9/05/2017 1 REPORT WRITING (for organisational communication) These slides can be viewed at: tinyurl.com/219303report Centre for Teaching and Learning Library Level 3 [email protected] 09 441 8143 CONTENTS Report Structure Research & Writing Process Online Extras Assignment Question Writing Advice and Sample Phrases Referencing Basics ASSIGNMENT QUESTION FOCUS OF THE REPORT TYPICALLY, 15 – 25 PARAGRAPHS OF ABOUT THREE TO SIX SENTENCES EACH. Use our assignment planning calculator at owll.massey.ac.nz TWO WEEKS FROM NOW! 9/05/2017 2 RESEARCH & WRITING PROCESS STEP 1: PLANNING • Choose an organisation. • Research topics of interest. • Construct an interview schedule to explore these topics. STEP 2: DATA COLLECTION • Read Massey University Code of Ethical Conduct. • Provide the information sheet to the interviewee. • Submit the signed information sheet and declaration. • Conduct the interview. • Make notes or record and transcribe the interview. STEP 3: DATA ANALYSIS • Use theory as a tool to identify relevant issues in the data. • Collect supporting quotations and other evidence to support your identification of issues. • Use theory and examples of best practice to develop recommendations. • Prepare the interview schedule and summary of data as appendices for the report. STEP 4: REPORT WRITING • Follow the advice given in the rest of this presentation, in the writing guidelines and handout (from Stream) and on OWLL. • Ensure you have cited a number of scholarly books, book chapters and journal articles and have compiled a correct APA reference list. • Ask another student to check your work and give you feedback. • Consider booking a consultation at the CTL (in advance!). REPORT STRUCTURE 9/05/2017 3 Cover page Executive summary Table of contents 1. Introduction 2. Research process 3. Findings and discussion 4. Conclusions 5. Recommendations References Appendices Sections of the report Analysis of some previous reports WRITING ADVICE & SAMPLE PHRASES Executive Summary advice • You need to finish writing the rest of the report before you write this. • It should give an overview of the whole report. • Summarise the main points in each of the main sections in one to three sentences. Executive Summary phrases This report presents an investigation of …. at a New Zealand adventure tourism company. The report is based on ….. . The interview was transcribed and analysed thematically from a …. perspective. Three major issues emerged from this analysis: ……… . The report concludes that …. . Recommendations are made regarding improvements in …… Introduction advice • Include about two paragraphs summarising relevant information about the organisation: The first could provide general information, while the second one could focus on aspects of the organisation which are particularly relevant to organisational communication. • Also include a short paragraph about the purpose of the report and the theoretical approach(es) used. 9/05/2017 4 Sample introduction phrases The aim of this report is to present an investigation of organizational communication issues at a New Zealand adventure tourism company (referred to here as ‘Kiwi Tours’). Kiwi Tours offers a range of adventure tours throughout New Zealand, ranging from …. During 2016, the turnover was ….. , a 20% increase on the previous year. The company employs 25 permanent staff and …. Organizational communication is critical to the success of the company because …. However, the nature of the business, with its heavy reliance on seasonal staff, together with the diversity of clients present several challenges for both internal and external communications. The business … In 2016, clients came from …. and spoke … different languages ….. Because of the dynamic external environment of Kiwi Tours, and the need for effective intercultural communication, the analysis in this report is informed by …. model (Brayne, 2010). This model is particularly suited to …. and has been applied to organisations in the same business sector as Kiwi Tours, such as ….. (Buch-Werme, 2012). Research Process advice • Use the past tense to describe your interviews, ethics, your notetaking and/or transcription and your data analysis. Make sure you also explain why you made your decisions. • Switch to present tense to make general comments about research method etc. • Use impersonal language (e.g. passive). • Note any important limitations of your method and/or data. Sample research process phrases As this was a small-scale, exploratory study, a ….. approach was followed. This approach involves …. (Dum & Dummer, 1996). A number of artefacts were first gathered in order to …. . These included: …………. . Then a semi-structured interview was conducted with ……. (referred to as Emily in this