Chapter 15Chapter 15Informal ReportsInformal Reports

Strategies for Technical Communication in the Workplace

Laura J. GurakJohn M. Lannon

Two CategoriesTwo Categories

InformationalInformational Provide data and other information to Provide data and other information to

answer basic questionsanswer basic questions Progress reportsProgress reports Activity reportsActivity reports Trip reportsTrip reports Meeting MinutesMeeting Minutes

Two Categories (cont.)Two Categories (cont.)

Analytical ReportsAnalytical Reports Offer both information and Offer both information and

conclusions based on the informationconclusions based on the information Feasibility reportsFeasibility reports Recommendation reportsRecommendation reports Peer review reportsPeer review reports

Progress ReportsProgress Reports

Progress ReportsProgress Reports provide regular status provide regular status updates that focus on updates that focus on accomplishments on a specific projectaccomplishments on a specific project

Strategies for Progress ReportsStrategies for Progress Reports Choose an appropriate format.Choose an appropriate format. Provide a clear subject line.Provide a clear subject line. Present information effectively.Present information effectively. Make sure your report answers the Make sure your report answers the

anticipated questions.anticipated questions.

Periodic Activity ReportsPeriodic Activity Reports

Periodic activity reportsPeriodic activity reports are regular are regular status updates that focus on general status updates that focus on general activities during a specific period of timeactivities during a specific period of time

Strategies for Periodic Activity ReportsStrategies for Periodic Activity Reports Choose an appropriate format.Choose an appropriate format. Provide a clear subject line.Provide a clear subject line. Present information effectively.Present information effectively. Make sure your report answers the Make sure your report answers the

anticipated questions.anticipated questions.

Trip ReportsTrip Reports

Trip reportsTrip reports focus specifically on business- focus specifically on business-related travel.related travel.

Strategies for Trip ReportsStrategies for Trip Reports Take good notes and make accurate Take good notes and make accurate

transcriptions of interviews.transcriptions of interviews. Write down the names of people and placesWrite down the names of people and places Account for times and locations.Account for times and locations. Provide a clear title and purpose statement.Provide a clear title and purpose statement. Use a format that is easy to navigate.Use a format that is easy to navigate. Describe findings completely and objectively.Describe findings completely and objectively. Offer to follow up.Offer to follow up.

Meeting MinutesMeeting Minutes

Meeting MinutesMeeting Minutes are a record of meeting are a record of meeting proceedingsproceedings

Strategies for Meeting MinutesStrategies for Meeting Minutes Take good notes during the meeting.Take good notes during the meeting.Complete the minutes immediately after the meeting.Complete the minutes immediately after the meeting.Include a clear title, with the meeting date.Include a clear title, with the meeting date.List attendees.List attendees.Describe all agenda items.Describe all agenda items.Record all decisions or conclusions.Record all decisions or conclusions.Make sure the minutes are easy to navigate.Make sure the minutes are easy to navigate.Make sure the minutes are precise and clear.Make sure the minutes are precise and clear.Keep personal commentary, humor, and “sidebar” comments Keep personal commentary, humor, and “sidebar” comments out of the meeting. out of the meeting.

Feasibility ReportsFeasibility ReportsFeasibility reportsFeasibility reports analyze whether an idea analyze whether an idea

or plan is realistic and practical.or plan is realistic and practical.

Strategies for Feasibility ReportsStrategies for Feasibility Reports Make sure the subject line is clear.Make sure the subject line is clear. Provide background information.Provide background information. Offer the recommendation near the beginning of the report.Offer the recommendation near the beginning of the report. Provide the details, data, and criteria after the Provide the details, data, and criteria after the

recommendation.recommendation. Explain why your recommendation is the most feasible of all Explain why your recommendation is the most feasible of all

the possible choices.the possible choices. End with a call to action.End with a call to action.

Recommendation ReportsRecommendation ReportsRecommendation reportsRecommendation reports interpret data, draw interpret data, draw

conclusions, and recommend a course of actionconclusions, and recommend a course of action

Strategies for Recommendation ReportsStrategies for Recommendation Reports Provide a clear subject line.Provide a clear subject line. Keep background information short.Keep background information short. Discuss the problem or situation prior to making Discuss the problem or situation prior to making

recommendations.recommendations. Use an authoritative tone. Use an authoritative tone. Use headings and make them as informative as Use headings and make them as informative as

possible. possible. End with a list of benefits for taking action. End with a list of benefits for taking action.

Peer Review ReportsPeer Review Reports

Peer review reportsPeer review reports are written by are written by employees, providing a way for people to employees, providing a way for people to give each other constructive criticism and give each other constructive criticism and feedback. feedback.

Strategies for Peer Review ReportsStrategies for Peer Review Reports Start with the positives. Start with the positives. Organize by topic area.Organize by topic area. Always provide constructive criticism.Always provide constructive criticism. Support your criticisms with examples and Support your criticisms with examples and

advice.advice. Close positively. Close positively.

Any questions?Any questions?For additional help reviewing this chapter, please

visit the Companion Website for your text at http://www.pearsonhighered.com/gurak.