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Chapter 10

Chapter 10. Writing the Report. Writing the report. Determine an appropriate report structure and organization. Draft the report body and supplementary pages. Use an effective writing style. Provide appropriate documentation when using someone else’s work.

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Chapter 10

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  1. Chapter 10 Writingthe Report

  2. Writing the report • Determine an appropriate report structure and organization. • Draft the report body and supplementary pages. • Use an effective writing style. • Provide appropriate documentation when using someone else’s work. • Revise, format, and proofread the report.

  3. Basis Time Location Importance Criteria Known to unknown Simple to complex Heading format Noun phrases Participial phrases Partial statements Statements Questions Organizing the report

  4. Making use of the data • Findings: Dana frequently misses work. He rarely reaches his quota. He doesn’t get along well with his coworkers. • Conclusion: Dana is not an effective worker. • Recommendation: Dana should be fired.

  5. Report outline THE STATUS OFWORKING MOTHERS IN MANAGEMENT Janice Bellevue I. INTRODUCTION A. Purpose and Scope B. Procedures

  6. Report outline (cont’d) II. FINDINGS A. Number of Working Mothers 1. National Labor Force 2. State Labor Force B. Effects on Labor Productivity 1. Absenteeism 2. Rate of Turnover 3. Commitment to the Job C. Special Needs of Working Mothers 1. On-Site Child-Care Centers 2. Flexible Working Hours 3. Family Leave

  7. Report outline (cont’d) III.SUMMARY, CONCLUSIONS, AND RECOMMENDATIONS A. Summary and Conclusions B. Recommendations

  8. Body of the report Background Need for the study Authorization for the report Hypotheses or problem statement and subproblems Purpose and scope Procedures Introduction

  9. Body of the report Presentation, analysis, and interpretation of the data Tables and figures Report headings Documentation Findings

  10. Body of the report Summary Conclusions Recommendations FinalSection

  11. Supplementary sections • Title page • Report title • Names of reader and writer • Month and year • Transmittal Document • Letter or memorandum conveying the completed report • Executive Summary or Synopsis or abstract • Table of Contents • Identification of report headings • Page numbers on which the report headings are found

  12. Supplementary sections • Appendix • Supplemental information • References • Complete citation of all sources referred to in the text

  13. Writing style Tone Not: The auditor did not buy the supplier’s story. But: The auditor did not believe the supplier.

  14. Writing style (cont’d) Use of pronouns Informal: I mailed the questionnaire to nearly 300 customers. Passive: This questionnaire was mailed to nearly 300 customers. Active: Nearly 300 customers received the questionnaire.

  15. Writing style (cont’d) Use of pronouns Informal: I believe the cause of the problem is low morale. Formal: The cause of the problem is probably low morale.

  16. Writing style (cont’d) Verb tense Not: The issue will be discussed in the next section. But: The issue is discussed in the next section. Not: The president thought the project should be canceled. But: The president thinks the project should be canceled.

  17. Author-date documentation • Smith (2005) found that . . . • In a recent productivity study (Smith, 2005), . . . • As Smith and Jones (2007) demonstrated, . . . • As has been shown (Smith & Jones, 2007), . . . • Several studies (Abel, 2004, 2007a, 2007b; Brooks, 2001; Curtin, 2008), . . . • His answer was, “Not in your lifetime” (Dye, 2008, p. 230). • Medco sold its Akron plant for $2.4 million (“Medco Lights Up,” 2008, p. 14B).

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