Academic Report Writing - Complete Lesson

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ADVANCED ADVANCED ENGLISH FOR ENGLISH FOR

ACADEMIC ACADEMIC COMMUNICATIONCOMMUNICATION

ADVANCED ADVANCED ENGLISH FOR ENGLISH FOR

ACADEMIC ACADEMIC COMMUNICATIONCOMMUNICATION

Lecturer:

En. Hilmi Hamzah

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LET’S LET’S GET GET

STARTEDSTARTED!!

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COURSEWORK COURSEWORK MARKSMARKS

• Proposal Presentation (10%)• Research Instruments (10%)• Consultations (Individual) (10%)• 1st Draft of Report (15%)• Report Presentation (Ind.) (15%)• Final Report (10%)• Final Exam (30%)• TOTAL (100%)

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1ST WEEKEND1st session

• Introduction• Research

planning• Research

proposal• Data collection

2nd session• Proposal Presentation• Consultation 1 (Research instrument)• Data processing• Data presentation• Writing Research

Report (First 3 chapters)

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BEFORE 2ND WEEKEND

COLLECTION OF DATA Components:• Introduction

• Literature Review• Methodology

Submission of 1st draft via e-mail (hilmihamzah@utm.my)

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2nd WEEKEND3rd session

• Consultation 2 (Return 1st draft –

First 3 chapters)• Report writing (Final 2 chapters)

4th session• Consultation 3 (Check 1st draft –

Final 2 chapters)• Oral Presentation &

Listening

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BEFORE 3RD WEEKEND

Submission of Final Draft via e-mail

(hilmihamzah@utm.my)

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3RD WEEKEND

5TH session• Students’ Oral Presentations• Submission of Final Report• Discussion on Sample Exam Paper

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NOW GET NOW GET INTO YOUR INTO YOUR

GROUP!GROUP!

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INTRODUCTION

What is research report writing?

Emotional VS.

Factual

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Writing a Research

Report

ISSUES/PROBLEMS

Conducting A Research

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HOW DO I HOW DO I CONDUCT A CONDUCT A RESEARCH?RESEARCH?

Follow theseFollow these

5 steps!5 steps!

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HOW DO I CONDUCT HOW DO I CONDUCT A RESEARCH?A RESEARCH?

1. Identify the Issue or Problem• What do I want to know?• Who are involved?• Where?• Why?

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HOW DO I CONDUCT HOW DO I CONDUCT A RESEARCH?A RESEARCH?

2. Determine the Purpose• What exactly do I want to do here?• What is my statement of purpose?• To evaluate? To investigate? • To compare? To describe?

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HOW DO I CONDUCT HOW DO I CONDUCT A RESEARCH?A RESEARCH?

3. Draw a Plan or a Strategy• Who, where and what are going to

be involved in the research?• How do I collect the data?• What are the deadlines?

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HOW DO I CONDUCT HOW DO I CONDUCT A RESEARCH?A RESEARCH?

4. Search and Collect the Data• Do I need primary data?• Do I need secondary data?• What are the instruments to be

used to collect the data?

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HOW DO I CONDUCT HOW DO I CONDUCT A RESEARCH?A RESEARCH?

5. Analyze Data• How do I process, record, analyze

and interpret the data?• How do I make connections among

the data?• How do I draw conclusions from

the data?

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RESEARCH RESEARCH PROPOSALPROPOSAL

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WHAT IS A RESEARCH PROPOSAL?

A Plan of Action

Why?• To seek funding

• To seek commitment

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2 TYPES OF 2 TYPES OF PROPOSALPROPOSAL

INTERNAL VS.

EXTERNAL

SOLICITED VS.

UNSOLICITED

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10 COMPONENTS OF 10 COMPONENTS OF A PROPOSALA PROPOSAL

1.Title2.Background Information3.Statement of Problem4.Research Objectives5.Research Questions

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10 COMPONENTS OF 10 COMPONENTS OF A PROPOSAL A PROPOSAL

(Cont’d)(Cont’d) 6. Significance of the Study7. Scope8. Methodology9. Work Schedule10. Call to Action

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DATA DATA COLLECTIONCOLLECTION

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WHAT IS WHAT IS DATA COLLECTION?DATA COLLECTION?

