Sample Formal Report Student 2(1)

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KEYBOARDING SKILLS IN THE WORKPLACEAND OPTIONS FOR KEYBOARDING TRAINING

Submitted toCharles R. Underwood

Personnel Manager AeroSparc, Inc.

12345 Engineering Way

Seattle, WA 98100

Prepared byM. Jones, J. Smith, L. Johnson

Directors of TrainingAeroSparc, Inc.

12345 Engineering WaySeattle, WA 98100

Prepared for Fulfilmentof Partial Credit for EGL132 9011SP08

May 9, 2008

i

Teal highlighting shows grammar errors.Yellow highlighting shows mechanics errors.

Title could be more specific.



AeroSparc,

Inc.

12345 Engineering WaySeattle, WA 98100

(206) 555-2376

DATE: May 9, 2008

TO: Charles R. Underwood, Personnel Manager MJ JS LJ

FROM: Matthew Jones, James Smith, Lauren Johnson

SUBJECT: FINDINGS ABOUT WORKPLACE KEYBOARDING SKILLS

As you requested, we are pleased to present you with the findings of our investigation into theimportance of keyboarding skills in the workplace and our options for keyboarding training. Weare confident that you will find our report helpful in the decision making process to improve theskills of AeroSparc's workforce.

The report encompasses several key elements:

● The value of keyboarding skills in the workplace● Options to improve the keyboarding skills of AeroSparc employees● Cost assessment of the available options● Our recommendation based on the findings of our investigation

Our primary research consisted of surveying leaders in the business community about their personal belief and company position on keyboarding skills. Sources of secondary data includedscholarly journals, newspaper articles and Internet sources. The data validates your position thatkeyboarding skill is important to running an accurate and efficient business.

We are confident that the recommendation in our report will be an excellent complement to thecomprehensive training program already in place here at AeroSparc. At your request, we would be happy to speak with you further about the findings discussed in our report.

Respectfully,

Matthew Jones James Smith Lauren JohnsonDirector of Training Director of Training Director of Training

Attachment

ii

Transmittal should include a statement of the main conclusion and recommendation.



TABLE OF CONTENTS

AeroSparc, Inc............................................................................................................. ii

EXECUTIVE SUMMARY ................................................................................................ iv

INTRODUCTION ........................................................................................................... 1

BACKGROUND ............................................................................................................ 1

CONCERNS ABOUT TWO-FINGER TYPING .................................................................... 1

OVERVIEW OF PRESENT SYSTEM ................................................................................ 2

DISCUSSION OF FINDINGS .......................................................................................... 3

Importance of Keyboarding Skills to Employers ..........................................................3

Options for Keyboard Self-Training ............................................................................. 4

RECOMMENDATION .................................................................................................... 6

PROPOSED IMPLEMENTATION ..................................................................................... 8COSTS ......................................................................................................................... 9

CONCLUSIONS .......................................................................................................... 10

APPENDIX A .............................................................................................................. 11

APPENDIX B .............................................................................................................. 12

REFERENCES ............................................................................................................. 13

LIST OF FIGURES

FigureFigure 1......................................................................................................................6

Figure 2......................................................................................................................7

Figure 3......................................................................................................................7

Figure 4......................................................................................................................7

Figure 5......................................................................................................................7

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Just label it Contents.

Just label it Figures.



EXECUTIVE SUMMARY

By adopting a policy of minimum keyboarding skill standards, AeroSparc, Inc. can realize an

overall increase in the value of the company. Gains are realized immediately in terms of increased employee skill set, and over the long term through increased productivity andimproved accuracy in data keying. This report evidences the findings of the report onkeyboarding skills in the workplace and options for improving keyboarding training as requestedand authorized by Mr. Charles Underwood, Personnel Manager for AeroSparc, Inc.

We reached our conclusion that AeroSparc will benefit from the implementation of keyboardingstandards for employees, both new and existing, based on data obtained through a surveyconducted of local business owners and managers, as well as research conducted through avariety of sources such as newspapers, magazines, Internet blogs, websites, and academicdatabases.