report). She was chosen because …. A semi-structured interview was considered appropriate because …. The interview took place in … and was recorded and later transcribed (See Appendices A and B). Blah blah analysis (Dum & Dummer, 1996) was used in order to identify organisational communication issues, with reference to the … model (Brayne, 2010). An ethical screening questionnaire was completed and no significant ethical issues were identified; therefore, a low-risk notification was completed (Massey University, 2015). The interviewee was provided with an information sheet (See Appendix C) and ….. in order to ensure …… There are a number of inherent limitations in the qualitative method used in this study. These include ….. (Dum & Dummer, 1996). Specific limitations of this study include ….. . As a result, ….. Findings & Discussion advice • Divide it into 3, 4 or 5 sections with about three paragraphs each (of 4 – 6 sentences). • Identify the organisational communication issue, including a definition and explanation from a book or journal article. • Provide quotations and other evidence to show why this is an issue in the organisation, and possible causes and effects. • Discuss what the literature says about best practice in relation to this issue and whether it is appropriate for the selected organisation. 9/05/2017 5 Findings & Discussion phrases 3.2 Blah blah The process of communicating blah blah to external stakeholders is known as ……. . Blah blah has been defined as “ ……… “ (Locke, Stock, & Barrill, 2016, p. 24). Blah blah is an essential component in the creation and maintenance of brand value because …. (Byers & Sellars, 2011). It is considered a source of …. , which is crucial to organisational success in … environments (Bigg & Bold, 2009). Emily reported two weaknesses in blah blah at Kiwi Tours. One weakness is in how blah blah is created and distributed within the organisation. As she explained: “ …………. “. This type of weakness is regarded as an indication of poor horizontal communication, which can lead to …. (Speke & Lissen, 2007). Conclusions advice • Divide it into 3, 4 or 5 sections of one paragraph each (of 3 – 4 sentences) – each one based on the corresponding paragraph in the previous section (4.1 summarises 3.1 etc). • Each section should highlight the key lessons learnt from the analysis of each organisational communication issue at the selected organisation. • Do not say what the organisation should do (that goes in the recommendations). Conclusions phrases 4.2 Blah blah Kiwi Tours has weaknesses both in the creation and dissemination of blah blah internally and in the communication of blah blah to external stakeholders. These are indications of underlying weaknesses in brand management; for instance, in the lack of clarity regarding organisational mission and values and in lack of attention to these within induction of staff and strategic planning. External communication of blah blah is further hampered by confusions over roles and responsibilities. Recommendations advice • Divide it into 3, 4 or 5 sections (of 1 – 2 sentences) – each one based on the corresponding paragraph in the previous section (5.1 is logically related to 4.1 etc). • Google ‘SMART objectives’ and ensure that your recommendations are ‘SMART’. • You don’t need to explain why the organisation should follow these recommendations – that should be obvious from your previous discussion. Recommendations phrases 5.2 Kiwi Tours appoints a blah blah manager as soon as possible with six-month goals to complete an approved blah blah strategy, and to liaise with the HR manager to include this as a key element within a revised induction and training plan for 20__. REFERENCING BASICS 9/05/2017 6 The most common references are to these four types of expert source: BOOKS CHAPTERS IN EDITED BOOKS ARTICLES IN SCHOLARLY, PEER-REVIEWED JOURNALS CREDIBLE WEBSITES You’re going to see an APA reference list which includes all of these types of sources. Discuss with your partner • Which of the four types of source appears more than once? • Why are the references in this order? • Why do some lines begin after a space? References Biggins, G. (2009). Why I became a social worker. In P. Te Ara & T. Rogers (Eds.), Social work and social workers in New Zealand/Aotearoa (pp.102-120). Auckland, New Zealand: Insight Press. Hamel, G. (2000). Leading the revolution. Boston, MA: Harvard Business School Press. Hubbard, J., Thomas, C., & Varnham, S. (2001). Principles of law for New Zealand business students (2nd ed.). Auckland, New Zealand: Pearson Education. Silverblatt, A. (2004). Media as a social institution. American Behavioral Scientist, 48(1), 35-42. doi:10.1080/09585190802707433 Statistics New Zealand. (2009). Mapping