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Chapter 9

Chapter 9. Informal Reports. Report Functions. Information – present data without analysis or recommendations Analytical – provide analysis and conclusions as well as data. Report Formats and Organization. Letter format E-mail and Memo format Manuscript format Prepared forms or templates.

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Chapter 9

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  1. Chapter 9 Informal Reports

  2. Report Functions Information – present data without analysis or recommendations Analytical – provide analysis and conclusions as well as data

  3. Report Formats and Organization Letter formatE-mail and Memo formatManuscript formatPrepared forms or templates

  4. Direct Pattern • Most common organization pattern.i. Introductionii. Factsiii. Summary

  5. Indirect Pattern • Never used for information reports, but might be used for analytical reports.i. Introductionii. Facts and Findingsiii. Analysis and Discussioniv. Conclusions and Recommendations

  6. 10 Tips for Designing Better Documents 1. Analyze your audience.2. Choose an appropriate type size.3. Use a consistent type font.4. Don’t justify right margins.5. Separate paragraphs and sentences appropriately.

  7. 10 Tips for Designing Better Documents (cont.) • Design readable headlines. • Strive for an attractive layout. • Use graphics and clip art with restraint. • Avoid amateurish results. 10.Become comfortable with templates.

  8. Informal Report Guidelines Define the Project Ask the question: “Am I writing this report to inform, to analyze, to solve a problem, or to persuade?”

  9. Informal Report Guidelines Gather DataGood reports are based on solid, accurate, verifiable facts. Gather data from:•Company records•Observation•Surveys, questionnaires, inventories•Interviews•Electronic and Other Research

  10. Informal Report Guidelines Use Headings Effectively•Consistency.•Strive for parallel construction.•Use only short first- and second-level headings.•Capitalize and underline carefully.•Keep headings short but clear.•Don’t enclose headings in quotation marks.•Don’t use heading as antecedents.

  11. Informal Report Guidelines Be objective. •Present both sides of an issue.•Separate fact from opinion.•Be sensitive and moderate in your language choice.•Cite sources.

  12. Six Kinds of Informal Reports Information ReportsProgress ReportsJustification / Recommendation ReportsFeasibility ReportsSummary Reports Minutes of Meetings

  13. Information Reports • Introduction • Explain why you are writing. • Establish credibility of data methods and sources. • Provide background. • Identify report purpose. • Offer a preview of the findings.

  14. Information Reports • Findings • Organize chronologically, alphabetically, topically, or by importance. • Group similar topics together. • Use appropriate headings.

  15. Information Reports • Summary • May include or omit summary. • If included, present objective and impartial review of findings.

  16. Progress Reports Describe the headway of an unusual or non- routine project.•Purpose and nature of project•Complete summary of work completed•Work in progress (personnel, methods, obstacles, solutions)•Forecast of future activities including recommendations and requests

  17. Justification / Recommendation Reports • Present information and analysis to solve a problem. • Non-sensitive topics and recommendations should be organized using the direct pattern.

  18. Justification / Recommendation Reports Introduction: identifies the problem or need briefly Announce the recommendations: use action verbs and be brief Discuss the pros, cons and costs: explain the benefits or steps taken to solve the problem more fully Conclude with a summary: specify the recommendation or actions to be taken

  19. Feasibility Reports Examine the practicality and advisability of following a course of action.•Announce decision immediately.•Describe background and problem.•Discuss benefits of proposal.•Describe problems.•Calculate costs.•Show time frame of implementation.

  20. Summary Reports • Compress data from a longer publication, such as a business report, a magazine article, or a book chapter. • Provide a quick overview. • Highlight primary ideas, conclusions, and recommendations.

  21. Summary Reports • Usually omit examples, illustrations, and references. • Often include headings and bulleted or enumerated lists.

  22. Four steps to writing an effective summary 1. Read the material carefully for understanding. 2. Lay out the structure of your summary. 3. Write a first draft. 4. Proofread and revise.

  23. Minutes of Meetings • Provide a summary of the proceedings of meetings. • Create a concise, permanent record for future reference.

  24. Minutes of Meetings Write minutes that include:• the name of the group, the date, time and place of meeting• names of attendees and absentees• describe disposition of previous minutes• record old business, new business, announcements, and reports• include precise wording of motions; record vote and action taken• conclude with name and signature of person recording minutes

  25. End

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