Apparent upon examination of our research are several key facts:

Keyboarding skills are still considered valuable assets

Most companies do not have standards for keyboarding skills

Improper keyboarding technique can affect physical health, accuracy of data entry, andoverall employee productivity.

Based on the findings of our research, we recommend that AeroSparc, Inc. adopt a policy of keyboarding standards and training for all existing employees, as well as require minimumstandards for all potential new hires to increase the value of the individual employees, as well asthat of the company.

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Only one blank line here

While you are clear, your scope, conclusion, and recommendation,as stated in the executive summary, do not match up with theoriginal assignment. Your primary focus was to recommend asoftware program to train the employees to touch-keyboard.



INTRODUCTION

This report was developed to investigate keyboarding skills, or lack thereof, in the workplace. It

evaluates several options to increase the keyboarding skill level of employees at AeroSparc, Inc.Lastly, based on our findings, it will present our recommendation on how AeroSparc should proceed to improve the keyboarding skills of its staff. The report attempts to focus several keyissues such as:

● What is the current sentiment of business leaders regarding keyboarding skills in theworkplace?

● What are some of the issues which result from inadequate keyboarding skills?● What are several self-teaching software options available to improve employee

keyboarding skills with minimal employer impact?● What is involved in the implementation of keyboarding training at AeroSparc?

● What is the cost impact for AeroSparc to implement our recommendation?

BACKGROUND

Mr. Charles Underwood, Personnel Manager at AeroSparc, Inc., requested an investigation intoworkplace keyboarding skills. His position is that hunt-and-peck typing is a barrier to workplace productivity, as well as presenting possible reliability issues owing to inaccuracies in data entry.He requested that self-training software be investigated and that several options be presentedwhich will meet his requirements, along with a recommendation based on the findings.

Once a focal point of job applications and interviews, keyboarding skills have come to take a back seat to technology skills. When surveyed, however, employers admit that keyboardingskills are still important. With employees spending so much time at the keyboard each day, it'seasy to understand why they feel this way. Contrary to that belief, however, many admit thattheir firms don't have any formal standards in place when it comes to keyboarding skills.

Various leaders in the local business community were polled to compile data used in thedevelopment of this report. Additionally, various print media were consulted in an effort toqualify the options which are presented, and to develop a qualified recommendation for Mr.Underwood.

CONCERNS ABOUT TWO-FINGER TYPING

The most obvious consideration when it comes to the impact of typing skills in the workplace is

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As discussed in the notes at the bottom of page 295, the full title of the report goes here, 2 inches from the top of the sheet of paper.





DISCUSSION OF FINDINGS

Importance of Keyboarding Skills to Employers

The era of the typewriter has long since fallen by the wayside. Welcome the era of the computer.Both office fixtures, however, share a common link: keyboarding skills. Touch typing was oncea requirement high on the list of most employers seeking office help, and considering the primary input device for the computer is a keyboard, it would make sense that this would stillhold true today.

The focus, however, has shifted away from keyboarding skills. Employers nowadays are focusedon computer users, IT professionals and tech-savvy people who can manipulate the machines,rather than office personnel who are proficient at office duties such as typing. Educationalinstitutions will, by default, attempt to fill the demands of the business community as theychange. Recruiter Ann Corder says, “Schools and colleges used to offer courses teaching the

basic skills that so many office-based jobs rely on. In many instances, those have been replaced by ICT (information and communication technology) with teaching biased heavily towards IT”(as cited in Davis, 2007).

Where there was once a career to be had based on your typing skills alone, careers now revolvearound making the most of the hardware and software that the market has to offer, often at theexpense of basic typing ability. Nevertheless, Corder still believes that touch-typing, once thestaple of effective office personnel, is still a requirement for employers and shouldn’t beoverlooked (as cited in Davis, 2007).

The importance of touch-typing skills is not lost on those in charge, as our research shows. In a

survey of local business leaders and managers (see Appendix B), 80% indicated that it wasmoderately or very important that their employees have touch-typing skills. The majority practice what they preach, with 60% responding that they know how to touch-type themselves,indicating a belief that touch-typing is a beneficial and practical skill in today's business world.

