COM 300 Chps 17 and 18

Workplace Writing: Planning, Packaging, and Perfecting Communication, 1st ed.

Chapters 17 and 18

Steven M. Gerson

Sharon J. Gerson


Chapter 17: Short, Informal Reports

Steven M. Gerson

Sharon J. Gerson

Workplace Writing, 1st EditionGerson and Gerson

© 2010 Pearson Higher Education,Upper Saddle River, NJ 07458. • All Rights

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Chapter 17: Short, Informal Reports

This chapter discusses the following: Objectives Report Channels Criteria for Writing Short, Informal Reports Types of Reports



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Linda M. Freeman, CPA, Marks, Nelson, Vohland & Campbell

Linda M. Freeman and her colleagues spend approximately 20 to 25 percent of their day on report writing, including background research time, drafting, and proofreading.

On a daily basis, Ms. Freeman and her colleagues write Compilation Reports Review Reports Audit Reports Valuation Reports Private Letter Ruling Requests These reports are “subject to guidelines of the American

Institute of Certified Public Accountants.”

How does Linda meet her

communication challenges?



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Objectives

Reports allow you to Supply a record of work accomplished Record and clarify complex information Present information to a large number of readers Record problems encountered Document schedules, timetables, deadlines, and

milestones Recommend future action Document current status Record procedures



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Report Channels

Reports can be written in any of the following formats:

Memo reports E-mail reports Letter reports



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Criteria for Writing Reports

All reports contain similar elements, including Organization Development Style



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Criteria for Writing Reports (cont.)

Organization—to organize your report, include an Heading Introduction Discussion Conclusion/Recommendation



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Organization (cont.) Heading—like a memo, include

Date (on which the report was written) To (your audience) From (your name) Subject (the topic about which you are writing and a

focus)

Subject: Progress Report on the XYZ Project

TopicFocus



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Organization (cont.) Introduction

Purpose—why you are writing and what you are writing about

Personnel—others involved in the project (optional) Dates—time period covered (optional)



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Organization (cont.) Discussion

Develop your points Use headings and subheadings Include graphics for visual appeal, conciseness, and

clarity



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Organization (cont.) Conclusion

Sum up what you have learned, what of importance has occurred, or what decisions have been made.

Recommendations Suggest what the next course of action should be.



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Development Answer reporter’s questions.

Who is involved in the project? What are the steps in the procedure; what decisions have you

made; what facts have you discovered? When did the activities occur? Where did the events occur? Why are you writing—what motivated the report? How did the occurrence take place (for an incident report, for

example)?



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Style Clarity Conciseness Graphic aids (tables and figures) for document

design



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Types of Reports

Trip Reports Progress Reports Feasibility Reports (Recommendation

Reports) Incident Reports Investigative Reports Meeting Minutes



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Trip Reports

Introduction Objectives

Why are you working on the project? What problems motivated the project? What do you hope to achieve? Who initiated the project?



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Trip Reports (cont.)

Introduction (cont.) Personnel

With whom are your working (team members, other associated, customers)?

Previous activity (if this is one of several reports in a series)

What has happened up to this point?



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Trip Reports (cont.)

Discussion (Findings, Agenda) Work accomplished Problems encountered

Conclusion What has been achieved up to this point? What is the projected completion date?

Recommendation What do you suggest should happen next?

NOTE: Consider including graphics to document your report visually.

NOTE: Consider including graphics to document your report visually.



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Progress Report

Introduction Objectives

Why are you writing the report? What is the topic of your report?



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Progress Report (cont.)

Discussion What work have you accomplished? What problems did you encounter? What work is remaining?

NOTE: Consider including graphics to document your report visually—pie charts, bar charts, and Gantt charts work well with progress reports.

NOTE: Consider including graphics to document your report visually—pie charts, bar charts, and Gantt charts work well with progress reports.



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Progress Report (cont.)

Conclusion/Recommendation Provide an overview of the project’s status. Suggest what’s next.



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Feasibility (Recommendation) Report

Introduction Objectives/Personnel

What is the goal of this report? What problem motivated the study? Who initiated the report? Who else is involved in the study?



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Feasibility (Recommendation) Report (cont.)

Discussion (Findings) Criteria—what will be the basis for your

recommendation (cost, time, personnel, options, delivery methods, etc.)?

Analysis—report on your findings, comparing them to your criteria.

NOTE: A table or bar chart will help readers visualize your discussion.NOTE: A table or bar chart will help readers visualize your discussion.



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Feasibility (Recommendation) Report (cont.)

Conclusion Draw a conclusion, based on your findings.

