
David Gitonga (DavGit), April 12, 2012
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When given a topic, many laboriously begin by writing it out by starting with the introduction and then working their way through to the conclusion. Before the final draft is ready, they will have completed and deleted numerous drafts and this may take hours if not days to complete. Is there an easier way to write a report? Well, if you learn how to prepare a report by starting with an outline, you will not need to spend countless hours re-writing and back checking to make sure you have covered what needs to be covered and on time. By having a well-written outline, you will also have more time to research and your final report will not only be easier to write, but more interesting to read and will most likely cover the important points.

Remember that in an outline, what matters are the principles involved and not the exact draft. If you grasp the principles involved, it will help you to organize any material you are given and you will be able to research and write your report on time. So how should you proceed?
Theme
Start with the theme. A theme is not just a broad subject defined in a single word. Rather, it is the central idea that needs to permeate throughout your report. It indicates the angle of your report helps define what approach you should take when researching and you finally get down to writing the actual report.
When only a subject is assigned, it is up to you to determine what your theme or angle to take with your report. Keep your mind open by doing research before determining how you are going to approach the topic. Keeping your mind open will allow you to get fresh ideas and new ways of thinking or approaching your topic of discussion.
As you undertake your research, keep asking yourself “Why is this material important to my subject?’ “What is my objective?” By keeping these questions firmly in your mind when researching and writing, you will remain focused in your research and writing and be able to accomplish your objective in your report. Once your objective has been determined and an appropriate theme selected, it is now easy to undertake more focused research which will be used for your report.
Research
When researching on a topic or how an assigned theme fits with your objective, look for material that is particularly focused in specific areas of your report. Avoid generalities and stick to practical or highly informative content. If you are using the Internet for research, ensure that your sources are credible and recognized to be so. It is a general rule that community-generated content is unusable for research. These are secondary sources that should only be used as secondary references or for extra information and not as first sources.
Identify the main points that you need to discuss during your research that will help you develop your theme to help you achieve your objective. How many points should you have? For short reports, 1 or 2 points are enough and for long reports, 5 points should be enough to cover the topic well. It is a general rule that the fewer the points, the more likely your report will be able to comfortable cover them and help you achieve your objective.
Organize

Now that you are past the theme and main points, you need to organize your research material in order to determine that directly relates to your main points. Well, how do you determine what material to keep and what to discard? Select details that add freshness to your report. When you select case reports for example, note the key ideas or experiences that will help you reason on in order to have a meaningful report. Under the main points, organize these sub-points and if you find some points that do not fit with the main points, discard them even if they may seem interesting or appealing. Keep only the best material or points and avoid the trap of trying to impress rather than inform.
Avoid the trap of trying to cover too much material at once. If you try to have too many sub-points you will end up hurrying in your report and you will likely not give sufficient time to explain and expound on them and your report will appear shallow. It is always better to cover few points and do it well in a way that is of real value instead of covering many points that only contain fuller content. If you will research online, chances are that you will get more information than you will need thus the need to keep this in mind.
Arrange
Before going any further, arrange your material and points in a logical format. This can either be chronologically or topically. You can also arrange the material in a cause and effect format, problem and solution etc depending on what will most help you attain your objective. Think of how the sequence of facts will be taken and understood and aim to help readers transition from one idea to the other seamlessly without having to feel that something is missing. When introducing a new point, you can bridge the 2 points by providing evidence that helps readers to make logical conclusions. Reading out aloud your report will sometimes help you achieve this objective.
After you are through with all this, you are now ready to write an introduction. By writing your introduction later, you will determine what you are going to discuss and in a way that is going to be of real value to your readers. After you are through with the introduction, do the same for the conclusion to help you have a motivating ending to your report if necessary.
After you are through with everything, go over the material again and determine what points were not covered fully from your outline. This process of analyzing and refining is only possible if you have an outline for comparison. With a little experience, you will no longer need to spend a lot of time preparing and writing down your outline. By use of an outline, you will discover that writing a report is much easier. In addition, your report will be better organized, more informative and appealing to read.