Local businesspeople aren’t the only ones who know the value of touch typing. According to a blog by techie Alexis Leon (Leon, 2005), “Touch typists can do more work in fewer hours,giving them extra time to devote to other tasks as their typing speed will increase many times.”He goes on to say, “Touch-typing will improve your productivity. As you reach higher speeds,you will be able to finish your typing tasks–composing an email, writing a letter, posting an entryin your blog, completing a class assignment or preparing a project report–in much lesser time”

(Leon, 2005).

There is an apparent disconnect, however, between those in charge and those with theresponsibility to set company standards. In stark contrast to the importance leaders placed onkeyboarding skills, only 10% of those surveyed indicated that their company has a formal policyin place on keyboarding skills, and at 40 WPM, that policy could be considered fairly lax, at least by historical standards.

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game-based exercises included, although it does offer the ability to customize your learning planto your age group. Being commonly regarded as one of the best in your field does come with a price, however. Mavis Beacon commonly sells for between $29.99 and $39.99 at popular retailers. Also noteworthy is that since our initial research was conducted, v.17 Deluxe has been phased out. Currently available is v.20 Deluxe, which now lacks support for Windows 98.

Typing Tutor for Dummies also placed in the 2008 Typing Software Review onTopTenReviews.com with a respectable 6th-place finish. A major appeal of this software is itssimplicity. This is a no-frills software package with a series of incremental lessons, and acompanion guide in PDF format to help with lessons. With minimal software comes minimalhardware requirements which are also a benefit of Typing Tutor for Dummies. This program hasno problem meeting the Windows 98 criteria, and with only 32 MB of RAM and 20 MB of harddrive space required, this software won't burden your system resources. There are negativeaspects, however, which must be considered, such as the minimalist help files and the lack of testing abilities within the program. With retail prices ranging from $8.99 to $9.99, you get whatyou pay for with Typing Tutor for Dummies.

Miracle Type is a relative unknown in the typing software arena. The current release is v.8,although information and history on the software is scant. What is unique about Miracle Type,however, is that it is available as an Internet-based application which will run on any operatingsystem with Adobe Flash installed on it. The benefit of this is two-fold. First, this allowscontinuity across multiple platforms as computer systems are upgraded or new workstations areadded. Second, it allows users to log in from anywhere, at any time, if they have Internet access.It is also geared towards an adult audience, with a clean interface and no games. Also includedare tips on proper posture and preventing repetitive strain injury. The last key feature which isunique to Miracle Type is the cost. Individual licensed copies of the software sell between$14.99 and $19.99.

Typing Instructor Deluxe scored silver on the 2008 Typing Software Review onTopTenReviews.com behind the venerable Mavis Beacon package. With equal marks to Mavisacross the board, the only difference was a small deduction in the “Ease Of Use” category. LikeMavis, this is a full featured packaged geared towards an all-ages audience. The interface reflectsthe broad target market with somewhat less professional presentation than most businesses might prefer. With prices ranging from $14.99 to $19.99, however, Typing Instructor Deluxe is a goodvalue.

Typing for Business Plus is an adult and business oriented offering from Individual Software,makers of Typing Instructor Deluxe. Typing for Business Plus builds on the award-winning platform of their Deluxe offering, but presents it in a cleaner, more mature interface which business are sure to appreciate. Individual Software does offer volume licensing options for bothof their entries, but admittedly the volume pricing plans cost substantially more than purchasingindividual licenses. With prices ranging from $16.64 to $19.99, Typing for Business Plus is stilla good bargain for the business user.

As reflected in Table 1, our recommended title, Typing for Business Plus, falls squarely in linewith four of the five considered titles, with relatively consistent pricing from vendor to vendor.

