第四讲报告的正文部分TheBodyofaReport

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1、The第四讲报告的正文部分Body of a Report第四讲报告的正文部分Lecture Four The Body of a ReportThe Body of a report con sists of three major parts. They are:In formati on Gatheri ng Method and Procedure收集信息的方 法和程序Prese ntati on of Findings调查结果Discussi on and In terpretati on of Findings讨论和阐释调 查结果收集信息的方法和程序In formation Gat

2、heri ng Method and ProcedureThis sect ion is in cluded in the Body only if the author feels that the readers will find the details of the method importa nt and are genuin ely in terested in readi ng it. If the method is commonly known, it is just briefly mentioned.Example 4AMost of the information i

3、n this report was derived from the Civil Services Prospectus 2003. Some of it came from in terviews with key civil serva nts and trade union leaders of the Civil Services Branch of the Federal Civil Services Un io n. The major findings of an in depe ndent survey con ducted by Marti n Marketi ng Con

4、sulta nts last mon th were also in corporated.这份报告的主要信息来自2003年国内公务员专 刊。亦有些信息来源于对公务员领导层及公务员 职工工会公务员分部的主要工会领导者的采访。另外，上个月圣马丁市场顾问公司进行的独立调查， 其主要结果页包含在这份报告里。在示例4A中所有的动词均使用过去时态。使用过去时态的目的是为了说明收集信息的过 程所做的工作。注意这里经常使用被动语态。Exercise 4.1Identify all the main verbs used in Example 4A.Exercise 4.2Write a paragraph

5、stat ing how the in formatio n relati ng to a report on project man ageme nt was collected. You may find the verbs and notes provided in the boxes below helpful.Derive （源于）come （来自）con duct （得出）in corporate（包含）In formati on from computer journals（来自于计算机刊物的信息）In terviews with project man agers and sy

6、stems an alysts（采访计戈 V主管和系统分析员）Findings of a recent survey by our man ageme nt staff on aspects of projectman ageme nt, with special refere nee to pla nning and con trol（我们的管理人员，对计划管理情况特别是相关计划和控制情况的调查结果）调查结果Prese ntati on of Findings这个部分罗列的是调查结果。这个结果一般都是针对某些问题进行调查后得到的。在研究 报告中，这部分内容成为对调查结果的说明。为了有效地说明

7、调查结果，必须提供清楚和 正确的事实。换句话讲，对调查结果的说明应当是：准确精确Exactprecise and withoutexaggerati on而不夸张Objective can be measured by objective sta ndards and free of personal bias客观一以客 观标准验证 而不存在个 人的偏见Reliable the source of in formati on and method of data collecti on should be clearly specified so that the data can be ve

8、rified. This lends credibility to the report and shows its reliability.可信一信息 来源和收集 数据的方法 应当是清楚 的，并能够经 得起检验，以 此说明报告 的内容是确 凿和可靠的。在提供事实前，首先要考虑的是如何组织材料。有许多组织材料和数据的方法可供选择， 例如，根据时间或不同的题目，如财富、收入、人口、国家、雇员、产品等。有时许多标 准看起来都很适合。但是方法的选择必须与报告的目标相一致。请详细阅读下列报告的题 目：The Wool Trade of Australia: 2000-2004(2000-2004年澳大

9、利亚的羊毛贸易)At first gla nee, a nu mber of categories seem appropriate. They in elude timereport ing onthe seque nee of eve nts in a chrono logical order, annu ally from 2000 to 2004; in come byyear or amount; coun tries by major buyers an d/or key competitors; Australia n wool famers by state or volume

10、 of bus in ess/product ion; etc.s wcThe Choice should be based on the purpose or objective(s) of the report. For in sta nee, if the report merely aims to provide a descripti on of the seque nee of eve nts in Australia trade during the years in question, then time would be the most appropriate criter

11、ion.However, if the purpose the report is to carry out a SWOT an alysis (Stre ngths. Weak nesses.Opport un ities and Threats) of Australias wool trade, then time may not be the bestcriteri on. In stead, coun tries could serve as a more appropriate criteri on. A SWOT an alysis of the major buyers and

