Research Proposals and Report Writing

General Introduction

Research Proposals and Report Writings come under the same topic research. Proposals sometimes also called a plan or blue print for the future research. The relation between proposal and report is something like the relationship between the plan and action. Proposal gives the framework and raises the problem or questions.

Research Proposals and Report Writing

The Research Proposal

Research proposal often called as a plan and blueprint of the report simply refers to a brief and logical outline of the proposed research in a written form. It includes the general background of the topic. Identification and significance of study along with the objectives, research questions, the literature review, conceptual framework, the references and bibliography as well as tools.

A proposal is written in future tense. It is a written in brief and conscience form. A researcher proposal is simply drafted to request the fund for the research study in one hand and on the other it is also prepared for the approval from the authority to conduct the research study for academic and other purposes. Research Proposal should be evaluated on the basis of several factors such as cost involved on it, the time duration, human and other resources etc.

The main function of the proposal is to expose and justify the need of carrying out the research. The question often is raised the what is the reason and how the topic or study area is important? And this to be answered or addressed properly.  

The format and structure of a proposal differs from one to another in terms of its length however a normal proposal often covers the topics such as introduction, research gap, problem and hypothesis formulation, objectives, assumptions, methodology, justification and implication of the study along with time frame, references and tools of data collection.

Basic Requirements of a Research Proposal

The research proposal should indicate how your work and study fit with the already carried out research based on the reviewed literature as well as the gap and fulfillment of that gap. The proposal should have the credibility, achievability, practicality and reproducibility (repeatability) of the research design.

Contents of Research Proposals

A cover page should typically include the following information: I the title of the proposal; (ii) the name and affiliation of the researcher (principal investigator) and co-investigators; (iii) institutional affiliation (degree of the investigator and the name of the institution where the study will be conducted); and (iv) details of contact, such as phone numbers, email addresses, and lines for investigator signatures.

Introduction

Introduction gives the first impression to the reader at one hand and on the other it also pro. The introduction is the first stage of an idea; the introduction sets the scene and contextualizes the research. The hypothesis underlying the research design should also be included in the introduction. If a hypothesis cannot be developed, the research line of inquiry must be specified.

Review of Literature

It refers to all sources of scientific evidence relevant to the topic at hand. There is an enormous amount of relevant data available in today's era of digitalization and easy accessibility, making it difficult for the researcher to include all of it in his/her review.

Aims and objectives

The research purpose (or goal or aim) outlines what the researcher hopes to accomplish through the research. The study's goal could be to test the hypothesis. Primary and secondary objectives are those that are related to parameters or tools used to achieve the goal.

Research design and method

The goal here is to persuade the reader that the overall research design and methods of analysis will address the research problem correctly, in the same way to persuade and convince the reader to methodology/sources chosen are appropriate for the specific topic. It should be unmistakably related to the specific goals of your research.

Ethical considerations

Medical research introduces unique moral and ethical issues that other researchers do not encounter during data collection; thus, the researcher must take extra care to ensure that ethical standards are met. Ethical considerations include the protection of participants' rights (right to self-determination, privacy, autonomy and confidentiality, fair treatment, and protection from discomfort and harm), obtaining informed consent, and the institutional review process.

Budget

When preparing a research budget, the researcher should predict and cost all aspects of the research, as well as allow for unforeseeable disasters, delays, and rising costs. All budget items should be justified.

Appendices

Appendices are documents that accompany a proposal or application. The appendices will be unique to each proposal, but typical documents include an informed consent form, supporting documents, questionnaires, measurement tools, and patient information about the study in layman's terms.

Citations

You must cite the sources you used in writing your proposal, just like you would in any scholarly research paper. Although the terms "references" and "bibliography" are distinct, they are frequently used interchangeably.

Selection of research topics

Research topic section is based on various aspects and factors. More importantly it is a process but not a product because you have to focus on process of research more.

i.                The interest and desire of the researcher plays vital role in choosing the topic for research. If your topic is interesting topic for you, you can carry out the entire research with full of dedication, joy and effort.

ii.            Topics and areas are normally broad. As a researcher your job is to narrow down the topics based on the time and resources as well as the review of the related literature.

iii.            Background reading provides the clear idea on choosing and working on that topic.

iv.           The researcher has to think about why, who, what, where, when etc.

