What are the important factors that must be kept in mind while writing a research report to make it more effective?
What are the important factors that must be kept in mind while writing a research report to make it more effective?
Ans.
Following important factors must be kept in mind while writing a research report to make it more effective:
1. Audience to be Satisfied. The background and interest of the audience for the report is to be analysed before preparing it. If the audience is of general background and interest then a popular report must be prepared. In a popular report, basic findings are presented in a simple manner. Because the audience is not interested in technical details of the project such as methodology, the technical aspects may be curtailed in size in such reports.
On the other hand, if an audience of technical people is there, then the report must be in a technical language. Because the audience is interested more in the technical aspects rather than in descriptive aspects. This report may be called a technical report.
There may be a third type of audience which contains mixture of technicians and generalists. In such a case a mixed report can be prepared so that both the groups could understand its contents and read it with interest. In such a report the technical details can be given in appendices and summary of findings (with reference of appendices at the appropriate points) are given in the general body of the report.
Irrespective of the audience, the overall language used must be simple and brief. This aspect is the backbone of a good research report.
2. Objectives to be Accomplished. While preparing a report, the objectives to be accomplished must remain in the mind of the researcher. The information should be put in such a manner that the established research objectives are achieved. Moreover, if some hypotheses are required to be tested, those must be kept in view while presenting the research results. The data must be evaluated in view of the research objectives.
3. Report Format to be Used. An acceptable format must be used while presenting the research results. The format given earlier in this book must be considered and if need be it may be modified, depending upon the situations and research topic.
4. Outline to be Developed. Before the report is finally written, an outline for presenting its different contents in different sections must be decided carefully. The outline, if prepared early, will facilitate the placing of respective data in appropriate places in the report.
5. Deciding the Final Writer. Who should write the report? A person having good command on the written language and technical aspects may be deputed or consulted for this purpose. As far as possible, the researcher must write the report himself because he is acquainted with all the aspects of the research work. In no case, more than one writer should be selected for writing a report. Because it creates a problem for the readers to understand the contents of the report. This may be due to the fact that no two persons can write in a similar style. Each writer has his own style of writing. If the researcher is not very good in language, he should get the report edited from a person having good command over the language and the subject.
6. Using the Graphics. Whenever some graphics (i.e., charts, tables, graphs and pictures) are included in the report, care must be taken in their presentation. Sometimes, the audience may be such that will not even see the graphics but use only the written details. The details of each graphic must be given with due care. On the other hand, certain people or audience might be interested only to see and understand the report through graphics. Then graphics must be presented with all technical care so that they become self-explanatory.
7. Length of the Report. The length of the research report cannot be pre-decided. Sometimes, researchers or research students ask the questions: what should be the number of pages in the report? The number of pages (viz., 34 to 40) must not be pre-decided because it depends upon the contents covered in research work and the availability of data.
8. Terminology Used. Always an attempt should be made to use simplest possible language in the report. It does not mean that technical terms must be sacrificed altogether. But whenever such terms are used and explanation (glossary) must be given with them or at the end so that all the type of readers can comprehend the presentation easily.
9. Objectivity. The presentation must not be to get occasional kudos from the sponsoring authority or organisation. The researcher must have the courage to present what he feels convinced is right and should defend it by all means. In most marketing research studies, it is observed that the researchers slant their results according to the choice of sponsoring authorities.
10. Selectivity. All the information cannot be presented in the report. The researcher must select the pertinent information which is necessary to be presented. Other information may be deleted while preparing a final report. Otherwise, the report will become very bulky and the audience may not take interest in its contents. The information which has direct relevance to the problem must only be retained in the report. There must be an attempt to land on the actual problem directly while making a research presentation.
