Ch10 Formal Reports

7/29/2019 Ch10 Formal Reports

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Essentials of Business Communication, Second Edition Ch. 101


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Organizing InformalProposals (1)

1. Introduction must provide a "hook" to

capture the reader's interest.

2. The Background section identifies

problems and discusses the goals of

project.

3. Proposal discusses the plan for solving

the existing problem.


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4. The Staffing section describes the

credentials and expertise of project

leaders.

5. Budget indicates project costs.

6. Authorization asks for approval to

proceed.

Organizing Informal Proposals (2)


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Differ from informal proposals in size and

format but not in style

In addition to the 6 basic parts, might also

include: copy of the RFP, letter of

transmittal, abstract and/or executive

summary, title page, table of contents,figures, and appendix

Organizing Formal Proposals (1)


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Researching Secondary Data (1)

Print Resources

Books

Periodicals

Bibliographic indexes (print, CD-ROM,

and Web-based)


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Electronic Databases

Magazine, newspaper, and journal articles

Newsletters, business reports, company

profiles, government data, reviews, and

directories



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The Internet: World Wide Web

Web Opportunities and Frustrations: wide

range of organizational and commercialinformation

Web Browsers and URLS

Search Tools



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How to Become a Savvy

Web Researcher (1)

Understand the AND/OR default and the

significance of quotation marks

Prefer uncommon words as search terms.

Omit articles and prepositions

Know your search tool; use FAQs and

"How to Search" sections


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Bookmark the best.

Use two or three search tools.

Understand the importance of case

sensitivity in keyword searches.

Be persistent.

How to Become a Savvy

Web Researcher (2)


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Generating Primary Data

Surveys

Interviews Locate an expert

Prepare for the interview interview guide

Make your questions objective and friendly

Keep note of the time

End graciously

Observation and Experimentation


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Organizing and Outlining Data (1)

Direct strategy (main ideas first)

Indirect strategy (facts and discussionfirst)

Chronological sequence (historical data)

Geographical or spatial arrangement(e.g., East, West, New Territories, Central)


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Topical or functional arrangement

(e.g., duties of CEO, duties of general

manager)

Compare and contrast

Journalistic pattern (who, what, when,where, why, how)



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Value/size

Importance (most to least or least tomost)

Simple to complex

Best case/worst case



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Illustrating Report Data (1)

Effective and appropriate graphics could:

make information easier to understand

and remember.

make numerical data meaningful.

simplify complex ideas. provide visual interest.


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Most common types of visuals aids

Illustrating Report Data (2)

Table

Bar Chart

Line Chart

Pie Chart

Flow Chart

Organization Chart

Photograph, Map,Illustration


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Matching Visual Aids

With Objectives (1)

Table -- to show exact figures and values


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Bar Chart -- to compare one item with others


With Objectives (2)


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Line Chart -- to demonstrate changes in

quantitative data over time


With Objectives (3)


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Pie Chart -- to visualize a whole unit and the

proportions of its components


With Objectives (4)


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Flow Chart -- to display a process or procedure


With Objectives (5)


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Organization Chart -- to define a hierarchy of

elements or a set of relationships


With Objectives (6)


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Photograph -- to achieve authenticity


With Objectives (7)


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Map -- to spotlight a location


With Objectives (8)


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Illustration -- to show an item in use


With Objectives (9)


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Parts of a Formal Report (1)

Prefatory Parts

Title page

Letter of transmittal

Table of contents

Executive summary, abstract,synopsis


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Body of Report

Introduction or Background

Discussion of Findings

Summary, Conclusions, Recommendations

Supplementary Parts

Footnotes or Endnotes Bibliography or References

Appendix or Appendices

Parts of a Formal Report (2)


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Executive Summary (1)

Purpose of Report

The purposes of this report are (1) to determine the

Sun Coast University campus communitys

awareness of the campus recycling program and (2)to recommend ways to increase participation. Sun

Coasts recycling program was intended to respond

to the increasing problem of waste disposal, to fulfill

its social responsibility as an educational institution,and to meet the demands of legislation that made it

a requirement for individuals and organizations to

recycle.


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Research Method

A survey was conducted in an effort to learn aboutthe campus communitys recycling habits and to

assess current participation in the recyclingprogram. A total of 220 individuals responded to thesurvey, but 27 surveys could not be used. Since SunCoast Universitys recycling program includes onlyaluminum, glass, paper, and plastic at this time,

these were the only materials considered in thisstudy.


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Recycling at Sun Coast

Most survey respondents recognized the importance of

recycling. They stated that they do recycle aluminum,

glass, paper, and plastic on a regular basis either athome or at work. However, most respondents displayed a

low level of awarenessand use of the on-campusprogram. Many of the respondents were unfamiliar with

the location of the bins around campus and, therefore,

had not participated in the recycling program. Otherresponses indicated that the bins were not conveniently

located.


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Recommendations for Increasing Recycling

Participation

Recommendations for increasing participation in the

program include the following:

1. Relocating the recycling bins for greater visibility

2. Developing incentive programs to gain the

participation of on-campus groups


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3. Training student volunteers to give on-campus

presentations that explain the need for recycling and

the benefits of using the recycling program

4. Increasing advertising of the program


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End

Documents

Ch10 Formal Reports