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$0.00

$5.00

$10.00

$15.00

$20.00

$25.00

$30.00

$35.00

$40.00

$45.00

Mavis Beacon Teaches Typing

v.17 Deluxe

TypingInstructor

Deluxe

Miracle Type Typing forBusiness Plus

Typing Tutor forDummies

Vendor 1

Vendor 2

Vendor 3

Figure 1

Vendor 1 Vendor 2 Vendor 3Mavis BeaconTeaches Typing v.17

Deluxe

Wal-Mart Staples Sears

Typing Instructor Deluxe

Best Buy Wal-Mart CompUSA

Miracle Type Miracletype.com CompUSA Buy.comTyping for Business

PlusCircuit City Sam’s Club Amazon.com

Typing Tutor for Dummies

CompUSA Amazon.com Overstock.com

RECOMMENDATION

A thorough evaluation has been made of these options. We have taken into consideration all of the features and specifications as defined by the manufacturers. Pricing has been compared at aminimum of three vendors. Reviews appearing in journals, magazines, newspapers and blogshave all been considered. All of this has been weighed against Mr. Underwood’s stated

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Following the figure provide an explanof the figure; add more clarity and detand show its relevance to your topic.



requirements, along with the basic premise of value which is a fundamental decision-making principle of all businesses. Based upon our investigation, it is our recommendation thatAeroSparc purchase the Typing for Business Plus software. Some of the key factors in our recommendation include:

The Bottom Line – Typing for Business Plus was chosen over the #1 rated MavisBeacon software because it offers comparable features for $10 to $13 less per unit. Thiswill allow AeroSparc to buy more while saving money.

Range of Learning – Typing for Business Plus offer tutorials that cover over 120 of themost important topics and offer practical exercises designed to build your skills quickly.This software also offers the most comprehensive training available for Microsoft Wordand Excel.

Hands-Off – Typing for Business Plus offer easy installation and built in help/supportthat includes audio instructions.

Maturity – While most typing software targets general audiences of all ages, Typing for Business Plus aims for the adult, and specifically, the business audience. Figures 1

through 4 show the more mature interface which Typing for Business Plus offers. Notravel or racing games here!

Figure 2 Figure 3

Figure 4 Figure 5

Image Source: Individual Software athttp://www.individualsoftware.com/products/typing_instruction/typing_business/

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http://www.individualsoftware.com/products/typing_instruction/typing_business/





PROPOSED IMPLEMENTATION

Mr. Underwood requested that all proposed software be compatible with the Windows 98operating system. Beyond that, it is important that the computer hardware in place be sufficient

to meet the minimum system requirements of the recommended training software. Hardwareassessment would require IT personnel to evaluate each computer to ensure compliance. Such asurvey would take approximately 3 minutes per workstation. With roughly 2,000 workstations, acomplete analysis of computer hardware will take approximately 100 man-hours.

AeroSparc has the capability to make sure that the implementation of this project happens duringduty hours. The IT department will load the software on to the company’s server for employeeaccess. Once available, a company-wide e-mail will be sent advising all employees of thesoftware with instructions on how to download onto their terminal. Once employees havedownloaded the software, they will be given instructions on how to begin.

We propose that employees should have two days to complete and submit an initial skillsassessment to the Human Resources for evaluation of their current skillset. Human Resourceswill then conduct an overall evaluation of the assessments to gauge the typing level of thecompany as a whole. This will allow Human Resources to define a suitable timetable which willinclude incremental milestones which employees must meet.

Employees will also have the opportunity to sign-out the software from the IT department to useat their leisure. This allows motivated employees to learn at a quicker pace and to promptly reachcompliance with the requirements mandated by Human Resources.

We also recommend a policy of skills maintenance. Each employee should be required to submit

the results of a self-test to Human Resources once a year. An annual review of each employee’sskills will ensure that AeroSparc’s staff is always on top of their game. Further, the datacompiled from such an ongoing venture may provide Human Resources with information thatmay be useful in setting hiring requirements in the future.

Effective immediately upon implementation of this new software, it is our recommendation thatall new hires be required to meet minimum keyboarding standards defined by Human Resources.60 WPM is the average touch-typist’s speed. This, we believe, is a realistic minimumrequirement for all new hires, and should be the target requirement for existing employees tomeet as well.

In order to institute keyboarding skills assessment as part of qualifying all new potential hires,Human Resources will require one new workstation, along with the typing software. Thisworkstation will be installed in the Human Resources department, and will be used exclusivelyfor candidate assessment.

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COSTS

Examining solely the cost of the software will paint only a partial picture. There are additionalcost factors which must be taken into account when incorporating keyboarding training. Such

costs may include initial hardware assessment, software deployment, time spent by employees ontraining, and additional hardware required by Human Resources for new hire skills assessment.

