what is report preparation and presentation

How to Create an Outstanding Report Presentation!

A report presentation is a daily necessity for most companies. Employees are constantly working on compiling data and facts about their company and department and presenting them in PowerPoint presentations. But often, the presentation design fails to impress.

In this article, you’ll learn how to visualize hard data into an appealing and engaging report presentation for your audience.

What exactly is a report?

A business report is a formal document that communicates corporate information clearly and concisely .

In a report presentation, a company presents data, facts and information, quarterly balance sheets, turnover, HR developments , and so on.

Why report presentations are so important

Report presentations are essential to the success of your business . Why? It’s simple.

Report presentations provide a coherent overview of your company’s performance : What is the current status quo? Which strategic decisions need to be made in the future? How are resources being allocated?

This clear presentation forms the basis for future fact-based decisions . This means it must present facts transparently and answer any business-related questions .

What does a good report presentation look like?

A report presentation has to be clear and concise – after all, you want your audience to understand what you’re saying.

Reporting on data is often very dry. You need to present it in the most visually interesting way possible . An attractive report design will help your audience understand your key messages immediately, without having to delve into specific corporate figures . Keep reading for tips on how to do this.

How to create an engaging report presentation: 5 tips

Report presentations are usually time-limited, so focus on the essential information . The key is to communicate facts clearly and concisely .

Give your information visual interest. Microsoft PowerPoint offers numerous possibilities for enhancing the look of your presentation. Below we have compiled 5 tips for you on how to create an appealing report.

Tip 1: Prepare properly

Preparation lays the foundation for a successful report presentation. Think carefully about how you want to present specific facts and data. Know what you want to say and what your goals are – that’s key for a great report presentation layout. Each slide must have a specific purpose . Only include data that is essential to convey your message .

Give your slides variety but don’t overload them with information or graphics. Less is often more. Try out the unique features of PowerPoint and see which option best suits your presentation.

Focus on the most important key figures and avoid unnecessary details . A good report presentation should make your key statements understandable without your audience having to delve deeper into the company’s key figures.

For 11 helpful tips on preparing your presentations, check out our post, Preparing a PowerPoint Presentation .

Tip 2: Chose the right charts and diagrams

Charts and diagrams are the best way to visualize figures and data. Not only are they visually appealing, but they also summarize your statements in a way that is easy to understand .

PowerPoint offers a wide range of charts and diagrams . You can choose from pie charts, bar charts and area charts, as well as other customizable diagram options. We’ve summarized an overview of the best diagram styles and when to use them in our article, 10 Chart Types: Which One Is Right for My Data?

Some chart types are more suited to specific data . For example, a pie chart is a terrific way to show gender distribution in your company. Bar or column charts can be used to visualize sales, balance sheets and profits.

If you want to illustrate aspects that have happened over a longer period of time, area charts, line charts and of course timelines are ideal.

Feel free to combine several chart types . Let your creativity run free. You can also add icons to your diagrams. The possibilities are endless! Just keep it simple and don’t overload your slides. You can find professionally designed icons in our shop . Take a look at these:

Once you’ve found the right type of chart or diagram, it’s time to highlight the most vital information in it . This helps your audience understand your key messages and quickly identify the most important aspects of your report presentation. If you need to, you can further explain these aspects as you go along.

You’ll find professionally designed slide templates for various charts in our shop . For example, this template:

Tip 3: Reuse layouts

Certain topics often reappear in report presentations. A good example of this is quarterly figures or annual financial statements. With these kinds of topics, it makes sense to the invest time in creating an optimal layout that you can reuse .

If you want to compare quarterly figures or annual financial statements, using the same layout makes any differences clear and obvious to your audience.

You can find out how to create your own layouts and other tips & tricks here .

Tip 4: Other design elements

You can also use additional design elements to enhance your report presentation . There are unlimited, creative options to choose from. Think carefully about which elements will visually support your statements.

Try to include transparent images . These are more attractive than normal images and set visual accents when combined with text or graphics. Transparent images are also effective as customized backgrounds, like on title slides. We’ve put together more information on transparent images for you here .

Another design idea is icons . These small images help to break up blocks of text and reduce presentation content to a bare minimum. The simple messages behind icons are universally understood and save space on slides. More information can be found here .

Tip 5: Practice, practice, practice

Ideally, a report presentation should need little accompanying information – your slides should speak for themselves . But that doesn’t mean you don’t need to practice. Especially with diagrams, extra information can further support the infographics. Put particular focus on getting your key messages across.

Think about any questions that your audience may have. Even when your report presentation covers only key content, it’s still important to know and convey more in-depth background information on data, facts and figures in case of follow-up questions .

Of course, there’s so much more that goes into a convincing presentation. Here are some articles with helpful tips:

• 16 Ways to Kick-Start Your Presentation
• Body Language in PPT Presentations: 8 Tips & Tricks
• Rhetoric Skills: How to Speak and Present Effectively
• Presentation Hack: Always Focus on Your Audience’s Needs
• Because First Impressions Aren’t Everything: 20 Tips and Ideas to End Your Presentation in Style

You can find more helpful articles in our blog. ► To the blog

Create expert report presentations

Report presentations are a common part of day-to-day business. With their clear graphic elements, reports communicate unambiguous information that is essential for a company’s success.

No doubt your next report presentation is already in your business calendar. Take our tips to heart and try them in your next report.

Do you have questions about report presentations or general questions about PowerPoint? Feel free to contact us at [email protected] . We’re here to help!

Are you looking for professionally designed slide templates for your report presentation? Take a look around our shop. We have a wide variety of slide templates on numerous (business) topics. You’re sure to find the right slide set for your needs. For example, here’s one for your financial report:

You can find more templates here ► To the shop

These articles might also interest you:

• The Right Way to Use Pie Charts in PowerPoint
• PowerPoint Layout: Tips & Tricks Plus 6 Modern Ideas for Your Slide Layout!
• Make a PowerPoint Image Transparent: The Pro Guide
• Icons: An Amazing Way to Improve Your Content
• Preparing a PowerPoint Presentation: 11 Tips for Guaranteed Success!
• 10 Chart Types: Which One Is Right for My Data?

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How to Write a Project Report (with Best Practices Templates for Microsoft 365)

Key Take Aways

What you’ll learn:

• How AI can enhance project reports with predictive analysis and actionable insights
• A 7-step checklist for making sure that your project reports are easily accessible and consumable by stakeholder
• The importance of using project management software for streamlining project reporting, especially in the age of remote working
• Why you should use the Microsoft 365 platform for project reporting and some out of the box examples from BrightWork 365

By: Shubhangi Pandey | Published on: Jun 5, 2024 | Categories: BrightWork 365 , Microsoft 365 , Project Reporting | 0 comments

In an age where remote work is becoming the new every day and data-driven decision-making is more crucial than ever, project reporting has become more than a managerial obligation. It’s an art and a science that combines traditional project tracking with modern metrics and advanced data visualization.

This guide will walk you through seven essential steps to craft a project report that informs and engages your stakeholders. We’ll explore the role of AI in project management, delve into the importance of remote work metrics, and discuss cutting-edge data visualization tools that can make your reports more insightful.

Whether you’re a seasoned project manager or just getting started with project management basics , these steps will help you write a project report that adds value to your organization’s knowledge base for future projects.

Why are Project Management Tools Vital for Report Writing?

The importance of robust project management tools for effective report writing cannot be overstated. Here’s why:

• Centralization : Project management tools are a central hub for all your project data, streamlining project management and reporting processes.
• Efficient Tracking : These tools make it easier to monitor work progress during the monitoring phase of project management , helping you stay on top of tasks and milestones.
• Risk Identification : Advanced features enable you to spot potential risks early, allowing for proactive management.
• Stakeholder Communication : Keep all stakeholders in the loop with real-time updates and comprehensive reports.
• Data Visualization : Utilize features like Power BI to transform raw data into insightful visuals, aiding in better decision-making.
• Custom Reports : Depending on organizational needs, create specialized reports that offer in-depth analysis and recommendations upon project completion.

The Evolution of AI in Project Management Tools for Report Writing

When crafting an impactful project report, your tools can be a game-changer. And let’s talk about the elephant in the room: Artificial Intelligence. AI is no longer just a buzzword – it’s a reality transforming project management and reporting.

According to a systematic literature review published in MDPI , AI’s role in project management is increasingly significant, offering advanced capabilities like predictive analytics and risk assessment.

The Power of Predictive Analytics

These advanced AI tools centralize your project data and offer predictive analytics, risk assessment, and automated insights that can be invaluable for your report. Like Power BI revolutionized data visualization, AI algorithms can sift through massive amounts of data to highlight trends, predict risks, and recommend actions.

Making AI Accessible for Every Project Manager

Imagine reporting on what has happened and providing stakeholders with insights into what could happen. It’s like giving your project report a crystal ball. And don’t worry – embracing AI doesn’t mean you have to be a tech wizard. Many modern project management tools benefit from built-in AI features. 

A thesis from DiVA portal explores the implementation of AI in project management and its impact on working personnel, indicating that AI is becoming more accessible and user-friendly.

The Future of Data-Driven Decision Making

AI’s capabilities equip stakeholders with data-driven insights for strategic decisions. It’s not just about tracking work and identifying risks anymore – it’s about forecasting them and offering actionable solutions. Welcome to the future of project reporting.

Types of Project Reports and Their Formats

Understanding the types of project reports you need to create is crucial. Whether it’s a project summary report, a project health report, or a project completion report, each serves a unique purpose and audience.

Knowing the format, whether a pie chart, bar chart, or complete chart, can also help present the data effectively. Writing a report is a valuable opportunity to evaluate the project, document lessons learned, and add to your organization’s knowledge base for future projects.

Data Visualization: Modern Tools and Techniques

Data visualization has come a long way from simple pie charts and bar graphs. With the advent of AI, we now have tools that can display and interpret data. Think of AI-powered heat maps that can show project bottlenecks or predictive line graphs that forecast project completion based on current trends.

Techniques for Effective Data Presentation

Modern data visualization techniques like interactive dashboards, real-time data streams, and even augmented reality (AR) representations are making it easier than ever to understand complex project metrics. These aren’t just for show; they offer actionable insights that can significantly impact project outcomes.

Making Data Visualization Accessible

The best part? These advanced visualization tools are becoming increasingly user-friendly. You don’t need to be a data scientist to use them. Most project management software now integrates seamlessly with these tools, making it easier than ever to incorporate advanced data visualization into your regular reporting.

The New Normal of Remote Work

In today’s digital age, remote work is becoming the new normal. As project managers, adapting our reporting techniques to this changing landscape is crucial.

Critical Metrics for Remote Teams

When it comes to remote teams, some metrics become even more critical. Think along the lines of ‘Remote Engagement Rate,’ ‘Digital Communication Effectiveness,’ and ‘Virtual Team Collaboration.’ These KPIs offer a more nuanced understanding of how remote teams are performing.

Tools for Tracking Remote Work Metrics

Fortunately, modern project management tools have features specifically designed to track these remote work metrics. From time-tracking software to virtual “water cooler” moments captured for team morale, these tools make remote work measurable in ways we couldn’t have imagined a few years ago.

Project Timeline and Milestones

A well-defined project timeline and key milestones are essential for any project. They not only help in keeping the project on track but also provide a basis for decision-making. 

Project management software can automate this process, ensuring that reports are always up-to-date. Try the steps outlined below for writing better project reports.

Manage Projects with Microsoft 365, Power Platform, and Teams

Collaborate seamlessly from anywhere, with brightwork 365 and microsoft teams..

How to Write a Project Report in 7 Steps

Writing an effective project report is crucial for evaluating the project’s health, keeping stakeholders informed, and setting the stage for future projects. Here are seven steps to guide you through the process.

Step 1. Decide the Objective

Take some time during the project management initiation phase to think about the purpose of the report. Do you need to describe, explain, recommend, or persuade? Having a clear goal from the outset ensures that you stay focused, making engaging your reader easier.

Understanding the objective is the cornerstone of effective project reporting. Whether crafting a project summary report or a detailed project performance report, aligning your content with the aim will make your report more coherent and actionable.

This is also the stage where you decide the key milestones and metrics to highlight in the report.

Step 2. Understand Your Audience

Understanding your audience is crucial for crafting a report that resonates. Whether you’re writing for stakeholders or team members, the language, data, and visuals should be tailored to their preferences and needs.

• Language & Tone : Consider the communication style of your audience. Is a formal or informal tone more appropriate? Tailoring your language can build rapport and make your message more impactful.
• Data & Graphics : Choose the types of data and visual aids that will most effectively convey your message to your specific audience.
• Personal Preferences : Pay attention to how your audience typically communicates, whether in emails or other documents and try to mirror that style.
• Report Format : Different stakeholders may require different levels of detail. A project manager may want an in-depth analysis, while a sponsor only needs an executive summary.
• Audience Personas : Utilize audience personas to guide the tone, style, and content, ensuring your report caters to the diverse needs of all project stakeholders.

Step 3. Report Format and Type

Before you start, check the report format and type. Do you need to submit a written report or deliver a presentation? Do you need to craft a formal, informal, financial, annual, technical, fact-finding, or problem-solving report?

You should also confirm if any project management templates are available within the organization.

Checking these details can save time later on!

Different types of project reports serve other purposes. A project status report provides a snapshot of where the project is, while a project health report dives deeper into metrics. 

Make sure to consider the medium – will this report be a PDF, a slideshow, or an interactive dashboard? The format can significantly impact how the information is received.

Sep 4. Gather the Facts and Data

Including engaging facts and data will solidify your argument. Start with your collaborative project site and work out as needed. Remember to cite sources such as articles, case studies, and interviews.

To build a compelling case in your report, start mining your collaborative project site for crucial metrics like project milestones, resource utilization, and project health. Supplement this with additional data from external sources like articles and case studies. 

Utilize data visualization tools like pie charts or bar graphs to make complex information easily digestible. Ensure the data is current to maintain the report’s credibility and remember to cite your sources for added reliability.

Step 5. Structure the Report

How you arrange your report is pivotal in how well your audience can digest the material. A logically organized report improves readability and amplifies its impact in delivering the core message.

Your report should have a natural progression, leading the reader from one point to the next until a decisive conclusion is reached. Generally, a report is segmented into four key components:

• Opening Overview: This is the first thing your reader will see, and it’s usually crafted after the rest of the report is complete. Make this section compelling, as it often influences whether the reader will delve deeper into the report.
• Introduction: This section sets the stage by offering background information and outlining the report’s cover. Make sure to specify the report’s scope and any methodologies employed.
• Body: Here’s where your writing prowess comes into play. This is the meat of the report, filled with background, analyses, discussions, and actionable recommendations. Utilize data and visual aids to bolster your arguments.
• Final Thoughts: This is where you tie all the report’s elements together in a neat bow. Clearly state the following steps and any actions the reader should consider.