trends in the Auckland region. Retrieved from http://www.stats.govt.nz/Publications/PopulationStatistics/mapping -trends-in-the-auckland-region.aspx. References Biggins, G. (2009). Why I became a social worker. In P. Te Ara & T. Rogers (Eds.), Social work and social workers in New Zealand/Aotearoa (pp.102-120). Auckland, New Zealand: Insight Press. Hamel, G. (2000). Leading the revolution. Boston, MA: Harvard Business School Press. Hubbard, J., Thomas, C., & Varnham, S. (2001). Principles of law for New Zealand business students (2nd ed.). Auckland, New Zealand: Pearson Education. Silverblatt, A. (2004). Media as a social institution. American Behavioral Scientist, 48(1), 35-42. doi:10.1080/09585190802707433 Statistics New Zealand. (2009). Mapping trends in the Auckland region. Retrieved from http://www.stats.govt.nz/Publications/PopulationStatistics/mapping -trends-in-the-auckland-region.aspx. ‘References’ top and centred Alphabetical order Hanging indent • should consist of expert sources • includes only the sources you have cited in the essay • is on a separate page at the end of your essay/report with the title ‘References’ (at the top in the centre) • is ordered alphabetically by author • has a hanging indent (i.e. only the first line of each reference begins at the left margin (see the last slide in your handout for tips on how to do this) An APA reference list: BOOK Hamel, G. (2000). Leading the revolution. Boston, MA: Harvard Business School Press. surname, initial (year) title city publisher For more than one author, include all names with initials (followed by . and ,) Hubbard, J., Thomas, C., & Varnham, S. (2001). Principles of law for New Zealand business students (2nd ed.). Auckland, New Zealand: Pearson Education. This is how you indicate second, third … edition 9/05/2017 7 CITY OF PUBLICATION UK, NZ etc city, country Harmondsworth, England: Penguin. Palmerston North, New Zealand: Dunmore Press. USA city, state initials Upper Saddle River, NJ: Lawrence Erlbaum Associates. Check title of book in library catalogue and/or Google if city of publication is not clear from the book itself Australia Either state abbreviation OR country Milton, Qld: McGraw-Hill. Milton, Australia: McGrawHill. CHAPTER IN EDITED BOOK Biggins, G. (2009). Why I became a social worker. In P. Te Ara & T. Rogers (Eds.), Social work and social workers in New Zealand/Aotearoa (pp.102-120). Auckland, New Zealand: Insight Press. Title of chapter – not in italics Editors’ names (initial before) and (Eds.) Title of book – in italics Page numbers of chapter – in brackets with pp. before Author of chapter and year of publication City & Publisher ARTICLE IN A SCHOLARLY JOURNAL Silverblatt, A. (2004). Media as a social institution. American Behavioral Scientist, 48(1), 35-42. author’s name year Title (no italics; not in capitals) journal name (italics; main words start with capitals) volume number in italics; issue number in brackets page numbers doi:10.1080/09585190802707433 doi number (if the article has one) WEB PAGE REFERENCE Statistics New Zealand. (2009). Mapping trends in the Auckland region. Retrieved from http://www.stats.govt.nz/Publication s/PopulationStatistics/mappingtrends-in-the-auckland-region.aspx. author’s name (or organisation that owns the web site) Year (if it’s missing put (n.d.) Retrieved from followed by full internet address Title of page You’re going to see another APA reference list. Discuss with your partner Which two of these elements are missing? A) city of publication B) page numbers C) publisher D) volume & issue numbers References New Zealand Ministry of Education. (2015). What we get for what we spend: Retrieved from http://www.educationcounts.govt.nz/data/assets/pdf_file/0011/163685/What-weget-for-what-we-spend-Inputs-outputs-and-outcomes-of-Govts-tertiary-educationexpenditure-2004-2013.pdf Nicol, D. J., & Macfarlane-Dick, D. (2006). Formative assessment and self-regulated learning: A model and seven principles of good feedback practice. Studies in Higher Education, 31(2), 199 — 218. North, S. M. (1995). The idea of a writing center. In C. Murphy & J. Law (Eds.), Landmark essays on writing centers. Davis, CA: Hermagoras Press. Parker, M. (1992). Post-modern organizations or postmodern organization theory? Organization Studies, 13(1), 1. Pascarella, E. T., & Terenzini, P. T. (2005). How college affects students: A third decade of research. Jossey-Bass. A) city B) page numbers C) publisher D) volume & issue numbers 9/05/2017 8 A & B were missing References New Zealand Ministry of Education. (2015). What we get for what we spend. Retrieved from http://www.educationcounts.govt.nz/data/assets/pdf_file/0011/163685/Wh at-we-get-for-what-we-spend-Inputs-outputs-and-outcomes-of-Govtstertiary-education-expenditure-2004-2013.pdf