• A process of collecting data (primary & secondary) from different sources

• PRIMARY DATA – obtained through questionnaires, interviews, observations & experiments

• SECONDARY DATA – obtained through reading others’ works

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COLLECTING COLLECTING SECONDARY DATASECONDARY DATA

• Conducted at the beginning of a research to get a better picture of what you are going to investigate

• Gathered from various written resources (offline/online)

• Used in various sections of research report esp. Literature Review

• Must be properly cited

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COLLECTING COLLECTING PRIMARY DATAPRIMARY DATA

FOUR INSTRUMENTS:

1.QUESTIONNAIRES2.INTERVIEW3.OBSERVATION 4.EXPERIMENTS

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1.QUESTIONNAIRES

• A systematic compilation of questions distributed to respondents from which information is needed

• Administered through survey, mail, telephone & internet

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2 TYPES OF QUESTIONS

1. Open-ended Questions

2. Close-ended Questions

Yes/No Scale

Listing/ChoiceRanking

Category

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2.INTERVIEW• A two-communication which

permits an exchange of ideas and information

• 3 types of interviews: 1.1. StructuredStructured 2. Semi-structured2. Semi-structured 3. Unstructured3. Unstructured

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3.OBSERVATION

• To get firsthand information

• To strengthen existing data

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4.EXPERIMENTS

• To test various techniques, assumptions or products (esp. in engineering & agriculture)

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SAMPLING & SAMPLING & POPULATIONPOPULATION

• SAMPLING – a group of respondents who provide information that may be generalised to general population

• POPULATION – a target group to which the results of a research are applicable

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2 TYPES OF 2 TYPES OF SAMPLINGSAMPLING

RANDOM • Respondents are

selected randomly without criteria

• 3 Categories: Simple Stratified Cluster

NON-RANDOM• Respondents are

selected based on certain criteria

• 3 Categories:SystematicConveniencePurposive

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DATA DATA PROCESSING PROCESSING

& DATA & DATA PRESENTATIONPRESENTATION

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WHAT IS DATA WHAT IS DATA PROCESSING?PROCESSING?

• To convert raw data into meaningful statements that could help answer research questions

• Raw data are systematically organised so that their meanings can be understood

• Procedures for quantitative and• qualitative data are different

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3 STAGES 3 STAGES (QUANTITATIVE DATA)(QUANTITATIVE DATA)

1.1. ORGANISING, RECORDING ORGANISING, RECORDING AND CATEGORISING AND CATEGORISING AND/OR CODINGAND/OR CODING

2.2. PRESENTINGPRESENTING3.3. ANALYSINGANALYSING

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1.ORGANISING, RECORDING & 1.ORGANISING, RECORDING & CATEGORISING AND/OR CATEGORISING AND/OR

CODINGCODING

• Organise manually or using computer

• Record using ‘keyword’• Categorise to see the ‘picture’• Coding helps processing the data

statistically (using SPSS)

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2.PRESENTING2.PRESENTING

• Turn data into comprehensible ‘pictures’ through

1. Table 2. Graph 3. Chart

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3.ANALYSING3.ANALYSING

• Analyse manually or using computer

• Involves the interpretation of frequencies based on data presentation

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3 STAGES 3 STAGES (QUALITATIVE DATA)(QUALITATIVE DATA)

1.1. ORGANISING, ORGANISING, CATEGORISING AND/OR CATEGORISING AND/OR CODING, AND RECORDINGCODING, AND RECORDING

2.2. PRESENTINGPRESENTING3.3. ANALYSINGANALYSING

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1.ORGANISING, 1.ORGANISING, CATEGORISING AND/OR CODING, CATEGORISING AND/OR CODING,

• Organise by using transcriptions• Categorise by listing the

responses • Coding by using flexible codes

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2.PRESENTING2.PRESENTING

• Usually presented in original forms • Can also be presented using tables

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3.ANALYSING3.ANALYSING

• Involves finding commonalities, regularities or emerging patterns among the responses