Step 6. Readability

Spend some time making the report accessible and enjoyable to read. If working in Word, the Navigation pane is a great way to help your reader work through the document. Use formatting, visuals, and lists to break up long text sections.

Readability is not just about the text but also about the visual elements like pie charts, bar colors, and even the background color of the report. Use these elements to break the monotony and make the report more engaging. Also, consider adding a table of contents for longer reports to improve navigation.

Step 7. Edit

The first draft of the report is rarely perfect, so you will need to edit and revise the content. If possible, set the document aside for a few days before reviewing it or ask a colleague to review it.

Editing is not just about correcting grammatical errors – it’s also about ensuring that the report aligns with its initial objectives and is tailored to its audience. Use this stage to refine the report’s structure, clarify its key points, and eliminate any unnecessary jargon or technical terms to the reader’s understanding.

Automate and Streamline Project Reporting with Microsoft 365

Project reporting can often be a laborious and time-consuming task. Especially on a project where there are so many moving parts and different people involved, getting a clear picture of what’s going on can be pretty tricky.

That is why we recommend moving to a cloud-based solution for project management and reporting – and you might have guessed it: we recommend Microsoft 365! If you’re considering SharePoint, check out our build vs buy guide.

Why use Microsoft 365 for project reporting?

There are many benefits to using Microsoft 365 as the platform for your project management reporting, including:

• Centralizing your project management and reporting on Microsoft 365 brings your project information into one place, so you can automate reporting and save time. If you’re still using excel for project management , here’s why you should consider switching.
• You can access configurable and filterable reports based on the audience by leveraging the available reporting mechanisms in Power Apps, Power BI, and Excel. Everyone can see the information in the way they need.
• Linked into the Microsoft 365 ecosystem, reports can appear in Power Apps, Power BI, exported to Excel, emailed in Outlook, or seen in MS Teams, so reports are available wherever the audience is working.
• Having project data maintained in a single platform means that project reports are always up to date. No more chasing up PMs or team members for the latest document version!

5 Ways you can use BrightWork 365 for Project and Portfolio Reporting

BrightWork 365 is a project and portfolio management solution for Microsoft 365 and the Power Platform. Here are five ways you can leverage BrightWork 365 and Microsoft 365 for more efficient project reporting:

1. Capture Project Status Reports in a few minutes

BrightWork project sites have a “Status” tab where the project manager can capture what is happening. This is not a status report but a place for the PM to log the current status.

It is not a snapshot, as it will change regularly, but the info here will become part of the status report once the PM creates one. once the PM chooses to create one.

The Status Reports tab is where you can capture a snapshot of the project status at a point in time. It will bring in all the info from the “Status” tab, but you have the ability to add comments.

2. Track the project schedule with Gantt

3. Get High-Level Visibility into Programs and Portfolios

BrightWork 365 enables a hierarchy for your project management – with Portfolios being the highest level. For example, a portfolio may house all the projects in a company.

4. Surface Risks and Issues across all projects

One of the most critical elements for senior executives and project stakeholders is being aware of the project risks, especially understanding any issues that arise quickly.

5. Leverage Visual and Interactive Reports

The type and format of a report often depends on the audience. For example, senior executives often want the high-level details of a project. That’s where BrightWork 365 Power BI Dashboards come in.

Spend less time on your project reports with BrightWork 365

Streamline your project reporting process with BrightWork 365, a tool to centralize and automate your project data. Whether you prefer real-time dashboards or scheduled email reports, BrightWork 365 adapts to your needs, eliminating the tedious aspects of project reporting. Consider the following:

• Centralization : BrightWork 365 consolidates all project information into a single platform, making it easier to manage and report.
• Real-Time Reporting : As data is updated, reports are generated in real-time, ensuring you always have the most current information.
• Flexible Access : Reports can be accessed through various methods, including logging in to view customizable dashboards or receiving scheduled email summaries.
• Efficiency : The tool automates the reporting process, freeing time and reducing manual effort.

Conclusion: The Future of Project Reporting

Project reporting has undergone a significant transformation, thanks partly to technological advancements like Microsoft 365 and BrightWork 365 . As we’ve discussed, it’s not just about tracking tasks and milestones anymore. 

Today’s project reports are data-rich, AI-enhanced documents that offer predictive analytics and actionable insights. They also cater to the unique challenges and KPIs relevant to remote teams.

As we look to the future, we can expect even more advancements in project reporting technology. However, the core principles of clear objectives, a deep understanding of your audience, and a well-structured format will remain constant. 

By adhering to the steps outlined in this guide, you’ll be well-equipped to adapt to new tools and technologies, ensuring that your project reports remain valuable for decision-making and strategic planning.

Editor’s Note: This post was originally published in September 2016 and has been updated for freshness, accuracy, and comprehensiveness

Image credit 

Shubhangi Pandey

BrightWork Content Marketer

Shubhangi is a product marketing enthusiast, who enjoys testing and sharing the BrightWork 365 project portfolio management solution capabilities with Microsoft 365 users. You can see her take on the experience of the template-driven BrightWork 365 solution, its unique project management success approach, and other personalized services across the site and social channels. Beyond BrightWork, Shubhangi loves to hunt for the newest Chai Latte-serving café, where she can read and write for hours.

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Blog Beginner Guides How To Make a Good Presentation [A Complete Guide]

How To Make a Good Presentation [A Complete Guide]

Written by: Krystle Wong Jul 20, 2023

A top-notch presentation possesses the power to drive action. From winning stakeholders over and conveying a powerful message to securing funding — your secret weapon lies within the realm of creating an effective presentation .  

Being an excellent presenter isn’t confined to the boardroom. Whether you’re delivering a presentation at work, pursuing an academic career, involved in a non-profit organization or even a student, nailing the presentation game is a game-changer.

In this article, I’ll cover the top qualities of compelling presentations and walk you through a step-by-step guide on how to give a good presentation. Here’s a little tip to kick things off: for a headstart, check out Venngage’s collection of free presentation templates . They are fully customizable, and the best part is you don’t need professional design skills to make them shine!

These valuable presentation tips cater to individuals from diverse professional backgrounds, encompassing business professionals, sales and marketing teams, educators, trainers, students, researchers, non-profit organizations, public speakers and presenters. 

No matter your field or role, these tips for presenting will equip you with the skills to deliver effective presentations that leave a lasting impression on any audience.

Click to jump ahead:

What are the 10 qualities of a good presentation?

Step-by-step guide on how to prepare an effective presentation, 9 effective techniques to deliver a memorable presentation, faqs on making a good presentation, how to create a presentation with venngage in 5 steps.

When it comes to giving an engaging presentation that leaves a lasting impression, it’s not just about the content — it’s also about how you deliver it. Wondering what makes a good presentation? Well, the best presentations I’ve seen consistently exhibit these 10 qualities:

1. Clear structure

No one likes to get lost in a maze of information. Organize your thoughts into a logical flow, complete with an introduction, main points and a solid conclusion. A structured presentation helps your audience follow along effortlessly, leaving them with a sense of satisfaction at the end.

Regardless of your presentation style , a quality presentation starts with a clear roadmap. Browse through Venngage’s template library and select a presentation template that aligns with your content and presentation goals. Here’s a good presentation example template with a logical layout that includes sections for the introduction, main points, supporting information and a conclusion: 

2. Engaging opening

Hook your audience right from the start with an attention-grabbing statement, a fascinating question or maybe even a captivating anecdote. Set the stage for a killer presentation!

The opening moments of your presentation hold immense power – check out these 15 ways to start a presentation to set the stage and captivate your audience.

3. Relevant content

Make sure your content aligns with their interests and needs. Your audience is there for a reason, and that’s to get valuable insights. Avoid fluff and get straight to the point, your audience will be genuinely excited.

4. Effective visual aids

Picture this: a slide with walls of text and tiny charts, yawn! Visual aids should be just that—aiding your presentation. Opt for clear and visually appealing slides, engaging images and informative charts that add value and help reinforce your message.

With Venngage, visualizing data takes no effort at all. You can import data from CSV or Google Sheets seamlessly and create stunning charts, graphs and icon stories effortlessly to showcase your data in a captivating and impactful way.

5. Clear and concise communication

Keep your language simple, and avoid jargon or complicated terms. Communicate your ideas clearly, so your audience can easily grasp and retain the information being conveyed. This can prevent confusion and enhance the overall effectiveness of the message. 

6. Engaging delivery

Spice up your presentation with a sprinkle of enthusiasm! Maintain eye contact, use expressive gestures and vary your tone of voice to keep your audience glued to the edge of their seats. A touch of charisma goes a long way!

7. Interaction and audience engagement

Turn your presentation into an interactive experience — encourage questions, foster discussions and maybe even throw in a fun activity. Engaged audiences are more likely to remember and embrace your message.

Transform your slides into an interactive presentation with Venngage’s dynamic features like pop-ups, clickable icons and animated elements. Engage your audience with interactive content that lets them explore and interact with your presentation for a truly immersive experience.

8. Effective storytelling

Who doesn’t love a good story? Weaving relevant anecdotes, case studies or even a personal story into your presentation can captivate your audience and create a lasting impact. Stories build connections and make your message memorable.

A great presentation background is also essential as it sets the tone, creates visual interest and reinforces your message. Enhance the overall aesthetics of your presentation with these 15 presentation background examples and captivate your audience’s attention.

9. Well-timed pacing

Pace your presentation thoughtfully with well-designed presentation slides, neither rushing through nor dragging it out. Respect your audience’s time and ensure you cover all the essential points without losing their interest.

10. Strong conclusion

Last impressions linger! Summarize your main points and leave your audience with a clear takeaway. End your presentation with a bang , a call to action or an inspiring thought that resonates long after the conclusion.

In-person presentations aside, acing a virtual presentation is of paramount importance in today’s digital world. Check out this guide to learn how you can adapt your in-person presentations into virtual presentations . 

Preparing an effective presentation starts with laying a strong foundation that goes beyond just creating slides and notes. One of the quickest and best ways to make a presentation would be with the help of a good presentation software . 

Otherwise, let me walk you to how to prepare for a presentation step by step and unlock the secrets of crafting a professional presentation that sets you apart.

1. Understand the audience and their needs

Before you dive into preparing your masterpiece, take a moment to get to know your target audience. Tailor your presentation to meet their needs and expectations , and you’ll have them hooked from the start!

2. Conduct thorough research on the topic

Time to hit the books (or the internet)! Don’t skimp on the research with your presentation materials — dive deep into the subject matter and gather valuable insights . The more you know, the more confident you’ll feel in delivering your presentation.

3. Organize the content with a clear structure

No one wants to stumble through a chaotic mess of information. Outline your presentation with a clear and logical flow. Start with a captivating introduction, follow up with main points that build on each other and wrap it up with a powerful conclusion that leaves a lasting impression.

Delivering an effective business presentation hinges on captivating your audience, and Venngage’s professionally designed business presentation templates are tailor-made for this purpose. With thoughtfully structured layouts, these templates enhance your message’s clarity and coherence, ensuring a memorable and engaging experience for your audience members.

Don’t want to build your presentation layout from scratch? pick from these 5 foolproof presentation layout ideas that won’t go wrong. 

4. Develop visually appealing and supportive visual aids

Spice up your presentation with eye-catching visuals! Create slides that complement your message, not overshadow it. Remember, a picture is worth a thousand words, but that doesn’t mean you need to overload your slides with text.

Well-chosen designs create a cohesive and professional look, capturing your audience’s attention and enhancing the overall effectiveness of your message. Here’s a list of carefully curated PowerPoint presentation templates and great background graphics that will significantly influence the visual appeal and engagement of your presentation.

5. Practice, practice and practice

Practice makes perfect — rehearse your presentation and arrive early to your presentation to help overcome stage fright. Familiarity with your material will boost your presentation skills and help you handle curveballs with ease.

6. Seek feedback and make necessary adjustments

Don’t be afraid to ask for help and seek feedback from friends and colleagues. Constructive criticism can help you identify blind spots and fine-tune your presentation to perfection.

With Venngage’s real-time collaboration feature , receiving feedback and editing your presentation is a seamless process. Group members can access and work on the presentation simultaneously and edit content side by side in real-time. Changes will be reflected immediately to the entire team, promoting seamless teamwork.

7. Prepare for potential technical or logistical issues

Prepare for the unexpected by checking your equipment, internet connection and any other potential hiccups. If you’re worried that you’ll miss out on any important points, you could always have note cards prepared. Remember to remain focused and rehearse potential answers to anticipated questions.

8. Fine-tune and polish your presentation

As the big day approaches, give your presentation one last shine. Review your talking points, practice how to present a presentation and make any final tweaks. Deep breaths — you’re on the brink of delivering a successful presentation!

In competitive environments, persuasive presentations set individuals and organizations apart. To brush up on your presentation skills, read these guides on how to make a persuasive presentation and tips to presenting effectively . 

Whether you’re an experienced presenter or a novice, the right techniques will let your presentation skills soar to new heights!

From public speaking hacks to interactive elements and storytelling prowess, these 9 effective presentation techniques will empower you to leave a lasting impression on your audience and make your presentations unforgettable.

1. Confidence and positive body language

Positive body language instantly captivates your audience, making them believe in your message as much as you do. Strengthen your stage presence and own that stage like it’s your second home! Stand tall, shoulders back and exude confidence. 

2. Eye contact with the audience

Break down that invisible barrier and connect with your audience through their eyes. Maintaining eye contact when giving a presentation builds trust and shows that you’re present and engaged with them.

3. Effective use of hand gestures and movement

A little movement goes a long way! Emphasize key points with purposeful gestures and don’t be afraid to walk around the stage. Your energy will be contagious!

4. Utilize storytelling techniques

Weave the magic of storytelling into your presentation. Share relatable anecdotes, inspiring success stories or even personal experiences that tug at the heartstrings of your audience. Adjust your pitch, pace and volume to match the emotions and intensity of the story. Varying your speaking voice adds depth and enhances your stage presence.

5. Incorporate multimedia elements

Spice up your presentation with a dash of visual pizzazz! Use slides, images and video clips to add depth and clarity to your message. Just remember, less is more—don’t overwhelm them with information overload. 

Turn your presentations into an interactive party! Involve your audience with questions, polls or group activities. When they actively participate, they become invested in your presentation’s success. Bring your design to life with animated elements. Venngage allows you to apply animations to icons, images and text to create dynamic and engaging visual content.

6. Utilize humor strategically

Laughter is the best medicine—and a fantastic presentation enhancer! A well-placed joke or lighthearted moment can break the ice and create a warm atmosphere , making your audience more receptive to your message.