12、 key competitors of Australian wool (by country) could provide the require in formati on .It could also gen erate a sound basis for in dustry forecasts.Example 4BStudy the passage below which attempts to prese nt findin gs.详细阅读下面的文字，尝试罗列某项调查的结果。This laptop computer is very light and small. It comes

13、with a suite of applicati ons software which users will find useful. It has large memory capacity and runs off dry batteries. Battery life is also Ion ger.这个手提电脑既轻又小，它配置的软件非常有用， 记忆储存量大并能使用干电池。干电池的使用期比There are four statements in Example 4B. Although all of them try to describe aspects of the laptop

14、computer in question, they are too vague. Specific information on units of weight or dimensions should be provided. Moreover, when making comparisons, it is vital to provide a com mon basis for the comparis on. Such a basis is lack ing in the last stateme nt in Example 4B.Below are some suggesti ons

15、 for improveme nt.This laptop computer is very light and small. Three parts in this sentence require specific information. This laptop computer can be replaced by the model or brand name of the computer, e.g. The ZX99 computer. The phrase very light should be replaced by the actual weight of the com

16、puter, e.g. 0.3 kg. The word small should be replaced by the actual dimensions, e.g. 1.5*21*30 cm, about the size of an A4 pad .It comes with a suite of applications software which users will find useful. The phrase a suite of applications software is too vague. If examples such as alarm, calculator

17、, calendar, database, diary, prin ter-editor, spreadsheet, term in al, word-processor , etc are give n, the readers will find the information more useful.手提电脑中的计算机软件非常有用。这句话中的计算机软件交代得不够清楚。应当交 代这些软件中包括：闹钟、计算器、日历、数据库、日志、打印编辑、报表、终端机、文 字处理器等，这样，读者可以获得更多有用的信息。It has large memory capacity and runs off dry

18、 batteries. The memory capacity of the computer is not quantified. A factual account requires the phrase large memory capacity be replaced by data such as 20 Mbyte RAM and 4Mbyte ROM built in, expandable readily to 100 Mbyte RAM . It is also helpful if the number of batteries required and their type

19、 are specified, e.g. two AA lithium batteries.Batter life is also Ion ger. In this stateme nt, the basis for comparis on is lack ing. The phrase also Ion ger should be replaced by the actual battery life such as at least 300 hours of full-facility computing .Example 4CBelow is a clearer and more acc

20、urate prese ntati on of the facts for a report.The ZX99 computer weighs 0.3 kg. Its dime nsions are 1.5*21*30 cm, about the size of an A-4 pad. It comes with a suite of applicati ons software: alarm, calculator, cale ndar, database, diary, prin ter-editor, spreadsheet, termi nal, word-processor, etc

21、 which the user will find useful. It has 20 Mbyte RAM and 4 Mbyte ROM built in, readily expandable to 100 Mbyte RAM. It uses two AA lithium batteries which provide atleast 300 hours of full-capacity computi ng.As we can see, it is important to distinguish between facts and opinions ion a report. For

22、 example, a sales person is not providing factual information when he writes the following:由此我们可以了解，在报告中区分事实与观点是非常重要的。例如，一名销售人员起草下 面的报告时，未能够提供确实的信息：A lot of watches were sold this mon th.The problem here is that the in formati on give n is too vague and only represe nts the author s opinion. The phr

23、ase lot of only provides an opinion. If it is replaced by a specific quantity, e.g. 967 watches, his supervisor would know exactly how many watches were sold. Therefore, the senten ce:967 watches were sold this month.It is factual as it gives specific information. Other phrases such as I feel, it se

24、ems, it seems to me, in my opinion, in my view, we believe, in our opinion , etc show that the author(s) is/are only providi ng an opinion.Moreover, if the phrase this month is replaced by the actual n ame of the month in questi on, e.g. in March , the readers will find it even easier to follow the

25、message. So the following sentence is the best one to in clude in the Prese ntati on of Findings secti on of a report.967 watches were sold in March.Exercise 4.3Read the passage below and complete the table by putting a V in the appropriate column.The present staff development scheme appear to be a

26、failure. Only 3% of the company s staffreceived funding through the scheme last year. Less than 10% of the budget allocated was spent. It seems that the majority of staff are unaware of the existence of the scheme. In our opinion,promoti onal work on the scheme has bee n largely in adequate.现行的员工发展计

27、划看来是失败的。去年只有3%的员工获得该项计划的拨款，花掉的不到预算的10%。看来多数员工不知道该项发展计划的存在。我们认为，该项计划的推广宣 传工作做得不理想。InformationFactOpinion1. Present staff development schemea failure现行的员工发展计划失败2. 3% of the company s staff receive funding last year去年，只有3%的公司员工获得计划 的拨款d3. Under 10% of the allocated budget was spe nt分配给该计划的预算只花掉不到10%4.