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WRITING WRITING RESEARCH RESEARCH

REPORTREPORT

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3 SECTIONS

1.1.PRELIMINARYPRELIMINARY

2.2.MAINMAIN3.3.SUPPLEMENTARSUPPLEMENTAR

YY

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1.PRELIMINARY1.PRELIMINARY• Title Page• Abstract• Acknowledgement• Table of Content• List of Figures/ Tables• List of Abbreviation & Symbols

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2.MAIN2.MAIN

1.1. IntroductionIntroduction

2.2. Literature ReviewLiterature Review

3.3. MethodologyMethodology

4.4. Findings & DiscussionsFindings & Discussions

5.5. Conclusion & Conclusion & RecommendationRecommendation

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3.SUPPLEMENTA3.SUPPLEMENTARYRY

•References•Appendices

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1.INTRODUCTION1.INTRODUCTION

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7 ELEMENTS7 ELEMENTS

1. Background of the Study2. Statement of Problem3. Purpose of the Study4. Research Objectives5. Research Questions6. Significance of the Study7. Scope of the Study

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1.Background of the Study

Three steps:1. To state general statements of

facts related to the field of study2. To state specific statements

about issues studied by other researchers

3. To state statements that indicate the need for more investigation

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2.Statement of Problem

• To define the issue or problem investigated in the study

• To refer to problem statement in the proposal

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3.Purpose of the Study

• To include a broad discussion on the reasons why the study was carried out and intentions of the study

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4.Research Objectives

• To show the extent and the expected outcome of the study

• To begin with a leading statement followed by the objectives written in point forms

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5.Research Questions

• To guide the discussion about the topic

• To stimulate readers’ interests• To turn the objectives of the study

into research questions

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6.Significance of the Study

• To justify the reason for conducting the study

• To emphasize the potential benefits that it would bring

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7.Scope of the Study

• To indicate the direction of the study• To map out the boundaries of the study• To outline the method of investigation• To give a preview of the written report

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2.LITERATURE 2.LITERATURE REVIEWREVIEW

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WHAT IS LITERATURE

REVIEW?• It is an account of what has been

published on a research area• It describes, summarizes,

evaluates and clarifies the studies reviewed

• It outlines a framework and a theoretical base of a research

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WHY?• To guide you through others’ works• To prepare for your own research• To provide a context for your

research• To justify the research• To illustrate how the subject has

been studied before• To outline gaps in previous research

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HOW DO I DO IT?

• Identify relevant articles and books

• Read and appraise the text critically

• Organise the literature around your research questions

• Synthesize relevant information to current study

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5 GENERAL STEPS

1. Prepare annotated bibliography2. Maintain a reference list3. Organise materials and make

notes4. Write individual sections

according to themes5. Integrate all sections

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HOW DO I CITE IN A REPORT?

THREE WAYS:

1. SUMMARIZING1. SUMMARIZING

2. DIRECT QUOTATION2. DIRECT QUOTATION3. PARAPHRASING3. PARAPHRASING

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1. SUMMARIZING1. SUMMARIZING• It is a shortened piece of writing

by restating main points in your own words

• General ideas are highlighted • Details & examples are excluded

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2. DIRECT 2. DIRECT QUOTATIONQUOTATION

• Authors’ exact words are copied directly from original sources

• It is preferred when citing powerful phrases or interpreting literary works like poems or plays

• Sources must be properly cited

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3. 3. PARAPHRASINGPARAPHRASING

• Authors’ words are rephrased/ reworded in your own words

• Paraphrased text is usually shorter than original text

• Paraphrased materials must be properly cited

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3.METHODOLOGY3.METHODOLOGY

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FIVE PARTSFIVE PARTS

1. IntroductionIntroduction (Short description of purpose, location, respondents & instruments)

2. Research InstrumentsInstruments3. RespondentsRespondents of the Study4. Research ProcedureProcedure5. Data AnalysisAnalysis

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4.FINDINGS & 4.FINDINGS & DISCUSSIONDISCUSSION

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WHAT ARE FINDINGS?WHAT ARE FINDINGS?