7. Practice active listening and respond to feedback

Be attentive to your audience’s reactions and feedback. If they have questions or concerns, address them with genuine interest and respect. Your responsiveness builds rapport and shows that you genuinely care about their experience.

8. Apply the 10-20-30 rule

Apply the 10-20-30 presentation rule and keep it short, sweet and impactful! Stick to ten slides, deliver your presentation within 20 minutes and use a 30-point font to ensure clarity and focus. Less is more, and your audience will thank you for it!

9. Implement the 5-5-5 rule

Simplicity is key. Limit each slide to five bullet points, with only five words per bullet point and allow each slide to remain visible for about five seconds. This rule keeps your presentation concise and prevents information overload.

Simple presentations are more engaging because they are easier to follow. Summarize your presentations and keep them simple with Venngage’s gallery of simple presentation templates and ensure that your message is delivered effectively across your audience.

1. How to start a presentation?

To kick off your presentation effectively, begin with an attention-grabbing statement or a powerful quote. Introduce yourself, establish credibility and clearly state the purpose and relevance of your presentation.

2. How to end a presentation?

For a strong conclusion, summarize your talking points and key takeaways. End with a compelling call to action or a thought-provoking question and remember to thank your audience and invite any final questions or interactions.

3. How to make a presentation interactive?

To make your presentation interactive, encourage questions and discussion throughout your talk. Utilize multimedia elements like videos or images and consider including polls, quizzes or group activities to actively involve your audience.

In need of inspiration for your next presentation? I’ve got your back! Pick from these 120+ presentation ideas, topics and examples to get started. 

Creating a stunning presentation with Venngage is a breeze with our user-friendly drag-and-drop editor and professionally designed templates for all your communication needs. 

Here’s how to make a presentation in just 5 simple steps with the help of Venngage:

Step 1: Sign up for Venngage for free using your email, Gmail or Facebook account or simply log in to access your account. 

Step 2: Pick a design from our selection of free presentation templates (they’re all created by our expert in-house designers).

Step 3: Make the template your own by customizing it to fit your content and branding. With Venngage’s intuitive drag-and-drop editor, you can easily modify text, change colors and adjust the layout to create a unique and eye-catching design.

Step 4: Elevate your presentation by incorporating captivating visuals. You can upload your images or choose from Venngage’s vast library of high-quality photos, icons and illustrations. 

Step 5: Upgrade to a premium or business account to export your presentation in PDF and print it for in-person presentations or share it digitally for free!

By following these five simple steps, you’ll have a professionally designed and visually engaging presentation ready in no time. With Venngage’s user-friendly platform, your presentation is sure to make a lasting impression. So, let your creativity flow and get ready to shine in your next presentation!

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Report preparation and presentation.

📊 REPORT PREPARATION AND PRESENTATION

Q: What is Report Preparation and Presentation? A: Report preparation and presentation involve organizing research findings, analyses, and conclusions into a coherent document or presentation format for dissemination to stakeholders.

Q: Why is Report Preparation and Presentation Important? A: Effective report preparation and presentation are essential for communicating research results, insights, and recommendations to decision-makers, stakeholders, and the broader audience.

Q: What Are the Key Components of a Research Report? A:

• Title Page: Includes the title of the report, author(s), affiliation, date, and other relevant information.
• Abstract: Provides a concise summary of the research objectives, methods, findings, and implications.
• Introduction: Introduces the research topic, objectives, significance, and scope.
• Literature Review: Summarizes existing research relevant to the study and identifies gaps or areas for further investigation.
• Methodology: Describes the research design, data collection methods, sampling procedures, and analytical techniques.
• Results: Presents the findings of the study, including descriptive statistics, tables, figures, and statistical analyses.
• Discussion: Interprets the results, discusses their implications, and relates them to the research objectives and literature.
• Conclusion: Summarizes the key findings, implications, and recommendations for future research or practice.
• References: Lists all sources cited in the report following a specific citation style (e.g., APA, MLA).

Q: What Are Some Tips for Effective Report Preparation? A:

• Clarity and Conciseness: Use clear and concise language to convey information and avoid jargon.
• Structure and Organization: Follow a logical structure with clear headings and subheadings to guide the reader.
• Visual Presentation: Use tables, figures, charts, and graphs to illustrate key findings and enhance readability.
• Citation and Referencing: Ensure accurate citation of sources and adherence to the chosen citation style.
• Proofreading and Editing: Review the report for grammatical errors, typos, and inconsistencies before finalizing.

Q: How Should Reports Be Presented Orally? A:

• Introduction: Provide an overview of the research topic, objectives, and scope.
• Methodology: Briefly describe the research design, data collection methods, and analytical techniques.
• Results: Present key findings and insights using visual aids (e.g., slides, posters).
• Discussion: Interpret the results, highlight their significance, and address questions or feedback from the audience.
• Conclusion: Summarize the main findings, implications, and recommendations for action or further research.

Q: What Are Some Ethical Considerations in Report Preparation and Presentation? A:

• Plagiarism: Properly cite and reference sources to avoid plagiarism and give credit to the original authors.
• Accuracy and Integrity: Ensure that research findings are presented accurately and honestly without misrepresentation or manipulation.
• Confidentiality: Protect the confidentiality of sensitive data and information, especially in studies involving human subjects.

Q: How Can Researchers Ensure Effective Report Presentation? A:

• Practice delivery to improve confidence and fluency.
• Use engaging visuals, storytelling techniques, and audience interaction to maintain interest.
• Be prepared to address questions, concerns, or objections from the audience.

Q: What Are Some Contemporary Trends in Report Preparation and Presentation? A:

• Emphasis on data visualization and infographics for conveying complex information.
• Adoption of interactive and multimedia formats, such as online dashboards and video presentations.
• Integration of accessibility features to ensure inclusivity for diverse audiences.

📊 CONCLUSION

Report preparation and presentation are critical aspects of the research process, facilitating the effective communication of findings and insights to various stakeholders. By adhering to best practices, ethical guidelines, and contemporary trends, researchers can create informative, engaging, and impactful reports.

Keywords: Report Preparation, Report Presentation, Research Communication, Data Visualization, Ethical Considerations.

📊 TYPES OF BUSINESS RESEARCH Q: What are the Different Types of Business Research? A: Business research encompasses various types of studies aimed at understanding, analyzing, and solving business-related problems or…

📑 THE DATA PREPARATION PROCESS Q: What is the Data Preparation Process in Research? A: The data preparation process involves organizing, cleaning, and transforming raw data collected during a research study…

📊 MANAGEMENT RESEARCH PROCESS Q: What is the Management Research Process? A: The management research process refers to the systematic steps followed by researchers to conduct investigations, gather data, analyze findings,…

• THE DATA PREPARATION PROCESS 📑 THE DATA PREPARATION PROCESS Q: What is the Data Preparation Process in Research? A: The data preparation process involves organizing, cleaning, and transforming raw data collected during a research study…
• ORAL AND WRITTEN REPORTS: IMPORTANCE, TYPES, AND FORMAT 📊 ORAL AND WRITTEN REPORTS: IMPORTANCE, TYPES, AND FORMAT Q: Why are Oral and Written Reports Important in Research? A: Oral and written reports are essential for disseminating research findings, insights,…
• SELECTING A DATA ANALYSIS STRATEGY 📊 SELECTING A DATA ANALYSIS STRATEGY Q: What is Data Analysis Strategy in Research? A: Data analysis strategy refers to the systematic approach used by researchers to analyze and interpret data…
• INITIAL REPORTING 📝 INITIAL REPORTING Q: What is Initial Reporting in Research? A: Initial reporting refers to the process of summarizing and documenting preliminary findings, observations, or insights derived from the initial analysis…
• DATA ANALYSIS Q: What is Data Analysis in Research? A: Data analysis is the process of transforming raw data into meaningful insights, patterns, and conclusions to address research questions, test hypotheses, and achieve…
• QUALITATIVE RESEARCH PROCESS AND TOOLS 📊 QUALITATIVE RESEARCH PROCESS AND TOOLS Q: What is Qualitative Research? A: Qualitative research is a methodological approach used to explore and understand complex phenomena, contexts, and experiences from the perspectives…
• ARRANGEMENT OF DATA 📋 ARRANGEMENT OF DATA Q: What is Data Arrangement in Research? A: Data arrangement involves organizing, structuring, and preparing collected data for analysis and interpretation. It encompasses the process of transforming…
• FIELD WORK/DATA COLLECTION PROCESS 📊 FIELD WORK/DATA COLLECTION PROCESS Q: What is the Field Work/Data Collection Process? A: The field work/data collection process involves systematic procedures and activities for gathering primary data from real-world settings…
• ETHICS IN PUBLICATION AND REPORT WRITING   📊 ETHICS IN PUBLICATION AND REPORT WRITING Q: What is Ethics in Publication and Report Writing? A: Ethics in publication and report writing refers to the principles and guidelines that…
• PILOT TESTING 🛫 PILOT TESTING Q: What is Pilot Testing in Research? A: Pilot testing, also known as a pilot study or feasibility study, involves a small-scale trial run of research methods, instruments,…
• GRAPHS & CROSS TABULATIONS 📊 GRAPHS & CROSS TABULATIONS Q: What are Graphs and Cross Tabulations in Data Analysis? A: Graphs and cross tabulations are visual and tabular methods used to summarize and analyze the…
• DATA COLLECTION TOOLS 📊 DATA COLLECTION TOOLS Q: What Are Data Collection Tools in Research? A: Data collection tools are instruments or techniques used to gather information from individuals, respondents, or sources to address…
• PLAGIARISM AND UNETHICAL PRACTICES: CHECKING 📊 PLAGIARISM AND UNETHICAL PRACTICES: CHECKING Q: What is Plagiarism and Unethical Practices in Research? A: Plagiarism refers to the act of using someone else's ideas, words, or work without proper…

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• THE RESEARCH PROCESS
• TYPES OF BUSINESS RESEARCH
• DIFFERENT APPROACHES TO RESEARCH
• RESEARCH DESIGN
• MANAGEMENT RESEARCH PROCESS
• RESEARCH OBJECTIVES, QUESTIONS, AND HYPOTHESIS
• LITERATURE REVIEW
• SAMPLE VS CENSUS
• SAMPLING DESIGN AND PROCEDURES
• SOFTWARE FOR QUESTIONNAIRE DESIGN
• QUESTIONNAIRE DESIGN PROCESS
• DEFINITION AND OBJECTIVES OF A QUESTIONNAIRE
• DATA MEASUREMENT PLAN
• PRIMARY VERSUS SECONDARY DATA
• SAMPLE SIZE
• DATA COLLECTION TOOLS
• ARRANGEMENT OF DATA
• CHI-SQUARE TEST
• QUALITATIVE RESEARCH PROCESS AND TOOLS
• GRAPHS & CROSS TABULATIONS
• FREQUENCY DISTRIBUTIONS
• SELECTING A DATA ANALYSIS STRATEGY
• THE DATA PREPARATION PROCESS
• PILOT TESTING
• PLAGIARISM AND UNETHICAL PRACTICES: CHECKING
• ETHICS IN PUBLICATION AND REPORT WRITING
• ORAL AND WRITTEN REPORTS: IMPORTANCE, TYPES, AND FORMAT
• FACTOR ANALYSIS USING STATISTICAL SOFTWARE
• DISCRIMINANT ANALYSIS
• BUSINESS ANALYTICS AND INFORMATION SYSTEM
• BUSINESS RESEARCH
• CERTIFICATION COURSES
• DIGITAL MARKETING
• EXAM PREPRATION
• FINANCIAL MANAGEMENT
• FINANCIAL MANAGEMENT AND PLANNING
• GENERAL INSURANCE PRODUCTS AND SERVICES
• INTERVIEW PREPARATION
• IT ENABLED BANKING
• LIFE INSURANCE PRODUCTS AND SERVICES
• MANAGEMENT ACCOUNTING AND CONTROL
• MANAGEMENT ACCOUTING
• MARKETING OF BANKING AND INSURANCE SERVICES
• ORGANIZATIONAL BEHAVIOUR
• Ph.D. COURSEWORK – MANAGEMENT
• STRUCTURAL ENGINEERING

.css-1qrtm5m{display:block;margin-bottom:8px;text-transform:uppercase;font-size:14px;line-height:1.5714285714285714;-webkit-letter-spacing:-0.35px;-moz-letter-spacing:-0.35px;-ms-letter-spacing:-0.35px;letter-spacing:-0.35px;font-weight:300;color:#606F7B;}@media (min-width:600px){.css-1qrtm5m{font-size:16px;line-height:1.625;-webkit-letter-spacing:-0.5px;-moz-letter-spacing:-0.5px;-ms-letter-spacing:-0.5px;letter-spacing:-0.5px;}} Best Practices 5 essential preparation steps for a successful presentation

by Tom Rielly • June 15, 2020

Keeping your presentation visuals minimalistic, simple, and clear is just one important step to remember when designing a hit presentation. Leaving nothing to chance, great presenters prove quite methodical as they prepare. Here’s a checklist for everything you need to keep in mind before your next presentation:

1. Choose the right software for your needs

The easiest way to select the right presentation software for you is to simply find the one that is native to your device. For example, if you have a Mac, use Apple Keynote, if you work on Windows, use PowerPoint. Google Slides is recommended if you’re working with someone, as it makes collaboration very easy. Another software option is Prezi: a specialty tool called Prezi that creates a presentation using motion, zoom, and panning across one giant visual space.

2. Organize your files

As you develop your script and visuals, you will need to start assembling all the assets for your slides. Create a unique folder on your computer to hold these items. Keep the folder organized by media type (presentation drafts, photos, videos, scripts) and back them up frequently to the Cloud or external disk. Label each file with a specific descriptive name, e.g. “Susan Johnson singing magpie 2020”, as opposed to “IMG_4043.jpg”, which can make it confusing to find your assets. The more organized you are up front, the easier preparing for your presentation will be.

3. Prepare your presentation materials

Make sure your presentation materials (script, graphics, actual slides) are saved in at least two safe spots (for example, your computer and an external USB drive) and are backed-up frequently. If you are using an online presentation software, such as Google Slides, be sure to also download a copy of your presentation in case the internet connection is unreliable. Having all the individual assets on hand in addition to your presentation slides can be helpful if you experience tech issues before presenting, or if you need to make any last minute changes. Make sure to label your final presentation with the title and your name so it’s easy to find.

4. Practice, practice, practice!

Remember, practice makes perfect. People often run out of time making their presentations and have no time to practice. Most TED speakers practice at least ten times. Neuroscientist Jill-Bolte Taylor gave one of the most successful Talks in TED history with nearly 27 million views. How did she do it? She practiced her Talk over 40 times! By rehearsing multiple times you will naturally memorize your Talk, which means you won’t need note cards when you give your final presentation.

