1

So True About E-mail I’m so tired of reading e-mail messages

that go on and on. Just give me the information I need and stop! Please! -- Michelle Black, IBM

Consulting

One of five respondents (20%) has had e-mail and IM subpoenaed in the course of a lawsuit or regulatory investigation. Another 13% have battled workplace lawsuits triggered by employee e-mail.-- American Management Association and ePolicy Institute

2

Topics for Week 5

Assignments Turned In Writing Informal and Formal

Reports Preparing for Team Research

Report Outline Exam

3

Key Points to Remember Use A3 in writing all business

messages. Avoid using terminology not

commonly used by audience: Variable cost model Reprographic services

Follow instructions on assignment Use parallelism when highlighting

4

Business reports are systematic attempts to answer questions and solve problems.

Reports vary in the following ways: Functions Organizational patterns Formats Writing styles

What Are Business Reports?

5

Report Functions

Type of Function

Description Examples

Informational Reports that present data without analysis or recommendations

Analytical Reports that provide data, analyses, conclusions and possibly recommendations

6

Organizational PatternOrganizational Pattern

?? Pattern?? Pattern

Report

-----Main Idea ---------------------------------------------------------------------------------------------------------------------------------------------------------------------

Report

-----Main Idea ---------------------------------------------------------------------------------------------------------------------------------------------------------------------

If readersare informed

If readersare informed

If readersare supportive

If readersare supportive

If readersare eager to

have results first

If readersare eager to

have results first

7

Organizational PatternOrganizational Pattern

?? Pattern?? Pattern

If readersneed to beeducated

If readersneed to beeducated

If readersneed to bepersuaded

If readersneed to bepersuaded

If readersmay be hostileor disappointed

If readersmay be hostileor disappointed

Report

----------------------------------------------------------------------------------------------------------------------------------------------------------------------Main Idea ----

Report

----------------------------------------------------------------------------------------------------------------------------------------------------------------------Main Idea ----

8

Report Formats

Format DescriptionLetter (P. 241 in text)

Short informal reports that are less than 10 pages, sent outside of an organization

Memo(P. 250-253 in text)

Short informal reports that stay within an organization

9

Report Formats

Format Description ContentManuscript or formal(P. 291-300 in text)

Longer, more formal reports

TitleTable of ContentsExecutive SummaryBodyAppendixBibliography

Printed form

Prepared forms (e.g. monthly sales reports, financial reports)

Repetitive information

10

Writing Styles

Formal InformalReport Type

ThesisResearch studiesComplex reports

Routine reports for familiar and/or audiences

Effect Feeling of objectivity and professionalism

Feeling of personal involvement and closeness

Person Use of third person (e.g. the researcher, the XX Company)

Use of first person (e.g. I, we)

Voice Use of passive-voice verbs (e.g. The study was conducted)

Use of active-voice verbs (e.g. I conducted the study)

Language Formal language Informal language

11

Report Basics

Report Delivery

In person Mail delivery

Fax E-mail or online

Formats Manuscript Printed form

Letter Memo

Direct pattern Indirect patternPatterns

Functions Information reports

Analytical reports

12

Activity

In groups of 3-4 people. . . Identify the following for each of

the scenarios Function Organizational pattern Format Writing style Person in which it should be written

Identify a spokesperson to report out.

13

1. A report submitted by a sales rep to her manager describing what she learned at a sports product trade show

2. A report prepared by an outside consultant examining whether a sports franchise should refurbish its stadium or look to relocate to another city

3. A recommendation report from a team of consultants to the Executive Director of a major non-profit organization to outline the necessary computer upgrades for the headquarter’s building

4. A report from a national company informing state authorities how it has improved its safety program so that its trucks now comply with state regulations. The report describes; it does not interpret the program.

Activity Scenarios

14

Applying the Writing Process to Reports

Step 1 Step 2 Step 3 Step 4

Step 5 Step 6

Analyze the problem and purpose.

Anticipate the audience and issues.

Research the data.Organize, analyze, interpret,

illustrate the data.

Compose the first draft.Revise, proofread, and evaluate.

15

PlanPlan ResearchResearch OrganizeOrganize PresentPresent

Process to Write Business Reports

16

Analyze the problem and specific audience.

Anticipate the audience and issues.

Key questions to ask. . . . What is the problem/opportunity? What is important to the audience?

What key issues need to be addressed?

A3

PlanPlan ResearchResearch OrganizeOrganize PresentPresent

17

PlanPlan ResearchResearch OrganizeOrganize PresentPresent

ROC

Use different types of research methodologies to provide most important persuasive data.

Key questions to ask. . . What does the audience need to know

to act or think differently? How can your team best collect this

information/data?