28、Majority of staff unaware of scheme多数员工不知道这项发展计划的存 在5. Promotional work on scheme largely in adequate该计戈划的推广工作做得不理想讨论和阐释结果Discussi on and In terpretati on of FindingsAfter providi ng an acco unt of the facts, you n eed to discuss and in terpret the results. You should also point out the sig nifica n

29、ee of the results to your readers.在提供了事实后，报告需讨论和阐释结果，并应向读者指出结果的重要性。Example 4DRead the passage below which provides an acco unt of facts.Since the early 1960s, Sin gaporea n banks have acted swiftly to develop new tech no logy to perfect their level of customer service.Nowadays, customers have the co

30、nvenience of deposit ing and withdraw ing their money in any bank in Sin gapore 24 hours a day, seve n days a week. There is absolutely no need for them to rush to a bank to beat the 4:30 pm closing time. Withdrawing cash during a weekend or on a public holiday is simply done via a convenien tly loc

31、ated Automatic Teller Machine (ATM).To date, the Sin gaporea n finan cial in dustry has established 2,800 ATMs and a network of 19,000 outlets in retail stores for electronic fund tran sfers. For Sin gaporea n customers, their n earest ATM is just round the cor ner their n earest local shopp ing cen

32、 ter.In Example 4D, a nu mber of facts have bee n in cluded:The developme nt of new tech no logy by Sin gaporea n banks since the early 1960s.Nowadays, Sin gaporea n customers can deposit and withdraw money 24 hours a day, seve n days a week.Automatic Teller Mach ines (ATMs) havebrought about this c

33、onvenien ce.To date, there are 2,800 ATMs and a network of 19,000 outlets in retail stores for electronic fund tran sfers.In a report, these facts would be followed by a nu mber of con clusi ons. While it is reas on able to expect that most authors would draw their own conclusions in a sensible and

34、logical manner on the basis of the facts presented, it often happens that different people have differe nt in terpretati ons of the same facts, thus draw ing differe nt con clusi ons. This is why all facts must be provided clearly, so as to afford all readers the opport unity of exam ining them. On

35、the basis of the facts, they could draw their own conclusions. However, it is the privilege of authors to provide their in terpretati ons of the facts, draw their own con clusi ons and have these recorded in the report.Now read Example 4E below which provides an in terpretati on of the facts provide

36、d in Example 4D.Example 4ESin gaporea n banks have always aimed at providi ng their customers with the best service. Automatic Teller Machi nes (ATMs) have provided Sin gaporea n customers with a great convenien ce: a roun d-the-clock deposit and withdrawal service.The large nu mber of ATMs and the

37、vast n etwork of retail outlets in Sin gapore en sure that an ATM machi ne is always close by.Whe n writi ng an in terpretive stateme nt, be careful n ot to over-ge neralize. Study the follow ing example:Example 4F With the latest adva nces in gen etic engin eeri ng, pare nts are now able to choose

38、the in tellectual levels of their babies.基因工程学的最新发展是，现在父母能够选择他们 孩子的智力水平。To date, gen etic engin eeri ng has made remarkable adva nces. However, it is com mon kno wledge that the adva nee claimed in the above stateme nt is based on an over-ge neralizati on. Therefore, the stateme nt is a typical exam

39、ple of over-ge neralizati on, an error which you should avoid.Study the example below and decide whether it is a factual or an in terpretive stateme nt.详细阅读下面的示例，判断它是事实还是阐释说明。Example 4GJoy Shampoo has a much larger market share than Luck Shampoo because of its packagi ng. 由于包装的原因，欢乐洗发液的市场份额远远高于 幸运洗发

