*ReportsPresent ideas and facts to decision makers

InformationalAnalytical

*Objectives;At the end of this lesson, students should be able to:

Differentiate various types of reportsIdentify the audience and purposes for a reportWrite an informational report

Informational reports: Focus on factual data. What happened.

Analytical reports: Provide information but analyze the cause behind occurrences. What happened and why this occurred.*

*Preparing to write a reportWhy am I writing this report?What do I want to achieve?Who am I writing to?What do I write?How do I structure it?How do I organise it?

*Who am I writing to?Audience (who will read this report?)Primary audience these are people at the top, the key persons who take decisions on the basis of the reportSecondary audience people who will be affected by the action taken by the people at the topOthers audience people who are interested in the report but are not directly involved

*Why am I writing this report?Purposes A request for assistance on a projectA proposal for a new projectAn hourly or daily account of your work activitiesA report of your inspection of a site, item or processAn evaluation of a new product or solutionAn analysis of root cause of a particular failure

*Types of Informational ReportsProgress reportIs also called a status reportShows how much work has been completed on a project or assignment and problems encounteredDiscusses what tasks remain to be doneMay list recommendation

*Types of Informational ReportsField trip reportDiscusses an assignment or project carried out away from headquartersProvides summary of what the writer observed

To be included:Introduction (overview)Purpose (date, destination, objectives)Personnel (with whom did you travel?)Authorization (who recommended you to leave your worksite?)2. Discussion (body, findings, agenda)3. Conclusion (what did you accomplish?)4. Recommendations (what do you suggest next?)

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*Types of Informational ReportsInspection reportExplains the suitability or condition of specific itemsIs usually used to help in decision makingReports exact details of current conditionMay incorporate some kind of analysis and recommendation

*Types of Informational ReportsAccident / incident reportIs written to inform the authority or management of any event that had happened that disturbs the normal routineRequires the writer to explain in detail what had happened and whyMay list recommendations

*When to submit an incident report?An accident-fire, automobile,physical injuryAn environmental danger, including a computer virusA machine breakdownA delivery delayA cost overrunA production slowdown

*Incident/Accident ReportsAn accident is an unplanned event that results or could have resulted in an injury or results in damage to equipment or property Describe events that were anticipated, planned, or supervised.BUT,every business runs into unexpected trouble that delays routine work.Employers, inspectors, insurance agents, attorneys need to be informed about those events.Can be submitted as a memo, or on specially prepared form

*Standard Model of a Report StructureAcknowledgement IntroductionBackground and contextMethods, methodology or proceduresResultsRecommendationsConclusionsReferences

*TutorialWrite an incident report about one of the following problems using the pre-printed form. Supply relevant details and visuals in your report. Identify for whom you are writing and the agency you are representing or trying to reach:

*You have been the victim of an electrical shock because and electrical tool not grounded,Your boat capsizes while you were patrolling a lakeThe crane you were operating broke down and you lost a half days work.

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