Chapter 8 short reports
-
Upload
asupinski -
Category
Technology
-
view
558 -
download
0
description
Transcript of Chapter 8 short reports
Business Reports
PurposeTo convey essential information in an
organized, useful format.The ability to convey information of any sort
remains a highly marketable skill!
A well prepared report…
…contains complete, accurate information …may vary from expense to profits, to sales,
etc. …is often meant to influence decisions …must be clear, concise and readable
FormatsBrief Informal
In House Use
Longer, Formal
National, public distribution May contain charts, tables,
graphs, etc.
Formal Reports Longer and more thorough Extensive gathering of information in
stylized format Library research, surveys, interviews,
experimentation Organized Data
Organization Title Page Table of Contents Abstract Introduction Summary Body Conclusion
Recommendations Appendix Bibliography/References
Types of ReportsPG. 284
Record Report Statistical Report Progress Report Investigative Report Recommendation Report Incident/Trouble Report
Rules & StyleRules
Cite your sources! Date your report Keep a copy for your own
reference
Style Depends on the audience Informal: OK to use “I’ and
“we” Formal: Impersonal, third
person
Short Reports
Why Short Reports are Important
Tell whether Work is being completed Schedules are being met Costs have been contained Sales projects are being met Unexpected problems have been solved
Informal Reports Common Form Usually 5 or fewer pages Drafted in memo form (in house) Prepared quickly (Information is casual
and unscientific) Thorough and Factual Defines your purpose and expresses the
precise reason for the report
Organization (General)
•1st Para: Main idea is clear and concise
•2nd Para: Develop main point with supporting details
•3rd Para: State objective conclusion; comments & recommendations
7 Guidelines for Short Reports
How will your audience use your report? Do the necessary research Be objective and ethical Organize carefully Use Reader-Centered Headings, Bullets,
Numbering, and Visuals Write clearly and concisely Choose most appropriate format
OrganizationMost have 3 or 4 main parts: Introduction Body Conclusion Recommendations
Reader-Centered Design
Help readers locate and digest information quickly
Make your report look professional, readable and easy to follow
Be consistent in your design and format Include only the most relevant visuals Place visuals in the most appropriate place
Types of Short Reports Periodic Sales Progress Trip/Travel Reports Incident Reports
Progress ReportReveals whether you are… Specifying what work has been done Keeping on your schedule Staying within your budget Using the proper technology/equipment Making the right assignments Identifying an unexpected problem Providing adjustments in schedules, personnel, etc. Indicates what work remains to be done
Parts of a Progress Report
Brief Introduction Indicate why you are writing Provide necessary project titles, codes, dates Help readers recall the job you are doing for them
Body Provide details about costs, materials, personnel,
and times Includes work you have done; Work you are
presently doing Conclusion
Timetable for completion of duties
Trip/Travel Reports Answer the following questions:
Where did you go? When did you go? Why did you go? What did you see? Whom did you see? What did they tell you? What did you do about it?
Gathering Information Before you leave…
Get instructions Check files for previous correspondence, case studies,
etc. Download work orders, instructions, etc… Make notes of what you saw and heard Save all receipts
When you get back… Write your report promptly Exclude irrelevant details Be objective Double check facts
Incident Reports Parts
Identification Details Type of Incident Time/Location of Incident Description of what happened What was done after the incident What caused the incident Recommendations?
Incident Reports: Protecting Yourself Legally
Submit your report promptly Double-check spelling
Names, pieces of equipment, etc. Be accurate, objective and complete Give facts, not opinions Do not exceed professional responsibilities
Answer only what you are qualified to answer