©Alex Dawson 2012
Murdoch University BBS301 Detailed Report Guidelines
(Adapted from the work of Alexander Dawson - BUS145 Detailed Report Guidelines)
Objectives of These Guidelines 1. To demonstrate the importance of how ideas are presented. 2. Provide unit participants with a concise outline of the key requirements and elements of the report assessment. 3. Guidance for participants to provide a document that models some of the standards outlined herein.
Note on size limits: Executive summary, reference list and appendices are not included in the word limit of 2500 (+/- 10%)
BBS301 Detailed Report Guidelines (Adapted from BUS145 Guidelines)
Alex Dawson 2012
The BUS145 Detailed Report Guidelines was originally written by Alexander Dawson 2012 Adapted and revised for BBS301 by Jessie Smart 2016
© Published by Murdoch University, Perth, Western Australia, October 2016.
This publication is copyright. Except as permitted by the Copyright Act no part of it may in any form or by any electronic, mechanical, photocopying, recording or any other means be reproduced, stored in a retrieval system or be broadcast or transmitted without the prior written permission of the publisher.
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Report Contents
1.0 PURPOSE. .................................................................................................................................... 2 2.0 OUTLINE OF FINAL REPORT FOR BBS301. .............................................................................. 2 2.1 Cover Page ................................................................................................................................. 3 2.2 Report Contents Page ................................................................................................................ 3 2.2.1 Characteristics .............................................................................................................................. 3 2.3 Executive Summary (ES) (Commercial format) – one page maximum .................................... 3 2.3.1 The Three Main Elements of the Executive Summary................................................................. 4 2.3.2 Benefits of an Executive Summary (ES) ...................................................................................... 4 2.4 Introduction ............................................................................................................................... 5 2.5 Main Body of the Report ........................................................................................................... 5 2.5.1 Systematic literature review ...................................................................................................... 6 2.5.2 Methods and methodology ........................................................................................................ 6 2.5.3 Analysis and discussion ............................................................................................................. 6 2.5.2 Tips on when to Reference ........................................................................................................... 7 2.6 Recommendations Section ........................................................................................................ 7 2.8 Reference List ............................................................................................................................ 8 2.9 Appendices - optional ................................................................................................................ 8 3.0 APPENDICES................................................................................................................................... 9 3.1 Appendix 1: Building an Table of Contents with Microsoft (MS) Word (Updated 2012) ....... 9
HOW to do this Table of Contents
Note the alphanumeric format of the various sections, subsections and sub-subsections here. This provides the reader with a sense of the hierarchy and organisation of the report. These subtle, but contrasting font sizes, styles and the numbering system help distinguish the organisation in the report itself. Additionally, MS Word's index and tables builder (Which was used to do this index) represents these formats here in cut down form with just a few clicks (See appendix 1 for how to use this). So if you underline be aware that's how it will look here. The index builder also throws in the indentations to further elaborate on the structure.
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1.0 PURPOSE.
Success in winning the approval and support of others for your thinking is not just a product of the ideas themselves. Of equal importance will be the way you present your ideas.
Business reports sell your thinking to both managers and academics, so it is in your best interests to digest the contents of this outline and embrace them. While the writing requirements may seem stringent, it is recommended that you should bear in mind that these guidelines will serve you well throughout life, not just here at Murdoch. Adopt them as your own and you will have taken an important step in improving not only the "packaging" of your ideas, but the value of the ideas themselves.
Additional standards such as the Chicago referencing system are also included to address fundamental academic requirements. While referencing may seem a burden to some, it should be remembered that any business report will require the writer to state the sources of the information in the main body of the report (or in appendices where appropriate). So it should be understood that the Murdoch School of Management and Governance is not actually asking any more of you than would be the case in the business world. This following content outline will provide current business students with some precise specifications for their report.
2.0 OUTLINE OF FINAL REPORT FOR BBS301.
The contents of each specific element of a report are provided here in Section 2.0 to assist student in preparing and structuring their major assessment.
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2.1 Cover Page
This should include all standard requirements for a paper, these include;
1. Unit code and title.
2. Report title (topic should be in large font).
3. Student name and student number.
It is important to remember that this is a cover page. So give some thought to its presentation. If you cannot find a snappy graphic that is appropriate, at least ensure that some thought is given to the format of these elements. Clearly the second element is most important and should be formatted with the largest font center aligned. Other elements are free to be presented in a fashion of your choosing, but at least make an effort to have a cover that looks professional.
2.2 Report Contents Page
2.2.1 Characteristics
This should be titled "Report Contents" or "Contents" or "Index".
It should have a comprehensive index showing the structure of the report and its various elements.