We evaluated all available pricing options available for this specific software. IndividualSoftware, maker of Typing for Business Plus, offers volume pricing on its Typing Instructor Deluxe software, but not on its business software, which we found to be a bit unusual. Moreunusual, perhaps, is that the volume price for 50 copies of their Deluxe offering would beequivalent to roughly $60 per copy, a premium of $45 per copy over the individual license pricing!

With Typing for Business Plus selling at Sam’s Club, the cheapest vendor, for $16.64 each, we

still recommend the purchase of this title, despite the lack of a viable volume pricing plan. If AeroSparc were to purchase 25 individual license copies of the software from Sam’s Club, thetotal investment in software would be $416. Since employees will be downloading the programto their terminals from the server, the extra software will give the company enough to allow theemployees to sign out a copy for a specified period so they may further there practice if theydesire.

Mr. Underwood requested that all proposed software be compatible with the Windows 98operating system. Beyond that, it is important that the computer hardware in place be sufficientto meet the minimum system requirements of the recommended training software. Hardwareassessment would require IT personnel to evaluate each computer to ensure compliance. Such a

survey would take approximately 3 minutes per workstation. With roughly two thousandworkstations, a complete analysis of computer hardware will take approximately 100 man-hours.The evaluations can be easily completed by an entry-level IT staffer. Such an employee carries acost of roughly $25 per hour, putting the total cost of hardware evaluation at about $2,500.

Deployment of the software will consist of installation of the software to the network server andmaking the software available for download to employees. We estimate actual installation to takeabout 5 minutes. Human Resources and IT should then collaborate to draft a company-wideemail to notify employees about the requirements, instructions on use, and the minimumstandards which everyone must meet. This process may take several man-hours between the twodepartments. The cost for manpower is estimated at approximately $250.

Quantifying time spent on employee self-training is difficult, if not impossible, as eachemployee’s existing skills will be different. Employees should be allowed sufficient time to reapthe full benefits of the touch-typing program. The case can be made that time sacrificed now atcurrent work rates will be made up for by the steady increase in employee productivity as their keyboarding skills increase, resulting in an essential net wash on this aspect of cost.

In order to institute keyboarding skills assessment as part of qualifying all new potential hires,

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Human Resources will require one new workstation with the software installed. A basicworkstation with specifications comparable to those in use throughout the company can beacquired for a nominal cost, estimated at no more than $500.

CONCLUSIONS

Our first-hand data, provided by local business leaders, emphasizes the importance of keyboarding skills to those in charge. It also highlights the disconnect between those in charge,and those with the responsibility to hire and train, as evidenced by the notable absence of formalkeyboarding requirements or assessments for new hires or continued employment.

Based on our findings, we recommend that AeroSparc, Inc. incorporate keyboarding assessmentand training into its training program for both new hires and existing staffers. This addition willfurther bolster AeroSparc's comprehensive training program, and in turn will increase the value

of the company through increased productivity in the long run, as well as through more accurate,viable data on which to base its engineering projects.

Additionally, based on our survey in which we interviewed local business leaders, most indicatedthat no formal requirements are in place at their firms in regards to keyboarding skills. Thisshould be seen as an opportunity for AeroSparc to further differentiate itself from itscompetitors. Doing so will bolster investor confidence in the company, and will make thecompany more appealing to well-qualified job seekers who are considering AeroSparc for employment.

10

You have good ideas and information, and good integration of secondarysources and visuals (though the visuals need improved clarity and formatting).You have some organizational issues, primarily surrounding your recommendations. Recommendations are based on, and therefore follow your conclusions.

Report body is a little short. With three team members, you should have atleast 12 pages; you only have 9 ½ pages.

Content: 93*.40 = 37.2Organization: 93*.10 = 9.3

Grammar: 87*.30 = 26.1Format: 87*.20 = 17.4

Report Grade: 90%



APPENDIX A

SAMPLE SURVEY QUESIONNAIRE

Questionnaire – Typing in the Workplace

What is your position with your company?

___________________________________

Do you know how to touch-type?

