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.
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