Chapter 10 Copyright © 2015 Cengage Learning Writing the Report.

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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Writing the Report

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Selecting a Report Format

Primarily Text Text and Graphics

Memo or Email

Formal Reports

Informal Reports

Planning | Drafting | Writing | Documenting | Refining

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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

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Con

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Fin

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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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Writing the Report

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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

Email

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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Writing the Report

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Developing an Effective Writing Style

Tone

Pronouns

Verb Tense

Emphasis and Subordination

Coherence


YU

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RC

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S/S

HU

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STO

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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 . . .


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


Chapter 10 Copyright © 2015 Cengage Learning Writing the Report.

Documents

Transcript of Chapter 10 Copyright © 2015 Cengage Learning Writing the Report.