5. Do a final test run

Before presenting, make sure the equipment you need is working properly. It’s generally good practice to rehearse standing on the exact stage with the exact lighting using the exact computer that you will be using in your final presentation.

Here’s a quick checklist of what to look for when testing your equipment:

• If you're not using your own computer, the one provided might be slower and have trouble playing media. If you have videos or other media, make sure they play correctly
• Test the projector to make sure it’s HD
• Make sure images are clear
• Test the sound of any clips you use, as this is what goes wrong most frequently
• If you’re using a mic, test the volume

Don’t let technical issues or other blunders overshadow your presentation. By following these guidelines, and with a little preparation, you can engineer out the problems BEFORE they happen.

Ready to learn more about how to make your presentation even better? Get TED Masterclass and develop your ideas into TED-style talks

© 2024 TED Conferences, LLC. All rights reserved. Please note that the TED Talks Usage policy does not apply to this content and is not subject to our creative commons license.

Presentation Guru

What makes a great business report presentation.

A large number of consultant report presentations fail to make an impact but it is fair to say, as Daniel Tay does in his very comprehensive guide, 25 Powerful Report Presentations And How To Make Your Own :

The elements that make a consultant’s report presentation great are almost the same that make any presentation great. At the end of the day, keep your audience at the centre, be creative and thoughtful of their needs; use design and visuals to your advantage and integrate them early on, not as an afterthought. And remember: Sometimes, less is more.

He has compiled 25 great examples from some of the world’s leading business consultancies to illustrate how to make an impact. What is particularly useful, is the way he has broken them down to demonstrate the key tips:

Make your Data Digestible

The less is more principle – use data to back your insights, rather than make the data the focus of the slide.

Clean Up Your Slides

Clean and simple slides remove distraction and place emphasis on your message.

Choose the Right Fonts

A good rule of thumb in your report presentation is to use clear, minimally-styled fonts so your message doesn’t get lost in a web of visual distraction.

Make Use of Visuals

Good, relevant visuals amplify your message because they elicit emotional responses, helping your audience retain key points.

Stay organized

A clear flow to the presentation – perhaps even with a tracking tool on each slide to follow progress – will help the audience’s retention rate.

Speak TO Your Audience – Not AT Your Audience

Using an active voice connects better with the audience. And the use of poll questions keeps your audience engaged. For some suggestions on useful tools to use, go to 5 More Ways to Get Instant Feedback from your Audience

Break it Down

Breaking down your solution step-by-step is the best way to increase the effectiveness of your presentation.

Give Actionable Insight

Personalise it to give tailored advice to the stakeholders. What makes a great consultant is his or her ability to go beyond surface data to give clients real, actionable insight.

Keep it Short and Sweet

Bitesize can still be meaty. Remember, quality over quantity.

Don’t Forget to Take Credit

Your photo will help them remember who you are.

You can check out all the great examples at  25 Powerful Report Presentations And How To Make Your Own.

• Latest Posts

Rosie Hoyland

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• Now Is the Time to Look at Webinars - 13th March 2020
• The Only PowerPoint Templates You’ll Ever Need - 26th March 2019
• 12 Tips for the Technologically Challenged Speaker - 25th March 2019
• The Best Way to Protect Yourself from Misleading Graphs - 17th January 2019
• 3 Tips to Boost Your Confidence - 13th September 2018

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What It Takes to Give a Great Presentation

• Carmine Gallo

Five tips to set yourself apart.

Never underestimate the power of great communication. It can help you land the job of your dreams, attract investors to back your idea, or elevate your stature within your organization. But while there are plenty of good speakers in the world, you can set yourself apart out by being the person who can deliver something great over and over. Here are a few tips for business professionals who want to move from being good speakers to great ones: be concise (the fewer words, the better); never use bullet points (photos and images paired together are more memorable); don’t underestimate the power of your voice (raise and lower it for emphasis); give your audience something extra (unexpected moments will grab their attention); rehearse (the best speakers are the best because they practice — a lot).

I was sitting across the table from a Silicon Valley CEO who had pioneered a technology that touches many of our lives — the flash memory that stores data on smartphones, digital cameras, and computers. He was a frequent guest on CNBC and had been delivering business presentations for at least 20 years before we met. And yet, the CEO wanted to sharpen his public speaking skills.

• Carmine Gallo is a Harvard University instructor, keynote speaker, and author of 10 books translated into 40 languages. Gallo is the author of The Bezos Blueprint: Communication Secrets of the World’s Greatest Salesman  (St. Martin’s Press).

Partner Center

What is Report Writing: Format, Examples, Types & Process

• Table of Contents

Many professionals struggle to create effective reports due to a lack of understanding of the essential elements and organization required. This can lead to frustration and a failure to communicate key information to the intended audience.

In this blog, we’ll explore what is report writing, the types of reports, essential elements, and tips for creating effective reports to help you communicate your message and achieve your goals.

Definition of report writing? 

According to Mary Munter and Lynn Hamilton, authors of “Guide to Managerial Communication,” report writing is “the process of selecting, organizing, interpreting, and communicating information to meet a specific objective.”

What is report writing? 

Report writing refers to the process of creating a document that represents information in a clear and concise manner. Reports can be written for various purposes, such as providing updates on a project, analyzing data or presenting findings, or making recommendations.

Effective report writing requires careful planning, research, analysis, and organization of information. A well-structured report should be accurate, and objective, and contain a clear introduction, body, and conclusion. It should also be written in a professional and accessible style, with appropriate use of headings, subheadings, tables, graphs, and other visual aids.

Overall, report writing is an important skill for professionals in many fields, as it helps to communicate information and insights in a clear and concise manner.

What is a report? 

A report is a formal document that is structured and presented in an organized manner, with the aim of conveying information, analyzing data, and providing recommendations. It is often used to communicate findings and outcomes to a specific audience, such as stakeholders, or managers. Reports can vary in length and format, but they usually contain a clear introduction, body, and conclusion.

Types of report writing

By understanding the different types of report writing, individuals can select the appropriate format and structure to effectively communicate information and achieve their objectives. However, the kind of report used will depend on the purpose, audience, and context of the report.

1/ Informational reports: These reports provide information about a topic, such as a product, service, or process.

Further Reading : What is an information report

2/ Analytical reports: These reports present data or information in a structured and organized manner, often with charts, graphs, or tables, to help the reader understand trends, patterns, or relationships.

3/ Formal Reports: These are detailed and structured reports written for a specific audience, often with a specific objective. In comparison with informal reports , formal reports are typically longer and more complex than other types of reports. 

4/ Progress reports: These reports provide updates on a project or initiative, detailing the progress made and any challenges or obstacles encountered. 

5/ Technical reports: These reports provide technical information, such as specifications, designs, or performance data, often aimed at a technical audience.

6/ Research reports: These reports present the findings of research conducted on a particular topic or issue, often including a literature review, data analysis, and conclusions.

7/ Feasibility Report: A feasibility report assesses the likelihood of achieving success for a suggested project or initiative.

8/ Business Reports: These reports are used in a business setting to communicate information about a company’s performance, operations, or strategies. Different types of business reports include financial statements, marketing reports, and annual reports.

Structure of report writing 

The structure of a report refers to the overall organization and layout of the report, including the sections and subsections that make up the report, their order, and their relationships to each other. A report can we divided into three parts. 

Preliminary Parts:

• Acknowledgments (Preface or Foreword)
• List of Tables and Illustrations
• Introduction (clear statement of research objectives, background information, hypotheses, methodology, statistical analysis, scope of study, limitations)
• Statement of findings and recommendations (summarized findings, non-technical language)
• Results (detailed presentation of findings with supporting data in the form of tables and charts, statistical summaries, and reductions of data, presented in a logical sequence)
• Implications of the results (clearly stated implications that flow from the results of the study)
• Summary (brief summary of the research problem, methodology, major findings, and major conclusions)

End Matter:

• Appendices (technical data such as questionnaires, sample information, and mathematical derivations)
• Bibliography of sources consulted.

This structure provides a clear and organized framework for presenting a research report, ensuring that all important information is included and presented in a logical and easy-to-follow manner.

Extra Learnings Role of a report structure in report writing  The report structure plays a crucial role in report writing as it provides a clear and organized framework for presenting information in an effective and logical manner. It ensures that the reader can easily understand the purpose and scope of the report, locate and access the relevant information.  The preliminary parts of the report, provide an overview of the report and aid navigation. The main text makes it easier for the reader to comprehend and analyze the information. And The end matter provides additional details and sources for reference. An organized report structure also helps the author to communicate their research and ideas effectively to the intended audience.

What is the report writing format? 

The format of report writing refers to the structure of a formal document that provides information on a particular topic or issue. The report writing format typically includes the following key components: 

8 Essential elements of report writing are: 

1/ Title: The title is the first thing that readers will see, and it should be clear and concise. The title should include the report’s subject or topic and the author’s name, date of writing, or who the report is for. Remember to keep the title brief and informative, avoiding vague or ambiguous language.

Example of Business Report Title Page:   “Market Analysis and Growth Strategies for XYZ Corporation” Author: Mary Johnson Date: January 2, 2022 Company: Earthcon Corporation Department: Strategy and Planning

In this example, the title page includes the name of the report, ‘Market Analysis 2022,’ the author’s name, ‘John Doe,’ the submission date, ‘January 1, 2024,’ and other details such as the name of the organization, ‘Earthcon Corporation.’

2/ Table of Contents : The table of contents provides an overview of the report’s contents. It should list all sections and subsections with clear headings. It is essential to make the table of contents organized and easy to read, allowing readers to locate specific information quickly.

Example of  Table of Contents I. Introduction…… 1 Purpose of the Report…… 2 Methodology Used…… 2 II. Executive Summary…… 3 III. Background and Context…… 3 IV. Analysis and Findings…… 4 Market Trends and Data…… 5 Competitor Analysis…… 6 SWOT Analysis…… 7 V. Recommendations and Conclusion…… 8 VI. References…… 9

3/ Summary : Also known as the executive summary, the summary provides a brief overview of the entire report. It should summarize the report’s main points, including findings, objectives, and recommendations. The summary should be written after the entire report is completed, and it should be concise and summarized in less than one page.

Example of executive summary: The Annual Sales Report for Earthcon Company shows a 10% increase in overall sales compared to the previous year. The report also reveals that the majority of sales came from the Midwest region and the target demographic is primarily males aged 25-40. Based on these findings, recommendations have been made to focus marketing efforts towards this demographic in the upcoming year.

4/ Introduction : The introduction introduces the report’s topic and informs readers what they can expect to find in the report. The introduction should capture readers’ attention and provide relevant background information. It should be clear and concise, including why the report was written and its objectives.

Example of Introduction:  This comprehensive report aims to analyze and evaluate the sales performance of EarthCon Corporation throughout 2024. It will look into detailed sales trends observed throughout the year, carefully examining the various factors that have influenced these trends. Additionally, the report will identify and highlight potential areas for growth, offering valuable insights and recommendations to drive future success.

5/ Body: The body is the longest section and includes all the information, data, and analysis. It should present information in an organized manner, often using subheadings and bullet points. The body should include all relevant research findings and data, often accompanied by visuals such as graphs and tables. It is essential to cite all sources correctly and remain objective, avoiding personal opinions or biases.

Example of Background and Context: This report seeks to analyze the influence of technological advancements on business productivity. Previous research has indicated a correlation between the adoption of innovative technologies and increased operational efficiency for Earthcon. The report will examine further into this topic and offer suggestions for maximizing the benefits of these advancements. Example of Analysis and Findings: The market trends and data show a steady increase in demand for innovative products, with a significant rise in sales in the past five years. In comparison, competitor analysis reveals that Earthcon Corporation is well-positioned to take advantage of this trend due to its strong brand reputation and product portfolio. A SWOT analysis also highlights potential areas for improvement and growth.

6/ Conclusion: The conclusion summarizes the findings and conclusions of the report. It should wrap up all the essential information presented in the body and make recommendations based on the report’s findings. The conclusion must be brief and clear, avoiding the introduction of any new information not previously presented in the body.

7/ Recommendations: The recommendation section should provide suggested goals or steps based on the report’s information. It should be realistic and achievable, providing well-crafted solutions. It is often included in the conclusion section.

Example of Recommendations and Conclusion: Based on the analysis, it is recommended that EarthCon Corporation invest in research and development to continue producing innovative products. Additionally, efforts should be made to expand into emerging markets to increase global reach. In conclusion, the Annual Sales Report shows positive outcomes and recommends strategic actions for future growth.

8/ Appendices: The appendices section includes additional technical information or supporting materials, such as research questionnaires or survey data. It should provide supplementary information to the report without disrupting the report’s main content. 

It is important to use clear headings and subheadings and to label tables and figures. Also, proofreading and fact-checking are critical before submitting the report. A well-crafted report is concise, informative and free of personal bias or opinions.

What are the features of report writing

There are several key features of effective report writing that can help ensure that the information presented is clear, concise, and useful. Some of these features include:

1/ Clarity: Reports should be written in clear and concise language, avoiding jargon or technical terms that may be confusing to the reader. 

2/ Objectivity: A report should be objective, meaning that it should be free from bias or personal opinions. This is particularly important when presenting data or analysis.

3/ Accuracy: Reports should be based on reliable sources and accurate data. Information should be verified and cross-checked to ensure that it is correct and up-to-date.

4/ Structure: A report should be structured in a logical and organized manner, with clear headings, subheadings, and sections. 

5/ Visual aids: A report may include visual aids such as charts, tables, and graphs, which can help to illustrate the key points and make the information easier to understand.

6/ Evidence: Reports should include evidence to support any claims or findings, such as statistics, quotes, or references to relevant literature.

7/ Recommendations: Many reports include recommendations or suggestions for future action based on the findings or analysis presented.

Significance of report writing

Report writing is a critical skill that can have a significant impact on individuals, and organizations. In fact, a report by the National Association of Colleges and Employers found that the ability to communicate effectively, including report writing, was the most important skill sought by employers.

• Reports provide decision-makers with the information they need to make informed decisions.
• Effective report writing demonstrates professionalism and attention to detail, which can help to build trust and credibility with clients.
• Reports can inform planning processes by providing data and insights that can be used to develop strategies and allocate resources.
• Reports often include recommendations or suggestions for future action, which can help to improve processes, procedures, or outcomes.

Further Reading: What is the significance of report writing

Report writing examples and samples

Example of Progress Report

The essential process of report writing

Report writing requires careful planning, organization, and analysis to ensure that the report effectively communicates the intended message to the audience. Here are the general steps involved in the process of report writing:

Plan and prepare:

• Identify the purpose of the report, the target audience, and the scope of the report.
• Collect and examine data from different sources, including research studies, surveys, or interviews.
• Create an outline of the report, including headings and subheadings.

