chapter 10 copyright © 2015 cengage learning writing the report
TRANSCRIPT
Chapter 10
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Writing the Report
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Planning Drafting Writing
Documenting Refining
Writing the Report
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Selecting a Report Format
Primarily Text Text and Graphics
Memo or Email
Formal Reports
Informal Reports
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Page numbers
Message title
Mix of text and
graphics
Detailed, explanatory
text
Main points
reinforced(optional)
White background
Bullets or text in
graphics
Formatting a Report in Presentation Software
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Ways to Organize the Report
When it is important for the reader to know the sequence of events
Time
When the geographical or physical location of topics is important
Location
When you want to draw attention to important information
Importance
When you’re writing analytical and recommendation reports
Criteria
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Presenting Findings, Conclusions, and Recommendations
Reco
mm
en
dati
on
Con
clu
sion
Fin
din
g
States the information collected
Forty-five percent of the building foundation is deteriorated.
Answers research questions raised in the introduction
The building will not withstand another hurricane.
Draws a solution based on the finding and conclusion
The foundation needs to be replaced.
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Outlining the Report
Working Mothers in Management
I. INTRODUCTION• Purpose and Scope• Procedures
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Outlining the Report (cont’d)
II. FINDINGSA. Number of Working Mothers
National Labor Force State Labor Force
B. Effects on Labor Productivity Absenteeism Rate of Turnover Commitment to the Job
C. Special Needs of Working Mothers On-Site Child Care Centers Flexible Working Hours Family Leave
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Outlining the Report (cont’d)
III. SUMMARY, CONCLUSIONS, AND
RECOMMENDATIONS• Summary and Conclusions• Recommendations
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Choosing Headings
Generic Headings
Current Staffing Comparisons
Performance Evaluation Summary
Message Titles
Bishops’ Staffing Level is High Compared to that of
Its Competitors
Employees’ Performance Varies by Years of
Experience
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Drafting the Body
Introduction: Present the information the reader needs to make sense of the findings
Findings: Analyze and interpret findings for the reader
Summary, Conclusions, and Recommendations: Modify according to the purpose and length of your report
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Drafting the Supplementary Sections
Report title and subtitle, company logo, writer’s name, and report date
Title Page
Separate note to introduce the report
Cover Letter, Memo, or
Abstract or synopsis of the reportExecutive Summary
Headings, subheadings, and page numbersTable of Contents
Supplementary reference material not relevant enough for the body
Appendix
List of secondary sourcesReferences
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Developing an Effective Writing Style
Tone
Pronouns
Verb Tense
Emphasis and Subordination
Coherence
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YU
RI A
RC
UR
S/S
HU
TTER
STO
CK
.CO
M
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How Can You Improve the Tone?
BUT:
NOT: Our turnover rate has skyrocketed in the past
year.
BUT:
NOT: The manager claimed that his employees left for better
compensation.
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Use First- and Second-Person Pronouns Sparingly
Informal I recommend that the project be canceled.
AwkwardThe writer recommends that the project be canceled.
Formal The project should be canceled.
Informal I interviewed Jan Smith.
Passive Jan Smith was interviewed.
Formal In a personal interview, Jan Smith stated . . .
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7POSTMAN/ISTOCKPHOTO.COM
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Use Emphasis and Subordination
Devote an appropriate amount of space to a topic.
Position your major ideas first for the direct plan.
Use language that directly tells what is more and less important.
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Add a Section Overview
Regional Sales AnalysisThe Northeast region leads in individual room sales, while the Southern region leads in group and corporate sales. The Midwest region lags in all sales categories.
Individual Sales
text text text text text text text text text text text text text text text text text
Group Salestext text text text text text text text text text text text text text text text text
Corporate Sales
text text text text text text text text text text text text text text text text text
Text after a main heading
overviews content within a
section.
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Why We Document Sources
To avoid accusations of plagiarism
To give credit to the originator of information
To demonstrate the validity of our work with credible sources
To instruct readers where to find additional information
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How Can You Paraphrase These Words?
Matsui’s president, Ken Okono, said that the next model will “surpass all previous versions with increased functionality and improved usability.” On an analyst call on Tuesday, Okono assured listeners that the company will exceed investor expectations in the third quarter and will increase market share by at least 15% by year-end.
Try two versions: one that retains the quote and another that omits it.
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How to Document Sources
OR
Reference Page (for reports in presentation software)
Footnotes or Endnotes (for primarily text reports)
According to the “CEO Economic Outlook Survey,” 92% of company leaders expect higher capital expenditures this quarter compared to last quarter.4
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Revising
1. Revise for Content
• Have you included sufficient information to support each point?
• Have you excluded extraneous information?
• Is all information accurate?
• Is the information presented in an efficient and logical sequence?
2. Revise for Style
• Are words clear, simple, and concise?
• Are you using a variety of sentence types?
• Do your paragraphs have unity and coherence?
• Have you maintained a confident, sincere, objective tone?
• Have you used appropriate emphasis and subordination?
3. Revise for Correctness
• Do you find any errors in grammar, spelling, punctuation, and word usage?
• Does a colleague catch any errors you may have overlooked?
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Formatting and Proofreading
Formatting
Use a consistent, logical format, keeping the needs of the reader in mind
Proofreading
Do not risk destroying your credibility by failing to proofread carefully
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