• Discoveries based on factsfacts, not emotions

• Presented in the form of statisticsstatistics (percentages, frequency counts & averages) or illustrationsillustrations (tables, graphs, diagrams, etc.)

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ISN’T ISN’T A PICTURE A PICTURE WORTH WORTH

A THOUSAND A THOUSAND WORDS?WORDS?

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PICTURE

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HOW TO WRITE HOW TO WRITE IN THE REPORT?IN THE REPORT?

Type AType A

Findings• Research Question 1• Research Question 2• Research Question 3

Discussion• Research Question 1• Research Question 2• Research Question 3

Type BType B

• Research Question 1: Findings & Discussion

• Research Question 2: Findings & Discussion

• Research Question 3: Findings & Discussion

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TAKE A LOOK AT AN EXAMPLE

OF FINDING (page 177)(page 177)

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12 TIPS ON WRITING 12 TIPS ON WRITING FINDINGSFINDINGS

1. Introduce the topic2. Point to significant findings3. Use graphics to support findings4. Explain statistics selectively and

concisely 5. Support statistics with qualitative

data (if any)

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12 TIPS ON WRITING 12 TIPS ON WRITING FINDINGS (cont’d)FINDINGS (cont’d)

6. Spell out the word ‘percent’ in the text (don’t be confused with ‘percentage’)

7. Spell out the number that begins a sentence, and use figure in the middle of a sentence

8. Follow correct organisation

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12 TIPS ON WRITING 12 TIPS ON WRITING FINDINGS (cont’d)FINDINGS (cont’d)

9. Use concise, grammatically correct statements

10. Use correct tenses11. Use language expression

correctly (page 180-1)12. Focus on 4Cs - Clarity,

Coherence, Conciseness and Correctness

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4 STRATEGIES IN 4 STRATEGIES IN WRITING DISCUSSIONWRITING DISCUSSION

Explain Compare Evaluate

Infer

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1. Explain1. Explain Findings Findings• Give reasons for findings• Explain circumstances during data

collection• Explain limitations

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2. Compare Findings2. Compare Findings• Relate the different findings to

highlight their significance• Compare similar findings from

related studies

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3. Evaluate Findings3. Evaluate Findings

• Assess findings as: unexpected or insignificant or unsatisfactory

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4. Infer from 4. Infer from FindingsFindings

• Make sense of findings• Develop ideas and viewpoints• Be creative and speculate

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2 pictures - interpret

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5.CONCLUSION & 5.CONCLUSION & RECOMMENDATIONRECOMMENDATION

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5 ELEMENTS IN 5 ELEMENTS IN A CONCLUSIONA CONCLUSION

OverviewOverview

RestatementRestatement

ReviewReview

ImplicationsImplications

LimitationsLimitations

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1.Overview of 1.Overview of the studythe study

• Summarize what the research is all about (do not introduce new ideas)

• Explain briefly why & how you conduct the study

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2. Restatement 2. Restatement of the objectivesof the objectives

• Rephrase the objectives• Start with the most significant one

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3. Review of 3. Review of the findingsthe findings

• Draw conclusions for each major issues

• Use discourse markers to connect the findings

• Start with the most important one

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4. Implications 4. Implications of the findingsof the findings

• Deduce some ideas based on findings (do not exaggerate)

• Implicate some ideas that can support further actions

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5. Limitations of 5. Limitations of research research (optional)(optional)

• State the weaknesses (do not apologize)

• E.g. Small sample size, limited time, improper instrument, etc.

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Conclusion can be written in paragraph/

point form(page 192-3)(page 192-3)

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WHAT IS A RECOMMENDATION?

• It suggests actions to be taken based on findings

• It is related to conclusions • It is NOT based on biases or beliefs

that are not supported by data

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2 TYPES OF RECOMMENDATION

1. To recommend actions to be taken based on findings

2. To recommend actions to other researchers for further research

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Recommendation can be written in

paragraph/ point form(page 196)(page 196)

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LANGUAGE INPUT:LANGUAGE INPUT:Modal Auxiliary Modal Auxiliary

VerbsVerbs• Use appropriate modals when making

recommendations:1. May/Could/MightMay/Could/Might – mild suggestion2. Should/Ought toShould/Ought to – strong suggestion3. Must/Have toMust/Have to – extreme suggestion

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picture

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ORAL ORAL PRESENTATIOPRESENTATIO

NN

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SALES!SALES! 50%!50%!

