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Writing and Presenting Reports

By: Musyafiah

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Standar KompetensiBerkomunikasi dengan Bahasa Inggris setara Level Intermediate.

Kompetensi DasarMenyajikan laporan.

IndikatorMenulis Outline laporan prakerin didalam Power Point slide atau transparansi dengan menggunakan kalimat yang singkat dan padat.

Tujuan PembelajaranMelalui keterangan guru, siswa dapat menulis outline laporan prakerin di dalam power point slide menggunakan kalimat yang singkat dan padat.

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Answer the following questions:1. What is a report?2. What do we usually write in a

report?3. How should we plan it?4. Do we have to do any experiments

before writing it?5. Do we need to cite our source?6. What are the features of a good

report?7. How should we present it?

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A report generally refers to a document which presents specific information as concisely as possible to a particular audience. Reports are often used to communicate the results of a project or investigation too. For example, an employer. There are many types of reports associated with a range of functions and contexts, such as reports for business, science, academic, policy, legal and medical documents.

Adapted from http://www.learningdevelopment.plymouth.ac.uk

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Before you start:a. Determine the following things:• Type of the talk you will give.• Composition of the audience.• Allotted for the talk.• Expectations for information content

b. Know your audience• Do not assume that the audience has too much knowledge, but do not patronize either• It’s better to be basic than difficult

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c. Remember that talk is different to write.

• Listeners only have one chance to hear your talk and can’t re-read when they get confused.• K.I.S.S. (Keep It Short and Simple), focus on getting one to three points across.• Repeat key insights, what are you going to tell (forecast) and what you told them (summary)

d. What do you want to say?• Think of your talk as a sales pitch.• Your presentation doesn’t replace your paper

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Preparing your talk

a. Do not start on slides.• Prepare on paper before going into power point.• Prepare what you are going to say based on talk

outline than write slides.• Talk is more important than visual.

b. Humor and stories.• Do consider using humor or telling a story. It

makes your presentation more memorable and stands out from the crowd.• Good to be self deprecating.• Be ready for humor to flop

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Practice1. Practice by yourself• It is good to get timing correct and to gain

confidence. Remember that you should just need slide headings

2. Practice with an audience• Your audience can give you some critics.

Take the criticism well and make changes. Practice with audience can help you to be more confidence

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Dealing with nervesScript the first new sentences.Check any words you are unsure and memorize them.Smile and make an eye contact.Breathe deeply.Talk to audience as if they are friends.

EquipmentCheck laptop and projector work.Take a back up.Find out how the microphone works.Expect the unexpected

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Talk outline

a) Title, author, affiliation (1 slide)b) Forecast (1 slide)c) Outline (1 slide)d) Background: motivation and problem

statement (1-2 slides), related work (0-1 slide, refers to paper), methods (1 slide)

e) Result (4-6 slides)f) Summary (1 slide)g) Future work (0-1 slide)h) Back up slides (0-3 slides)

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Tips

a. Be neat• Have someone proofread your slides.

Watch the grammar, spelling, and punctuation

• Keep it brief. Write in bullets instead of paragraph

b. Think of style• Your presentation should be easy to read• Use 42pt font for the smallest text• Always use space between lines• Use color to highlight keywords• If it will not fit in one slide, scrap or start a

new slide

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c. Use pictures and animations• Pictures and animations are great for breaking up sections.• Also use charts and graphs to illustrate the results

d. Avoid equations• People can’t understand equations quickly.• If it is central to your result, use at most one simplified as much as possible

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Title : How To Be A Good SecretaryIntroduction : When you are in the office, you will see a director, manager, secretary, etc. our discussion now is focused on secretary. A secretary is a person who types letters, make arrangements, and appointments.  Body : I. Main part : Definition of secretary Supporting data : The function is to handle the company’s schedule. II. Main part : Requirements of secretary a. Supporting data

- Smart - Disciplineb. Supporting data - Be able to operate computer - Be able to speak English

III. Main part : Desk job of secretarya. Supporting data

- To make an arrangement - To type lettersb. Supporting data : Responsibilities - Giving report to manager/director - Giving plans for meeting schedule

  Conclusion : When you want to be a good secretary, you have to be able in arranging your schedule and your company

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MATERI PEMBELAJARANGood morning everybody. I would like to begin my presentation by asking you a question.When you are in an office, whom will you see?A director, A manager, Staff, Office boy, Secretary, and many more.

Well, thank you for your answers. In this discussion, we will focus on secretary. A secretary is a person who types letters, makes arrangements and appointments.The function is to handle the company schedule.To do this job well, a secretary requires some characteristics, such as smart and discipline. To illustrate this point, let’s consider what would happen if a secretary didn’t possess these characteristics. All schedules would be messy. She couldn’t make arrangements and type letters for the clients or other company. Besides having those characteristics, a secretary needs to have some skills. She has to be able to operate computer since most jobs are done using computer. She also should be able to speak English so that she can communicate with foreign clients and read English manuals. Like other professions, a secretary also has desk job.First, making an arrangement.Second, typing letters.Third, having responsibilities to give report to the manager and to give plans for meeting schedule. In conclusion, if you want to be a good secretary, you have to be able in arranging your schedule and your company. I think that’s my report about how to be a good secretary. If you have any question or further information, please don’t hesitate to raise your hand and ask me.

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LATIHAN

Make a group of five, and then make your own presentation. You can choose the topic below:1. How to pass national examination2. How to be a good student.3. How to study effectively.4. How to improve your English.5. How to stop smoking.6. How to save our environment.7. How to stay away from drugs.

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Reflection:

1.What have you learned today?2.Do you know how to write and present a

report?3.Is this lesson interesting? Give the reason!4.Have you decide what will you present in the

next meeting?

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GLOSARIUM

Isi dengan daftar istilah

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Sutinah, Entin dkk.2010.Get Along With English. Bandung: Penerbit Erlangga

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