Write the introduction:

• Start with a brief summary of the report and its purpose.
• Provide background information and context for the report.
• Explain the research methodology and approach used.

Write the main body:

• Divide the report into logical sections, each with a clear heading.
• Present the findings and analysis of the research in a clear and organized manner.
• Use appropriate visual aids, such as tables, graphs, or charts to present data and information.
• Utilize a language that is both clear and Brief, and avoid using unnecessary jargon or technical terminology.
• Cite all sources used in the report according to a specified citation style.

Write the conclusion:

• Summarize the main findings and conclusions of the report.
• Restate the purpose of the report and how it was achieved.
• Provide recommendations or suggestions for further action, if applicable.

Edit and revise:

• Review the report for errors in grammar, spelling, and punctuation.
• Check that all information is accurate and up-to-date.
• Revise and improve the report as necessary.

Format and present:

• Use a professional and appropriate format for the report.
• Include a title page, table of contents, and list of references or citations.
• Incorporate headings, subheadings, and bullet points to enhance the report’s readability and facilitate navigation.
• Use appropriate fonts and sizes, and ensure that the report is well-structured and visually appealing.

Important Principles of report writing

To write an effective report, it is important to follow some basic principles. These principles ensure that your report is clear, concise, accurate, and informative. In this regard, here are some of the key principles that you should keep in mind when writing a report:

1/ Clarity: The report should be clear and easy to understand. 

2/ Completeness: The report should cover all the relevant information needed to understand the topic

3/ Conciseness: A report should be concise, presenting only the information that is relevant and necessary to the topic. 

4/ Formatting: The report should be properly formatted, with consistent fonts, spacing, and margins

5/ Relevance: The information presented in the report should be relevant to the purpose of the report.

6/ Timeliness: The report should be completed and delivered in a timely manner.

7/ Presentation: The report should be visually appealing and well-presented.

Extra Learnings Styles of report writing When it comes to the style of report writing, it’s important to use hard facts and figures, evidence, and justification. Using efficient language is crucial since lengthy reports with too many words are difficult to read. The most effective reports are easy and quick to read since the writer has comprehended the data and formulated practical recommendations. To achieve this, it’s important to write as you speak, avoid empty words, use descending order of importance, use an active voice, and keep sentences short. The goal should be to write to express and not to impress the reader.  It’s also important to get facts 100% right and to be unbiased and open. By following these tips, one can create a well-written report that is easy to understand and provides valuable insights.

Differences between a report and other forms of writing

Reports are a specific form of writing that serves a distinct purpose and have unique characteristics. Unlike other forms of writing, such as essays or fiction, reports are typically focused on presenting factual information and making recommendations based on that information. Below we have differentiated report writing with various other forms of writing.

Essay vs report writing

Project writing vs report writing, research methodology vs report writing, article writing vs report writing, content writing vs report writing, business plan vs report writing, latest topics for report writing in 2024.

The possibilities for report topics may depend on the goals and scope of the report. The key is to choose a topic that is relevant and interesting to your audience, and that you can conduct thorough research on in order to provide meaningful insights and recommendations.  

• A market analysis for a new product or service. 
• An evaluation of employee satisfaction in a company. 
• A review of the state of cybersecurity in a particular industry. 
• A study of the prevalence and consequences of workplace discrimination. 
• Analysis of the environmental impact of a particular industry or company. 
• An assessment of the impact of new technology or innovations on a particular industry or sector. 

Report writing skills and techniques 

Effective report writing requires a combination of skills and techniques to communicate information and recommendations in a clear, and engaging manner.

From organizing information to tailoring the report to the intended audience, there are many factors to consider when writing a report. By mastering these skills and techniques, you can ensure that your report is well-written, informative, and engaging for your audience. Some of the primary ones are: 

1/ Organization and structure: Structure your report in a logical and organized manner with headings and subheadings.

2/ Use of data and evidence: Present objective data and evidence to support your findings and recommendations.

3/ Audience awareness: Tailor your report to the needs and interests of your intended audience.

4/ Effective visuals: Use graphs, charts, or other visuals to communicate complex information in a clear and engaging way.

5/ Editing and proofreading: Carefully edit and proofread your report to ensure it is error-free and professional.

6/ Tone: Use a professional and objective tone to communicate your findings and recommendations.

7/ Time management: Manage your time effectively to ensure you have enough time to research, write, and revise your report.

Tips for effective report writing

• Understand your audience before you start writing. 
• Start with an outline and cover all the important points. 
• Employ clear and concise language.
• Utilize headings and subheadings to organize your report.
• Incorporate evidence and examples to support your points.
• Thoroughly edit and proofread your report before submission.
• Follow formatting guidelines If your report has specific formatting requirements.
• Use visuals to enhance understanding.

What is the ethical consideration involved in report writing 

Ethical considerations play a crucial role in report writing. The accuracy of the information presented in the report is of utmost importance, as it forms the basis for any conclusions or recommendations that may be made. In addition, it is essential to avoid plagiarism by giving credit to the original sources of information and ideas. 

Another crucial ethical consideration is confidentiality, particularly when the report contains sensitive or confidential information. It is important to safeguard this information and prevent its disclosure to unauthorized individuals.

Avoiding bias in report writing is also crucial, as it is essential to present information in an objective and unbiased manner. In cases where research or data collection is involved, obtaining informed consent from human subjects is a necessary ethical requirement.

By taking these ethical considerations into account, report writers can ensure that their work is fair, accurate, and respectful to all parties involved.

Common mistakes in report writing 

There are several common mistakes that students and report writers make in report writing. By avoiding these common mistakes, students as well as report writers can create effective and impactful reports that are clear, accurate, and objective.

1/ Writing in the first person: Often, students and report writers commit an error by writing in the first person and utilizing words such as “I” or “me. In reports, it is recommended to write impersonally, using the passive voice instead.

2/ Using the wrong format: Reports should use numbered headings and subheadings to structure the content, while essays should have a clear line of argument in their content.

3/ Failing to introduce the content: The introduction of the report should introduce the content of the report, not the subject for discussion. It is important to explain the scope of the report and what is to follow, rather than explaining what a certain concept is.

4/ Missing relevant sections: Students and report writers, often miss out on including relevant sections that were specified in the assignment instructions, such as a bibliography or certain types of information. This can result in poor interpretation.

5/ Poor proofreading: Finally, not spending enough time proofreading the reported work can create unwanted mistakes. Therefore, It is important to proofread and correct errors multiple times before submitting the final report to avoid any mistakes that could have been easily corrected.

By avoiding these common mistakes, students and report writers can improve the quality of their reports. 

What are some challenges of report writing and how to overcome them

Report writing can be a challenging task for many reasons. Here are some common challenges of report writing and how to overcome them:

1/ Lack of clarity on the purpose of the report: To overcome this challenge, it is important to clearly define the purpose of the report before starting. This can help to focus the content of the report and ensure that it meets the needs of the intended audience.

2/ Difficulty in organizing ideas: Reports often require a significant amount of information to be organized in a logical and coherent manner. To overcome this challenge, it can be helpful to create an outline or flowchart to organize ideas before beginning to write.

3/ Time management: Writing a report can be time-consuming, and it is important to allow sufficient time to complete the task. To overcome this challenge, it can be helpful to create a timeline or schedule for the various stages of the report-writing process.

4/ Writer’s block: Sometimes writers may experience writer’s block, making it difficult to start or continue writing the report. To overcome this challenge, it can be helpful to take a break, engage in other activities or brainstorming sessions to generate new ideas.

5/ Difficulty in citing sources: It is important to properly cite sources used in the report to avoid plagiarism and maintain credibility. To overcome this challenge, it can be helpful to use citation management tools, such as EndNote or Mendeley, to keep track of sources and ensure accurate referencing.

6/ Review and editing: Reviewing and editing a report can be a challenging task, especially when it is one’s own work. To overcome this challenge, it can be helpful to take a break before reviewing the report and seek feedback from others to gain a fresh perspective.

By being aware of these challenges and taking proactive steps to overcome them, report writers can create effective and impactful reports that meet the needs of their intended audience.

Best Software for writing reports 

Report writing software has made it easier for writers to produce professional-looking reports with ease. These software tools offer a range of features and functionalities, including data visualization, collaboration, and customization options. In this section, we will explore some of the best report-writing software available:

1/ Tableau : This tool is great for creating interactive and visually appealing reports, as it allows users to easily create charts, graphs, and other data visualizations. It also supports data blending, which means that you can combine data from multiple sources to create more comprehensive reports.

2/ Zoho reporting : This tool is designed to help users create and share professional-looking reports quickly and easily. It offers a variety of customizable templates, as well as a drag-and-drop interface that makes it easy to add data and create charts and graphs.

3/ Bold Reports by Syncfusion : This tool is designed specifically for creating reports in .NET applications. It offers a wide range of features, including interactive dashboards, real-time data connectivity, and customizable themes and templates.

4/  Fast Reports : This tool is a reporting solution for businesses of all sizes. It allows users to create reports quickly and easily using a drag-and-drop interface and offers a variety of templates and customization options. It also supports a wide range of data sources, including databases, spreadsheets, and web services.

Further Reading : 10+ Best Report Writing Software and Tools in 2024

What is the conclusion of report writing

The conclusion of report writing is the final section of the report that summarizes the main findings, conclusions, and recommendations. It should tie together all the different sections of the report and present a clear and concise summary of the key points. 

THE UNIVERSITY OF NEWCASTLE has given an inverted introduction framework that can use used for writing effective conclusions for reports. 

Example of conclusion in report writing:

The implication of the above diagram can be explained with the following example:  

1. RETURN TO TOPIC:

Social media has revolutionized the marketing landscape, providing new opportunities for brands to connect with their target audience.

2. RESTATE THESIS:

However, the complexities and limitations of social media mean that it is unlikely to completely replace traditional marketing methods. The role of the marketing professional remains crucial in ensuring that social media strategies align with the company’s overall goals and effectively reach the desired audience.

3. SUMMARY OF IDEAS DISCUSSED:

Automated tools cannot fully account for the nuances of human communication or provide the level of personalization that consumers crave. Therefore, the most effective marketing strategies will likely blend social media tactics with traditional marketing channels.

4. CONCLUDING STATEMENT [restating thesis]:

In conclusion, while social media presents significant opportunities for brands, the expertise of marketing professionals is still essential to creating successful campaigns that achieve desired outcomes.

Frequently Asked Questions

Q1) what is report writing and example.

Ans: Report writing involves preparing a structured document that delivers information to a particular audience in a clear and systematic manner. An example of a report could be a business report analyzing the financial performance of a company and making recommendations for improvement.

Q2) What is report writing and types of reports?

Ans: The act of presenting information in an orderly and structured format is known as report writing. Reports come in different types, such as analytical reports, research reports, financial reports, progress reports, incident reports, feasibility reports, and recommendation reports.

Q3) What are the 5 steps of report writing

The five steps of report writing, are as follows:

• Planning: This involves defining the purpose of the report, determining the audience, and conducting research to gather the necessary information.
• Structuring: This step involves deciding on the structure of the report, such as the sections and subsections, and creating an outline.
• Writing: This is the stage where the actual writing of the report takes place, including drafting and revising the content.
• Reviewing: In this step, the report is reviewed for accuracy, coherence, and effectiveness, and any necessary changes are made.
• Presenting: This final step involves presenting the report in a clear and professional manner, such as through the use of headings, visuals, and a table of contents.

Q4) What is a report in short answer? 

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How to Write a Report

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Some academic assignments ask for a ‘report’, rather than an essay, and students are often confused about what that really means.

Likewise, in business, confronted with a request for a ‘report’ to a senior manager, many people struggle to know what to write.

Confusion often arises about the writing style, what to include, the language to use, the length of the document and other factors.

This page aims to disentangle some of these elements, and provide you with some advice designed to help you to write a good report.

What is a Report?

In academia there is some overlap between reports and essays, and the two words are sometimes used interchangeably, but reports are more likely to be needed for business, scientific and technical subjects, and in the workplace.

Whereas an essay presents arguments and reasoning, a report concentrates on facts.

Essentially, a report is a short, sharp, concise document which is written for a particular purpose and audience. It generally sets outs and analyses a situation or problem, often making recommendations for future action. It is a factual paper, and needs to be clear and well-structured.

Requirements for the precise form and content of a report will vary between organisation and departments and in study between courses, from tutor to tutor, as well as between subjects, so it’s worth finding out if there are any specific guidelines before you start.

Reports may contain some or all of the following elements:

• A description of a sequence of events or a situation;
• Some interpretation of the significance of these events or situation, whether solely your own analysis or informed by the views of others, always carefully referenced of course (see our page on Academic Referencing for more information);
• An evaluation of the facts or the results of your research;
• Discussion of the likely outcomes of future courses of action;
• Your recommendations as to a course of action; and
• Conclusions.

Not all of these elements will be essential in every report.

If you’re writing a report in the workplace, check whether there are any standard guidelines or structure that you need to use.

For example, in the UK many government departments have outline structures for reports to ministers that must be followed exactly.

Sections and Numbering

A report is designed to lead people through the information in a structured way, but also to enable them to find the information that they want quickly and easily.

Reports usually, therefore, have numbered sections and subsections, and a clear and full contents page listing each heading. It follows that page numbering is important.

Modern word processors have features to add tables of contents (ToC) and page numbers as well as styled headings; you should take advantage of these as they update automatically as you edit your report, moving, adding or deleting sections.

Report Writing

Getting started: prior preparation and planning.

The structure of a report is very important to lead the reader through your thinking to a course of action and/or decision. It’s worth taking a bit of time to plan it out beforehand.

Step 1: Know your brief

You will usually receive a clear brief for a report, including what you are studying and for whom the report should be prepared.

First of all, consider your brief very carefully and make sure that you are clear who the report is for (if you're a student then not just your tutor, but who it is supposed to be written for), and why you are writing it, as well as what you want the reader to do at the end of reading: make a decision or agree a recommendation, perhaps.

Step 2: Keep your brief in mind at all times

During your planning and writing, make sure that you keep your brief in mind: who are you writing for, and why are you writing?

All your thinking needs to be focused on that, which may require you to be ruthless in your reading and thinking. Anything irrelevant should be discarded.

As you read and research, try to organise your work into sections by theme, a bit like writing a Literature Review .

Make sure that you keep track of your references, especially for academic work. Although referencing is perhaps less important in the workplace, it’s also important that you can substantiate any assertions that you make so it’s helpful to keep track of your sources of information.

The Structure of a Report

Like the precise content, requirements for structure vary, so do check what’s set out in any guidance.