Typically there are two to and four levels of titles in the index to reflect the structure (note there are three in this document’s table of contents).
Should be the last thing you add to the document before printing.
It will be critical for writers to know the basics of how to build an index using Microsoft (MS) Word, a function which will enable you to build an index in the blink of an eye. See appendix 3.1 for a guide.
2.3 Executive Summary (ES) (Commercial format) – one page maximum
In the commercial world the ES is the most important page in the entire report. Put yourself in the shoes of a Business Analyst or Management consultant for a moment; you have to sell your thinking
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in this one page because many managers do not have the time to read the entire report. Its high impact stuff with every word chosen to ensure the "Big Picture" is summed up in one page. Typically the contents of an executive summary are written last after the full structure, content and scope of the report is defined. However, it does not hurt to have a draft written early as this may help define goals for the rest of the report while it’s being constructed. Furthermore, as new core ideas of significance emerge, you can amend the draft to reflect these revelations that naturally occur in the construction stages. Ultimately, its final form should be decided on after you are satisfied that all elements in the discussion sections and end report sections are finished. The following elements outline the typical contents of an ES. (Note: Justified alignment looks best – i.e.: even margins both sides as shown here).
2.3.1 The Three Main Elements of the Executive Summary.
1. The topic and its significance: This introduces the issue in question and its importance to management. Usually topics are linked with the key issues, for example with organisation performance/survival and a possible emphasise of any secondary problem or symptom that may undermine performance or profitability.
2. The findings (conclusions): This provides the reader with your high level evaluation on the issue in question. In essence your informed opinion - always stay 3rd person (No "I", "my" etc). Here you make it clear what the source (primary) problems that create the secondary problems are.
3. The recommendations and their benefits: This provides the reader with solutions to the issue in question along with some benefits.
The entire executive summary should be no more than one page. To cover the above areas in one page will be challenging for most writers because writing a good ES will provide a reader with a concise high level understanding of all the core issues. You don’t need subsections here.
2.3.2 Benefits of an Executive Summary (ES)
As already stated, managers are very busy. If you can't get the main messages across in a page, chances are you will lose their attention. The ES should be able to act as a stand alone, powerful page that sells the report. However, there are also other benefits such as improving reader memory
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retention by providing a reader with a broad understanding of an issue that creates a framework around which the detailed information can be more readily interpreted.
2.4 Introduction
This section should not go over one page in length. There must be 4 subsections in this page which cover specific requirements. Their names and content descriptions are listed below:
1. Topic: Here you introduce the topic and elaborate on its significance briefly. Do not provide finding; just define the key purpose (which is actually to arrive at findings).
2. Limitations: Here you discuss the scope and constraints of the report by elaborating on any weaknesses or omissions. This is often due to topic complexity and problems relating to limited information (a common problem when examining topic/cases is that people often distort information for their own ends).
3. Sources of Data: State briefly what sources of data have been obtained. Are they secondary only, such as books, journals, papers, magazines and websites, or have you obtained primary data such as direct interviews.
4. Report Organisation: Here simply elaborate on the structure of the main body of the report so the reader knows what to expect and comment on whether you will provide any recommendations and conclusions. Do not mention the Intro or ES here.
2.5 Main Body of the Report
This section requires the writer to present all the research uncovered and should include the following sections:
1. Systematic literature review
2. Methods and methodology
3. Analysis and discussion of results
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2.5.1 Systematic literature review
Students are expected to make any necessary revisions to their systematic literature review suggested in the feedback provided. It should make sense to move or remove sections or reorganise your original literature review before using it in your report. Please remember that literature should be organised according to the themes you have identified.
2.5.2 Methods and methodology
Describe and justify the elements of your research design and the methods you used to collect data (method used for systematic review process can be outlined in the literature review section).
2.5.3 Analysis and discussion
Connect your results to the literature.
Third person, factual, objective and impersonal. You simply present the evidence uncovered by research and draw attention to information of greatest significance. Generally split into numerous, logical sections and sub/sections to help structure the dialogue. Clearly many of the questions being research may help structure the discussion (main body) of the report. The key issues/researched findings not only inform your research effort but also help structure the report discussion itself. The sections and subsections should have titles that reflect the content (as this guide demonstrates) and organise information logically. Obviously the precise format may vary from topic to topic as the circumstances may vary. You do not draw attention to the reader or yourself. Just present the facts found in your research. Helps define the core source issues/problems and how they cause any secondary issues/problems of the topic/organisation.
The main discussion section is heavily referenced. You are presenting the information uncovered in your research, so this section must be heavily referenced.
