Preparing Project #2’s Reports

1. Preparing Project #2’s Reports CoB Center for Professional Communication

2. Preparing the Report • Analyze the report problem & purpose • Anticipate the audience & issues • Prepare a work plan • Collect data & document sources • Interpret & organize data • Prepare graphics • Compose first draft • Revise & proofread • Evaluate the product

3. Selecting a Report Format Formal Reports Informal Reports

4. Formatting a Report in Presentation Software Talking heading White background Detailed, explanatory text Mix of text and graphics Bullets or text in graphics Main points reinforced (optional) Page numbers

5. Style • Focus on graphical elements: • Tables • Charts • Images • Strong graphical design • But, do not ignore text altogether • Every page should contain at least 25-50% text • Narrative text font size 11 or 12 pt.

6. Style • Remember: The report is intended to be read, not listened to • You will not be present to explain what a graph or table means • Thus, the report must be more explicit than slides accompanying an oral presentation

7. Style Rule of Thumb Each slide should have: 25% white space (margins) 25 to 50% text 25 to 50% graphics

8. Create a design template 4 rules for design Organization Elements Navigation Headings Portrait versus landscape? Format & Layout

9. Create the Design Template • Use the 4 Rules of Design • Make a few basic decisions and stick to them • You may use company colors and logo • Use PowerPoint to create your report • Use one of the templates • Office Button  New  Presentations  Business  Pitchbook • OR create your own using slide master • Design  View  Slide Master

10. Portrait or Landscape Portrait Landscape • More familiar reading style • Easier to present textual blocks • Better for double duty (stand-up presentations) • Can be better for graphical elements (complex graphics are often horizontal)

11. Final Thoughts • Think through your design • Think through your structure • Be consistent • Be professional • Reports Formatted in Presentation Software are meant to be read: explain the take away from your graphs • Use the template as a guide • EDIT, EDIT, EDIT!

12. Project #2’s Report Components References Appendix(es) Conclusions Body Introduction Table of contents Executive Summary Title Page Cover Transmittal document

13. Transmittal Letter/Memo The letter of transmittal presents your report to its intended audience (in a book this section would be called the preface). Think of the letter of transmittal as the conversation that you would have with your audience (client, boss, etc.) if you were handing the report directly to them. Your letter should have a personal but professional tone to it.

14. Report Components: Front Matter • Transmittal document • Announce the topic and explain who authorized it. • Briefly describe the project and preview the conclusions – if the reader is supportive.

15. Report Components: Front Matter • Transmittal document • Close by expressing appreciation for the assignment, suggesting follow-up actions, acknowledging the help of others, and offering to answer questions.

16. 1 blank line 1 blank line 1 blank line 2 blank lines Formatting Business Memos Date: May 18, 2008 To: LaTonja Williams, title From: Sharon Montoya (include initials of printed copy) Subject: Formatting Business Letters At your request, this memo illustrates and explains business memo formatting in a nutshell. The most important points to remember are these:

18. Letterhead 2 inches from top of page Dateline 2 to 7 blank lines Inside Address 1 blank line 1 blank line Salutation 1 blank line Subject Line Formatting Business Letters Email: cypress@grid.com 5090 Katella Avenue PHONE: (310) 329-4330 Anaheim, CA 92642 FAX: (310) 329-4259 May 18, 2008 Ms. LaTonja Williams Health Care Specialists 2608 Fairview Road Costa Mesa, CA 92627 Dear Ms. Williams: Subject: Formatting Business Letters CYPRESS ASSOCIATES, INC.

19. Numbered list for improved readability One blank line between paragraphs Formatting Business Letters • At your request, this letter illustrates and explains business letter formatting in a nutshell. The most important points to remember are these: • 1. Set margins between 1 inch; most word processing programs automatically set margins at 1 inch. • 2. Start the date 2 inches from the top edge of the paper or 1 blank line below the letterhead, whichever position is lower. • 3. Allow about 5 lines after the date—more lines for shorter letters and fewer lines for longer ones. • The two most popular letter styles are block and modified block. Block style, with all lines beginning at the left, causes the least trouble. In modified block-style letters,

20. Complimentary Closing 3-4 blank lines Printed Name and Title Formatting Business Letters the date and closing lines start at the center. For both styles the complimentary close is followed by three blank lines before the writer’s signature. Reference initials and enclosure notations, if used, appear in the lower left corner, as shown below. So that you can see additional styles, I’m sending our office style guide. I certainly hope this material is helpful to you and your assistants, Ms. Williams. Sincerely, Sharon Montoya Sharon Montoya Executive Director

22. Time for Examples