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Informal Reports

Informal Reports. (ok, maybe not this informal). Ah, Yes. That’s much better. Ahem. Things to avoid:. Anything cute Too much clipart Clutter Right-justified pages Weird fonts Tiny type (use 10-12 point; larger is usually better). Formats:. Letter: between organizations

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Informal Reports

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  1. Informal Reports (ok, maybe not this informal)

  2. Ah, Yes. That’s much better.

  3. Ahem. Things to avoid: • Anything cute • Too much clipart • Clutter • Right-justified pages • Weird fonts • Tiny type (use 10-12 point; larger is usually better)

  4. Formats: • Letter: between organizations • Memo (NOT EMAIL): within an organization • Report: when the information is more complex or the findings are longer • Standard Forms: when appropriate and available

  5. Types of Reports: • Information: Just the facts • Recommendation: Answers a request for facts and conclusions/recommendations • Justification: unsolicited advice (not as bad as it sounds) • Progress: how those recommendations are going • Summary: the highlights of a longer report • File: follow-ups of often otherwise unrecorded events

  6. The Report Writing Process: • Prewriting • Drafting • Revising/Editing/Proofreading

  7. Prewriting • Defining the project: What’s yours? • The main difference between formal and informal reports is length and detail. Now is a good time to decide—and test-run—a topic for your formal report. • What makes something worth reporting on? • What are you curious about? • What kinds of problems can you see, that you can solve? • What markets are untapped? • What do people need that you may be able to offer? • What kinds of things are you likely to need to do in a business setting?

  8. Prewriting 2: Research—find a source • The company who requests the report {information; recommendation; progress} or whom you’re approaching with a solution {justification} • Observation • Data collection: surveys and questionnaires • Data collection: interviews • Research (don’t limit yourself to the internet!!)

  9. Drafting 1: Inductive Organization • Inductive: like the indirect approach, this organization front-loads information and rationale, and saves the recommendations for later. Best use: • persuasive documents; • information-intense reports where readers may not be familiar with material

  10. Drafting 2: Deductive Organization • Deductive: like the direct approach, this organization gets to the “meat” of the issue immediately. The rationale follows. This is the most common format for business reports. Why? • Audiences are likely already familiar with the information upon which recommendations are based • Busy executives want to know why they should read the rest of the information.

  11. Drafting 2: Formatting Tips • Use appropriate headings (think of them as “filing cabinets”) • Keep headings parallel • Use templates in Word • Do customize them to suit your own project • Don’t use the “Contemporary” Template • Too easily recognizable • Silly • Distracting

  12. Drafting 3: Effective Headings • Use different levels (not unlike a bulleted list) • Use parallel constructions • Bold is OK, italics are OK. Quotation marks are not • Keep headings simple and short, but clear • Keep headings absolutely separate from the body of the report—don’t begin your sections with “These.”

  13. Drafting 4: Language Use • Stay Objective! • Present at least 2 sides to every issue • Use fact when possible • Use stats where available • Be as specific as possible • Use nouns (specific) rather than pronouns • Never exaggerate • Cite sources • Own your opinions

  14. Special Case: Progress Report

  15. What it does: Describes how a non-routine project is going

  16. The Four-Part Report • Define the purpose and nature of the report • Be brief, but clear • Summarize the work completed already • Be brief, but thorough (and honest! If it isn’t done, don’t say it is) • Describe work currently in progress • What personnel is involved • What methods are being used • What obstacles are you facing • What have you done about the obstacles • Forecast future activities • Completion date (very important!) • Recommendations • Requests (more time, more resources, more personnel?)

  17. Accentuate the Positive, but Be Honest About Expectations • If there are considerable unpredicted problems, now is the time to lay the groundwork for change. • Progress reports can contain unofficial recommendations that will increase the possibility of the acceptance of a later, more formal proposal. • These reports give employees the opportunity to be both conscientious and creative. • Try to offer a solution when reporting a problem.

  18. Coming Soon: • Formal Reports

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