Report writing :
Report writing can come in different shapes, depending on your topic and supervisor’s requirements. It
can also contain all or just part of report writing components.
Steps to Write a Report.
a. The Title Page : There are four main pieces of information that have to be included into the title page:
- the report title;
- the name of the person, company, or organization for whom the report has been prepared;
- the name of the author and the company or university which originated the report;
- the date the report was completed.
b. Acknowledgments:
Good report writing includes a page of gratitude to those who helped the writer in his process: his
supervisor, teachers/professors, librarians, family, etc.
· Make them look sincere. Don’t just say, “Thank you…” and give the list of names, but refer to each
one separately and thank him/her for something specific.
c. The Summary Abstract
The Abstract communicates the scope of your paper and the topics discussed to your reader, and, in doing
so, it facilitates research. When doing a summary of your report writing, go over the main parts of it
(Introduction, Body, etc.), and summarize each of them in one sentence.
d. The Table of Contents
The table of contents is a reflection of report writing structure. Sections and subsections should be
numbered and titled in such a way as to help the reader find his way through your report.
- list all headings and subheadings (excluding the title page, table of contents, and other preliminary
matter), giving page numbers for the first page of each section;
- reproduce the headings and numbering exactly from the body of the report;
- include the full titles of the appendices.
e. The List of Figures, Tables, Illustrations
The figures/tables/illustrations should be numbered in order with the chapter number and the
figure/table/illustration number within that chapter. When there are six or more figures, tables and
illustrations, they are listed on a separate page with their corresponding page numbers in the text. If only a
few exist, then they are included in the table of contents’ page.
f. The Executive Summary
This part of report writing is usually no more than one page in length, and includes:
- the purpose of the report
- background to the report
- sources of information
- main findings
- conclusions and recommendations.
g. The Introduction
The Introduction should be a brief but thorough discussion of the context of the problem. A typical
introduction is about 1½ to 2 pages long. It includes:
- purpose or objective of writing the report;
- background information (for example a brief history of the organization, context of topic or problem);
- literature review (what researches have already been made in this field)
- scope, that is, the size or extent of study, amount of data collected, time frames, focus of data collection
or discussion (for example, a department or whole organization);
- methodology, that is, the kind of data used (for example, who was interviewed, what type of material
was referred to);
- assumptions and limitations, (for example, given the above material, any assumptions that were made
and any limitations placed on the material included in the report);
- plan that briefly overviews the argument, framework or logical structure of report writing.
h. The Body
The Body of the report writing is the main part that includes all the facts and materials essential for the
understanding of the problem. It usually has three sections:
- Theories, models, and hypotheses. This section is optional. By giving it, you introduce the theoretical
basis for your project;
- Materials and methods. This is a part where you describe (and illustrate) the materials used, and give a
step-by-step report on how you were completing your task;
- Results. This section summarizes your efforts and gives information about what you discovered,
invented, or confirmed through your research.
i. The Conclusion
This is the last part of your report writing. Sum up the main points and refer to any underlying theme. If
any questions or issues remain unresolved, mention them in the conclusion. Write in a brief, concise
manner, for your readers are already familiar with everything you talk about.
j. Recommendations
Give directions/propositions on how a problem you’ve investigated can be solved. List them clearly, and
rely on the materials that you used.
k. References
List all the sources of information that you used during your report writing. Use an alphabetical order.
l. Appendices
Include data tables, background calculations, specification lists for equipment used, details of
experimental configuration, and other information needed for completeness, but which would bog down
the discussion in the body of the report. Your Appendices must each have a footer with numbered pages
for that appendix.
ORAL COMMUNICATION
PUBLIC SPEAKING SKILLS
Speaking is an important method for communicating knowledge and expressing ideas. Being able to
verbally communicate effectively to other individuals or to groups is essential in school, business, as well
as your personal life.
Feeling some nervousness before giving a speech is natural and healthy. It shows you care about doing
well. But, too much nervousness can be detrimental. Here's how you can control your nervousness and
make effective, memorable presentations:
· Know the room. Be familiar with the place in which you will speak. Arrive early, walk around the
speaking area and practice using the microphone and any visual aids.
· Know the audience. Greet some of the audience as they arrive. It's easier to speak to a group of
friends than to a group of strangers.
· Know your material. If you're not familiar with your material or are uncomfortable with it, your
nervousness will increase. Practice your speech and revise it if necessary.
· Relax. Ease tension by doing exercises.
· Visualize yourself giving your speech. Imagine yourself speaking, your voice loud, clear, and
assured. When you visualize yourself as successful, you will be successful.
· Realize that people want you to succeed. Audiences want you to be interesting, stimulating,
informative, and entertaining. They don't want you to fail.
· Don't apologize. If you mention your nervousness or apologize for any problems you think you
have with your speech, you may be calling the audience's attention to something they hadn't
noticed. Keep silent.
· Concentrate on the message -- not the medium. Focus your attention away from your own
anxieties, and outwardly toward your message and your audience. Your nervousness will dissipate.
· Turn nervousness into positive energy. Harness your nervous energy and transform it into vitality
and enthusiasm.
· Gain experience. Experience builds confidence, which is the key to effective speaking. A Toastmasters
club can provide the experience you need.
PRESENTATION SKILLS
Today it is necessary for you as a student, researcher, and a person seeking a job or a manager to know
how to develop and make a presentation on a specific subject to a select audience. At the time of your
admission to a post-graduate programme in management or IT, or to defend your research findings before
your examiners or to get shortlisted for final selection for a job or advocate a proposal you have made, you
may be required to make a presentation.