Recommendations What is the most feasible next course of action?



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Incident Report

Introduction Purpose

What incident occurred?

When did it occur? Who and what was

involved?

Discussion (Findings, Work Accomplished)

What problems did you find?

What actions did you take to correct the problem?



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Incident Report (cont.)

Conclusion What caused the problems? What was the result of the problems (damage,

cost, etc.)? Recommendations

What should be done to avoid future problems?



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Investigative Reports

Introduction (overview, background) Purpose: What incident are you reporting on, and what

do you hope to achieve in this investigation? Location: Where did the incident occur? Personnel: Who was involved in the incident?

Who worked with you? Who was involved in the situation?

Authorization: Who recommended or suggested that you investigate the problem?



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Investigative Reports (cont.)

Discussion (Findings) Observations, including physical evidence,

descriptions, lab reports, testimony, and interview responses.

Contacts—people interviewed Difficulties encountered Techniques, equipment, and/or tools used in the

course of the investigation Test procedures followed



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Investigative Reports (cont.)

Conclusion What discoveries have you made regarding the causes

behind the incident? Who or what is at fault?

Recommendations. What do you suggest next?

Changes in personnel? Changes in approach or methodology? New training or technology? What is the preferred follow-up

for the patient or client? How can the problem be fixed?



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Meeting Minutes

Introduction Date/Time/Place of the meeting Attendees—List names of those who attended the

meeting. Approval of last meeting's

minutes



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Meeting Minutes (cont.)

Discussion (Findings, Agenda) Report on

decisions made conclusions arrived at issues confronted opposing points of view votes taken



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Meeting Minutes (cont.)

Conclusion Old Business—old topics still unresolved and needing

further discussion. New Business—new topics to be covered in future

meetings. Next Meeting—when the committee will meet next,

providing the date, time, and location. Time of Adjournment—when the meeting ended. Signature—sign your name beneath the typed signature

(unless the minutes will be submitted electronically).



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Meeting Workplace Communication Challenges

Use the end-of-chapter activities to apply chapter principles individually and in groups.


Chapter 18: Long, Formal Research Reports

Steven M. Gerson

Sharon J. Gerson



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Chapter 18: Long, Formal Research Reports

This chapter discusses the following: Objectives Types of Long, Formal Reports: Informative,

Analytical, and Recommendation Major Components of Long, Formal Reports Using Research in Long, Formal Reports



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Charles Worth, Assistant City Manager/City Clerk of Round Rock, AL

Charles says that his city’s engineers, police officers, fire chiefs, financial advisors, and parks and recreation employees often write formal reports to city’s council members and the city’s mayor. These long reports help the city council members “make informed decisions” that impact the city’s residents and business owners.

How does Charles meet his

communication challenges?



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Objectives

Write a long, formal report requiring research when a subject is important documentation will reveal the importance of the

topic large sums of money are involved large numbers of people are affected time and resources are devoted to development of

the report research will explain and support the topic



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Informative, Analytical, and Recommendation Reports

Informative Reports: Provide information to your audience by focusing on the facts. These facts will help your readers better understand the situation, the context, or the status of the topic.



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Informative, Analytical, and Recommendation Reports (cont.)

Analytical Reports: Analyze for your audience by beginning with factual information. Then, you expand on this information by interpreting it and drawing conclusions.



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Informative, Analytical, and Recommendation Reports (cont.)

Recommendation Reports: Recommend action as a follow-up to your findings. Tell the audience why they should purchase a product, use a service, choose a vendor, select a software package, or follow a course of action.



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Major Components of Long, Formal Reports

Front matter (title page, cover letter, a table of contents, list of illustrations, and an abstract or executive summary)

Text (introduction including purpose, issues, background, and problems; discussion; and conclusion/recommendation)

Back matter (glossary, works cited or references page, and an optional appendix)



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Major Components of Long, Formal Reports (cont.)



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Using Research in Long, Formal Reports

Use research in your long, formal report to create content support commentary and content with details prove points emphasize the importance of an idea enhance the reliability of an opinion show the importance of a subject to the larger business

community address the audience’s need for documentation and

substantiation



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Primary and Secondary Sources

Primary: research performed or generated by you, including preparing a survey or a questionnaire targeting a

group of respondents networking to discover information from other

individuals visiting job sites performing lab experiments



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Primary and Secondary Sources (cont.)

Secondary: online, printed, and published information taken from sources including Books Periodicals Newspapers Encyclopedias Reports Proposals Web sites Blogs



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Meeting Workplace Communication Challenges

Use the end-of-chapter activities to apply chapter principles individually and in groups.