 

Some of the scholars have listed out the aspects in selecting the research topics as follows:

a.       Researcher's Interest

b.      Topic of Significance

c.       Novelty of the Idea

d.      Researcher's Resources

e.       Time-bound Program

f.       Availability of Data

g.      Feasibility of Study

h.      Benefits of the Research

 

Thus, the selection of research topics is one of the very important aspects of the entire research process.

The Concept of Research Report

Research report is simply and broadly defined as a written account to communicate information objectively about some or one aspect of a business/firm.

Reports are very important for the organization and professional life. They really begin before any organizations actually come into existence. It means they give birth to the organization. They operate to achieve the organizational goals.

In a very common sense reports are written documents and file about the record of various business transactions and activities.

But if we look minutely the various types of report, we can see the expanding horizon of report based on its type and nature. Now report can be oral and or visual also.

A report is simply defined as a specific form of writing. It identifies and examines issues, events, or findings in a systematic and conscience form. Report always deals with the activity and events that have happened in a physical sense. For example, it includes the events that have occurred within an organization, and the findings from a research investigation.

A report is a well-organized list of information about a certain topic that is created by a reporter or reporters after conducting their own independent research or study, with or without recommendations.

Process of Report Writing

Report writing is a process. It is not an overnight job. One has to indulge and focus his/her subject matter in stepwise process. The process of report writing is popularly known as 3-step process of report wiring. The three step process refers planning the report, writing the report and completing the report.

a.       Planning the report:

Report writing requires proper planning which simply answers the questions and addresses the problems of the current context. While planning reports and proposals, you have to go through the following sub steps:

·         Analyze the situation

You must clarify the problem/opportunity at hand while analyzing the situation. In this case, the study can be both a problem and an opportunity. Then you must define your goal. In some cases, you will be told the purpose of the reports; in others, you will have to figure it out for yourself. To plan effectively, begin by addressing the problem or opportunity with a clear statement of purpose that explains why the report is being prepared.

·         Develop an audience Profile

This section of planning reports and proposals should examine or research the audience's age, needs, and interests as well as their location, culture, financial situation, and a variety of other connected factors.

Reports can appear informative and effective at times, but if the writer does not thoroughly research their target audience, they end up being useless.

·         Develop a work Plan

Preparing your work plan is for yourself. It is necessary to identify all the tasks that are to be performed, the need is to ensure that nothing is overlooked. A formal work plan might include the following elements.

a.       Statement of problem or opportunity

b.      Statement of the purpose and scope of your investigation

c.       Discussion of tasks to be accomplished

d.      Description of any additional activities

e.       Review of project assignments, schedules and resource requirements

f.       Plan for following up after delivering the reports.

You may have to draw on a variety of techniques to gather the information required to need audience needs.

For the appropriate and sufficient volume of information in most reports and proposals requires careful planning-and may even require a separate research project just to get the data and information before you start analysis of your research.

In some situations, you may be required to use a specific medium for your reports.

Whatever in present it is suggested to deliver many or most of your reports in electronic format.

For example, even the best written reports can often benefit from in-person communication.

While organizing under planning step, you have to decide which approach either direct or indirect approach you are going to follow.

Most business reports use the direct approach.

The indirect approach is often used when the need to build support for the main idea or the researcher wants to avoid coming across as arrogant whereas in the direct approach of this introduction, the writer quickly presents the reports recommendation, which is followed by the conclusion led to that recommendation. But in the indirect same topic are drawn about them.

Sample titles for the report

a.       A statistical study of the pattern of violent crime in a large city during the past five years.

b.      A report prepared by a seed company, demonstrating the benefits of its seed corn for farmers

c.       A report prepared by an independent testing agency, evaluating various types of nonprescription cold remedies

d.      A trip report submitted at the end of a week by a traveling salesperson.

e.       A report indicating how 45 acres of undeveloped land could be converted into an industrial park.

f.       An annual report to be sent to te shareholders of a large corporation.

g.      A report from a US National Park wildlife officer to Washington, DC, headquarters showing the status of the California condor (an endangered species)

2. Writing Reports

Writing Report also means drafting the report. The researcher simply applies the things decided in planning the reports.

Before you start writing, review your outline one more time and verify he wording of your headings and subheadings. There are mainly 3 parts of any reports and proposals such as introduction, body and close. While writing reports and proposal all those three parts should be effective and useful to the readers.

Introduction: As introduction is perceived as one of the important components of a report. The introduction supports the report writer in motivation and reasons to convince them that it is important for them.

