Chapter 8 short reports
- 2. Purpose To convey essential information in an organized, useful format. The ability to convey information of any sort remains a highly marketable skill!
- 3. A well prepared report… …contains complete, accurate information …may vary from expense to profits, to sales, etc. …is often meant to influence decisions …must be clear, concise and readable
- 4. Formats Brief Informal In House Use Longer, Formal National, public distribution May contain charts, tables, graphs, etc.
- 5. Formal Reports Longer and more thorough Extensive gathering of information in stylized format Library research, surveys, interviews, experimentation Organized Data
- 6. Organization Title Page Table of Contents Abstract Introduction Summary Body Conclusion Recommendations Appendix Bibliography/References
- 7. Types of Reports PG. 284 Record Report Statistical Report Progress Report Investigative Report Recommendation Report Incident/Trouble Report
- 8. Rules & Style Rules Cite your sources! Date your report Keep a copy for your own reference Style Depends on the audience Informal: OK to use “I’ and “we” Formal: Impersonal, third person
- 10. Why Short Reports are Important Tell whether Work is being completed Schedules are being met Costs have been contained Sales projects are being met Unexpected problems have been solved
- 11. Informal Reports Common Form Usually 5 or fewer pages Drafted in memo form (in house) Prepared quickly (Information is casual and unscientific) Thorough and Factual Defines your purpose and expresses the precise reason for the report Organization (General) •1st Para: Main idea is clear and concise •2nd Para: Develop main point with supporting details •3rd Para: State objective conclusion; comments & recommendations
- 12. 7 Guidelines for Short Reports How will your audience use your report? Do the necessary research Be objective and ethical Organize carefully Use Reader-Centered Headings, Bullets, Numbering, and Visuals Write clearly and concisely Choose most appropriate format
- 13. Organization Most have 3 or 4 main parts: Introduction Body Conclusion Recommendations
- 14. Reader-Centered Design Help readers locate and digest information quickly Make your report look professional, readable and easy to follow Be consistent in your design and format Include only the most relevant visuals Place visuals in the most appropriate place
- 15. Types of Short Reports Periodic Sales Progress Trip/Travel Reports Incident Reports
- 16. Progress Report Reveals whether you are… Specifying what work has been done Keeping on your schedule Staying within your budget Using the proper technology/equipment Making the right assignments Identifying an unexpected problem Providing adjustments in schedules, personnel, etc. Indicates what work remains to be done
- 17. Parts of a Progress Report Brief Introduction Indicate why you are writing Provide necessary project titles, codes, dates Help readers recall the job you are doing for them Body Provide details about costs, materials, personnel, and times Includes work you have done; Work you are presently doing Conclusion Timetable for completion of duties
- 18. Trip/Travel Reports Answer the following questions: Where did you go? When did you go? Why did you go? What did you see? Whom did you see? What did they tell you? What did you do about it?
- 19. Gathering Information Before you leave… Get instructions Check files for previous correspondence, case studies, etc. Download work orders, instructions, etc… Make notes of what you saw and heard Save all receipts When you get back… Write your report promptly Exclude irrelevant details Be objective Double check facts
- 20. Incident Reports Parts Identification Details Type of Incident Time/Location of Incident Description of what happened What was done after the incident What caused the incident Recommendations?
- 21. Incident Reports: Protecting Yourself Legally Submit your report promptly Double-check spelling Names, pieces of equipment, etc. Be accurate, objective and complete Give facts, not opinions Do not exceed professional responsibilities Answer only what you are qualified to answer
Editor's Notes
- #2: Successful Writing at Work, Concise 3rdEdition – Chapters 8 and 9
- #7: Title Page: Title of Report; Name of person who prepared the report; name of person for whom it’s prepared; date when completedTable of Contents: Outline in advance but prepared last. Consists of headings and subheadings in the report and the number of the page where it’s located.Introduction: Not an opening statement but rather statement of 3 specific facts: Purpose, Scope, Method of Gathered informationSummary: Concise statement of main pointsBody:Conclusion: Objective Statement about what the repot has shownRecommendations: Based on facts presentedAppendix: Supplementary information, often in the form of graphs and chartsBibliography: If necessary
- #8: Record: States facts, describes the status of the company at the particular time.Statistical: Presents numerical data, usually in the form of charts, tables and graphsProgress: States facts, traces developments that have occurred over a period of timeInvestigative: Based on study or investigation of a situation or issueRecommendation: Investigative report taken one step further; provides specific recommendations based on information providedIncident/Trouble: Form of a memo to the person in charge of the site where the incident/accident occurred.
- #9: End
- #14: Introduction: Announces the subject; gives purpose and provides background. Summarizes conclusions, findings and recommendations made in report.Body: Presents clearly organized account of report’s subject; amount of detail in body depends on complexity of report and your reader’s familiarityConclusion: Presents a summary of your findings and tells the reader what you think the significance is.Recommendations: Suggestions based on what your research produced (not always included)