Nicol, D. J., & Macfarlane-Dick, D. (2006). Formative assessment and selfregulated learning: A model and seven principles of good feedback practice. Studies in Higher Education, 31(2), 199-218. North, S. M. (1995). The idea of a writing center. In C. Murphy & J. Law (Eds.), Landmark essays on writing centers (pp. 71-85). Davis, CA: Hermagoras Press. Parker, M. (1992). Post-modern organizations or postmodern organization theory? Organization Studies, 13(1), 1. Pascarella, E. T., & Terenzini, P. T. (2005). How college affects students: A third decade of research. San Francisco, CA: Jossey-Bass. In this session you have learnt how to: SUMMARY • structure and plan a report • write an executive summary • structure main report sections • use professional writing style • refer to research with appropriate citations • format an end-of-text reference list, including books, book chapters, journal articles and web pages in APA style ONLINE EXTRAS • Finding sources • Using sources • Referencing software • Indenting a reference list FINDING SOURCES USING DISCOVER USING DATABASES USING REFERENCE LISTS Three ways to find academic sources USING DISCOVER 9/05/2017 9 USING REFERENCE LISTS USING DATABASES RESULTING ARTICLES USING SOURCES Look especially in introduction, discussion and conclusion sections of articles to identify key ideas on your topic. Make brief notes as much as possible in your own words, from memory and include the reference. 4 major features: social hierarchy, obedience, balance and give and take Tsui et al., 2004 Example 1 Using my own words in my notes (instead of ‘cut and paste’) means that I can write without risk of plagiarism. Original text My note 9/05/2017 10 Example 2 Original version social harmony = basis of stable society – depends on people showing respect and accepting norms and position in society My note Zhang, Lin, Nonoka, & Beom, 2005 Example 3 Confucianism = philosophical & ethical / system / guides social behaviour / supports stable government (de Bettignies, Ip, Bai, Habisch, & Lenssen, 2011 Original text My note Example 4 Junzi = exemplary individual – committed to behaving ethically (Ip, 2011) Original text My note Build up a single set of notes divided into themes and add notes from different articles under the same theme. Qualities of Confucian leader xxxxxxxxxxxxxxxxxxxxxxxxx (Arvey, Dhanaraj, Javidan, & Zhang) xxxxxxxxxxxxxxxxxxxxxxxxx (Fernandez) xxxxxxxxxxxxxxxxxxxxxxxxx (Lang, Irby, & Brown) Then you need to select the ideas you want to include …. … and expand your notes into sentences which flow Confucianism = philosophical & ethical / system / guides social behaviour / supports stable government (de Bettignies, Ip, Bai, Habisch, & Lenssen, 2011 In contrast to Fayol’s pragmatism, Confucianism is a philosophical and ethical approach to the maintenance of social stability (de Bettignies, Ip, Bai, Habisch, & Lenssen, 2011). My note My sentence You can be creative when you write from your notes – as long as you keep to the ‘spirit’ of the original. Example 1 9/05/2017 11 Example 2 Junzi = exemplary individual – committed to behaving ethically (Ip, 2011) My note Their credibility is strengthened by a commitment to continual self-improvement, with the aim of achieving the status of junzi, or person of exemplary moral character (Ip, 2009). My sentence • For a free download and more information about EndNote see tinyurl.com/masseyendnote • For help with EndNote, contact the library at [email protected] or go to tinyurl.com/masseylibraryquestions • For upcoming library sessions on EndNote see tinyurl.com/masseylibraryworkshops • You can find other free referencing applications at onenote.com, zotero.com and mendeley.com Referencing software Write the list normally – with each reference ‘left-aligned’ like this: Silverblatt, A. (2004). Media as a social institution. American Behavioral Scientist, 48(1), 35-42. Select the whole list. Click on the ‘paragraph’ tab and on ‘special’. Select ‘hanging’. Click on ‘OK’. The references change to this: Silverblatt, A. (2004). Media as a social institution. American Behavioral Scientist, 48(1), 35-42. Smile – it’s over! How to indent a reference list (PC) © 2017 This PowerPoint Presentation and the accompanying handouts are copyrighted by Centre for Teaching and Learning, Massey University and may not be used, except for personal study, without written permission from the copyright owner. Please note that examples are provided for illustration of writing principles only and no reliance should be placed on any of the ideas referred to in the texts. Martin McMorrow, Centre for Teaching and Learning 09 441 8143 [email protected] These slides can be viewed at: tinyurl.com/219303report