Q. Enumerate and explain the steps in planning a report. OR Write anote on the preparation before writing a report.
Ans: PREPARATION BEFORE WRITING REPORT:Following steps are taken before writing a report.
1) DETERMINING THE PROBLEM AND PURPOSE:
Analyzing the problem and knowing the purpose of the report determine the scope and
limitations of investigation and the length, contents and style of the report.
2) VISUALISING THE READER:
The reader’s view-point, experience, qualification, knowledge, responsibility and status are
important factors in planning the language and the organization of the report and the details
to be included.
3) DETERMINING THE IDEAS TO BE INCLUDED:
For writing a short report only general ideas and main points may be presented, but for a long
report detailed working plan containing the relevant factors along with their divisions and
sub-division is desirable.
4) COLLECTING NEEDED MATERIAL:
For some reports all the data may be in the writer’s mind, for others extensive primary and /
or secondary research may be needed for collecting the required data.
Primary Research for collecting data involves uses of:
a. Company records
b. Letters, diaries, minutes, reports, etc.
c. Questionnaires
d. Interviews
e. Observations, and experiments
Secondary Research is conducted through published material – books, magazines, news
paper, pamphlets, government documents, etc.
5) SORTING AND INTERPRETING DATA:
The collected data in raw form is of on use. The data should be tabulated and organized in
suitable columns and under appropriate headings and sub-headings. The tabulated data
should be analyzed in a manner free from personal basis. The use of computer is also helpful.
6) ORGANIZING DATA AND PERFORMING OUTLINE:
The analyzed and interpreted data should be properly organized. This organization should be
accomplished in the form of a final outline.
Plans for Organizing Report Body
The body of the report may be organized in two ways.
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