However, as a rough guide, you should plan to include at the very least an executive summary, introduction, the main body of your report, and a section containing your conclusions and any recommendations.

Executive Summary

The executive summary or abstract , for a scientific report, is a brief summary of the contents. It’s worth writing this last, when you know the key points to draw out. It should be no more than half a page to a page in length.

Remember the executive summary is designed to give busy 'executives' a quick summary of the contents of the report.

Introduction

The introduction sets out what you plan to say and provides a brief summary of the problem under discussion. It should also touch briefly on your conclusions.

Report Main Body

The main body of the report should be carefully structured in a way that leads the reader through the issue.

You should split it into sections using numbered sub-headings relating to themes or areas for consideration. For each theme, you should aim to set out clearly and concisely the main issue under discussion and any areas of difficulty or disagreement. It may also include experimental results. All the information that you present should be related back to the brief and the precise subject under discussion.

If it’s not relevant, leave it out.

Conclusions and Recommendations

The conclusion sets out what inferences you draw from the information, including any experimental results. It may include recommendations, or these may be included in a separate section.

Recommendations suggest how you think the situation could be improved, and should be specific, achievable and measurable. If your recommendations have financial implications, you should set these out clearly, with estimated costs if possible.

A Word on Writing Style

When writing a report, your aim should be to be absolutely clear. Above all, it should be easy to read and understand, even to someone with little knowledge of the subject area.

You should therefore aim for crisp, precise text, using plain English, and shorter words rather than longer, with short sentences.

You should also avoid jargon. If you have to use specialist language, you should explain each word as you use it. If you find that you’ve had to explain more than about five words, you’re probably using too much jargon, and need to replace some of it with simpler words.

Consider your audience. If the report is designed to be written for a particular person, check whether you should be writing it to ‘you’ or perhaps in the third person to a job role: ‘The Chief Executive may like to consider…’, or ‘The minister is recommended to agree…’, for example.

A Final Warning

As with any academic assignment or formal piece of writing, your work will benefit from being read over again and edited ruthlessly for sense and style.

Pay particular attention to whether all the information that you have included is relevant. Also remember to check tenses, which person you have written in, grammar and spelling. It’s also worth one last check against any requirements on structure.

For an academic assignment, make sure that you have referenced fully and correctly. As always, check that you have not inadvertently or deliberately plagiarised or copied anything without acknowledging it.

Finally, ask yourself:

“Does my report fulfil its purpose?”

Only if the answer is a resounding ‘yes’ should you send it off to its intended recipient.

Continue to: How to Write a Business Case Planning an Essay

See also: Business Writing Tips Study Skills Writing a Dissertation or Thesis

Presentation vs Report Writing: What’s the Difference?

By: Author Shrot Katewa

I was sitting at my desk today while I stumbled upon a question by one of our patrons. It got me thinking if there was ever a difference between a Presentation and Report Writing? So, I did some research, and here’s what I found out!

The main difference between a Presentation and Report Writing is that a report is usually fairly extensive and gives a detailed account of the information on a particular topic. Whereas, a presentation is mostly a synopsis which highlights the key points that are important for the audience.

Since one of the key objectives of both – a presentation and a report is to give information to its intended audience, people often tend to confuse between the two. So, let’s understand the nuances in further detail.

Key Differences between Presentation and Report Writing

In order to make sure that we don’t end up creating an incorrect document the next we are tasked with an assignment, it is important for us to understand the differences between a presentation and report writing.

As I mentioned earlier, one of the purposes of both a presentation and a report is typically to provide insights or useful information about a certain topic.

However, the purpose of creating a presentation is to share information in a short period of time; usually not more than 15-20 minutes. Thus, it ends up being a synopsis of a topic rather than giving a detailed account on a particular topic.

Report Writing on the other hand goes into the intricacies involved within a particular topic.

For a research oriented report writing, the purpose of the report is often to capture the detailed account for the research conducted including (but not limited to) purpose of the research, methodology adopted for conducting research, observations and findings, discrepancies (if any), and the conclusion.

Writing a report often scientific approach and requires a technical understand of the subject.

2. Depth of Information

Another difference between a report and a presentation is the depth of information that is shared in the two types of documents.

As mentioned in the previous point, a report goes in great depth capturing the thought behind almost every single action taken by the researcher; thereby giving an in-depth understanding on the topic.

A presentation on the other hand picks up key pieces of information and aims to provide very specific details usually in the interest of the available time of the audience.

A typical example of a report would be a corporate annual report which explains the details of actions taken by the organisation and how it performed. This information is shared across multiple paragraphs usually accompanied by a table giving the performance details. Whereas, a presentation of the annual report only summarizes the key points on the performance of the company throughout the year.

3. Information Delivery

Another major difference between a presentation and report writing is the mode of information delivery.

Since a presentation is a piece of summarized information, it requires a person to share additional information while delivering the presentation. A presentation mostly contains visual cues along with a few points on each slide, which is accompanied with a talk given by an individual giving the presentation.

A presentation can be given in-person to a small group of people or even to a few hundred individuals in a large auditorium. Alternatively, a presentation can also be delivered online to several thousands of people across the globe using different softwares.

A report on the other hand doesn’t necessarily require to be presented. Since it contains detailed information, it can be independently read by people at their comfort.

Reading a report can take time as it is often spread across several hundreds of pages.

4. Method of Engaging the Audience

Yet another difference between a presentation and report writing is the manner in which it engages its audience.

A presentation depends upon the skill of the presenter to engage the audience. A person giving a presentation not only needs to make the presentation visually appealing, it also requires the presenter to entertain the audience by means of story-telling and humor (as deemed necessary) while delivering the presentation.

A report on the other hand depends on the capability of an individual to command a language to engage its readers. It needs the person writing a report to have a good grasp of the language in order to describe the information accurately and as briefly as possible while holding the interest of the audience.

In a research study done in order to compare the understanding capability of science students based information consumed in the two formats – Presentation versus Report format , it was observed that students understood the topic better when it was explained through a presentation rather than a report.

Perhaps, one can conclude that presentation is usually more engaging than a detailed report.

5. Skills Needed

Lastly, another difference between a presentation and report writing is the skills needed for each of the two activities.

Creating an effective presentation requires not only design skills, but also mastering the art of giving presentations! While the task of designing a presentation can often be outsourced, the knack of picking the correct topics to be covered in the presentation can’t be outsourced and is dependent on the presenter.

As a presenter, you don’t necessarily need to have great writing skills, but you surely need to know the art of story-telling, and leverage this for giving a presentation.

On the other hand, report writing requires creative (sometimes technical) writing skills. One also needs to be analytical.

How to Choose between a Presentation and a Report? Which is Better?

Choosing between creating a presentation or writing a report can be a difficult task for some. But, not being able to do so correctly can often lead to drastic (sometimes even embarrassing) circumstances.

Here are a few questions that you should ask yourself before starting creating a presentation or writing a report –

• How much time do I have with my audience? If you have only about 20 to 30 minutes with you audience to share the required information, it is perhaps better to give a presentation than to write a report. A report (unless written in less than 10 pages), will usually take more than this much time to be completely understood.
• Does your intended audience prefer to read or to hear/watch? People have their own preferences when it comes to consuming information. Some people like to read, while others prefer hearing or visual comprehension to gain knowledge. Be sure to ask them their preference, and make your decision accordingly.
• What are you good at – Presentation or Report Writing? If the above two questions are not important or if your audience doesn’t have a preference, a good way to start would be to focus on your strengths. Ask yourself – what are you more comfortable with? Is a creating and delivering a presentation? Or, is it writing a report? Make a decision based on your capability. A little introspection can definitely go a long way in helping you choose the right direction.

How to Create an Attractive Presentation?

If you end up deciding to go down the presentation route, then we’ve got you covered.

The main objective of this site is to help you create better presentations!

Thus, be sure to check out a few other posts on this website that provide little ninja tips on how you can make your presentations attractive in a few easy steps!

A good place to start would be by reading this post –

7 EASY tips that ALWAYS make your PPT presentation attractive (even for beginners)

Don’t hesitate to reach out to us if you have any specific questions. We would love to help you create better presentations!

Final Thoughts

As we understood in this article, even though delivering a presentation and report writing have a similar objective of sharing interesting information, they both have their differences.

Knowing what mode of information sharing to choose can often be critical. Thus, I hope this post has helped you understand some of the key differences between the two and how to choose whether to create a presentation or write a report.

• Customer Relationship Management

Report Preparation - Characteristics of a Good Report

The market research is normally outsourced to third party agencies by organizations and in turn they create a professional report to the organization. These reports are preferably provided to senior officials who are the critical decision makers of the organization. Hence these reports need to be exclusively efficient and well formatted and the matter should be limpid, analytical and directive.

The actual facts must be depicted clearly and it is desirable that the data and results are furnished in graphical or tabular format which could create a substantially good impression and is unambiguous to understand. The reports must be essentially capable to compare related information in the report so that conclusions can be derived potentially and easily.

It is necessary for a report to contain following details to be called a good report:

The analytical report creation is very important phase of market research which acts as a blueprint of the business plan which is to be executed. By following the above guidelines while report generation process can be efficiently taken care of.

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The article is Written and Reviewed by Management Study Guide Content Team . MSG Content Team comprises experienced Faculty Member, Professionals and Subject Matter Experts. We are a ISO 2001:2015 Certified Education Provider . To Know more, click on About Us . The use of this material is free for learning and education purpose. Please reference authorship of content used, including link(s) to ManagementStudyGuide.com and the content page url.

• Origin of CRM
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• Importance of CRM
• CRM and Marketing
• Misunderstandings about CRM
• Benefits and Challenges of CRM Software
• CRM (Customer Relationship Management) Software and Its Importance
• What is Customer Relationship
• Types of Customers
• Orientation of Customers
• Customer Modeling
• Customer Profiling
• Regression Scoring
• Quality of Relatiosnhip with Customers
• Need of Relatiosnhip with Customers
• Customer Relationship with Supplier
• Cost Sensitivity of Customers
• Bargaining Power of Customers
• Customer Relationship Measurement
• Market Research and CRM
• Market Research Process
• Report Preparation
• Strategic CRM
• Operational CRM
• Analytical CRM
• Collaborative CRM
• Customer’s Response - Introduction
• Measuring Customer Response
• Medium of Customer Responses
• Qualities of a Good Response
• Response in Consumer Sector
• Response in Core Sector
• Customer Acquisition - Introduction
• Customer Life Cycle
• Customer Acquisition Cost
• Measuring Acquisition Equity
• Customer Loyalty - Introduction
• Customer Loyalty & Satisfaction
• Drivers of Customer Loyalty
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• Customer Retention - Introduction
• Customer Retention Strategy
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• Methods/Tools for Customer Retention
• Myths about Customer Retention
• Benefits of Cloud CRM for Small Businesses
• Practical Tips for Effectively Implementing Salesforce

BUS101: Introduction to Business

Marketing research process.

To accurately arrive at a target market, businesses must research who their typical customer is. Read each section to learn about conducting marketing research. Try to summarize these lessons and write a brief reflection of how you would research if you were the owner of an upscale retail clothing store in a major metropolitan city with several competitors.

Learning Objectives

• Outline objectives and problems as part of the marketing research process
• Describe the formulation of research design within the context of the marketing research process
• Recognize the basis for developing a specific approach to the objective or problem to be solved through the marketing research process
• Construct the rationale of fieldwork or data collection from a marketing research process perspective
• Summarize the characteristics of data preparation and methodology of data analysis
• Identify the characteristics of preparing, presenting, and documenting the results of marketing research
• The marketing research process involves six steps: 1: problem definition, 2: develop an approach to the problem, 3: research design formulation, 4: data collection, 5: data preparation and analysis, and 6: report preparation and presentation.
• The first step in any marketing research study is to define the problem while taking into account the purpose of the study, the relevant background information, what information is needed, and how it will be used in decision making. This stage involves discussion with the decision-makers, interviews with industry experts, analysis of secondary data, and, perhaps, some qualitative research, such as focus groups.
• Marketers can employ three types of objectives their research: exploratory research, descriptive research, and causal research.
• The marketing process details the procedures to obtain this information. It aims to design a study that will test the hypotheses of interest, determine possible answers to the research questions, and provide the information needed for decision making.
• Researchers need to choose the type of data they want to obtain from the respondents, such as via a survey or experiment and design a questionnaire and sampling plan to choose the most appropriate respondents for their study.
• Research design involves secondary data analysis; qualitative research; quantitative data methods (survey, observation, and experimentation); information needed; measurement and scaling procedures; questionnaire design; sampling process and sample size; and a plan of data analysis.
• Data collection involves a field force or staff that operates in the field, as in the case of personal interviewing, from an office by telephone, or through the mail (traditional mail and mail panel surveys with pre-recruited households).
• Proper selection, training, supervision, and evaluation of the field force helps minimize data-collection errors. Data is carefully edited, coded, transcribed, and verified so it can be properly analyzed during this phase of the research process. Verification ensures that the data from the original questionnaires have been accurately transcribed, while data analysis gives meaning to the data that have been collected.
• Bias must be avoided when interpreting data because only the results (not personal opinion) should be communicated.
• The entire project should be documented in a written report that addresses the specific research questions identified; describes the approach, research design, data collection, and data analysis procedures adopted; and presents the results and the major findings.
• The findings should be presented in a comprehensible format so they can be readily used in the decision-making process. An oral presentation to management, using tables, charts, and graphs, will enhance clarity and impact.
• Business Intelligence – Information that pertains to the history, current status, or future projections of a business organization.
• Data – Values of qualitative or quantitative variables belonging to a set of items; Data are typically the results of measurements and can be visualized using graphs or images
• Data Mining – A technique for searching large-scale databases for patterns; used mainly to find previously unknown correlations between variables that may be commercially useful.
• Ethnographic research – Information regarding cultural phenomena.
• Executive Summary – A short section or document that summarizes a longer report or proposal so readers can quickly learn about a larger work without having to read it in its entirety.
• Mall Intercept – A survey where respondents are intercepted in shopping malls to administer a survey on the spot or invite them to a research facility to conduct the interview.
• Market Research – The systematic collection and evaluation of data regarding customers' preferences for actual and potential products and services.
• Marketing Research – A research process that links the consumers, customers, and public to the marketer through information. This information is used to identify and define marketing opportunities and problems; generate, refine, and evaluate marketing actions; monitor marketing performance; and improve understanding of marketing as a process.
• Objective – Not influenced by irrational emotions or prejudices.
• Qualitative Research – A method of inquiry employed in many different academic disciplines, traditionally in the social sciences but also in market research and further contexts.
• Scientific Method – A body of techniques for acquiring new knowledge or correcting and integrating previous knowledge. To be termed scientific, a method of inquiry must be based on empirical and measurable evidence subject to specific principles of reasoning.
• Secondary Data – Information collected by someone other than the user of the data.
• Secondary Research – A research process that Involves the summary, collation, and synthesis of existing research rather than primary research, where data is collected from subjects or experiments.
• Survey Research – A research process that obtains information from a predetermined set of questions given to a sample, used to assess thoughts, opinions, and feelings.
• Systematic – Carried out using a planned, ordered procedure.

