Writing the Report - Higher Ed eBooks & Digital Learning ...

Writing the Report - Higher Ed eBooks & Digital Learning ...

Copyright 2015 Cengage Learning Chapter 10 Writing the Report Writing the Report Planning Drafting Copyright 2015 Cengage Learning Documentin g Writing Refining 2 Writing the Report Planning Drafting Copyright 2015 Cengage Learning Documentin g

Writing Refining 3 Selecting a Report Format Formal Reports Copyright 2015 Cengage Learning Primarily Text Text and Graphics Informal Reports Memo or Email Planning Refining | Drafting | Writing |

Documenting | Formatting a Report in Presentation Software Message title White background Detailed, explanatory text Mix of text and graphics Copyright 2015 Cengage Learning Bullets or text in graphics Main points reinforced (optional) Planning Refining Page numbers

| Drafting | Writing | Documenting | 5 Ways to Organize the Report Time When it is important for the reader to know the sequence of events Location When the geographical or physical location of topics is important Copyright 2015 Cengage Learning Importance When you want to draw attention to important information Criteria

Planning Refining | When youre writing analytical and recommendation reports Drafting | Writing | Documenting | 6 Copyright 2015 Cengage Learning Forty-five percent of the building foundation is deteriorate d. Planning Refining

| Drafting Answers research questions raised in the introduction Recommendation States the information collected Conclusion Finding Presenting Findings, Conclusions, and Recommendations Draws a solution based on the finding and conclusion The building will not withstand

another hurricane. | Writing The foundation needs to be replaced. | Documenting | Outlining the Report Working Mothers in Management I. INTRODUCTION Copyright 2015 Cengage Learning Planning Refining Purpose and Scope Procedures

| Drafting | Writing | Documenting | 8 Outlining the Report (contd) II. FINDINGS A. Number of Working Mothers National Labor Force State Labor Force B. Effects on Labor Productivity Absenteeism Rate of Turnover Commitment to the Job

Copyright 2015 Cengage Learning C. Special Needs of Working Mothers Planning Refining | On-Site Child Care Centers Flexible Working Hours Family Leave Drafting | Writing | Documenting | 9 Outlining the Report (contd) III. SUMMARY, CONCLUSIONS, AND RECOMMENDATIONS

Copyright 2015 Cengage Learning Planning Refining Summary and Conclusions Recommendations | Drafting | Writing | Documenting | 10 Copyright 2015 Cengage Learning Choosing Headings Generic Headings

Message Titles Current Staffing Comparisons Bishops Staffing Level is High Compared to that of Its Competitors Performance Evaluation Summary Employees Performance Varies by Years of Experience Planning Refining | Drafting | Writing | Documenting | Writing the Report

Planning Drafting Copyright 2015 Cengage Learning Documentin g Writing Refining 12 Drafting the Body Introduction: Present the information the reader needs to make sense of the findings Copyright 2015 Cengage Learning Findings: Analyze and interpret findings for the reader Summary, Conclusions, and Recommendations: Modify according to the purpose and length of your report Planning Refining | Drafting

| Writing | Documenting | 13 Drafting the Supplementary Sections Report title and subtitle, company logo, writers name, and report date Title Page Copyright 2015 Cengage Learning Cover Letter, Memo, or Email Separate note to introduce the report Executive Summary Abstract or synopsis of the report Table of

Contents Headings, subheadings, and page numbers Appendix References Planning Refining | Supplementary reference material not relevant enough for the body List of secondary sources Drafting | Writing | Documenting | Writing the Report Planning Drafting Copyright 2015 Cengage Learning

Documentin g Writing Refining 15 Developing an Effective Writing Style Tone Pronouns YURI ARCURS/SHUTTERSTOCK.COM Verb Tense Copyright 2015 Cengage Learning Emphasis and Subordination Coherence Planning Refining | Drafting | Writing |

Documenting | 16 How Can You Improve the Tone? BUT: NOT: Our turnover rate has skyrocketed in the past year. Copyright 2015 Cengage Learning BUT: NOT: The manager claimed that his employees left for better compensation. Planning Refining | Drafting | Writing

| Documenting | Use First- and Second-Person Pronouns Sparingly Informal Awkward Copyright 2015 Cengage Learning Formal Informal I interviewed Jan Smith. Passive Jan Smith was interviewed. Formal In a personal interview, Jan Smith stated . . . 7POSTMAN/ISTOCKPHOTO.COM Planning Refining

| Drafting I recommend that the project be canceled. The writer recommends that the project be canceled. The project should be canceled. | Writing | Documenting | Use Emphasis and Subordination Devote an appropriate amount of space to a topic. Copyright 2015 Cengage Learning Position your major ideas first for the direct plan. Use language that directly tells what is more and less important. Planning

Refining | Drafting | Writing | Documenting | Add a Section Overview Regional Sales Analysis The 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 textText text texta after text text text main heading overviews Copyright 2015 Cengage Learning Group Sales content within a

text text text text text text text text text text text text section. text text text text text Corporate Sales text text text text text text text text text text text text text text text text text Planning Refining | Drafting | Writing | Documenting | 20 Writing the Report Planning Drafting Copyright 2015 Cengage Learning Documentin

g Writing Refining 21 Why We Document Sources To avoid accusations of plagiarism To give credit to the originator of information Copyright 2015 Cengage Learning To demonstrate the validity of our work with credible sources To instruct readers where to find additional information Planning Refining | Drafting | Writing | Documenting

| How Can You Paraphrase These Words? Copyright 2015 Cengage Learning Try two versions: one that retains the quote and another that omits it. Matsuis 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. Planning Refining | Drafting | Writing | Documenting |

How to Document Sources Copyright 2015 Cengage Learning According to the CEO Economic Outlook Survey, 92% of company leaders expect higher capital expenditures this quarter compared to last quarter.4 OR Footnotes or Endnotes (for primarily text reports) Planning Refining | Drafting Reference Page (for reports in presentation software) | Writing | Documenting

| Writing the Report Planning Drafting Copyright 2015 Cengage Learning Documentin g Writing Refining 25 Copyright 2015 Cengage Learning Revising 3. Revise for Correctness 1. Revise for Content 2. Revise for Style 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? 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? Planning Refining | Drafting |

Writing | Do you find any errors in grammar, spelling, punctuation, and word usage? Does a colleague catch any errors you may have overlooked? Documenting | 26 Formatting and Proofreading Formatting Copyright 2015 Cengage Learning Use a consistent, logical format, keeping the needs of the reader in mind Planning Refining

| Drafting | Proofreading Do not risk destroying your credibility by failing to proofread carefully Writing | Documenting |

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