laws of report writing 20181002, 2

Law number three of report writing is to organize for the convenience of the report user. This means considering who will be reading the report and adapting the delivery and content accordingly. It may involve congratulating someone on a recent promotion or acknowledging recent achievements. Law number four emphasizes the importance of correct references in the report. Quoting wrongly shows prejudice on the writer's side. Law number five highlights the need for accurate, concise, and unobstructive writing. Grammar and sentence length should be considered to ensure clarity. Law number six states that if diagrams are used, they should be appropriate and placed correctly in the report. Law number seven suggests summarizing at the beginning or end of the report, especially for executive summaries. Law number eight emphasizes checking for technical errors and ensuring proper formatting. Law number nine stresses that the report should appear easy to read and understand. Law number ten reiter Law number three. Laws of report writing is what we are looking at. Law number three. I have said that the first one is that the reader is the most important person. The second one, the second law is keep the report as short as possible. Now, law number three is this. Organize for the continence of the report user. Organize for the continence of the report user. Who is going to consume this report? Who is going to use it? If I know this, I organize for the continence of the person that is going to consume this report. This will affect when I will deliver this report. This will also affect certain aspects of my writing. This can also affect maybe one word or two words I will use in writing. If I am writing for somebody, or maybe this may not be the number I am using, if I am writing for somebody who has just been promoted to the managing director, and this letter is coming within the period that he just promoted, it may require me to congratulate him for his new portfolio. If I am writing to somebody who has just won an election, maybe that same week, it may require me to take out four acknowledge and mail results. Law number four, all the references should be correct in all the cases. If you are writing and you have to make references from other books or other materials, other sources, please don't quote wrongly. Don't quote wrongly. All references should be correct in all the cases. Quoting wrongly is a sign of the prejudice on the side of the writer. Law number five is writing should be accurate, concise, and obstructive. By tomorrow we will be looking at the thing that makes for good writing, the fifteen of writing. So the writing should be accurate. As you are writing the accurate, be careful about the grammar. Use correct grammar. Grammar means rules of writing or speaking a language. All languages have rules. Rules of writing, that is what is called grammar. For instance, in English language, that is what is called subject and predicate. That is what is called law of number. Which is, when a single man is told, use a verb, it makes that verb to go as it is programmatically. And five, but that, this must be noted as a good writer. And learn to make your sentences short shots. It is more difficult to reach your short sentences than long sentences. Long sentences make it difficult to draw track of the beginning of the sentence. And make sure nothing obstructs what you want to write. By making sure you use words that don't have multiple meanings. Or their meanings in the context of their meanings may be misinterpreted. Writing should be accurate, concise, and unobstructive. Number six law, the sixth law. The right diagram with the right letters should be in the right place for the writer. If your theorizing requires illustration in diagram form, use the right diagram with the right lettering. And in the right placement in that, you are right. Summarize, give a whole picture in miniature form. This is law number seven. Learn to summarize sometimes at the beginning. And learn also to summarize at the end. If you are speaking from time to time, some of certain things, but if you are writing, don't read it. If you are writing, only summarize at the beginning or at the end. The summary that comes at the beginning are called executive summary or abstract. It is a summary of the whole thing you have done, but you put it before the introduction. It comes directly after the table of contents and before the introduction. That is the summary that comes before. That kind of summary are read most by people who don't have time to read the entire report. Make sure that summary captures the whole essence in a miniature form. The whole essence of what you are writing in a miniature form. That is law number seven. Law number eight. Report should be checked for technical errors. That is what is called mechanical aspiration. That is dotting all the i's, crossing all the t's, putting all the commas, the apostrophes, the semicolons. Many people don't know how to use semicolon and colon and comma in their writing. Many people don't even know how to do footnote. And that is why report writing is a very challenging area. Report should be checked for technical reports. Please, instead of submitting a report that is not well edited, take your time. Many years ago in 2011, I had an issue of following up with a court proceeding, a court issue of a company handling my brother's death matter. The lawyer that was on the other side was a four-year-old lawyer, First Commissioner for Justice at that time, General Emeritus. And that was the man standing against us. And our own lawyer is just a young man in his 30s. And they asked for out-of-court statements. When we got to this man's office, around one o'clock, we left there around two-ten or after ten. One single letter, this man corrected it over 16 times. I get pissed off. And around after eight or nine, I ask, why a single letter? That letter is half a court case. Why is he taking so much, remitting so much correction? Each time we write, and each time the man, the