STEPS FOR REPORT WRITING

INTRODUCTION

The final and a very important step in a research study are to write its report. The research report is a means for communicating our research experiences to others and adding them to the fund of knowledge.  After collecting and analyzing the data, the researcher has to accomplish the task of drawing inference followed by report writing. This has to be done very carefully, otherwise misleading conclusions may be drawn and the whole purpose of doing research may get vitiated.

MEANING OF RESEARCH REPORT

            A research report is a formal statement of the research process and its results. It narrates the problem studied, methods used for studying it and the findings and conclusions of the study. The purpose of a research report is to communicate to interested persons the methodology and the results of the study in such a manner as to enable them to understand the research process and to determine the validity of the conclusions.

PURPOSE OF REPORT WRITING

            The aim of a survey is to achieve knowledge about a problem persons other than the investigator are curious to know the results of a survey without having any contact with its process. Therefore, is necessary to prepare a report of the process and findings of a survey.

Expansion of knowledge: Each survey adds to our knowledge. Therefore, it is necessary to communicate its conclusions. If the conclusions are not published, the money, time and labour spent on the survey will not be used. Therefore, report of survey is a must. By reading it other investigators may use it for their own purpose. Sometimes a report serves as a guide book to a new investigator.

Presenting the conclusions for information: A survey report fulfills several aims. In order to inform persons about its conclusions the survey must be reported.

Verification of validity: Reporting helps in verification of the validity of the conclusions of a survey. When the study is reported in a proper form, it clears out that the survey is free from self contradictions in irregularities. As the public comes to know the conclusions of a survey through its report, it may be applied in actual life and in due course the validity of its conclusions will be verified. If some adverse report is available from the public the conclusions may be verified again, or fresh programmes of research may be taken up.

NEED OF RESEARCH REPORT

1.      To report the research in full.

2.      To subject its results to criticism and verification.

3.      To make the research work communicable to the general public for the practical use.

4.      To encourage other persons to take up some problem for further investigation.

5.      To suggest some new problems for further studies as the research report reviews the related studies and discusses the result of the study.

6.      To give shape and form to the investigation and solidify it.

7.      To provide a clear picture of research method, sample and techniques used in conducting the research work.

8.      To popularize the new contributions in the discipline.

DIFFERENT STEPS IN WRITING REPORT

Research reports are the product of slow, painstaking, accurate inductive work. The usual steps involved in writing report are: (a) logical analysis of the subject-matter; (b) preparation of the final outline; (c) preparation of the rough draft; (d) rewriting and polishing; (e) preparation of the final bibliography; (f) writing the final draft. Though all these steps are self explanatory, yet a brief mention of each one of these will be appropriate for better understanding.

Logical analysis of the subject matter:  It is the first step which is primarily concerned with the development of a subject. There are two ways in which to develop a subject (a) logically and (b) chronologically. The logical development is made on the basis of mental connections and associations between the one thing and another by means of analysis. Logical treatment often consists in developing the material from the simple possible to the most complex structures. Chronological development is based on a connection or sequence in time or occurrence. The directions for doing or making something usually follow the chronological order.

Preparation of the final outline: It is the next step in writing the research report “outlines are the framework upon which long written works are constructed. They are an aid to the logical organization of the material and a reminder of the points to be stressed in the report.

Preparation of the rough draft: This follows the logical analysis of the subject and the preparation of the final outline. Such a step is of utmost importance for the researcher now sits to write down what he has done in the context of his research study. He will write down the procedure adopted by him in collecting the material for his study along with various limitations faced by him, the technique of analysis adopted by him, the broad findings and generalizations and the various suggestions he wants to offer regarding the problem concerned.

Rewriting and polishing of the rough draft: This step happens to be most difficult part of all formal writing. Usually this step requires more time than the writing of the rough draft. The careful revision makes the difference between a mediocre and a good piece of writing. While rewriting and polishing, one should check the report for weaknesses in logical development of presentation. The researcher should also “see whether or not the material, as it is presented, has unity and cohesion; does the report stand upright and firm and exhibit a definite pattern, like a marble arch? Or does it resemble an old wall of moldering cement and loose brick. In addition the researcher should give due attention to the fact that in his rough draft he has been consistent or not. He should check the mechanics of writing like grammar, spelling and usage. 