SALES!SALES! 70%!70%!

SALES!!SALES!!120%!120%!

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I HATE I HATE PUBLIC PUBLIC

SPEAKINSPEAKING!G!

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WHAT IS AN ORAL WHAT IS AN ORAL PRESENTATION?PRESENTATION?

• A type of communication that involves speaking & listening

• Can be formal/ informal• Essential for professionals• A requirement for students

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3 PURPOSES OF 3 PURPOSES OF ORAL ORAL

PRESENTATIONPRESENTATION

1. Informative2.Demonstrative3.Persuasive

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4 TYPES OF ORAL 4 TYPES OF ORAL PRESENTATIONPRESENTATION

1. Impromptu 2.Manuscript 3.Memorised 4.Extemporaneous

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picture

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7 TIPS FOR 7 TIPS FOR EFFECTIVE EFFECTIVE

ORAL ORAL PRESENTATIONPRESENTATION

SS

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1. Planning Your 1. Planning Your Oral Presentation Oral Presentation

WellWell

• What is the purpose?• Who is the audience?• What is the topic?• Where?

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2. Knowing Your 2. Knowing Your Content WellContent Well

• What is the content?• Have I included all the relevant

information?

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3. Analysing 3. Analysing Your AudienceYour Audience

• What is the background of audience?

• Are they educated?• What is the reason for attending?• How many of them?

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4. Knowing the 4. Knowing the Presentation RoomPresentation Room

• What is the size of the room?• How is the seating arrangement?• What are the facilities provided?

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5. Knowing the 5. Knowing the Time AllottedTime Allotted

• How long do I have to present?

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6. Writing the 6. Writing the Outline of Your Outline of Your

DeliveryDelivery

• What are the main ideas? (Prepare short notes, either linear

or non-linear - do not outline them word by word)

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7. Deciding on the 7. Deciding on the Appropriate Style Appropriate Style

of Deliveryof Delivery

• Do I have to be casual?• Is there a large audience that

requires a formal presentation?

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picture

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ORGANISING YOUR ORGANISING YOUR ORAL ORAL

PRESENTATIONPRESENTATION

1.Introduction2.Body3.Conclusion

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1.Introduction

• Start with attention grabbers (Question, humour, quotation, statistics, stories, etc)

• Use correct language expressions (examples - page 209)

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2.Body• For report presentation, follow the

pattern in the report • Support with details and evidence• Ensure clarity by keeping

message simple • Ensure cohesion by using linking

words (examples – page 216)

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3.Conclusion• End it by using: >> a summary of key points >> a recommendation

>> an “umphh” final thought• Use correct expressions (examples – page 221)

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Prepare the outlineoutline (linear/non-linear)

for the introduction, body & conclusion

of your presentation.

(refer to Tables 7.1 – (refer to Tables 7.1 – 7.8)7.8)

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picture

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WHY VISUAL AIDS?WHY VISUAL AIDS?• To believe (seeing is believing)• To enhance understanding• To enable better retention• To ensure continuity• To build presenter’s credibility• To have more fun!

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19 TIPS IN 19 TIPS IN USING USING VISUAL VISUAL

AIDSAIDS

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19 TIPS IN USING 19 TIPS IN USING VISUAL AIDSVISUAL AIDS

1. Arrange accordingly to the content2. Points form (using key words) is

advisable – don’t punctuate! 3. Coordinate points in parallel forms

(content, grammar, numbering)4. Subordinate major & minor headings

appropriately

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19 TIPS IN USING 19 TIPS IN USING VISUAL AIDS VISUAL AIDS

(cont’d)(cont’d)

5. Avoid irrelevant words6. Words must be clearly readable7. Avoid too much info on a single

slide (remember to KISSKISS!)8. Avoid too many colours

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19 TIPS IN USING 19 TIPS IN USING VISUAL AIDS VISUAL AIDS

(cont’d)(cont’d)