Your ability to deliver the presentation effectively helps you in two ways. Firstly, it helps in
communicating your information clearly and vividly. Secondly, it creates a very good impression about
you as a speaker, scholar or manager. Your impact as a presenter is immediate. Your confidence, fluency,
and readiness of mind in conducting discussions and debate stand out as attributes of your personality
Meaning
A presentation is a live mode of sharing information with a select a6mence. It is a form of oral
communication in which a person shares factual information with a particular audience.
Elements of a presentation
Presentation has three major elements:
· Presenter
· Audience
· Specific content with a definite objective to be achieved
Designing a presentation
· Introduction 03 minutes
· Main body 15 minutes
· Conclusion 02 minutes
· Question & Answers 10 minutes
Some tips for a good presentation:
· Logically order your presentation
· Time your presentation
· Techniques to integrate subsections into one single whole
Audio Visual Aids & Multimedia Presentations.
Audio visual aids : visual aids can help with your presentation because they can help take the pressure off
you and provide an opportunity for variety in your presentation. The use of an over head projector for
example, can not only take the focus off you but can also provide memory prompts. Other audio-visual
aids you should consider using include audio cassettes, video, slides, computer presentations, flip charts or
materials that you can hand around.
Audiovisual aids--including overhead transparencies, flip charts, slides, chalkboards (and occasionally
film and video)--can supply added impact and clarity to your, presentation. You can use A/-V to visually
reinforce the points made verbally in your presentation, to summarize the points you will make, as well as
those you have already made, and to visually clarify important concepts and analogies. Audiovisual aids
not only help your target group follow your presentation, but they provide support to the presenter by
helping to keep, you on track.
The key to preparing effective audiovisual aids is to remember that they are only aids. Their role is to add
a visual dimension to the points that you made orally. They cannot make those points for you; they can
only reinforce them. When you plan for audiovisual aids, follow these simple guidelines:
1. DO use them to summarize or show the sequence of content.
2. DO use them to visually interpret statistics by preparing charts and graphs that illustrate what you will
say.
3. DO use them to illustrate and reinforce your support statements.
4. DO use them to add visual clarity to your concepts and ideas.
5. DO use them to focus the attention of the target group on key points.
6. DON'T project copies of printed or written text. Instead, summarize the information and show only the
key points on the visual aids. If the group must read every word, use handouts for reading, either
before or after your presentation.
7. DON'T put yourself in the role of aiding your visuals: A presentation is primarily an oral form of
communication. If your only function is to read the information on your overheads or slides, the target
group will become easily bored.
8. DON'T use copies of your transparencies as handouts. They reinforce what you are saying-- they don't
say it for you. If you want your target group to remember what you meant, you'll need to provide
written text in addition to any key point summaries or charts that you need for your transparencies.
9. DON'T use charts, graphs, or tables that contain more information than you want to provide. The
group will have difficulty focusing on the point that you're tying to make.
Tips for Creating an Effective Multimedia Presentation
Step One: Your presentation should have a minimum of 6 slides, but no more than 12. You will want to
consider the following as you begin designing your slides:
· How will you transition from one slide to the next (fly in, swirl, drop, etc.)? Remember: Be consistent!
· What style, size, and color of font will your use? Remember: Be consistent!
· What background colors will your use? Remember: Be consistent!
· Does your presentation look professional? Eye-catching?
· Did you proofread for grammar?
· Did you use the spell check?
Step Two: Practice your oral presentation. Do NOT read your slides. A multimedia presentation is still a
presentation! Speak slowly, clearly, and maintain eye contact with your audience.
Group Discussion :
Group discussion is an integral part of the selection procedure followed by many companies. GD or Group
Discussion is generally a formal discussion session where ten to twelve candidates participate to discuss
on a given topic. This verbal test is conducted to judge various skills and qualities of the candidates. The
job of the examiners present there in the session is to keep an eye on the proceedings and judge the
abilities of the candidates as well. Unlike the examiners, your duty is to impress the panel members with
your excellent group discussion skills.
Here are some basic tips that would help you do well in the group discussion session.
1. Try to keep your calm and never shout at the top of your voice. You should also see to the fact that the
group is hearing your ideas. You will have to bring out your chance to speak and also let others speak.
2. You will have to be assertive to make a mark in the group discussion session.
3. Try to practice GD sessions as much as possible at home with friends or family members before
appearing for the final round. This would help you earn confidence.
4. You will have to make a meaningful contribution and for that prior preparation is quite essential. You
should be a good communicator and well aware of the current affairs.
5. Candidates with good reasoning ability are sure to get through the verbal test.
6. You need to be flexible and open to ideas put forward by other participants.
7. New ideas by participants are highly appreciated by the panel members. So it won’t be a bad idea to
present your new ideas and perspectives.
Personal Interviews :
Personal interviews are an important part of selection process at various jobs as well as for admissions to
professional institutes. At a job interview, the interviewer meets with the candidate to assess their
capabilities, skills and level of experience. During the personal interview the candidates are evaluated on
the basis on their confidence level, ability to act under pressure and their understanding of the subject that
they have learnt.
Things to know about personal interviews:
Dress code for personal interviews: Since any personal interview, whether it is for a job or admission to an
institute is a formal affair, it is advisable that the candidates be well dressed, preferably in formals. A well
dressed candidate automatically exudes an air of confidence that speaks well of his/her personality. Avoid
bright colored or striking prints while choosing your attire for personal interviews.
Personal Interview Etiquettes: There are several etiquettes that must be followed when facing the
interviewer. Knock before entering the interviewer’s cabin and ask for permission to enter. Generally one
must wait to be asked to sit instead of going straight ahead and sitting. If you are carrying a bag, it should
be kept on the floor beside your chair. Sit comfortably but with your back straight and hands on your lap.
Too much hand movement to explain a point is not advisable.
Always listen carefully before answering so that you do not falter for words. Do not speak more than it is
required and always pause in between if the interviewer wants to make a point.