secretary, comes and brings, the man will read it again. He will just have one look and ask them. My own lawyer is a senior lawyer. It is better you get this right than making a mistake. And the man laughed and said that this is the error, these people making lies. You quickly run a report without taking time to read it. And when it becomes an issue, you discover that the former you did not ask has sent you to prison. It taught me a lesson I did not know. When you are writing a report, especially before war, take your time. Some of my books take me about sixty-something times a week. Some of them take me about sixty times a week. Last week or last two weeks, I had a book that was asked to bring. Before I was sent to prison, I decided that, oh, that is something I need to correct. I went back again. After I had sent up to five times a prison, he stopped me. Stopped me. Stopped to make a single correction. I went back again. That one has been contested. And that will set you free. First, when you are writing, take your time to do your, check your errors. It is easy to say everything when you have given order on a report, but if it is going to be on a report, take your time, slow your speed, and make sure that what you say you can defend it. The report you look at, it is. The report you look at, it is. What does this phrase mean? Let it not be any easy thing. The report you are writing, or the one you are looking at, or the one you are saying sorry, or the one you are giving to a friend, should look as easy. If there is anything that looks easy, or that will require another interpretation, continue. Until that thing comes to be, stop it. Don't let a report to be shifted into a paragraph, or program. Because when, if there is a word that is not object, they are asking the person for definition of the word, and to be incorporated in that same report. And that is why in every major report, there is a section called definition of time. When students are writing reports, when you are writing a report, there is a section called definition of time. In what do you do there? You define times that are not obvious. So if there is any other thing you are doing or saying, they will cross-check what you are saying, they will cross-check those times you are defining. The reader is the most important person. That is also law number ten. I started with law number one, and I ended with law number one, as my law number ten. Always again, know that the reader is the most important person. So these are laws of report writing. If we pick up any report now, that our report, we will write it in keeping of these ten laws. One, make organizing that the reader is the most important person. Number two, keep that report as short as possible. Number three, organize for the convenience of the report user. Number four, make all references to be correct in all details. Please don't put the reference that you are not sure. Number five, the writing should be accurate, concise, and order of surface. Number six, law number six, the right diagram with the right letter should be in the right place for the reader. Law number seven, summaries give the whole picture in a miniature. Law number eight, the report should be checked for technical errors, sizing errors, and inconsistencies. Law number nine, the report should look as it is. Law number ten, again, the reader is the most important person. Okay, we now want to talk about presenting an effective, public speaking, creative presentation of reports in these ten keys. People make presentation mostly by standing. People make presentation by standing. Very few cases where people, when people sit down, it's no longer presentation, it's an address. There is something between a presentation and an address. Address accommodates more. Address, you can read it. Address, you can see that. But all presentations are expected to be done before an audience. Yesterday, the President of the Federal Republic of Nigeria gave an address. He was sitting down relaxed, and what he was giving was written down. Are you listening? So, it has been censored by his cabinet, looked into, and finally they decided to ask him to come and read it. That's called an address of a presentation. But we are going to look at address that must be presented by the people, sometimes, in the focus of who presents and who presents an address in each of the meetings. If you like you can stand, if you like you can lie down, if you like you can sit down. Or whoever is dedicated enough to give it to you. But some of the left-wingers, if they are going to come and make a presentation, and they are probably in the space of the insolvencies, and in total some of those who will not be up and down. Now, but there are, the things he has been saying also is that important. But let's move from error, or from mistakes, to rightness, by looking at them, what presentation happens before jury. Now, what is the need for this, knowingly? Speakers can be their worst enemies. Speakers can be their worst enemies, and from my experience as a leadership and public speaker, entrepreneur, I produce staff and professionals who want to engage their listeners, whether they are employees, customers, police, or shareholders, whether they are speaking to an audience or one-on-one, or one or a thousand people, by saying which you can feel. These are the ten bad hands. Reading from the notes. Now, as soon before the presentation, you are asked to give us a report of how you have brought this on. You are allowed to tell something. You are also allowed to have a presentation to ask. What does it mean? If you ask me what it looks like, but I have not seen it yet. Once I put that slide, what it does is to remind me. So when you produce your actions, or how things have run for the last six months, put it in your head, so that when you feel it is like, even if that slide is with you, it is your future that you pronounce. So on that slide, when you see it, start coming. Near that slide, it will be more obvious what it means that you need to pronounce. And the second message is that you have