Preparation of the final bibliography: Next in order comes the task of the preparation of the final bibliography. The bibliography, which is generally appended to the research report, is a list of books in some way pertinent to the research which has been done. It should contain all those works which the researcher has consulted. The bibliography should be arranged alphabetically and may be divided into two parts; the first part may contain the names of books and pamphlets, and the second part may contain the names of magazine and newspaper articles. Generally, this pattern of bibliography is considered convenient and satisfactory from the point of view of reader, though it is not the only way of presenting bibliography. The entries in bibliography should be made adopting the following order:

For books and pamphlets the order may be as under:

1.      Name of author, last name first.

2.      Title, underlined to indicate italics.

3.      Place, publisher and date of publication.

4.      Number of volumes.

Example

Kothari, C.R., Quantitative Techniques, New Delhi, Vikas Publishing House Pvt. Ltd., 1978.

For magazines and newspapers the order may be as under:

1.      Name of the author, last name first.

2.      Title of article, in quotation marks.

3.      Name of periodical, underlined to indicate italics.

4.      The volume or volume and number.

5.      The date of the issue.

6.      The pagination.

Example

Robert V. Roosa, “Coping with short-term International Money Flows”, The Banker, London, September, 1971, p. 995.

            The above example are just the samples for bibliography entries and may be used, but one should  also remember that they are not the only acceptable forms. The only thing important is that, whatever method one selects, it must remain consistent.

Writing the final draft: This constitutes the last step. The final draft should be written in a concise and objective style and in simple language, avoiding vague expressions such as “it seems” “there may be”, and the like ones. While writing the final draft, the researcher must avoid abstract terminology and technical jargon. Illustrations and examples based on common experiences must be incorporated in the final draft as they happen to be most effective in communicating the research findings to others. A research report should not be dull, but must enthuse people and maintain interest and must show originality. It must be remembered that every report should be an attempt to solve some intellectual problem and must contribute to the solution of a problem and must add to the knowledge of both the researcher and the reader.

GENERAL CHARACTERISTICS OF RESEARCH

1.      Research gathers new knowledge or data from primary or first-hand sources.

2.      Research places emphasis upon the discovery of general principles.

3.      Research is an exact, systematic and accurate investigation.

4.      Research uses certain valid data gathering devices.

5.      Research is logical and objective, carefully recorded and reported.

6.      The researcher resists the temptation to seek only the data that support his hypotheses.

7.      The researcher eliminates personal feelings and preferences.

8.      The researcher endeavours to organize data in quantitative terms.

9.      Research is patient and unhurried activity.

10.  The researcher follows even the procedures to the conclusions unpopular and disapproved.

11.  In research conclusions and Generalization are made carefully.

PROBLEMS OF PREPARATION OF REPORT

To the ordinary person, report writing is not a difficult job. It appears that it only involves gathering of facts and writing down the report in a serial order. However, the actual writing of report is not so easy. It may face several problems, of which the most important are as follows:

Problem of language:  The most important problem concerning report writing is the problem of language. The technical matters cannot be easily communicated through simple language. On the other hand, if too many technical and scientific terms are used in writing the report, it cannot be popular since the level of language of most of the readers may not be very high to understand the language which may be simple and easy and yet convey the technical details properly. An important point about the language of report is that is that it should not include any term which conveys two or more meanings, since it will confuse the readers. Therefore, the solution of the problem of the language of the report requires a lot of patience and skill.

Problem of technical terms: Most of the physical sciences have precise and clearly defined technical terms. On the other hand, sociology neither has a sufficient number of technical terms not all the terms used in it have been precisely and clearly defined. Therefore, report writing has to face the dual problem of lack of technical terms and lack of definition of the terms used.

The problem of publication of facts and quasi-truths: some of the facts gathered by a social survey may be such which are true but their publication may be harmful to the interests or prestige of a particular person or group.

In such a situation the reporter has to face the dilemma to publish or not to publish the facts. The publication of quasi-truths is even more difficult. These truths have not been completely verified. Therefore, it is difficult to decide whether there may find a place in the report or not. Their inclusion may reduce the validity of the report, while their negation may make the report inadequate for the guidance of future investigators, in that direction.

PRECAUTIONS IN REPORT WRITING

There should be no haste in writing report. The reporter should have patience in his job.

1.      The language of the report should be generally according to the level of the expected readers.

2.      The presentation of the report should be logically connected and systematic.

3.      As fare as possible the technical terms used should also be explained in simple language.

4.      Comments and notes should be inserted in brief, wherever required.

5.      Tables, charts, graphs maps and photographs should be used wherever required and their serial number should be clearly mentioned below them.

6.      Detailed and systematic reference of the works consulted in report writing, should be given in footnotes and elsewhere. A complete reference includes the surname, the name of the author, the title of the work, the place of publication; the name of the publisher, the year of publishing and the page number. For example: Sharma, Ram Nath, Principles of Sociology, Bombay, Asia Publishing House, 1964, p.15.