Final Lesson Plan

Final Lesson Plan

Review of course

Objectives

Review manuscript reports – the big picture Review requirements for manuscript report Review what we have learned about report

writing Editing the final draft

Informal Report CharacteristicsThree types of informal reports are: Informational Analytical Persuasive

Three informal report formats are: Pre-printed form Memo Letter

Informal Report CharacteristicsAll have the same basic parts Opening

Summary Introduction

Body

Closing: in analytical reports the closing includes: Conclusions Recommendations

Informal Report CharacteristicsThe purpose of the report will determine

Information included Organization The longer the report, the more distinct are

the parts included.

Formal Report Characteristics

Formal business reports contribute to decision making by:

Informing Interpreting Analyzing

Preparing to write formal reports requires six activities Determine your purpose Consider your audience Analyze the problem Conduct your research Evaluate your results Prepare your outline

Primary research sources include

Questionnaires Experiments Interviews Personal observation Organization files

Secondary research sources include Newspapers Government documents Books Magazines Pamphlets Internet Electronic databases Radio and TV documentaries

When the data is collected, write the main parts of the report Introduction Body Conclusions Recommendations Summary

Supplementary parts are prepared last.

Report Planning Steps

Step 1: Statement of Purpose

Step 2: Reader Profile

Step 3: Content Outline

Step 4: Type of Report

Step 5: Organize material into logical chunks

Step 6: Sort chunks into appropriate sections. Use only the sections required.

Step 7: Label each section with preliminary title

Step 8: Begin writing the first draft

Drafting Guidelines

Start where you are most comfortable

Get it down, then get it good

Edit when you have a complete draft

An Effective Report

An effective report helps the reader decide what he/she should do.

Characteristics of an Effective Report Clear objective Thoroughly researched Complete Factual evidence Clear Structure Plain English (no jargon) Easy-to-read layout Clear headings Logical sequence Concise Clear recommendations Recommendations or statement of options

The Four Stages in the Production of a ReportInvestigation The purpose of the report is established and guided by this aim,

all necessary and relevant information is collected.Planning Select information, sort it into categories, and structure it in a

way that suits the purpose and audience of the report.Writing The individual paragraphs are decided upon and written.Revision Make a thorough and relentless check.

Final Draft

The end is in Sight!

Final Draft

You’ve finally done it.

Final Draft

You’ve finally done it. You’ve reached the point where you are

satisfied with the content and format of your report.

Final Draft

You’ve finally done it. You’ve reached the point where you are

satisfied with the content and format of your report.

Keep these points in mind as you do the final edit.

Editing the Final Draft


Keep paragraphs to a reasonable length.


Keep paragraphs to a reasonable length. Readers dislike documents with long paragraphs.


Use headings and subheadings whenever possible to:


Use headings and subheadings whenever possible to: help introduce your ideas


Use headings and subheadings whenever possible to: help introduce your ideas guide the reader through your report


Break long, complicated passages into point form.


Break long, complicated passages into point form. Use bullets or numbering to enhance the format.


Break long, complicated passages into point form. Use bullets or numbering to enhance the format. Begin each list with an Introductory sentence.


Make sure all pages are numbered.


Ensure all charts, graphs, and illustrations are properly labelled.


Ensure all charts, graphs, and illustrations are properly labelled. Example:

Figure 6: Long-term Effects



Figure 6: Long-term Effects Centered over figure



Figure 6: Long-term Effects Centered over figure Refer reader to figure



Figure 6: Long-term Effects Centered over figure Refer reader to figure Display figure



Figure 6: Long-term Effects Centered over figure Refer reader to figure Display figure Explain figure


Figure 6: Long-term Effects

02000400060008000

1000012000

# of Suffers

Male

Female


Go through the entire document paying attention to the consistency of:


Go through the entire document paying attention to the consistency of: Fonts


Go through the entire document paying attention to the consistency of: Fonts Size of fonts


Go through the entire document paying attention to the consistency of: Fonts Size of fonts Style of fonts


Go through the entire document paying attention to the consistency of: Fonts Size of fonts Style of fonts Spacing


Go through the entire document paying attention to the consistency of: Fonts Size of fonts Style of fonts Spacing Use of quotation marks

Printing the Final Copy


Choose a classic paper style that does not detract from your report



Print the document on a quality printer.



Print the document on a quality printer. Print at least two copies.

Your Manuscript Report

What does it look like?

Envelope

Your completed manuscript report is in an appropriate sized envelope

If you want your report returned after the last class, you have included your name and address and sufficient postage

Cover

Your report is in a durable cover that will keep the report clean and in order

The cover has either a see-through front or a label identifying the report and the author

Letter of Transmittal

Your letter of transmittal is paper clipped to the front cover

Do not use the words “Letter of Transmittal” on the letter

If your report is internal, you may write a memo of transmittal

Do identify this memo as a “Transmittal Memo”

Title Page

Includes the title of the report Includes the name, title, and company of

the receiver Includes the name, title, and company of

the writer Includes the date of submission May include a graphic Assumed to be page “i” but does not have

a page number

Executive Summary

May begin with an attention getting statement

Clearly states the purpose of the report Explains the order of information in the

report Presents abbreviated Conclusions and

Recommendations continued

Executive Summary

Lists the sources of your information Begins on page ii

Table of Contents

Lists the headings used in the report with an appropriate page number for each

Includes Executive Summary, List of Figures, Introduction, Conclusions, Recommendations, Glossary, References, and Appendices

Includes a page number following consecutively from the Executive Summary

List of Figures

Lists the figures used in the report with an appropriate page number for each

Numbered consecutively following Table of Contents

Introduction

Begins on a new page Page number is page “1” May begin with attention getter like case

study, background, history, or comment/quotation

Includes purpose, scope, significance, sources, and limitations

May be in essay style or heading style

Body

Begins immediately following Introduction Numbered consecutively Contains researched facts and findings Contains analysis and interpretation of facts Divided into logical chunks with appropriate

transitions continued

Body Uses headings and subheadings for ease

of understanding Has properly referenced visuals

Introduce the visual Present the visual Explain the visual

Contains in-text citations wherever you have quoted or paraphrased secondary sources

Conclusions

Begins on its own page numbered consecutively

Begins with an introductory sentence or paragraph

Summarizes and interprets the information in the report in a numbered list

Contains no new information

Recommendations


Begins with an introductory sentence or paragraph

Suggests actions the reader should consider in a bulleted list

Glossary


Included if your report has more than five terms the reader(s) may not understand

An alphabetical list of these terms with a brief definition or each

References


Formatted according to the style of documentation you are using

Appendices

Each appendix has its own page numbered consecutively

Homework

Prepare final presentation

Complete your manuscript report

Quote of the Day

"Times are bad. Children no longer obey their parents, and everyone is writing a book."

-- Marcus Tullius Cicero, 106 BC to 43 BC

Documents

Final Lesson Plan