18

Being Objective in Writing Reports

Present both sides of an issue.

Separate fact from opinion.

Be sensitive and moderate in language.

Cite sources carefully.

19

Getting Data from Secondary Sources

Books

Periodicals (journals, magazines and pamphlets)

Print

CD-ROM

World Wide Web

Blogs

20

Identify an expert Prepare for the interview

Plan questions Use the company’s language Do your homework

Make your open-ended questions objective and friendly

Conduct interviews in a professional manner

End graciously

Getting Data from Primary Sources

Interviews (pg. 277)

21

Getting Data from Primary Sources

Surveys (pg. 276)

Define the purpose of the survey and how you will use the information.

Design the survey with the respondent in mind.

• Limit the survey to under 10 questions

• Ask questions in a clear and concise manner.

• Provide all possible choices

• Group similar questions together

• Thank the respondents for their time.

If time, inform the respondents of the results.

22

Class Activity

Identify the best place to gather information for the scenarios on page 258, #10.

23

Reasons for Documenting/Citing Data?

Strengthens your argument Instructs the reader Protects you from charges of

plagiarism

24

Another person's ideas, opinions, examples, or theory.

Any facts, statistics, and graphics that are not common knowledge.

Quotations of another person's actual spoken or written words.

Paraphrases of another person's spoken or written words.

What to Document/Cite

25

Using Direct Quotations

To provide objective background data and establish the severity of a problem as seen by experts

To repeat identical phrasing because of its precision, clarity, or aptness

To duplicate exact wording before criticizing

26

Activity In your Project Teams, identify the

following for your project. . . What information/data does your audience

need to know to act or think differently?

What additional different types of research methods can you use?

Would it be persuasive to use quotations in your research paper? If so, why and where?

Can you benefit from information/data

collected through interviews and surveys? If so, what types of questions should you ask?

27

Organize Information

Reader comprehension, not writer convenience, should govern report organization.

Key Question to Ask. . . . How will the audience best accept and

understand the information?

PlanPlan ResearchResearch OrganizeOrganize PresentPresent

ROC

28

Direct Organizational Pattern

Direct Pattern

Informational Report

Introduction/Background

Facts/Findings

Summary

Analytical Report

Introduction/Problem

Recommendations

Facts/Findings

Discussion/Analysis

29

Indirect Organizational Pattern

Indirect Pattern

Analytical Report

Introduction/Problem

Facts/Findings

Discussion/Analysis

Conclusions/Recommendations

Gain attention

Build interest; reduce resistance

Motivate action

30

Primary Methods of Data Organization

Chronological order is organized by chronology: e.g., 2000, 2001, 2002.

Geographical or spatial is organized by physical location

Topical or functional is organized by topic or function.

See page 282 for all organizational patterns.

31

Class Activity Identify the method of data organization

for each of the following scenarios:• A progress report submitted six months into the

process of planning the program for your organization’s convention

• A monthly sales report submitted to the sales manager

• An informational report describing a company’s expansion plans on South America, Europe, Australia, and Southeast Asia

• A recommendation report to be submitted to management presenting four building plans to improve access to your building. This is in compliance with federal regulations. The plans range considerably in feasibility and cost.

32

Activity

In your Project Teams, identify the following for your project. . . What organizational pattern should be

used?

How should data be organized for the audience to understand it?

33

Writing Research Report Outline

34

Writing Team Outline Your outline will dictate the organization

of your research paper.

All research reports must have a minimum of two main points and no more than five main points.

If there are any sub points, there must be at least two. (There cannot be only one sub point.)

The headings must be short and clear. They must be written in a consistent format.

All reports must have at least one recommendation.

35

ApplicationI. Executive Summary

II. Problem

III Background

IV. Discussion of FindingsA. Highlights of Jamba Juice

1. Unique Health Experiencea. Nutritional contentb. Convenient nourishment

2. Established Business with Growth Potential

a. Community contributionb. Corporate partnership

B. Positive Reasons to Become Partners1. Improve Image2. Offer a Useful Service3. Promote a Healthier Lifestyle

Gains attention

Builds interest

Reduces resistance

36

ApplicationC. Advantages for 24 Hour Fitness

1. Minimal Effort Required2. Value-added Service3. Increased Profit Potential4. Positive Aesthetic Impact

D. Fitness and Juice by the Numbers1. Customer Satisfaction Survey2. Profit Estimates

V. Conclusions and RecommendationsA. Review of BenefitsB. Proposal for Action

1. Launch Two-Store Implementation2. Evaluate for Potential Expansion

VI. Appendix: Customer Survey

VI I. Works Cited

Reduces resistance

Motivates action