to read from the notes. So, first bad thing, how do you do? Reading from notes. See this. Great communicators don't read from speeches, or notes, or PowerPoint slides. Why is it acceptable to read back to notes from time to time? Reading directly from it makes them to be stranger to what they are reading. It is a name for no notice. It breaks down the rapport they have with the author. When they are reading, they are supposed to be focusing the author. When a newscaster is casting news, they give you the impression that it is looking at him. The same thing, when a presenter is presenting, he is supposed to be looking at him. That would be my number two point. He is supposed to be looking at the people, not the author. You see, when a newscaster is reading, the cameraman focuses it so that as if he is looking at the camera, it looks as if he is looking at him. Are you getting it? Well, don't look at the news. You don't need to look at what they are reading. Yes, the news must be presented from time. Electron charge, the windings. Somebody invites a wind in that room. As the person is winding, it doesn't make sense. If they want that person to wind faster than that person, it means that there will be lost track. You see, sometimes when the lost track results false, it means that the thing has passed before the controller sees it. So that time, the lost track and their thing can come to their favor because it can be found. That is why whatever news you are reading, the author gives it to you. So that in case you lose the track, you will be back to where you are now. And you watch them when they are giving you this. I am not speaking as a doctor, but as an Indian doctor. The question for both of you is, this is what I expect. When did you read it? Are you getting it? Now, the seller comes up with his windings. So at his windings, he is knowing when the particular one is finished because he segmented it. He segmented it. There was a line that was drawn when he said it was finished. So when he sees the line, he knows it. That will help him in case he makes a mistake. Now, the essence is to avoid using the newscaster as reading. Because they want you to see that he has it, means he has read. That is the pressure they want to create, that the only thing he has. So, instead of really what will you do? Give me your material to the point where you have so completely absorbed the material. Newscaster also do this. If you are to be on news right here tonight, they are giving you the news by now. By ten o'clock, you must have received the news. By ten o'clock or by nine. And then you are asked to go and go to the private setting and start checking up on the news. So, that is not making you do what you did that news. So, you can take it to your own office. For most of the time, they are offering it like they do. Many people share about it. So, you can take it anywhere you know. You can have quietness. You can look any officer that has a seminar office and carry on with your pressure. So, there must be a use. Try to grant what they grant. In spite of the fact that they are telling from Tao, they are also doing their own draft. The evidence they see here, let's say it is an Ethiopian story, it is not an Igbo name. They bring it to an Igbo person. How did they pronounce this name? How did they pronounce this Igbo name? So, when she will go to that place, she will say, I am going to go with you today. So, that is news for people. You may hear news like this is the age of God, that I can write it, when I see it, when I read it. Somebody has got an opportunity. So, what you should do in that case? Reduce your material before the time, and become so completely absorbed with the content of your message that is delivered without the use. That is number two. That is number two. Avoid eye contact. Many years ago, I had a pastor that told me, look at this picture, when I was in one particular church. That pastor had problems dealing with people's eyes. I said, what is this? I think there is something is wrong. You can't be a preacher who doesn't look at people with their eyes closed. In fact, your message is not going to enter. Your message enters with eyes. So, if you are a public speaker who doesn't look at people's face, it is a big problem. You can't communicate. Great communicators understand that eye contact is critical to building trust. You see what does eye contact do? Whenever you look at the eye, you are building trust. Any person you look at with eyes closed directly, you are building trust. You are also building belief, what is called building belief. You are also building rapport. Any person that doesn't look at your face while talking to you, you can say it is shy, but it can also be deliberate to avoid something illegal. So, when people don't look at your face, try to find out why. Is this person being cheeky to us? Is there anything he is dodging? Identify it. Try to find out, because I don't know what God created in eyes, but when people look at people's eyes, certain things happen. So, far too many business professionals have the habit of looking at every face, but the audience, they have problems with people. And some people say that it gives them stage fright. If you give stage fright, stage fright can be conquered. Every public speaker should have at the beginning stage fright. So it is normal. And what you do to conquer a stage fright, you don't leave it. So, from the dimension I contact with your listeners, actually it is 90% of the time, it is appropriate to glance at the notes. Keep looking at their face. Breathing down. Breath of the incense does not depart. That means breath of incense breaths well. The dress work. If they don't dress because they love the dress, but they dress because they know they have to speak before the time is possible. If you can say that. They don't dress because the dressing is confident, but they dress because they know they are going to stand in front of the people. It is 6 o'clock in the morning. Some pastors in my church are going to lead in a prayer. They are expected to lead.