch, Report regarding
problems among staff etc.
FINANCIAL REPORT
A report containing financial information is known as a financial report. Usually it
comprises of income statement and balance sheet.
PERFORMANCE REPORT
This type of reports is submitted to higher authority stating evaluation of workers,
employees or learners
TECHNICAL REPORT
Technical report is report which provides information relating to specialized or
technical subject. For example: Weather report, Laboratory report, Quality report etc.
are the example of Technical report

GEOLOGICAL REPORT
A report that supplies information not only on a particular subject but also on
many subjects generally is known as geological report. It provides information
relating to overall conditions of the organization.

INTERNAL REPORT
Such report moves within the organization. They are prepared to help business
operation as well as administration. It is also known as administrative reports.

EXTERNAL REPORT:
Such report is prepared for distribution information among the outsiders who are
interested and related to the company

SHORT REPORT:
The report that contains topics of medium or moderate length and having no
special need for formal presentation are called short report
LONG REPORT
When there is major investigation of large and complicated matters, long report
is prepared for high level administration.
VERTICAL REPORT
Report that moves upward and downward in an organizations known to be
vertical report. They help management for control. Most of the time. such
report is prepared for top level management.
LATERAL REPORT
Such report travels between the same units of an organization. It helps
coordination among the various departments of the same organization.
Structure of Report
Structure of Report
TITLE PAGE
ACKNOWLEDGMENT:
TERMS OF REFERENCE
TABLE OF CONTENTS
SUMMARY (ABSTRACT)
INTRODUCTION
METHODOLOGY
RESULTS
DISCUSSION
CONCLUSION
APPENDICES
REFERENCES AND BIBLIOGRAPHY:
GLOSSARY

Structure of Report
Start with broad
knowledge base
Narrow to focus
of report
Broaden again,
relate back to beginning
Abstract
Intro
Results

Discussion
Conclusions
WRITTING THE REPORT: ESSENTIAL
STAGES
STAGE ONE: UNDERSTANDING THE REPORT BRIEF
STAGE TWO: GATHERING AND SELECTING
INFORMATION.
STAGE THREE: ORGANIZING YOUR MATERIAL.
STAGE FOUR: ANALYZING YOUR MATERIAL.
STAGE FIVE: DRAFT THE REPORT.
STAGE SIX: EDIT AND PROOF READ.
STAGE SEVEN: PRESENTATION

PRESENTATION
PRESENTATION
DEFINITION:
Whenever you are asked to appear in front of one or more
people for the purpose of explaining, educating, convincing,
or otherwise conveying information to them, you have a
presentation.

PURPOSEOF PRESENTATION:
The central purpose of any presentation, written, oral or
visual, is communication.

TYPES OF PRESENTATION
INSTRUCTIONAL:
PURPOSE : To give specific directions or orders.
Your presentation will probably be a bit longer, because it has to cover your topic
thoroughly. In an instructional presentation, your listeners should come away with new
knowledge or a new skill.

AROUSING:
PURPOSE : to make people think about a certain problem or situation.
You want to arouse the audience's emotions and intellect so that they will be
receptive to your point of view. Use vivid language in an arousing presentation --
project sincerity and enthusiasm.

PERSUASIVE:
PURPOSE : to convince your listeners to accept your proposal.
A convincing, persuasive presentation offers a solution to a controversy, dispute,
or problem. To succeed with a persuasive presentation, you must present
sufficient logic, evidence, and emotion to sway the audience to your viewpoint.


DECISION-MAKING:
PURPOSE : to move your audience to take your suggested action.
A decision-making presentation presents ideas, suggestions, and arguments
strongly enough to persuade an audience to carry out your requests. In a
decision-making presentation, you must tell the audience what to do and
how to do it. You should also let them know what will happen if the don't
do what you ask.


STRUCTURE OF PRESENTATION
STRUCTURE OF PRESENTATION
INTRODUCTION:
An introduction is like a road map that tells your audience the direction your
presentation will take.
State your topic and tell the audience what your presentation will cover.
Outline the main points.
BODY:
The body of your presentation is where you develop the main points and present
examples and evidence.
CONCLUSION:
The conclusion is usually a summary of the main points made in the body of the
talk.
Restate the main points.
Re-answer the question.



PREPARING AN EFFECTIVE
PRESENTATION: STEPS
1. KNOW YOUR SUBJECT MATTER
2. KNOW YOUR AUDIENCE
3. KNOW YOURSELF (AND YOUR LIMITS)
4. DEVELOP A THEME
5. PREPARE YOUR SCRIPT
6. SELECT THE PROPER VISUAL AIDS
7. REHEARSEREHEARSEREHEARSE
8. PRESENTATION DAY
9. FOLLOW UP