One 11 Report Writing

8/7/2019 One 11 Report Writing

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Report WritingReport Writing

By Freddie Mupambireyi (BScBy Freddie Mupambireyi (BSc EconsEcons; MSc Population Studies); MSc Population Studies)

Lecturer: Business StudiesLecturer: Business Studies DeptDept

(Social Scientist Consultant)(Social Scientist Consultant)

Deputy Dean: Faculty of CommerceDeputy Dean: Faculty of Commerce0772 515 5890772 515 589

20102010


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Principles of report WritingPrinciples of report Writing

Evaluation reports are essentially research-based

reports and as suchthey have to conform to general

principles of report writing first and foremost.

Here are some of these principles

1. First clarify the overall structure of the report.

2. Develop a detailed outline of the report

framework based on the key research questions.


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Principles of report WritingPrinciples of report Writing ContCont

Collate all evidence that pertains to a specific

section in the report.

Distinguish between different types of evidence and

what kind of information they provide about the unit

ofanalysis.

Use quantitative evidence to provide profiles of the

unit ofanalysis and to summarise characteristics of

samples.


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Use qualitative evidence to provide in-depth,

contextual information as wellas the attitudes and

beliefs of key stakeholders.

Select evidence that is ofa high quality (that is

supported by other evidence)

Select evidence that covers the whole spectrum of

viewpoints. Make sure that alllegitimate viewpoints

and perspective are represented in the evidence.


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Select evidence especially qualitative

evidence that illustrates a point in the most

descriptive and explicit way.

Avoid repetition of the same evidence select

evidence that each in its own way illustrates

the point from a different perspective.


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Finally, in your presentation of the results, you

have to use your judgement about of the report

which evidence should be prioritised and whichevidence should receive less attention.

These decisions or judgement calls are again

determined by the overall structure and by the

priority of questions.


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Weigh the available evidence according to the

importance of research question.

Weighing the evidence means that one presents the

most important findings first and also that one

accords more space to a discussion and elaboration

of these findings than other more secondary

findings.


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The actual space accorded to specific evidence

should be congruent with the importance and

relevance of the evidence.

We normally present the evidence either in

abbreviated/paraphrased format (already

interpreted and summarized by the author so-

called secondary evidence) or in its original

format so-called primary evidence.


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In the latter case, we would use verbatim quotes/

actual observation statements/ diary inscriptions/

self-evaluation statements.

Good reports strike a balance between the use of

primaryand secondary evidence.

It is important that sufficient illustrative, primary

evidence is included in a report.


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The good researcher is sensitive to the range of

conclusions that can be drawn.

Admit and make explicit those instances where the

available evidence is not conclusive.

Where methodological mistakes have been

identified, these should not be ignored or swept

under the carpet, but ratheracknowledged and listed

for future attention.


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A good report is a well-written report. All the

criteria for good writing apply equally to

evaluation reports.

The evaluator should follow the guidelines for

good scientific writing when compiling the

evaluation report.


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Structure of the ReportStructure of the Report

It may contain the following:It may contain the following:

Title pageTitle page

Name of project, programme or subjectedName of project, programme or subjectedbeing evaluatedbeing evaluated

Name of organisation to which the report isName of organisation to which the report is

to be submittedto be submitted Name and affiliations of evaluatorsName and affiliations of evaluators

DateDate


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Table ofContentsTable ofContents

AcknowledgementsAcknowledgements

List of AcronymsList of Acronyms

Executive Summary(1to 3 pages)Executive Summary(1to 3 pages)


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Executive summary should highlight theExecutive summary should highlight the

following:following:

Subject being evaluatedSubject being evaluated Purpose of evaluationPurpose of evaluation

Method usedMethod used

Major findings and conclusionsMajor findings and conclusions Recommendations in priority orderRecommendations in priority order


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An Introduction should:An Introduction should:

SummariseSummarise briefly the purpose of the evaluationbriefly the purpose of the evaluation Indicate keys issues addressedIndicate keys issues addressed

Indicate methodologyusedIndicate methodologyused

Describe the structure of the reportDescribe the structure of the report

Describe aims and strategies of the project orDescribe aims and strategies of the project or

programmeprogramme


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Findings and ConclusionsFindings and Conclusions

Findings should be based evidence derived formFindings should be based evidence derived form

the collected datathe collected data Should provide criticalassessment ofShould provide criticalassessment of

performance of the projectsperformance of the projects

Should describe the results achievedShould describe the results achieved Conclusion should include a discussionConclusion should include a discussion egeg

reasons for success of failures, constraints andreasons for success of failures, constraints and

enabling factorsenabling factors


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Highlight lessons learnt include both positive andHighlight lessons learnt include both positive and

negativenegative

RecommendationsRecommendations

Base recommendations on the conclusions and

lessons learned, and discuss theiranticipated

implications

List proposals foraction to be taken (short and long-

term) by the person(s), unit or organization

responsible for follow-up in priority order


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Annexures

Attach ToR(for the evaluation) List persons interviewed, sites visited

List documents reviewed (reports, publications)

Data collection instruments (optional e.g., copiesof questionnaires, surveys, etc.)


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The EndThe End

ThankThank YouYou

One 11 Report Writing

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