Producing the “A” Report

1. Producing the “A” Report Thomas L. Warren, Professor and Director Technical Writing Program Oklahoma State University/M205 Stillwater, OK 74078

2. Overview • Talk will cover • Situation • Readers • Style • Standards

3. Document consists of Research Information Requirements process about subject Know what Data about Specifications data to use. subject. Reader Collect it. Unique expectations Analyze it. to this Organize it assignment. Process similar each time use it.

4. What drives the process?

5. Document consists of Research Information Requirements process about subject Know what Data about Reader data to use. subject. Specifications Collect it. Unique expectations Analyze it. to this Organize it assignment. Process similar each time use it. Reader’s need for information

6. Never Forget: The reader's need for information drives the entire reporting process!

7. 2 Rules • The reader's needs for information are more important than the writer's needs to express that information. • The writer must provide the information that supplies the reader's needs in a form that the reader can easily understand.

8. And then . . . Given the opportunity to misunderstand, the reader always will.

10. Readers • Purpose of any report is to communicate • Readers come to the report seeking information • Rare to find casual readers

11. Readers Rate Reports • Three classes of documents • Unacceptable • Acceptable • Excellent

12. Report Reception: Industry

13. Report Reception: Academic

14. Unacceptable (F/D) 20% • Fails to solve reader's problem • Inaccurate • Incomplete • Poorly organized • Errors in expression

15. Unacceptable: Example The Income approach, used in calculating the final estimate of value of the property in question, is the process of capitalizing the resulting net income into an indication of value, estimating the subjects gross income, arriving at an appropriate capitalization rate, and to estimate a realistic schedule of expenses that are associated with the property in question.

16. Unacceptable, cont.: Characteristics • Do over and over • Information is not • Sound • Reliable • Valid • May be untruthful

17. Unacceptable, cont. The Income approach, used in calculating the final estimate of value of the property in question, is the process of capitalizing the resulting net income into an indication of value, estimating the subjects gross income, arriving at an appropriate capitalization rate, and to estimate a realistic schedule of expenses that are associated with the property in question.

18. Acceptable (C/B) 60% • Useful—contributes to solving the reader's problem • Accurate • Complete • Orderly • Correct in expression

19. Acceptable, cont.: Revising Example The Income Approach is the process of (1) estimating the subject's gross income, (2) estimating a realistic, typical schedule of expenses, (3) arriving at an appropriate capitalization rate, and (4) capitalizing the resulting net income into an indication of value.

20. OUTGOING Acceptable, cont.: Characteristics • Will not embarrass you • Accepted and passed along by the reader • Won't hurt you to advance • Won't help you to advance

21. Acceptable cont. Areas to Revise The Income Approach is the process of (1) estimating the subject's gross income, (2) estimating a realistic, typical schedule of expenses, (3) arriving at an appropriate capitalization rate, and (4) capitalizing the resulting net income into an indication of value.

22. Excellent (A) 20% • Acceptable in all ways • Excellent/outstanding in some areas • Easy to read • Interesting • Easy to remember

23. Excellent, cont.: Revision of Acceptable The Income Approach (1) estimates gross income and a realistic expense schedule, (2) produces an appropriate capitalization rate, and (3) indicates value based on net income.

24. What Sections are Important? • What parts do people read? • Asked at Westinghouse Corporation • Asked mid-level managers • Should tell you what is important

25. Audience Analysis (Pearsall) %

26. Audience Analysis (Turner) %

27. Audience Analysis (Combined) %

28. HOW many read the body? • 15% of the mid-level managers read the body • A problem for you? • Consider how you have been taught to write anything • Introduction--10% time/material • Body--80% time/material • Conclusion--10% time/material • Something wrong with these numbers? A+

29. So, Why Did They Read the Body? • Two reasons for reading the body--one was expected; the other was not • Expected: Disagree with something • Unexpected: Want to learn how new employees think • Does that suggest something to you about an excellent report? A+ Your name

30. So, Organization Really is Important • Readers read selectively • Is accessibility of information • easy? Then valuable • hard? Then of less value • Readers get information they need • because of your report? • in spite of your report?

31. Organization and Your Readers • Busy readers need specific information • Where you put it is part of the process • How you tell them where it is is another part • Table of Contents • Overview paragraphs • Overview paragraphs

32. Report Overview • The subject of this ____________ is ___________________ • The purpose of this ____________is ___________________ • This ____________ is limited to ______________________ • This ____________ is organized by first presenting ________________________________________________ • The assumed reader of this ____________ is _____________ • The action I want the reader of this __________ to take is _______________________________

33. Report Overview • The subject of this proposal is computers. • The purpose of this proposal is recommend purchase of hardware and software • This proposal is limited to micros, software, IBM, English Dept. • This proposal is organized by first presenting the problem, then its importance, then the solution, then the method, finally a conclusion. An appendix contains other solutions, various lists, statistics. • The assumed reader of this proposal is the department head • The action I want the reader of this proposal to take is to approve the recommendation.

34. Opening paragraph: Draft The subject of this proposal is computers. The purpose of this proposal is to recommend purchase of hardware and software. This proposal is limited to micros, software, IBM, and the English Department. The proposal is organized by first presenting the problem, then its importance, then the solution, then the method by which the solution was developed, and finally the conclusion. An appendix contains various other solutions, lists, and statistics. The assumed reader of this proposal is the department head. The action I want the reader of this proposal to take is to approve the recommendation.

35. Identify Scaffolding The subject of this proposal is computers. The purpose of this proposal is to recommend purchase of hardware and software. This proposal is limited to micros, software, IBM, and the English Department. The proposal is organized by first presenting the problem, then its importance, then the solution, then the method by which the solution was developed, and finally the conclusion. An appendix contains various other solutions, lists, and statistics. The assumed reader of this proposal is the department head. The action I want the reader of this proposal to take is to approve the recommendation.

36. Opening Paragraph—Polished This proposal recommends that the English Department head purchase IBM-compatible computers for the Writing Center. The proposal first presents the problem and its importance, then provides recommendations, and concludes with the method used to reach the recommendations. The Appendixes present detailed lists of hardware, software, and furniture.

37. Organization • Solve your reader's problem • Be accurate • Organize • Be correct in expression • Use an effective style (next topic) Get an "A“ on this report!

38. Document consists of Research Information Requirements process about subject Know what Data about Specifications data to use. subject. Reader Collect it. Unique expectations Analyze it. to this Organize it assignment. Process similar each time use it.

39. Summary I • Reader • What does the reader need to know? • What is the reader to do with the information? • Style • How can I help the reader to understand? • Standards • Does my report conform to ALL standards? • Does my report solve the reader's problem? • Is my report excellent in several areas?

40. Summary II • The "A" report • Meets its reader's informational needs • Incorporates clear structure • Does not call attention to itself • Is quite possibly interesting and memorable • Good luck!

41. Questions? Contact Information Thomas L. Warren, Professor & Director Technical Writing Program/M205 English Department Oklahoma State University Stillwater, OK 74078 twarren@okstate.edu www.okstate.edu/artsci/techwr