An introduction of a report requires the following aspects.

1.      It needs to provide the context for the readers,

2.      It should introduce the subject

3.      Preview the main ideas and subject matter

4.      Establish the tone (formal/informal) of language to maintain the relationship with the audience.

The introduction of any report is although highly influences on the nature, length and the relationship with the audience, it often should have the following aspects/ elements.

 

Authorization: When, how and by whom the report was authorized, who wrote it, when it was submitted etc should be mentioned for the authorization.

-          Problem/opportunity/purpose should be mentioned.

-          Scope, background, definitions (list of items) and limitations play vital role in your introduction.

Body of the Report

The body of any report is supposed to present the data, categorize and analyze the data.

Data analysis can be quantitative or qualitative in its type and nature.

Nowadays, mixed method type of report is also popular in the field of research and report writing.

Some Important Part of the Body of the Report

-Explanations of a problem or an opportunity.

-Facts, statistical evidence

-Results of studies or investigation,

-Discussion and analyses of potential courses of action,

-Advantages, disadvantages, cost and benefits of a particular course of action.

-Steps in process

-Method and approaches

-Criteria for evaluating alternatives and options

- Supporting reasons for conclusions or recommendations.

Close/ End Part of the Report

This section of your report mainly has 3 functions:

1.      Emphasizes the main points of the message and briefly draws the logic behind any conclusions or recommendations you’ve made.

2.      Summarizes the benefits to the reader if the document suggests a change or some other course of action.

3.      Bring all the action items together and give details about who should do what, when, where, and how.

Drafting/ Writing the Content of the Report

Your credibility for the future are on the line with every business report you write, so make sure your content is:

a.       Accurate: It must be factually correct. While writing the report check fact and references.

b.      Complete: All the necessary information should be provided to make your readers understand the situation, problem. Similarly gather sufficient information and analyze it properly so that it gives the clear  and detail picture of you report.

c.       Do not be biased and prejudice by omitting relevant information or facts. (eg, Yubraj’s comment on the MBA orientation in Hotel Suva)

d.      Last but not least your report should be clear and logical as well as documented properly

Some sample title of Business Reports

a.       A statistical study of the pattern of violent crime in a large city during the past five years.

b.      A report prepared by a seed company, demonstrating th benefits of its seed corn for farmers

c.       A report prepared by an independent testing agency, evaluating various types of nonprescription cold remedies

d.      A trip report submitted at the end of a week by a traveling salesperson.

e.       A report indicating how 45 acres of undeveloped land could be converted into an industrial park.

f.       An annual report to be sent to te shareholders of a large corporation.

g.      A report from a US National Park wildlife officer to Washington, DC, headquarters showing the status of the California condor (an endangered species)

3.      Completing Reports

 As we know preparing the reports and proposals are not just about writing them. It is sometimes more important to make a better planning and completing it.

Here ‘completing’ for many business people is all about writing but it is not the case of business and professional reports.

Supporting this view, Jeff Raikes recognizes that the process of writing a report and proposal does not end with a first draft. This chapter addresses all four tasks involved in completing longer messages: revising, producing, proofreading, and distributing.

This is more applicable in formal report, which have a higher degree of polish and production quality and they often contain elements not found in informal reports.

Lets discuss briefly one by one

1.      Revising Reports and Proposals

The revision process most of the context same with the revision of other business messages however it may take considerably long time and effort since the content is lengthy.

You need to evaluate your organization, style and tome and make sure this is the thing you really want to tell your audience. Furthermore, you have to develop the readability by varying sentence length, bullet form and so on.

Note: In case of online publication the more clear and conciseness demands more when revising the message.

Once you are satisfied with the quality of your text, you have to produce your report by using the (specified) format and design.

In some specific cases or for more important and high quality reports you may need to get help from the technician.

In present time computer tools are now developed and they are generally easy for the average businessperson to use productively.

Components/Formats of the Report

The components of a reports also depends on the type and length of the reports along with the expectation of your audience as well as the preferences of the organization.

A formal report may start from a new page but it is not always the case since it consumes more paper and space of your report.

A good formal report mainly has the three parts:

a.      Prefatory parts: They are the front pages materials also called preliminary information  which actually helps to decide whether or how to read the report.