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The last point here regarding referencing seems to catch out a lot of people. This is not a section to talk about your opinion; it is a section to present the data found to help make logical conclusions. Additionally, some discussion of possible solutions that you may have found ensures that when the reader gets to the recommendations and conclusions, your key findings and solutions are more likely to be seen as credible. A key point though is to ensure this section is thoroughly researched and has sources cited per the Chicago method.
2.5.2 Tips on when to Reference
Aside from the referencing standards comprehensively defined in Murdoch University Library, there are some basic rules that can help you understand when the source needs to be cited. These include;
If it is not your idea - cite your source (per the Chicago format). If it is not clear by the wording of the dialogue that you are still presenting facts from a source cited previously - cite it again. Do not leave it till the end of the paragraph to cite a source. If must be cited as soon as the idea is used (Generally this is done at the end of a sentence).
It is in order to cite a reference several times in a row if it is not apparent to the reader by the tone and flow of the discussion that you are still talking about that source. To reduce citation frequency, you can use the authors name in the actual discussion (eg: Vernon Smith (2002) notes how …..) early in the first sentence where the ideas are used.
If you are quoting put the quote in "inverted commas" and cite a page number if it is available. Pagination number will suffice for online databases.
2.6 Recommendations Section
Ideally you should have discussed some potential remedies and solutions in the discussion section and thoroughly referenced these. So when you get to this section you must outline the recommendations you have arrived at as a result of your research. This can be done in numbered bullet point form, but you should at the very least briefly discuss the benefit/s of the recommendations.
If you have done your research, you may have many recommendations the team needs to choose the most relevant five recommendations. These should be detailed and include the benefits and not simply
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just state the recommendation, this will allow the recommendation to be explicitly linked to business needs - a critical component of business report writing. Your recommendations must be useful and practical for managers. Generally you do not need to reference here, as potential solutions should have already been discussed in the discussion/appendices sections (However, you should note references if this is not the case). Remember to stay 3rd person.
2.8 Reference List
This should contain an alphabetical list of all sources use in the report. It must comply with the Chicago referencing standards (see Murdoch Library website). This is the only section of the report where single spacing is suggested to improve presentation.
2.9 Appendices - optional
Look at the example appendix at the end of the document titled, Building a Table of Contents. You will note it is in a section called "Appendices" with each appendix under its own subheading (With name and number). You should also remember that citing the sources of data here is a must if it is not an analysis or research you have conducted yourself. Do not simply copy and paste large amounts of discussion into an appendix. Appendices should use tables, graphs, figures and interesting formatting to help aid reader comprehension.
Use appendices to keep under the size limit set (up to 2000 words). This word count includes all text within the introduction, body (literature review, method and analysis/discussion) and recommendations section.
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3.0 APPENDICES
3.1 Appendix 1: Building an Table of Contents with Microsoft (MS) Word (Updated 2012)
Word has an automatic index builder and while this spiel does not go into a lot of detail, it and the formatting of this document should serve to guide you.
Before you use the above you will need to be familiar with the Style function in the Home Tab (To select from "heading 1" to "heading 2" etc - this is the Table of Contents hierarchy. As you can see above, this page has a section [Heading 1] and subsection [Heading 2] on it). Just remember to select the text for the heading/subheading first before you apply the style formatting. To preview the hierarchy of your style headings you will need to be aware of the Document Map function in the View tab. Check/uncheck the box as required to hide/show the document Map. This is a very useful function to keep track of sections in a very large document. MS Word's index builder can be accessed from the References Tab (Click “Table of Contents”). Typically this is the last thing you should add to the document on its own page. Just be sure to insert the cursor on the page you wish to put the index before you access this feature and see me if you’re having formatting problems.
Customizing a Heading Style With the Format Painter Tool
The button above from the home tab is the format painter. Using this button will enable you to copy the format of any selected text onto any text you select after clicking it. Thus making it useful for any situation when you want to keep the format consistent. The steps are; 1. After you have created a heading changed font size and format of the heading text, click the Format Painter button (Just make sure you have selected the heading text before you do this). You will notice a paintbrush appears next to your cursor. 2. Move the cursor to the left of heading you wish to format similarly. 3. As you move the cursor from the heading to the left margin, you will notice the cursor change to an arrow. When this happens left click. You should now have applied the same style setting to the text on that line adjacent to the cursor. If you haven't then repeat previous steps and at step three select the text you wish to format instead. This should accomplish the task. If you are having trouble still it may be a result of not selecting text correctly. Select text by dragging the paintbrush/cursor over the text while holding the left mouse button down and keep practicing until perfected.
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Note: If you don’t like the default standard heading format, you can change it with a function in the button menu called a "Format Painter". It's the funny button with the paintbrush on it that you may have to click the Home tab to find. See the special box on this page above for using this.