40、液。Primarily, the stateme nt in the example serves an in terpretive fun cti on .It ide ntifies that the reas on Joy Shampoo has a larger market share tha n Luck Shampoo is its packagi ng, thus establishi ng a causal relati on ship betwee n market share and packagi ng. However, for cause-effect relati

41、 on ships to be logical and valid, facts and figures should be provided as evidenee. As the statement includes neither concrete facts nor figures, its purpose is primarily in terpretive.Now study the facts give n in the passage below.Example 4HAccord ing to the survey, 82% of resp ondents in dicated

42、 a prefere nee towards Joy Shampoo rather tha n Luck Shampoo. 78% of resp ondents thought that Joy Shampoo has deluxe packagi ng, 69% poin ted out that the bottle was easy to hold, 65% reported that it con trolled dan druff well and 59% suggested that it had a nice fragra nee.调查显示，被调查者中，82%的人喜欢欢乐洗发液

43、， 78%的人认为欢乐洗发液包装美观，69%的人指出 瓶装洗发液易于使用，65%的人认为欢乐洗发液能 够有效去除头皮屑，59%的人认为该洗发液气味芳 香。Whe n you write an in terpretive stateme nt, you must show the logical relati on ship betwee n cause and effect clearly. An example of an in terpretive stateme nt of the above facts is provided below.Example 41As both Joy S

44、hampoo and Luck Shampoo use the same in gredie nts and formula in their producti on process, the success of the former product may be attributed to its packagi ng.欢乐洗发液和幸运洗发液在生产加工过程中，使用 的原料和配方相同。然而，欢乐洗发液特别畅销， 是因为它的包装收到欢迎。Exercise 4.4Write an in terpretive stateme nt. Use Example 4F as a model.Exerci

45、se 4.5State whether the followi ng stateme nts are factual (F) or in terpretive (I) by putt ing avfnthe appropriate colu mn.StatementFI1. While 77% of French drives who resp on ded to the survey showed a prefere nee towards small cars, 23% rema ined un decided.The findings suggest that small cars ar

46、e popular with French drivers and could sell well.2. The salaries were found to be on par with (处于同一水平) those of our key rivals.So this factor cannot acco unt for the high tur no ver that the compa ny is experie ncing at prese nt.It seems that other factors such as work ing con diti ons and emigrati

47、 on trend have all con tributed to the problem.3. Upon delivery, one of the boxes was found to be broke n. A subseque nt in specti on revealed that 26 pairs of trousers and 39 pairs of jea ns were miss ing.They could either falle n from the broke n box or been stolen in transit.4. The survey reveale

48、d that 89% of resp ondents preferred rice as their key fiber for regular meals while the rema in der stated that they preferred no odles and pasta （通心粉）.The results of the survey in dicate that among the resp ondents surveyed, rice is overwhelm in gly the most popular fiber for regular meals.It can

49、be inferred that rice would have a good market in the comm un ity from which the sample was draw n.总结 SummaryThis Chapter discussed the Body of a report. It in corporates three major parts:In formati on Gatheri ng Method and Procedure, Prese ntati on of Findin gs, and Discussi on and In terpretati o

50、n of Findin gs.Information Gathering Method and Procedure is a component included only when the author feels that the readers would find the details important and are interested. When the method or procedure is described, it often in volves the use of verbs in the past tense and the inclusion of“ pa

51、ssives ” , foe,instancThe data incorporated in this report was supplied by the Canadian International Track Bureau.报告中包括的数据是由加拿大国家贸易局提供的。In a well compiled report, Presentation of Findings and Discussion and Interpretation of Findings are two separate sect ions. Logically, the findings have to be pr

52、ese nted before they could be discussed and in terpreted. Therefore, the sect ion Prese ntati on of Findings usually precedes Discussi on and In terpretati on of Findin gs. The findings or results should be prese nted in the most accurate and objective manner possible, complete with releva nt facts

53、and figures.s responThis not only raises the level of reliability of the report but also affords the readers the opportunity of reaching their own conclusions. Nevertheless, it is the authorsibilityand privilege to draw his/her own interpretations/inferences on the basis of the findings and to record this in the Discussion and Interpretation of Findings.A well organized report is one which incorporates relevant information and presents it logically. In organizing a report, the criterion most relevant to the purpose or objective(s) of the report should be used to categorize the materials.