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© 2007 by Nelson, a division of Thomson Canada Limited.© 2007 by Nelson, a division of Thomson Canada Limited. Ch. 9-1
Chapter 9Chapter 9
Informal Reports
© 2007 by Nelson, a division of Thomson Canada Limited.© 2007 by Nelson, a division of Thomson Canada Limited. Ch. 9-2
Report FunctionsReport FunctionsReport FunctionsReport Functions
Information – present data without analysis or recommendations
Analytical – provide analysis and conclusions as well as data
© 2007 by Nelson, a division of Thomson Canada Limited.© 2007 by Nelson, a division of Thomson Canada Limited. Ch. 9-3
Report Formats and Report Formats and OrganizationOrganization
Report Formats and Report Formats and OrganizationOrganization
Letter formatE-mail and Memo formatManuscript formatPrepared forms or templates
© 2007 by Nelson, a division of Thomson Canada Limited.© 2007 by Nelson, a division of Thomson Canada Limited. Ch. 9-4
Direct PatternDirect PatternDirect PatternDirect Pattern
Most common organization pattern.
i. Introductionii. Factsiii. Summary
© 2007 by Nelson, a division of Thomson Canada Limited.© 2007 by Nelson, a division of Thomson Canada Limited. Ch. 9-5
Indirect PatternIndirect PatternIndirect PatternIndirect Pattern
Never used for information reports, but might be used for analytical reports.
i. Introductionii. Facts and Findingsiii. Analysis and Discussioniv. Conclusions and Recommendations
© 2007 by Nelson, a division of Thomson Canada Limited.© 2007 by Nelson, a division of Thomson Canada Limited. Ch. 9-6
10 Tips for Designing Better 10 Tips for Designing Better DocumentsDocuments
10 Tips for Designing Better 10 Tips for Designing Better DocumentsDocuments
1. Analyze your audience.
2. Choose an appropriate type size.
3. Use a consistent type font.
4. Don’t justify right margins.
5. Separate paragraphs and sentences
appropriately.
© 2007 by Nelson, a division of Thomson Canada Limited.© 2007 by Nelson, a division of Thomson Canada Limited. Ch. 9-7
10 Tips for Designing Better 10 Tips for Designing Better Documents (cont.)Documents (cont.)
10 Tips for Designing Better 10 Tips for Designing Better Documents (cont.)Documents (cont.)
6. Design readable headlines.
7. Strive for an attractive layout.
8. Use graphics and clip art with restraint.
9. Avoid amateurish results.
10.Become comfortable with templates.
© 2007 by Nelson, a division of Thomson Canada Limited.© 2007 by Nelson, a division of Thomson Canada Limited. Ch. 9-8
Informal Report GuidelinesInformal Report GuidelinesInformal Report GuidelinesInformal Report Guidelines
Define the Project
Ask the question: “Am I writing this report to inform, to analyze, to solve a problem, or to persuade?”
© 2007 by Nelson, a division of Thomson Canada Limited.© 2007 by Nelson, a division of Thomson Canada Limited. Ch. 9-9
Informal Report GuidelinesInformal Report GuidelinesInformal Report GuidelinesInformal Report Guidelines
Gather DataGood reports are based on solid, accurate, verifiable facts. Gather data from:
• Company records• Observation• Surveys, questionnaires, inventories• Interviews• Electronic and Other Research
© 2007 by Nelson, a division of Thomson Canada Limited.© 2007 by Nelson, a division of Thomson Canada Limited. Ch. 9-10
Informal Report GuidelinesInformal Report GuidelinesInformal Report GuidelinesInformal Report Guidelines
Use Headings Effectively• Consistency.• Strive for parallel construction.• Use only short first- and second-level headings.• Capitalize and underline carefully.• Keep headings short but clear.• Don’t enclose headings in quotation marks.• Don’t use heading as antecedents.
© 2007 by Nelson, a division of Thomson Canada Limited.© 2007 by Nelson, a division of Thomson Canada Limited. Ch. 9-11
Informal Report GuidelinesInformal Report GuidelinesInformal Report GuidelinesInformal Report Guidelines
Be objective.
• Present both sides of an issue.• Separate fact from opinion.• Be sensitive and moderate in your language choice.• Cite sources.
© 2007 by Nelson, a division of Thomson Canada Limited.© 2007 by Nelson, a division of Thomson Canada Limited. Ch. 9-12
Six Kinds of Informal ReportsSix Kinds of Informal ReportsSix Kinds of Informal ReportsSix Kinds of Informal Reports
Information Reports
Progress Reports
Justification / Recommendation Reports
Feasibility Reports
Summary Reports
Minutes of Meetings
© 2007 by Nelson, a division of Thomson Canada Limited.© 2007 by Nelson, a division of Thomson Canada Limited. Ch. 9-13
Information ReportsInformation Reports
Introduction • Explain why you are writing.
