Page 251 - DENG401_Advance Communication Skills

Advanced Communication Skills

Notes Sources of external secondary data include:
(i) Periodicals.
(ii) Specialist reports.
(iii) Industry magazines.

(iv) Chamber of commerce.
(v) Government statistics.
(vi) Internet.
(vii) Professional bodies.

(viii) Trade associations.
It is easy to find and collect secondary data for the research purpose, however, one
need to be aware of the limitations the data may have and the problems that could
arise if these limitations are ignored.
(i) Secondary data can be general and vague and may not really help.
(ii) The information and data may not be accurate. The source of the data must
always be checked.
(iii) The data maybe old and out of date.
(iv) The sample used to generate the secondary data maybe small.

(v) The company publishing the data may not be reputable.

15.4 Report Writing Process

Prior to commencing work on a report, a few queries should be raised by the report-writer and
satisfactorily answered. This enables the writer to produce a highly focused report. The queries
are central on the five W's and the one H. What is the problem? What is it that needs to be
ascertained? Clarity along these lines helps in eliminating any redundancies that might crop up.
Identification of the genesis of the problem helps in streamlining the approach.
The five W's and One H are:
Why, What, Who, When, Where and How.

Questions like the following pertaining to these W's and H are to be answered before writing
the report:
1. Why is it important to study the problem?
2. Why (purpose) should the problem be analyzed?

3. What is its relevance and significance to the department in specific, and organisation in
general?
4. What are the benefits that will be obtained as a result of this particular report – to the
department, the organisation, and the self?
5. Who is involved in the situation? This could take into account both the reader(s) and the
writer. In case there is a third party involved, it would also account for that.
6. Who is going to be the reader of this report? With a change in the reader, a change is
visible in the manner of approach in the report.

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