Marketing Research Is Systematic and Objective:

• Systematic planning is required at all stages of the marketing research process. The procedures followed at each stage are methodologically sound, well documented, and, as much as possible, planned in advance. Marketing research uses the scientific method in that data are collected and analyzed to test prior notions or hypotheses.
• Marketing research aims to provide accurate information that reflects a true state of affairs and, thus, should be conducted impartially. While research is always influenced by the researcher's research philosophy, it should be free from the personal or political biases of the researcher or the management.

Overview of the Marketing Research Process:

Step 1: problem definition, step 2: development of an approach to the problem, step 3: research design formulation.

• Step 4: Field Work or Data Collection

Step 5: Data Preparation and Analysis

Step 6: report preparation and presentation.

Define the problem and research objectives. The first step in any marketing research study is to define the problem while taking into account the purpose of the study, the relevant background information, what information is needed, and how it will be used in decision making. This stage involves discussion with the decision-makers, interviews with industry experts, analysis of secondary data, and, perhaps, some qualitative research, such as focus groups. There are three types of objectives that can be deployed in marketing research:

The first stage of the marketing research process involves defining the problem.

1. Exploratory research

• Used to better define a problem or scout opportunities.
• In-depth interviews and discussion groups are commonly used.

2. Descriptive research

• Used to assess a situation in the marketplace (that is, the potential for a specific product or consumer attitudes).
• Methods include personal interviews and surveys.

3. Causal research

• Used for testing cause and effect relationships.
• Typically through estimation.

Step two includes formulating an objective or theoretical framework, analytical models, research questions, hypotheses, and identifying characteristics or factors that can influence the research design. This process is guided by discussions with management and industry experts, case studies and simulations, analysis of secondary data, qualitative research, and pragmatic considerations.

Planning involves the creation and maintenance of a plan.

A research design is a framework or blueprint for conducting the marketing research project. It details the procedures necessary for obtaining the required information, and its purpose is to design a study that will test the hypotheses of interest, determine possible answers to the research questions, and provide the information needed for decision making. Decisions are also made regarding what data should be obtained from the respondents (such as by conducting a survey or an experiment). A questionnaire and sampling plan also are designed in order to select the most appropriate respondents for the study. The following steps are involved in formulating a research design:

• Secondary data analysis (based on secondary research)
• Qualitative research
• Methods of collecting quantitative data (survey, observation, and experimentation)
• Definition of the information needed
• Measurement and scaling procedures
• Questionnaire design
• Sampling process and sample size
• Plan of data analysis

Secondary data analysis is one of the steps involved in formulating a Research Design

Developing the research plan for collecting information:

The research plan outlines sources of existing data and spells out the specific research approaches, contact methods, sampling plans, and instruments that researchers will use to gather data. This plan includes a written proposal that outlines the management problem, research objectives, information required, how the results will help management decisions, and the budget allocated for the research.

Step 4: Fieldwork or Data Collection

Fieldwork, or data collection, involves a field force or staff that operates either in the field, as in the case of personal interviewing (focus group, in-home, mall intercept, or computer-assisted personal interviewing), from an office by telephone (telephone or computer-assisted telephone interviewing/CATI), or through the mail (traditional mail and mail panel surveys with pre-recruited households). Proper selection, training, supervision, and evaluation of the field force helps minimize data-collection errors. In marketing research, an example of data collection is when a consumer goods company hires a market research company to conduct in-home ethnographies and in-store shop-alongs in an effort to collect primary research data.

Soldiers and family members participated in USAG-RC-sponsored focus group s

Marketing Research is Systematic and Objective

• Systematic planning is required at all stages of the marketing research process, especially in the data collection step. The procedures followed at each stage are methodologically sound, well documented, and, as much as possible, planned in advance. Marketing research uses the scientific method in that data are collected and analyzed to test prior notions or hypotheses.
• Marketing research aims to provide accurate information that reflects a true state of affairs and thus, should be conducted impartially. While research is always influenced by the researcher's philosophy, it should be free from the personal or political biases of the researcher or the management. This is especially important in the data collection phase. The data collected will be analyzed and used to make marketing decisions. Hence, it is vital that the data collection process be free of as much bias as possible.

Primary Versus Secondary Research

There are many sources of information a marketer can use when collecting data. The Nielson Ratings is an audience measurement system that provides data on audience size and the composition of television markets in the United States. The Gallup Polls conduct public opinion polls with its results published daily in the form of data-driven news. The U.S Census Bureau, directed by the U.S. Government is the principal agency that is responsible for producing data about American people and the economy. Population, housing, and demographic characteristics are gathered to help plan and define transportation systems, police and fire precinct, election districts, and schools.

Analysis of data is a process of inspecting, cleaning, transforming, and modeling data with the goal of highlighting useful information, suggesting conclusions, and supporting decision making. Data analysis has multiple facets and approaches, encompassing diverse techniques under a variety of names in different business, science, and social science domains. Data mining is a particular data analysis technique that focuses on modeling and knowledge discovery for predictive rather than purely descriptive purposes. Marketers use databases to extract applicable information that identifies customer patterns, characteristics, and behaviors.

Notes on data analysis process and testing parameters .

Business intelligence covers data analysis that relies heavily on aggregation and focusing on business information. In statistical applications, some people divide data analysis into descriptive statistics, exploratory data analysis (EDA), and confirmatory data analysis (CDA). EDA focuses on discovering new features in the data and CDA focuses on confirming or falsifying existing hypotheses. Predictive analytics focuses on the application of statistical or structural models for predictive forecasting or classification. Text analytics applies statistical, linguistic, and structural techniques to extract and classify information from textual sources, a species of unstructured data. All are varieties of data analysis.

During this phase of the research process, data is carefully edited, coded, transcribed, and verified in order for it to be properly analyzed. Statistical market research tools are used. The validity of the results is also assessed to confirm how well the data measures what it is supposed to measure. Oftentimes, the research team will arrange a debriefing session with the client to review highlights from the data and brainstorm potential ideas on how the findings can be implemented. This typically happens when a client hires a market research company and they want to remain thoroughly involved in the research process.

Researchers can set up a debriefing meeting to review the analysis

Types of data analysis outputs: heat map, bar plots, scatter plots .

Helpful tips to keep in mind during data analysis:

• Communicate the results.
• Try to avoid bias when interpreting data.
• Just because results fail to confirm original hypotheses, does not mean the research results are useless.

During the Report Preparation and Presentation step, the entire project should be documented in a written report that addresses the specific research questions identified; describes the approach, the research design, data collection, and data analysis procedures adopted; and presents the results and the major findings. This permanent document is also helpful because it can be easily referenced by others who may not have been part of the research.

The findings should be presented in a comprehensible format so that they can be readily used in the decision-making process. In addition, an oral presentation should be made to management using tables, figures, and graphs to enhance clarity and impact.

Someone giving a presentation using visual elements

A successful presentation will include but is not limited to the following elements:

• Final conclusions (based on the insights gathered from data collected) that effectively meet the initial objectives of the research
• Recommendations about how to apply the research
• Charts, graphs, and visual elements that help showcase important facts and make the presentation easily digestible and memorable

A formal research report presentation typically includes the following:

• Table of Contents
• Executive Summary
• Research Objectives
• Research Methodology
• Highlights of Fieldwork Data Collected
• Appendix (including Respondent Screening Instrument and Questionnaire)
• Findings/Insights
• Recommendations/Implications and Action Plan

Steps in Report Preparation

A report writer usually follows below steps while preparing a good business report:

Step 1) Appointing a reporter: The first initial step in the report formation is the method of appointing a suitable reporter. The reporter has a complete idea of the topics on which the investigation is required and information on the timeliness of its submission. A complete series of orders are followed, including, the topic on which investigation is required, the aim and area of investigation, list of people to be inquired, timelines for report submission, etc. The reporter then investigates the things as per the order and present the report according to the given instructions.

Step 2) Defining the report’s scope: To have clear information, the scope of a business report is very essential to be defined in a good manner. This helps in collecting correct and relevant information. Also, unnecessary or irrelevant information can be avoided in the report so that the reporter can complete the report without any complications.

Step 3) Information source: The information source is required to be finalized at the starting of the report formation. Different sources of information in an organization are available including company files, personal interviews, observations, questionnaires, etc. The different files of an organization are used to determine different issues like the causes of sales decline or production cost increase.

Similarly, with the help of personal observation , the information can be collected in case an accident happens. On the spot, an investigation is required to find out the actual reasons for such accidents.

The personal interviews are conducted with customers for taking their feedback regarding the various products purchased and services used by them.

If information is to be collected from a large number of people then the questionnaire method can be used. This can be utilized to know the product’s popularity or to launch a new product in the market. This questionnaire is generally in the form of alternative answers in which the audience is supposed to tick the right answers.

Step 4) Report’s reader or audience: The audience or readers of the report can vary as per the report’s type or nature or its content. So, the writer or reporter of the business report needs to consider many factors like the educational level of the audience, level in the organization, age factor, experience level, prior knowledge on report’s topic, department, preferences, etc.

Step 5) Preparing notes: A reporter or writer also maintains a diary to take notes of reliable information. When a reporter doesn’t get time for collecting information then by making notes all the relevant information can be included in the business report.

Step 6) Analyzing collected information: The reporter analyzes the collected data and information to filter unwanted or unnecessary data or information. The collected information is systematically arranged for the presentation. So, it is considered an important aspect or step in report writing.

Step 7) Outline of the report: The reporter also prepares a report’s outline before writing. This outline includes the objective of the report, information gathered, analysis of information, suggestions, findings, etc. This information helps in the systematic writing of a business report.

Step 8) Report writing: Before writing a final report, a rough draft is made so that the report’s quality can be maintained or improved. Based on other people’s comments, the rough draft is revised by including the related information and excluding any irrelevant data or information. Also, any grammatical or spelling mistakes can be identified in this so that the report can be corrected. In the final stage, the report is presented by the reporter in easy and simple language which is shaped in the form of the presentation.

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Thiel, D. V. (2014). Research methods for engineers . Cambridge University Press.

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University of Oxford. (2019). Plagiarism. Retrieved from https://www.ox.ac.uk/students/academic/guidance/skills/plagiarism?wssl=1

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Walliman, N. (2011). Research methods: The basics . Routledge—Taylor and Francis Group.

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Bell, J. (2010). Doing your research project: A guide for first-time researchers in education and social science (5th ed.). Open University Press.

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How to prepare and deliver an effective oral presentation

• Related content
• Peer review
• Lucia Hartigan , registrar 1 ,
• Fionnuala Mone , fellow in maternal fetal medicine 1 ,
• Mary Higgins , consultant obstetrician 2
• 1 National Maternity Hospital, Dublin, Ireland
• 2 National Maternity Hospital, Dublin; Obstetrics and Gynaecology, Medicine and Medical Sciences, University College Dublin
• luciahartigan{at}hotmail.com

The success of an oral presentation lies in the speaker’s ability to transmit information to the audience. Lucia Hartigan and colleagues describe what they have learnt about delivering an effective scientific oral presentation from their own experiences, and their mistakes

The objective of an oral presentation is to portray large amounts of often complex information in a clear, bite sized fashion. Although some of the success lies in the content, the rest lies in the speaker’s skills in transmitting the information to the audience. 1

Preparation

It is important to be as well prepared as possible. Look at the venue in person, and find out the time allowed for your presentation and for questions, and the size of the audience and their backgrounds, which will allow the presentation to be pitched at the appropriate level.

See what the ambience and temperature are like and check that the format of your presentation is compatible with the available computer. This is particularly important when embedding videos. Before you begin, look at the video on stand-by and make sure the lights are dimmed and the speakers are functioning.

For visual aids, Microsoft PowerPoint or Apple Mac Keynote programmes are usual, although Prezi is increasing in popularity. Save the presentation on a USB stick, with email or cloud storage backup to avoid last minute disasters.

When preparing the presentation, start with an opening slide containing the title of the study, your name, and the date. Begin by addressing and thanking the audience and the organisation that has invited you to speak. Typically, the format includes background, study aims, methodology, results, strengths and weaknesses of the study, and conclusions.

If the study takes a lecturing format, consider including “any questions?” on a slide before you conclude, which will allow the audience to remember the take home messages. Ideally, the audience should remember three of the main points from the presentation. 2

Have a maximum of four short points per slide. If you can display something as a diagram, video, or a graph, use this instead of text and talk around it.

Animation is available in both Microsoft PowerPoint and the Apple Mac Keynote programme, and its use in presentations has been demonstrated to assist in the retention and recall of facts. 3 Do not overuse it, though, as it could make you appear unprofessional. If you show a video or diagram don’t just sit back—use a laser pointer to explain what is happening.

Rehearse your presentation in front of at least one person. Request feedback and amend accordingly. If possible, practise in the venue itself so things will not be unfamiliar on the day. If you appear comfortable, the audience will feel comfortable. Ask colleagues and seniors what questions they would ask and prepare responses to these questions.

It is important to dress appropriately, stand up straight, and project your voice towards the back of the room. Practise using a microphone, or any other presentation aids, in advance. If you don’t have your own presenting style, think of the style of inspirational scientific speakers you have seen and imitate it.

Try to present slides at the rate of around one slide a minute. If you talk too much, you will lose your audience’s attention. The slides or videos should be an adjunct to your presentation, so do not hide behind them, and be proud of the work you are presenting. You should avoid reading the wording on the slides, but instead talk around the content on them.

Maintain eye contact with the audience and remember to smile and pause after each comment, giving your nerves time to settle. Speak slowly and concisely, highlighting key points.

Do not assume that the audience is completely familiar with the topic you are passionate about, but don’t patronise them either. Use every presentation as an opportunity to teach, even your seniors. The information you are presenting may be new to them, but it is always important to know your audience’s background. You can then ensure you do not patronise world experts.

To maintain the audience’s attention, vary the tone and inflection of your voice. If appropriate, use humour, though you should run any comments or jokes past others beforehand and make sure they are culturally appropriate. Check every now and again that the audience is following and offer them the opportunity to ask questions.

Finishing up is the most important part, as this is when you send your take home message with the audience. Slow down, even though time is important at this stage. Conclude with the three key points from the study and leave the slide up for a further few seconds. Do not ramble on. Give the audience a chance to digest the presentation. Conclude by acknowledging those who assisted you in the study, and thank the audience and organisation. If you are presenting in North America, it is usual practice to conclude with an image of the team. If you wish to show references, insert a text box on the appropriate slide with the primary author, year, and paper, although this is not always required.