• Establish credibility of data methods and sources.
• Provide background.
• Identify report purpose.
• Offer a preview of the findings.
© 2007 by Nelson, a division of Thomson Canada Limited.© 2007 by Nelson, a division of Thomson Canada Limited. Ch. 9-14
Information ReportsInformation Reports
Findings
• Organize chronologically, alphabetically,
topically, or by importance.
• Group similar topics together.
• Use appropriate headings.
© 2007 by Nelson, a division of Thomson Canada Limited.© 2007 by Nelson, a division of Thomson Canada Limited. Ch. 9-15
Information ReportsInformation Reports
Summary• May include or omit summary.• If included, present objective and impartial
review of findings.
© 2007 by Nelson, a division of Thomson Canada Limited.© 2007 by Nelson, a division of Thomson Canada Limited. Ch. 9-16
Progress ReportsProgress ReportsProgress ReportsProgress Reports
Describe the headway of an unusual or non-routine project.• Purpose and nature of project• Complete summary of work completed• Work in progress (personnel, methods, obstacles, solutions)• Forecast of future activities including recommendations and requests
© 2007 by Nelson, a division of Thomson Canada Limited.© 2007 by Nelson, a division of Thomson Canada Limited. Ch. 9-17
Justification / Justification / Recommendation ReportsRecommendation Reports
Justification / Justification / Recommendation ReportsRecommendation Reports
Present information and analysis to solve a problem.
Non-sensitive topics and recommendations should be organized using the direct pattern.
© 2007 by Nelson, a division of Thomson Canada Limited.© 2007 by Nelson, a division of Thomson Canada Limited. Ch. 9-18
Justification / Justification / Recommendation ReportsRecommendation Reports
Justification / Justification / Recommendation ReportsRecommendation Reports
Introduction:identifies the problem or need briefly
Announce the recommendations:use action verbs and be brief
Discuss the pros, cons and costs:explain the benefits or steps taken to solve the problem more fully
Conclude with a summary:specify the recommendation or actions to be taken
© 2007 by Nelson, a division of Thomson Canada Limited.© 2007 by Nelson, a division of Thomson Canada Limited. Ch. 9-19
Feasibility ReportsFeasibility ReportsFeasibility ReportsFeasibility Reports
Examine the practicality and advisability of following a
course of action.• Announce decision immediately.• Describe background and problem.• Discuss benefits of proposal.• Describe problems.• Calculate costs.• Show time frame of implementation.
© 2007 by Nelson, a division of Thomson Canada Limited.© 2007 by Nelson, a division of Thomson Canada Limited. Ch. 9-20
Summary ReportsSummary Reports
Compress data from a longer publication, such as a business report, a magazine article, or a book chapter.
Provide a quick overview. Highlight primary ideas, conclusions, and
recommendations.
© 2007 by Nelson, a division of Thomson Canada Limited.© 2007 by Nelson, a division of Thomson Canada Limited. Ch. 9-21
Summary ReportsSummary Reports
Usually omit examples, illustrations, and references.
Often include headings and bulleted or enumerated lists.
© 2007 by Nelson, a division of Thomson Canada Limited.© 2007 by Nelson, a division of Thomson Canada Limited. Ch. 9-22
Four steps to writing an Four steps to writing an effective summaryeffective summary
Four steps to writing an Four steps to writing an effective summaryeffective summary
1.Read the material carefully for understanding.
2.Lay out the structure of your summary.
3.Write a first draft.
4.Proofread and revise.
© 2007 by Nelson, a division of Thomson Canada Limited.© 2007 by Nelson, a division of Thomson Canada Limited. Ch. 9-23
Minutes of MeetingsMinutes of MeetingsMinutes of MeetingsMinutes of Meetings
Provide a summary of the proceedings of meetings.
Create a concise, permanent record for future reference.
© 2007 by Nelson, a division of Thomson Canada Limited.© 2007 by Nelson, a division of Thomson Canada Limited. Ch. 9-24
Minutes of MeetingsMinutes of MeetingsMinutes of MeetingsMinutes of Meetings
Write minutes that include:• the name of the group, the date, time and place of
meeting• names of attendees and absentees• describe disposition of previous minutes• record old business, new business, announcements,
and reports• include precise wording of motions; record vote and
action taken• conclude with name and signature of person recording
minutes
© 2007 by Nelson, a division of Thomson Canada Limited.© 2007 by Nelson, a division of Thomson Canada Limited. Ch. 9-25
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