YES ___ NO ___

What percentage of the day do you estimate that your employees spend at their computer?

0-20% ___ 20-40% ___ 40-60% ___ 60-80% ___ 80-100% ___

How important is it to you that your employees have touch-typing skills?

Very ___ Moderately ___ Somewhat ___ Not Very ___

What percentage of your employees do you estimate to have competent touch-typing skills?

0-20% ___ 20-40% ___ 40-60% ___ 60-80% ___ 80-100% ___

Does your company have official minimum typing requirements for employment?

YES ___ NO ___

If so, what is the WPM requirement?

_____ WPM

Do you think that your employees' touch-typing skill level impacts your company's productivity?

YES ___ NO ___

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APPENDIX B

TABLE OF SURVEY RESULTS

Do you know howto touch type?

Yes No Somewhat

6 3 1

What percentageof the day do youestimate that your employees spendat their computer?

0 – 20% 20 – 40% 40 – 60% 60 – 80% 80 – 100%

3 7

How important is

it to you that your employees havetouch-typingskills?

Very Moderately Somewhat Not Very

1 7 2

What percentageof your employeesdo you estimate tohave competenttouch-typingskills?

0 – 20% 20 – 40% 40 – 60% 60 – 80% 80 – 100%

1 5 3 1

Does your company haveofficial minimumtypingrequirements for employment?

Yes 1 No 9

If so, what is theWPMrequirement?

1 respondent – 40 WPM

Do you think that

your employees’touch-typing skilllevel impacts your company’s productivity?

Yes 3 No 7

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REFERENCES

Correli, L. (n.d.). Everything You Need to Know About Touch Typing. Retrieved April 15, 2008,from the ESL Teachers Board Web site:

http://www.eslteachersboard.com/cgibin/articles/index.pl?noframes;read=1465

Davis, H. (2007, November 28). Looking in vain for the next class acts. The Times (London,

England). Retrieved April 16, 2008, from Academic OneFile database (171845135CJ).

Erthal, M. (2003). Who Should Teach Keyboarding and When Should It Be Taught . RetrievedApril 16, 2008, from the home page of Dr.Harriet Rogers, Associate Professor atUniversity of Wisconsin – Whitewater:http://facstaff.uww.edu/rogersh/Issues/Articles/WhoShouldTeach.pdf

Johnson, R. (2003, December 28). Basic, low-tech typing appears to be a lost skill. The Boston

Globe. Retrieved April 16, 2008, from

http://www.boston.com/jobs/globe/articles/122803_type.html

Leon, A. (2005, July 29). Touch Typing . Retrieved April 15, 2008, from the Alexis onTechnology section of the Alexis Leon Web site:http://www.alexisleon.com/art/2005/07/29/touch-typing.html

Peck, P. (2006, November 10). Two-finger typists at risk for carpal tunnel syndrome. RetrievedMay 9, 2008, from the General Neurology section of the MedPage Today Web site:http://www.medpagetoday.com/Neurology/GeneralNeurology/tb/4481

Reeves, S. (2005, August 18). Avoiding Repetitive Strain Injury. Forbes.com. Retrieved May 9,

2008, from http://www.forbes.com/work/2005/08/18/career-work-rsi-cx_xr_0818bizbasics.html

Typing software review 2008. (2008). TopTenReviews.com. Retrieved April 16, 2008, fromhttp://typing-software-review.toptenreviews.com/

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http://facstaff.uww.edu/rogersh/Issues/Articles/WhoShouldTeach.pdf


http://www.alexisleon.com/art/2005/07/29/touch-typing.html

http://www.medpagetoday.com/Neurology/GeneralNeurology/tb/4481

http://www.forbes.com/work/2005/08/18/career-work-rsi-cx_xr_0818bizbasics.html


http://typing-software-review.toptenreviews.com/


http://facstaff.uww.edu/rogersh/Issues/Articles/WhoShouldTeach.pdf


http://www.alexisleon.com/art/2005/07/29/touch-typing.html

http://www.medpagetoday.com/Neurology/GeneralNeurology/tb/4481



http://typing-software-review.toptenreviews.com/

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Sample Formal Report Student 2(1)