9. Use animation sparingly 10.Introduce a visual before showing

it11.Stand to the side of your computer12.Face audience as much as possible

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19 TIPS IN USING 19 TIPS IN USING VISUAL AIDS VISUAL AIDS

(cont’d)(cont’d)13.Use a pointer to direct audience focus

(not your finger)14.Visuals should tally with what you say15.Avoid reading your notes16.Use appropriate language expressions

(examples – page 230)

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19 TIPS IN USING 19 TIPS IN USING VISUAL AIDS VISUAL AIDS

(cont’d)(cont’d)

17.Use visual aids as support only (you are the spotlight!)

18.If you have handouts, tell your audience in advance

19.Practise, practise, practise!

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PREPARE PREPARE THE THE

SLIDES!SLIDES!

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Which is more Which is more important? important?

WHATWHAT you say you say or or

HOWHOW you say? you say?

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25 TIPS 25 TIPS FOR FOR

EFFECTIVE EFFECTIVE DELIVERYDELIVERY

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Picture – non verbal communication

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25 TIPS FOR 25 TIPS FOR EFFECTIVE DELIVERYEFFECTIVE DELIVERY

1. Visualise a successful presentation2. Emulate excellent speakers3. Channel your nervousness

accordingly4. Do not apologise 5. Be well-versed with technology

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25 TIPS FOR 25 TIPS FOR EFFECTIVE DELIVERY EFFECTIVE DELIVERY

(cont’d)(cont’d)

6. Always have Plan B7. Dress appropriately8. Stand still (don’t slouch!)9. Show your confidence10.Talk to audience (not your notes)

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25 TIPS FOR 25 TIPS FOR EFFECTIVE DELIVERY EFFECTIVE DELIVERY

(cont’d)(cont’d)

11.Refer to notes sparingly12.Pronounce words correctly13.Use linkers for content traffic14.Use spoken English (not text-

book English)15.Be interactive

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25 TIPS FOR 25 TIPS FOR EFFECTIVE DELIVERY EFFECTIVE DELIVERY

(cont’d)(cont’d)

16.Maintain eye contact17.Be enthusiastic 18.Vary your volume, tone & pace19.Minimise crutches20.Use gestures naturally

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25 TIPS FOR 25 TIPS FOR EFFECTIVE DELIVERY EFFECTIVE DELIVERY

(cont’d)(cont’d)

21.Place your hands appropriately 22.Use facial expression effectively23.Move around 24.End your presentation in time 25.Rehearse, rehearse, rehearse!

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pic

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7 WAYS 7 WAYS TO HANDLE TO HANDLE

Q & A Q & A SESSIONSESSION

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7 WAYS TO HANDLE 7 WAYS TO HANDLE Q & A SESSIONQ & A SESSION

1. Invite questions 2. Repeat questions from audience3. Look at the questioner4. Answer in short

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7 WAYS TO HANDLE 7 WAYS TO HANDLE Q & A SESSION Q & A SESSION

(cont’d)(cont’d)

5. Be straightforward6. Be honest (just admit that you

don’t have the answer!)7. Don’t forget to thank the

questioner

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ARE YOU ARE YOU A GOOD A GOOD

LISTENER?LISTENER?

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7 7 STRATEGIES STRATEGIES FOR GOOD FOR GOOD AUDIENCEAUDIENCE

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7 STRATEGIES FOR 7 STRATEGIES FOR GOOD AUDIENCEGOOD AUDIENCE

1. Listen actively & selfishly (don’t just hear)

2. Focus on the message, not style3. Listen for major ideas (look for

cues)4. Listen to body language (they do

speak!)

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7 STRATEGIES FOR 7 STRATEGIES FOR GOOD AUDIENCE GOOD AUDIENCE

(cont’d)(cont’d)

5. Be objective (don’t easily get angry)

6. Avoid jumping to conclusion (don’t pre-judge)

7. Discipline your thoughts!

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REMEMBER,REMEMBER, A GOOD A GOOD

SPEAKER IS SPEAKER IS A GOOD A GOOD

LISTENERLISTENER

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