Module 2

Sessions 10 & 11
Report Writing

Data management cycle

Design
questionnaire

Conception

Design
survey

Reporting of results
We are now
finishing off
the data
analysis and
are ready to
write it up.

Data
analysis

Enumerators collect
data in the field

Manual checking,
editing etc.

Data entered
onto computer

Computer data management

Session objectives
At the end of these sessions, participants will have:

Acquired report writing skills

Be able to differentiate between different types of
reports
Be able to list the characteristics of a good report
and the steps to be followed to write a good report
Appreciate the different report structures and agree
on a standard structure
Consolidated their data interpretation skills
3

Presentation Outline
Introduction
Definition
Types

of Reports
Steps to Follow for a Good and Effective
Report
Structure of a Report
Conclusion
Practical Exercise
4

Introduction
This

presentation is intended to equip you

with the basic skills of communicating
information to others without necessarily the
need for meetings.

Effective

reports give a professional image

and get others to take your work seriously
5

Definition
A report is a prepared account of what
happened, about a particular event,
presented in formal and organized format
backed with statistical evidence.
It may be a single report or a series of them.

Types of Reports
Academic

Report:

Academic reports are usually detailed and

in most cases targeting academicians.
They are of high content and the producer
and the reader are at the same level or a
little different.

Types of Reports continued

Professional Report:

Professional reports are for informing and

persuading people as well as initiating change
They may be detailed depending on the targeted
audience/taste of the sponsor.
In most cases they have a mixed audience of those
who may understand the in-depth of the subject
content and non technical people like the decisionmakers.
8

Good Report
The following comments have been made
by senior managers
about what they look for in a good report.
Assess the comments and evaluate them

Good Report Continued

A

report must meet the needs of the

readers and answer the questions in their
minds
A report must be at the right level for the
readers. Some readers have an in-depth
knowledge of the subject while others
may be decision-makers without
specialized, technical knowledge
10

Good Report Continued

A

report must have a clear, logical

structure-with clear signposting to show
where the ideas are leading

report must give a good first

impression.
Presentation is very important

11

Good Report continued..

A

report must not make assumptions about

the readers understanding.
All writers need to

apply the so what test

explain why something is a good idea

Reports

must be written in good English

using short sentences with correct grammar and

spelling

Reports

should have a time reference

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Activity 2 review of data analysis

Work in groups of 3 or 4
In Session 6 you used Epi Info to analyse the data

And copy retults to a Word file

Choose a subject area for your report

Review these analyses and add further tables and
graphs if needed

Do not do too many concentrate on quality not quantity

For example 2 tables and two graphs may be sufficient

13

Steps to Follow for a Good and

Effective Report
1.
2.
3.

4.
5.

Define your aim

Collect your ideas
Select the material and decide how to
show the significance of your facts
Structure your ideas
Start on report writing

14

Example of structured ideas on Health

4.1

Introduction

24

4.2

Household Health Status

24

4.3

Availability and Access to Health Services

27

4.4

Health Services Utilization

29

4.4.1
4.4.2

4.5
4.5.1
4.5.2

Under Five Immunization

Birth-related Services

Quality of Government Health Services

Payment for Services
Service Improvement

30
32

33
33
35
15

General Structure of the Report

Title
Introduction
Main

Body
Conclusion and Recommendations
Appendices

16

Report Editing
A checklist to use while editing a report
looks at 7 areas.

1. The purpose
Have you clarified your purpose?
Have you identified your readers' needs and
characteristics?

17

Report Editing continued

2. Information
Have you included the main points?
Are these points supported by evidence?
Is the information relevant to the purpose?

18

Report Editing continued

3. Accuracy
Are there spelling mistakes?
Do the figures add up?
Are the references correct, in the text and at the
end?
Are all sources of information listed in the
References section?
Are abbreviations consistent?

19

Report Editing continued

4. Images

Are images clear?

5.Format
Is the report easy to follow?
Are headings and numbering clear?
Are the arguments followed through?
Is it logical/easy to follow?
Is the font and style consistent for the different
levels, body, tables and graphics?

20

Report Editing continued

6. Language
Is it clear, direct, easy to read?
Will the readers understand it?
Will its tone help you achieve the purpose?
Can unnecessary words/phrases be deleted?
Is the grammar/punctuation correct?
Is there any repetition?

21

Report Editing Continued

7. Presentation

Is the layout appealing?

Does it highlight important points?

22

Activity 4: Writing the report

Work

in groups again
Divide the sections in the report between
group members
Write your section(s) of the report
Combine these sections to form your
(group) report

23

Activity 5 the handout on report writing

Read

the handout on report writing

In particular read:

Page 2 what makes a good report

Pages 11 and 12 editing checklist

24

Activity 6: Presentations and discussion

Each group presents their (Word) report

Groups (or individuals) make notes of each

presentation

Using the handout as a reference

They comment on good points

It may be printed
Or projected

And points that can be improved

In each case relating the point made to a

recommendation in the handout.
25