Answering questions can often feel like the most daunting part, but don’t look upon this as negative. Assume that the audience has listened and is interested in your research. Listen carefully, and if you are unsure about what someone is saying, ask for the question to be rephrased. Thank the audience member for asking the question and keep responses brief and concise. If you are unsure of the answer you can say that the questioner has raised an interesting point that you will have to investigate further. Have someone in the audience who will write down the questions for you, and remember that this is effectively free peer review.

Be proud of your achievements and try to do justice to the work that you and the rest of your group have done. You deserve to be up on that stage, so show off what you have achieved.

Competing interests: We have read and understood the BMJ Group policy on declaration of interests and declare the following interests: None.

• ↵ Rovira A, Auger C, Naidich TP. How to prepare an oral presentation and a conference. Radiologica 2013 ; 55 (suppl 1): 2 -7S. OpenUrl
• ↵ Bourne PE. Ten simple rules for making good oral presentations. PLos Comput Biol 2007 ; 3 : e77 . OpenUrl PubMed
• ↵ Naqvi SH, Mobasher F, Afzal MA, Umair M, Kohli AN, Bukhari MH. Effectiveness of teaching methods in a medical institute: perceptions of medical students to teaching aids. J Pak Med Assoc 2013 ; 63 : 859 -64. OpenUrl

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• Easy sharing and editing of reports, essential for multi-author studies and publications.
• Prepare reports for academic journals or conferences, aligning with publication standards.

Reports created using Piktochart’s AI-powered report generator

How to Generate AI Reports

1. Describe Your Report

Briefly describe (within 120 characters) the intent of your report. Whether it’s for visualizing a survey, performance review, marketing overview, or analysis. 

2. Choose from Our Report Templates

Select from a diverse range of professionally designed templates tailored for various industries and report types.

3. Customize Your Design in Piktochart Editor

Personalize your report by adjusting colors, fonts, and layout to match your brand or preferences. Piktochart provides an array of design elements, icons, and images to enhance the visual appeal of your report. 

4. Publish and Promote

Once you’re satisfied with the result, you can export your report in various formats like JPG, PNG, or PDF, making it easy to distribute your report to stakeholders.

AI-Powered Visualization for Any Topic

What kinds of reports can be generated using this AI tool?

Survey report.

A survey report is a comprehensive analysis that distills valuable insights gathered through systematic data collection such as customer satisfaction, employee engagement, or market trends. This report type transforms raw data into actionable information to guide informed decision-making for organizations and stakeholders.

Performance review

A performance review report is a structured evaluation process that provides a holistic assessment of an individual’s professional accomplishments, skills, and contributions within a specific timeframe. This report type is crucial for professional development and aligning individual performance with organizational objectives.

Marketing overview

A marketing overview report is a concise yet comprehensive document that captures the essence of a company’s marketing performance over a specific period. This report provides a strategic snapshot, highlighting key marketing initiatives, campaign effectiveness, and performance metrics. It helps equip decision-makers with actionable insights to refine strategies, optimize budgets, and drive future marketing success.

Healthcare analysis

A healthcare analysis report is a detailed examination of critical aspects within the healthcare domain aimed to provide a comprehensive understanding of trends, performance metrics, and key indicators. This report delves into various data points such as patient outcomes, resource utilization, financial efficiency, and adherence to regulatory standards.

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The Secret To Successful Sales Meetings and Presentations: Leave Nothing to Chance

The US Government's U-Turn: Embracing Crypto

Are you still on the “give free value” bandwagon, using variable annuities as fixed income alternatives, resist the voices blurring the line between potential and almost possible, stop delivering value ... pre-sale, streamline tasks and boost team collaboration for precise, efficient goals, confessions of an indexed annuity purist.

An NFL game has eleven minutes of playing time on average. That is, the actual length of time between the ball being snapped and the play being whistled dead. Now imagine how many hours a typical professional football player spends practicing and preparing for only a few minutes of on-field action each week. Consider the number of hours they dedicate to practicing on the field, repeatedly running through plays, and refining their already exceptional abilities. Even though these athletes are among the greatest in the world on the field, they never stop working on their craft, improving, and maintaining their competitive edge year after year.

So why don't we, as sales professionals, approach our art with the same preparation and practice mentality as professional athletes? Sales success is more than just what you say in your sales speech. It also includes the hours spent honing your speech and preparing for speaking engagements and meetings. Long-term sales success is determined by what you do both before and after presentations and meetings, and the two disciplines of practice and preparation go hand in hand with that success. One of the most important aspects of practice and preparation is that it provides you the confidence that you are ready, which results in your ability to concentrate on the work at hand.

It's important to prepare for any problems that may arise, such as an odd tech setup, a poorly lighted space, or a malfunctioning wardrobe. These minor problems frequently turn into bothersome distractions that can lower your performance level. There won't be any surprises or diversions if you go over every detail before your presentation or meeting, from the setup of the equipment and room to the introduction and conclusion.

Practice is the other aspect to this strategy. I believe in taking the approach the NFL pros use: while amateurs practice to get it right, the pros continue to practice to not get it wrong. The key word in the last sentence is “continue”. After having presented numerous times and conducted countless meetings with clients and prospects, we tend to consider ourselves as seasoned professionals. It's simple to give up practice because you believe you already know how to act and speak. This is the exact moment when practice really pays off. It helps you stay focused and on target with your main messaging.

Here are some practice and preparation tips for you to consider for presentations and meetings:

Presentations Tips

Allocate time for practicing. I use my walks and bike rides as opportunities to practice my presentations. The automobile is an excellent place to practice if you're not a walker or cyclist. The confines of the car make it an ideal setting for ironing out the creases in a pitch or presentation.

Practice in front of non-experts on the topic. Consider their suggestions carefully. This compels you to abandon the acronyms and jargon that so many people employ at the risk of alienating your audience.

Audio or video record of your presentation. Replay it and note any areas that need improvement. Does your message flow logically and make sense? Do your fluid motions add to your presentation or detract from it?

Consider the way you come across during a presentation. It's critical that you exude enthusiasm and assurance when giving a presentation. You can improve it by grinning, looking your audience in the eye, and changing the speed of your speech to highlight key ideas.

Never enter a room cold. You should be aware of the room's acoustics, the audience's proximity to the stage, and the sight lines on stage.

Examine the other speakers. If you are at a conference, observe the audience's reactions and interactions with the presenters to determine what works and what doesn't.

Meeting Tips

Conduct audience research. Consider all the potential directions the conversation can go and how you would respond to certain inquiries.

Give yourself fifteen to twenty minutes' notice before a meeting. You'll be able to adequately prepare and focus on the upcoming meeting and next steps you wish to identify.

Avoid scheduling too many back-to-back meetings. Taking on too much can wear you out. Five excellent meetings a day is preferable to eight mediocre ones.

Ultimately, the formula is as follows: confidence is equal to complete practice + preparation. Your presentations and meetings will go more smoothly, and it will be simpler to close the deal if you are more prepared. That is the greatest use of your time and energy that you can accomplish. So, go ahead and begin!

Related:  5 Reasons Institutions Are Investing in Longevity-Oriented Investments

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What Is Data Analysis? (With Examples)

Data analysis is the practice of working with data to glean useful information, which can then be used to make informed decisions.

"It is a capital mistake to theorize before one has data. Insensibly one begins to twist facts to suit theories, instead of theories to suit facts," Sherlock Holme's proclaims in Sir Arthur Conan Doyle's A Scandal in Bohemia.

This idea lies at the root of data analysis. When we can extract meaning from data, it empowers us to make better decisions. And we’re living in a time when we have more data than ever at our fingertips.

Companies are wisening up to the benefits of leveraging data. Data analysis can help a bank to personalize customer interactions, a health care system to predict future health needs, or an entertainment company to create the next big streaming hit.

The World Economic Forum Future of Jobs Report 2023 listed data analysts and scientists as one of the most in-demand jobs, alongside AI and machine learning specialists and big data specialists [ 1 ]. In this article, you'll learn more about the data analysis process, different types of data analysis, and recommended courses to help you get started in this exciting field.

Read more: How to Become a Data Analyst (with or Without a Degree)

Beginner-friendly data analysis courses

Interested in building your knowledge of data analysis today? Consider enrolling in one of these popular courses on Coursera:

In Google's Foundations: Data, Data, Everywhere course, you'll explore key data analysis concepts, tools, and jobs.

In Duke University's Data Analysis and Visualization course, you'll learn how to identify key components for data analytics projects, explore data visualization, and find out how to create a compelling data story.

Data analysis process

As the data available to companies continues to grow both in amount and complexity, so too does the need for an effective and efficient process by which to harness the value of that data. The data analysis process typically moves through several iterative phases. Let’s take a closer look at each.

Identify the business question you’d like to answer. What problem is the company trying to solve? What do you need to measure, and how will you measure it? 

Collect the raw data sets you’ll need to help you answer the identified question. Data collection might come from internal sources, like a company’s client relationship management (CRM) software, or from secondary sources, like government records or social media application programming interfaces (APIs). 

Clean the data to prepare it for analysis. This often involves purging duplicate and anomalous data, reconciling inconsistencies, standardizing data structure and format, and dealing with white spaces and other syntax errors.

Analyze the data. By manipulating the data using various data analysis techniques and tools, you can begin to find trends, correlations, outliers, and variations that tell a story. During this stage, you might use data mining to discover patterns within databases or data visualization software to help transform data into an easy-to-understand graphical format.

Interpret the results of your analysis to see how well the data answered your original question. What recommendations can you make based on the data? What are the limitations to your conclusions? 

You can complete hands-on projects for your portfolio while practicing statistical analysis, data management, and programming with Meta's beginner-friendly Data Analyst Professional Certificate . Designed to prepare you for an entry-level role, this self-paced program can be completed in just 5 months.

Or, L earn more about data analysis in this lecture by Kevin, Director of Data Analytics at Google, from Google's Data Analytics Professional Certificate :

Read more: What Does a Data Analyst Do? A Career Guide

Types of data analysis (with examples)

Data can be used to answer questions and support decisions in many different ways. To identify the best way to analyze your date, it can help to familiarize yourself with the four types of data analysis commonly used in the field.

In this section, we’ll take a look at each of these data analysis methods, along with an example of how each might be applied in the real world.

Descriptive analysis

Descriptive analysis tells us what happened. This type of analysis helps describe or summarize quantitative data by presenting statistics. For example, descriptive statistical analysis could show the distribution of sales across a group of employees and the average sales figure per employee. 

Descriptive analysis answers the question, “what happened?”

Diagnostic analysis

If the descriptive analysis determines the “what,” diagnostic analysis determines the “why.” Let’s say a descriptive analysis shows an unusual influx of patients in a hospital. Drilling into the data further might reveal that many of these patients shared symptoms of a particular virus. This diagnostic analysis can help you determine that an infectious agent—the “why”—led to the influx of patients.

Diagnostic analysis answers the question, “why did it happen?”

Predictive analysis

So far, we’ve looked at types of analysis that examine and draw conclusions about the past. Predictive analytics uses data to form projections about the future. Using predictive analysis, you might notice that a given product has had its best sales during the months of September and October each year, leading you to predict a similar high point during the upcoming year.

Predictive analysis answers the question, “what might happen in the future?”

Prescriptive analysis

Prescriptive analysis takes all the insights gathered from the first three types of analysis and uses them to form recommendations for how a company should act. Using our previous example, this type of analysis might suggest a market plan to build on the success of the high sales months and harness new growth opportunities in the slower months. 

Prescriptive analysis answers the question, “what should we do about it?”

This last type is where the concept of data-driven decision-making comes into play.

Read more : Advanced Analytics: Definition, Benefits, and Use Cases

What is data-driven decision-making (DDDM)?

Data-driven decision-making, sometimes abbreviated to DDDM), can be defined as the process of making strategic business decisions based on facts, data, and metrics instead of intuition, emotion, or observation.

This might sound obvious, but in practice, not all organizations are as data-driven as they could be. According to global management consulting firm McKinsey Global Institute, data-driven companies are better at acquiring new customers, maintaining customer loyalty, and achieving above-average profitability [ 2 ].

Get started with Coursera

If you’re interested in a career in the high-growth field of data analytics, consider these top-rated courses on Coursera:

Begin building job-ready skills with the Google Data Analytics Professional Certificate . Prepare for an entry-level job as you learn from Google employees—no experience or degree required.

Practice working with data with Macquarie University's Excel Skills for Business Specialization . Learn how to use Microsoft Excel to analyze data and make data-informed business decisions.

Deepen your skill set with Google's Advanced Data Analytics Professional Certificate . In this advanced program, you'll continue exploring the concepts introduced in the beginner-level courses, plus learn Python, statistics, and Machine Learning concepts.

Frequently asked questions (FAQ)

Where is data analytics used ‎.

Just about any business or organization can use data analytics to help inform their decisions and boost their performance. Some of the most successful companies across a range of industries — from Amazon and Netflix to Starbucks and General Electric — integrate data into their business plans to improve their overall business performance. ‎

What are the top skills for a data analyst? ‎

Data analysis makes use of a range of analysis tools and technologies. Some of the top skills for data analysts include SQL, data visualization, statistical programming languages (like R and Python),  machine learning, and spreadsheets.

Read : 7 In-Demand Data Analyst Skills to Get Hired in 2022 ‎

What is a data analyst job salary? ‎

Data from Glassdoor indicates that the average base salary for a data analyst in the United States is $75,349 as of March 2024 [ 3 ]. How much you make will depend on factors like your qualifications, experience, and location. ‎

Do data analysts need to be good at math? ‎

Data analytics tends to be less math-intensive than data science. While you probably won’t need to master any advanced mathematics, a foundation in basic math and statistical analysis can help set you up for success.

Learn more: Data Analyst vs. Data Scientist: What’s the Difference? ‎

Article sources

World Economic Forum. " The Future of Jobs Report 2023 , https://www3.weforum.org/docs/WEF_Future_of_Jobs_2023.pdf." Accessed March 19, 2024.

McKinsey & Company. " Five facts: How customer analytics boosts corporate performance , https://www.mckinsey.com/business-functions/marketing-and-sales/our-insights/five-facts-how-customer-analytics-boosts-corporate-performance." Accessed March 19, 2024.

Glassdoor. " Data Analyst Salaries , https://www.glassdoor.com/Salaries/data-analyst-salary-SRCH_KO0,12.htm" Accessed March 19, 2024.

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This content has been made available for informational purposes only. Learners are advised to conduct additional research to ensure that courses and other credentials pursued meet their personal, professional, and financial goals.

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