The Parts of a Report

1. Cover: Cover contains the report title, the writer’s name (optional) and submission date (optional). Nowadays, many company readymade cover for the report made of heavy paper and imprinted with the company’s name and logo.

2. Title fly or title page: It includes the four things;

a.       The title of the report,

b.      the name, title and address of the person, group or organization that authorize the report.

c.       The name, title and address of the person, group or organization that prepared the report.

d.      The date on which the report was submitted.

e.       3. Letter of authorization and letter of acceptance mentions the authoritative body of the organization for the report.

f.       4. Letter of transmittal introduces your report to your audience. If you don’t include a synopsis, you can summarize the report’s content in your letter of transmittal.

g.      5. Table of Contents

h.      6. List of Illustrations

i.        7. Synopsis or executive summary

Introduction, Body and Close

These three main parts of your report should be edited and well organized in this step of completing reports and proposals.

You simply go through the idea of Jeff Raikes who suggest that the process of writing a report and proposal does not end with a first draft. It obviously has four tasks involved in completing longer messages: revising, producing, proofreading, and distributing.

Supplementary Part

Supplementary parts are mentioned in the reports for those readers who wants more detail about the reports and data. In this part, we have appendixes, bibliography and index.

a.       Appendixes: Use an appendixes for those materials which are more too lengthy and not directly relevant to all the audiences

b.      Bibliography: It helps you to maintain ethical obligation to credit your sources and also allows  readers to consult those sources for more information.

c.       An index is an alphabetical list of names and subjects mentioned in a report along with the pages on which they occur.

Proofreading the Reports

Proofreading of the text of a reports is as important as the proofreading of other business messages like email and letter etc. You simply checks the spelling and word order.

It is better to ask (fresh eyes) for proofreading assistance from someone who hasn’t been involved in the development of your reports, he or she might see errors that you’ve been overlooking.

Distributing Reports

Physical distribution: You prepare reports to distribute to your target audience. If your audience is heterogeneous and mass public then check the length and complexity in case of distributing it physically because it may cost the extra money through courier or post.

Online distribution: In case of electronic distribution, word processing file, PDF file and so on are required from the side of your audience.

Types of Reports

Report can be classified into various types based on different criteria.

On the basis of the length, the report can be categorized as short, medium and long.

a.       Short Report: They are the records of everyday activity and transaction. The attendance, sales and purchases of everyday transactions etc are the examples of short reports. The length of short report is from 1 page to 5 pages.

b.      Medium Report: The weekly reports, short project reports, field reports etc are the example of medium reports. They contains 5/6 pages to 10/15 pages in length.

c.       Long Report:  As the term suggest that the annual progress report, detail feasibility report, detail marketing and financial report etc are the example of long reports. The length of long report is from 15/20 pages to 1000 or more pages.

On the basis of  the content provided in the report, they can be classified into two types:

a.       Informational Report: They are short, direct and straightforward in the content. More importantly they provide the information only. They just provide the data and information without the analysis and recommendations. Thus such type of reports is called basic and informational type of research.

b.      Analytical Report: The report which provides analysis and recommendations along with the data and information. Analytical report is also called as an advanced type of the report.

The research topics or interest of the researcher depends on which type of research is going to be conducted but the important thing is the researcher has to plan and decide in advance about it.

Characteristics/Features of a Good Report

A report should have the basic qualities/characteristics/features as follows:

a.       Precise

b.      Accuracy

c.       Only facts

d.      No Grammar Mistake

e.       Relevance

f.       Simple Language

g.      Unambiguous Language

h.      Reader Orientation

i.        Arrangements of Matters

j.        Clarity

The research proposals and report writing is not only confined to the areas and job of the so big scholars, It is rather of everyday business for managers and CEO etc. Without report and proposals, the entire education and social system may be adversely affected but everyone should move ahead by the proper understanding on the thought and actions to achieve the practical fruit of research proposal and report writing.

References

Tiimilsena (2021) The Platform to the Students of MBA level

Kumar, R (2014). Research Methodology: A step by step guide for beginners- Sage

Cooper D, Schindler PS & Sharma JK (2014) Business Research Methods-Mc Graw Hill Education

Chawla D and Sondhi N (2018) Research Methodology: Concepts and Cases- Vikas

Dangi HK & Dewen Shruit (2016). Business Research Methods-Cengave

Flick, U (2011). Introducing Research Methodology-Sage

Pant PR (1975). Social Science Research and Thesis Writing

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