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Lecture Seven Chapter Six

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Title: Lecture Seven Chapter Six


1
Lecture SevenChapter Six
  • Strategies for Writing Reports

2
REPORT WRITING PROCESS
  • DEFINE THE PROBLEM OR OBJECTIVE
  • What does reader want from the report?
    (Information, Data, Analysis
  • ESTABLISH HYPOTHESES
  • Set up IF - THEN statements
  • SEEK DATA
  • Primary (Collected through surveys, interviews,
    experiments.
  • Secondary ( Historical information)
  • FORMAT
  • Informal (Short Memo) - Letter or Memo Report -
    Formal

3
STRATEGIC CONSIDERATIONS
  • FORMAT CONSIDERATIONS
  • Audience
  • Effort (Phone Calls to several weeks in the
    library)
  • Value (End use)
  • Original Assignment (Expectations of Reader)
  • Precedent
  • Order (What appears first in the report) Direct -
    Indirect

4
ORGANIZATION
  • Time (Is the information chronological)
  • Place (Is information geographic)
  • Quantity (Organized by statistical category)
  • Factors or Other Criteria (What helped you reach
    your conclusion?) (Optimum characteristics of a
    job candidate)

5
INTERNAL STRUCTURE
  • HEADINGS - Establish the degree of significance
    of material to follow (Can be used in formal and
    informal)
  • Reflect the outline of your report
  • Use as transition devices (When finish one
    section introduce the next)
  • Be descriptive but short ( No more than seven
    words)
  • First Degree (Some writers center and make bold)
    Be consistent
  • Second Degree (Usually at left margin) indicate
    a sub category of the section)
  • Third Degree (Indented, underscore, Capitalize
    the initial letter only. Follow the heading by a
    period and start the body of the paragraph

6
MEMORANDUM AND LETTER REPORTS
  • Most Informal (Follow style guide for the
    organization)
  • Introduction (Purpose and who authorized)
  • Body (Direct or Indirect Style)
  • Use Headings
  • Use Lists Only After Introducing Subject
  • Tell the Story Dont Just Develop a List
  • Ending (Last paragraph should provide conclusions
    and recommendations)

7
LETTER REPORTS
  • ORGANIZATION
  • DIRECT OR INDIRECT (Mostly Indirect because of
    uncertainty of reader reaction)
  • INTRODUCTION
  • Similar to Memo Report. Use to orient reader
  • BODY
  • No set length usually 8 - 10 pages
  • ENDING
  • Conclusion and Recommendations

8
FORMAL REPORT
  • PREFATORY
  • TITLE FLY
  • TITLE PAGE
  • Title,Presented To, Presented By
  • LETTER OF TRANSMITTAL
  • 1st paragraph - Transmits report to recipient,
    states nature of report, mentions authorization
  • Body - Synopsis, helpful hits in reading and
    acknowledgments
  • Close with goodwill statement
  • TABLE OF CONTENTS
  • LIST OF TABLES AND FIGURES
  • SYNOPSIS
  • If not included in Letter of Transmittal.
    Sometimes called epitome, review, brief, digest
    or executive summary

9
REPORT PROPER
  • INTRODUCTION
  • State Purpose of Report
  • Authorization
  • Methodology
  • Plan used to present information (First, second,
    finally)
  • Optional Sections
  • Statement of limitations
  • Scope of research
  • Definitions
  • Background of the report problem

10
REPORT PROPER CONTINUED
  • BODY
  • Well organized with useful of headings
  • Transitions used to introduce the next section
  • Smooth flow of information
  • Appropriate degree of objectivity
  • Assumptions and inferences are acknowledged
  • Correct tense (current tense for your data, past
    tense for historic data)
  • SUMMARY, CONCLUSIONS, AND OR RECOMMENDATIONS
  • Summary (used to end informational report
  • Conclusions (List results of writers
    investigation. Do not introduce new information)
  • Recommendations can introduce new information
    resulting from research

11
VISUAL AIDS
  • GENERAL RULES
  • Appropriateness
  • Must add value not create clutter
  • Reference and Placement
  • Refer to visuals in text (Usually before it
    appears)
  • Size
  • Keep it as simple as possible
  • Content
  • Relates closely to current discussion
  • Conventions
  • Distinguish between figures and tables. Place
    title of table above and figure below

12
COMMON VISUALS
  • PIE CHARTS
  • Useful for proportions
  • BAR CHARTS (simple and complex)
  • Parts of a whole and comparing over a period of
    time
  • LINE GRAPHS
  • Presents trends in a informational and dramatic
    way
  • TABLES
  • Arranging data in a concise manner (see page
    143-144 for rules)
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