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Revising, Proofreading and Evaluating

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  1. 1. Revising, Proofreading and Evaluating Week 8 and 9 Power Point
  2. 2. Learning Objectives Consider the important editing issues Organization of Material, grammar, punctuation, spelling, style Review informal report format letter or memo style
  3. 3. Getting That Report Written
  4. 4. Formal or Informal Report Beginning
  5. 5. Beginning Use memo or letter format
  6. 6. Beginning Use all the formatting techniques you learned in Business Communication
  7. 7. Informal Report - Beginning Do not include a title or a title page Do use letterhead paper for the first page Use a header identifying the reader, title of the report, and the page number for successive pages
  8. 8. Beginning Examine the sample reports in your text on pages 241 (letter format) and 243 (memo format). There are also sample reports in WebCT under Item of Interest
  9. 9. Beginning Note that the first sentence/paragraph tells the reader why he/she is getting the report
  10. 10. Beginning Flow naturally into the introduction. Some writers include Introduction as the first of the headings; others do not Include the purpose, scope, significance, sources, and limitations
  11. 11. Formal or Informal Report Body
  12. 12. Body Move on to the body
  13. 13. Body Break into logical chunks each with an appropriate heading or subheading
  14. 14. Body Include any visuals that improve the understanding and quality of the report
  15. 15. Body Remember to reference any visuals properly Introduce the visual Present the visual Explain the visual
  16. 16. Formal or Informal Report Ending
  17. 17. Ending Flow naturally into the conclusions and recommendations
  18. 18. Ending Revise, proofread, and evaluate carefully
  19. 19. Ending Watch out for formatting errors
  20. 20. Final Draft The end is in Sight!
  21. 21. Final Draft Youve finally done it.
  22. 22. Final Draft Youve finally done it. Youve reached the point where you are satisfied with the content and format of your report.
  23. 23. Final Draft Youve finally done it. Youve 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.
  24. 24. Editing the Final Draft
  25. 25. Editing the Final Draft Keep paragraphs to a reasonable length.
  26. 26. Editing the Final Draft Keep paragraphs to a reasonable length. Readers dislike documents with long paragraphs.
  27. 27. Editing the Final Draft Use headings and subheadings whenever possible to:
  28. 28. Editing the Final Draft Use headings and subheadings whenever possible to: help introduce your ideas
  29. 29. Editing the Final Draft Use headings and subheadings whenever possible to: help introduce your ideas guide the reader through your report
  30. 30. Editing the Final Draft Break long, complicated passages into point form.
  31. 31. Editing the Final Draft Break long, complicated passages into point form. Use bullets or numbering to enhance the format.
  32. 32. Editing the Final Draft Break long, complicated passages into point form. Use bullets or numbering to enhance the format. Begin each list with an Introductory sentence.
  33. 33. Editing the Final Draft Make sure all pages are numbered.
  34. 34. Editing the Final Draft Ensure all charts, graphs, and illustrations are properly labelled.
  35. 35. Editing the Final Draft Ensure all charts, graphs, and illustrations are properly labelled. Example: Figure 6: Long-term Effects
  36. 36. Editing the Final Draft Ensure all charts, graphs, and illustrations are properly labelled. Example: Figure 6: Long-term Effects Centred over figure
  37. 37. Editing the Final Draft Ensure all charts, graphs, and illustrations are properly labelled. Example: Figure 6: Long-term Effects Centred over figure Refer reader to figure
  38. 38. Editing the Final Draft Ensure all charts, graphs, and illustrations are properly labelled. Example: Figure 6: Long-term Effects Centred over figure Refer reader to figure Display figure
  39. 39. Editing the Final Draft Ensure all charts, graphs, and illustrations are properly labelled. Example: Figure 6: Long-term Effects Centred over figure Refer reader to figure Display figure Explain figure
  40. 40. Editing the Final Draft Figure 6: Long-term Effects 0 2000 4000 6000 8000 10000 12000 1960 1970 1980 1985 1990 1995 2000 # of Suffers Male Female
  41. 41. Editing the Final Draft Go through the entire document paying attention to the consistency of:
  42. 42. Editing the Final Draft Go through the entire document paying attention to the consistency of: Fonts
  43. 43. Editing the Final Draft Go through the entire document paying attention to the consistency of: Fonts Size of fonts
  44. 44. Editing the Final Draft Go through the entire document paying attention to the consistency of: Fonts Size of fonts Style of fonts
  45. 45. Editing the Final Draft Go through the entire document paying attention to the consistency of: Fonts Size of fonts Style of fonts Spacing
  46. 46. Editing the Final Draft Go through the entire document paying attention to the consistency of: Fonts Size of fonts Style of fonts Spacing Use of quotation marks
  47. 47. Printing the Final Copy
  48. 48. Printing the Final Copy Choose a classic paper style that does not detract from your report
  49. 49. Printing the Final Copy Choose a classic paper style that does not detract from your report Print the document on a quality printer.
  50. 50. Printing the Final Copy Choose a classic paper style that does not detract from your report Print the document on a quality printer. Print at least two copies.
  51. 51. After the Typing is Done
  52. 52. Now is the time for you and/or someone helpful to look carefully at your report. Spelling and Grammar - hopefully any errors were corrected before you printed your final copy. Make sure there are absolutely no mistakes Typing errors - these are easy to overlook when you are familiar with the work. Ask a fussy friend to proofread your work. Mistakes - the solution is simple. Find and correct the error and reprint that page. Only perfection will do
  53. 53. Review The appearance of your report must convey its professional business approach. Avoid coffee and other liquids at this point. You never know when Murphys Law will take effect.
  54. 54. Review continued the cover must be neat and easy to handle you have used an appropriate type of paper you have chosen a suitable set up for individual pages, for numbering, and for consistency in your use of headings, and sub-headings. the final proofreading of your document ensures perfection
  55. 55. Review - Continued carefully assemble the report in order and place it in the cover paperclip the letter (or memo) of transmittal to the cover of the report place the report correctly in an appropriately- sized envelop for smooth and easy delivery to your reader
  56. 56. Remember The completed informal report is due in week 10. Remember it is to be in letter or memo format. For letter style, create your own fictitious letterhead for page 1 and an appropriate header for successive pages. Remember to include a closing section (could be called Summary if you wish) as well as a complimentary closing and signatures. For a memo report, use the expected headings and correct memo format. Remember the closing section of a memo (this is not the same as the Conclusions and Recommendations). However, it might be as simple as The information in this report should provide your will the information you need/want on . . .
  57. 57. Homework Begin work on your informal report in letter or memo format. Complete and practice your part of the Chapter Presentation Work on Chapter Quizzes
  58. 58. Note: Chapter presentations are due next week Informal report is due in two weeks Final presentations and reports are due soon
  59. 59. Quote of the Day Call unto me, and I will answer thee, and show thee great and mighty things, which thou knowest not. Jeremiah 33.3

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