Page 217 - DLIS007_LIBRARY AUTOMATION

Library Automation

Notes by reading relevant literature to widen your understanding of the topic or issue before you go
on to look at other forms of information such as questionnaires, surveys etc. As you read and
gather information you need to assess its relevance to your report and select accordingly. Keep
referring to your report brief to help you decide what relevant information is.

Stage Three: Organising Your Material

Once you have gathered information you need to decide what will be included and in what
sequence it should be presented. Begin by grouping together points that are related. These may
form sections or chapters. Remember to keep referring to the report brief and be prepared to cut
any information that is not directly relevant to the report. Choose an order for your material
that is logical and easy to follow.

Stage Four: Analysing Your Material

Before you begin to write your first draft of the report, take time to consider and make notes on
the points you will make using the facts and evidence you have gathered. What conclusions can
be drawn from the material? What are the limitations or flaws in the evidence? Do certain pieces
of evidence conflict with one another? It is not enough to simply present the information you
have gathered; you must relate it to the problem or issue described in the report brief.

Stage Five: Writing the Report

Having organised your material into appropriate sections and headings you can begin to write
the first draft of your report. You may find it easier to write the summary and contents page at
the end when you know exactly what will be included. Aim for a writing style that is direct and
precise. Avoid waffle and make your points clearly and concisely. Chapters, sections and even
individual paragraphs should be written with a clear structure. The structure described below
can be adapted and applied to chapters, sections and even paragraphs.
Introduce the main idea of the chapter/section/paragraph
Explain and expand the idea, defining any key terms.

Present relevant evidence to support your point(s).
Comment on each piece of evidence showing how it relates to your point(s).
Conclude your chapter/section/paragraph by either showing its significance to the report
as a whole or making a link to the next chapter/section/paragraph.

Stage Six: Reviewing and Redrafting

Ideally, you should leave time to take a break before you review your first draft. Be prepared to
rearrange or rewrite sections in the light of your review. Try to read the draft from the perspective
of the reader. Is it easy to follow with a clear structure that makes sense? Are the points concisely
but clearly explained and supported by relevant evidence? Writing on a word processor makes
it easier to rewrite and rearrange sections or paragraphs in your first draft. If you write your first
draft by hand, try writing each section on a separate piece of paper to make redrafting easier.

Stage Seven: Presentation

Once you are satisfied with the content and structure of your redrafted report, you can turn your
attention to the presentation. Check that the wording of each chapter/section/subheading is
clear and accurate. Check that you have adhered to the instructions in your report brief regarding

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