The Investigation Report

OUTLINE

Giving a detailed account of the work completed at each stage of the research process is the main goal of every research report. Information about the formulation of the problem statement, a critical evaluation of the literature, the creation of a theoretical framework, the data collection, analysis, and interpretation processes may all be included in a research report.

The characteristics of scientific inquiry should be kept in mind by researchers as they present their findings. For example, the investigator set out to conduct the study with a specific goal in mind. As soon as feasible, the reader must be made aware of the precise goal or purpose of the research study; that is, in the introductory section of the research report. The criterion of replicability should also be considered by the researcher; a well-written research report is demonstrated when a fellow researcher can repeat the study after perusing the report. In order for the sponsor to accept and put into practice the suggestions given, it is also critical that the study's findings and problem-solving solutions are conveyed to them in an unbiased and efficient manner. Otherwise, the study would not have been worth the effort that has been made thus far. It's possible that writing the report clearly, succinctly, and convincingly is just as crucial as carrying out an exhaustive research investigation. A well-considered oral presentation and written report are essential, in fact.

The precise content and structure of the written report and the oral presentation are dependent?on the purpose of the?research study, and the audience to which it is targeted.

THE WRITTEN REPORT

The management issue and the research goal are described at the outset of the written report. This makes it possible for the reader to understand "the why" of the study project very fast. In order to bridge the gap between the current state of affairs and the desired state, the written report should also give the reader the opportunity to consider the facts and arguments made, look over the study's findings, consider the conclusions and recommendations, and ultimately put the report's workable recommendations into practice. The written report must concentrate on the topics covered below in order to meet its objective.

OBJECTIVE OF THE WRITTEN REPORT

There are several uses for research reports, hence the format of the written report will change depending on the circumstance. Finding the report's aim is crucial so that it may be customized appropriately. If the goal is only to present a manager with information on certain areas of interest, the report can have a very restricted emphasis and give the manager the information they need in a concise manner, like in the example below. When a manager requests multiple suggestions or alternate solutions to address an issue in a particular circumstance, a different type of report may be required.

In this case, the management selects the best option after considering the options that the researcher has provided. In this instance, it will be necessary to produce a more thorough report that surveys previous research, the methodology employed for the current study, various viewpoints derived from interviews and ongoing data analysis, and potential solutions based on the conclusions reached therefrom. It will also need to be highlighted how each option contributes to improving the current situation.

To aid in the manager's decision-making, a cost-benefit analysis in terms of money and/or other resources, as well as the benefits and drawbacks of each suggested solution, must be given. This type of report would be appropriate in the third example's circumstances.

For a different kind of report, the researcher might also need to specify the issue and offer a definitive fix. That is to say, a situation may be studied, the nature of the issue identified, and a report containing recommendations and conclusions may be requested of the researcher. A report of this kind must be extremely thorough and adhere to the guidelines of a formal study, as explained later in this chapter. A fourth type of research report is an extremely scholarly publication that is typically seen in an academic journal and presents the results of a basic study.

THE WRITTEN REPORT'S AUDIENCE

A report's structure, length, attention to detail, data presentation, and graphics will all depend in part on the audience it is meant for. The recipient of the report will be made explicitly known in the transmittal letter. Starting with an executive summary, which is typically less than one page long, provides (busy) executives with just the perfect amount of important information. This will make it easier for the managers to rapidly understand the main points of the study and its conclusions and navigate to the sections that provide additional in-depth details on the topics that particularly interest them.

While some managers prefer to view "facts and figures," others are disinterested in data provided in tables and are more at ease with graphs and charts. Reports must include both tables and figures, which are visual representations. Knowing the peculiarities of the report's final user will determine which of these should be heavily highlighted in the document and which should be relegated to an appendix. When handling a report by multiple executives with varying styles, it is important to package it such that each knows where to look for the information that best suits their preferred method of information processing.

The target audience will influence the report's length, structure, and presenting styles, among other aspects. Additionally, some companies may have their own report writing format. A good report depends on its particular aim and the audience it is meant for in every situation. We've observed that although some reports need to be short and precise, others could need to be lengthy and in-depth.

The results of a research can occasionally be unpopular with the executive (e.g., the system is overly bureaucratic and the organizational policies are out of date), or they can negatively reflect on management and cause them to respond defensively (e.g., the system uses an unsuccessful top-down approach).

In these situations, it is important to convey the conclusions with tact while maintaining the integrity of the original research. In other words, even while the unpleasant findings shouldn't be hidden, they can be presented in a nonjudgmental, non-fault-finding, and non-pointing-the-finger method utilizing objective data and facts that firmly support the conclusions reached and persuade the management of their validity.

If this isn't done, people will read the report with defensiveness, the recommendations won't be taken seriously, and the issue won't be resolved.

Features of a Well-Written Report

Some fundamental elements are present in all written reports, even though report writing depends on the goal of the study and the audience to which it is presented and must be customized to satisfy both. A good report should include several key elements, including specificity, coherence, clarity, appropriate word choice, a seamless flow between topics, and the proper focus on key points. Unless it is of a technical or statistical nature, the report should, to the greatest extent feasible, be free of technical or statistical jargon. Additionally, care must be made to ensure that all spelling and grammar are correct.

The report should present facts rather than views and explicitly identify any assumptions the researcher made. The order of the report's contents should be such that they improve the reader's ability to understand and navigate it easily. Every reader enjoys reading a well-constructed "story," in fact. It can take some trial and error to establish the right balance between the scholarly viewpoint and good tale writing, though. One cannot stress how important the report's presentation and readability are. Proper headings and subheadings facilitate a logical organization of the report and make it easy for the reader to follow the transitions. Typed and double-spaced with generous margins on all sides, the report allows the reader to make notes/comments while perusing the contents.

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