chapter 18 chapter 18. writing formal reports 1 writing formal reports

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Chapter 18 Chapter 18. Writing Formal Reports 1 Writing Formal Reports

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Page 1: Chapter 18 Chapter 18. Writing Formal Reports 1 Writing Formal Reports

Chapter 18. Writing Formal Reports 1

Chapter 18

Writing Formal Reports

Page 2: Chapter 18 Chapter 18. Writing Formal Reports 1 Writing Formal Reports

2

Types of Formal Reports Informational report: presents

results Analytical report: presents results

and draws conclusions Recommendation report: presents

results, draws conclusions, and makes recommendations may also be called feasibility report,

assessment report, evaluation report, or other titles

Chapter 18. Writing Formal Reports

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Analytical Reports Address Questions:

What is the best way to do Function X? What is the most effective way to track

manuscripts being edited by different people? What causes Situation X?

Why is there a high turnover in the IT Systems Department?

What are the results of Situation X? If we create a Web site for our company, how

much can we expect business to increase? Could we do Function X?

Do we have the infrastructure to compete with Company A in bidding on these government contracts?

Chapter 18. Writing Formal Reports

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Recommendation Reports Address Questions:

What should we do about Problem X? What should we do about the large number of calls to

Technical Support? Should we do Function X?

Although we cannot afford to reimburse tuition for all college courses our employees wish to take, can we reimburse them for classes directly related to their work and what would be the consequential return on investment?

Should we use Technology A or Technology B to do Function X? Should we buy several high-output copiers or a larger number

of low-output copiers? We currently use Method A to do Function X. Should we

be using Method B? We sort our bar-coded mail by hand; should we buy an

automatic sorter? NOTE: Heavy emphasis on comparison/contrast

Chapter 18. Writing Formal Reports

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5Chapter 18. Writing Formal Reports

Feasibility Reports Answer Three Kinds of Questions

Documents a study that evaluates at least two alternative courses of action. Questions of possibility Questions of economic wisdom Questions of perception

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6Chapter 18. Writing Formal Reports

Using a Problem-Solving Model for Preparing Formal Reports

Analyze your audience. Analyze your purpose. Identify questions that need to be

answered. Carry out appropriate research. Draw conclusions from the

research. Formulate recommendations

based on conclusions.

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7Chapter 18. Writing Formal Reports

Steps in Preparing a Recommendation Report Identify the problem or

opportunity. Establish criteria for comparing

alternative responses to the problem/opportunity.

Determine the options. Study each option according to

the criteria. Draw conclusions about each

option. Formulate recommendations

based on the conclusions.

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8Chapter 18. Writing Formal Reports

Bias Can Creep In at Three Stages

Determining which criteria to examine

Deciding the range of values for each criterion

Assigning values to criteria

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9Chapter 18. Writing Formal Reports

Ways to Present Your Conclusions

Rank all the options. Classify all the options in two

categories: acceptable and unacceptable.

Present a compound conclusion.

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10Chapter 18. Writing Formal Reports

Steps in Writing Formal Reports

Writing the body of the report Writing the front matter Writing the back matter

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11Chapter 18. Writing Formal Reports

Typical Body Elements

Introduction (may include background)

Methods Results Conclusions Recommendations

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12Chapter 18. Writing Formal Reports

Questions to Consider in Writing Your Introduction

What is the subject of the report? What is the purpose of the report? What is the background of the report? What are your sources of information? What is the scope of the report? What are the most significant findings? What are your recommendations? What is the organization of the report? What key terms are you using in the

report?

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Questions to Consider in Writing the Body of Your Report

Methods. What did you do? Results. What did you see? Conclusions. What does it mean? Recommendations. What should

we do?

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14Chapter 18. Writing Formal Reports

Body of Asg 7: Organize Information by Comparison and Contrast

Remember Ch. 7? Establish criteria for the

comparison and contrast. Evaluate each item according to

the criteria you have established. Organize the discussion. Consider using graphics to

complement the text.

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15Chapter 18. Writing Formal Reports

Factors to Consider in Writing Recommendations

Content Tone Form Location

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16Chapter 18. Writing Formal Reports

Elements of the Front Matter

Letter/memo of transmittal Cover (not always required) Title page Abstract Table of contents List of illustrations (not always

required) Executive summary (not always

required)

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Front Matter: Memo

17Chapter 18. Writing Formal Reports

Date: November 6, 2007To: Andrew Aken, InstructorFrom: Your nameSubject: Findings and Recommendation on New Computer System Attached is the recommendation report requested by Blank Company’s name. The purpose of this report was to examine the possibility of the IT Department purchasing 15 new computer systems to be installed in the IT lab. (This is the purpose of the study.) To produce findings, I established the criteria for the new computer systems and researched available systems according to the criteria. After considerable research, I then narrowed the options down to include two systems: DELL XXX model and Gateway XXX model. This report includes the findings on only these two models. (This is the method of the study.) Based on the information I gathered and reviewed, it was found that the DELL XXX model costs $2,000 more than the Gateway XXX model (Criteria 1). However, the DELL XXX model has proven reliability (Criteria 2) and DELL has an excellent customer-service reputation (Criteria 3). Therefore, I recommend buying 15 new DELL XXX computer systems for the IT Department. (This is the recommendation.) If this recommendation is accepted, the IT Department will then complete a purchase order to submit to the Purchasing Department. Thank you.

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18Chapter 18. Writing Formal Reports

Front Matter: Title Page

RECOMMENDATION REPORT ON COMPUTER SYSTEMS

 Prepared for: Andrew AkenInstructor, College of Applied Sciences and ArtsSchool of Information Systems and Applied Technologies

 Prepared by: Your name, your title. (You can determine your own title.)

         November 6, 2007 

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Types of Abstracts

Brief technical summary usually no more than 200 words

Helps readers who are familiar with the subject matter decide whether to read the full document

Can contain technical terminology and advanced concepts in the field

A descriptive abstract describes the kinds of information contained in the document.

An informative abstract presents the major findings.

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Front Matter: Abstract

20Chapter 18. Writing Formal Reports

Abstract 

“RECOMMENDATION REPORT ON COMPUTER SYSTEMS” 

Prepared by: Your name, Your title 

Please include your abstract on this page. You should edit it a bit to include the new recommendation portion of your report. Although page numbering started on the previous page, the Title Page, you should start displaying the page number on this page. This would be ii.  Keywords: If this is to be stored electronically, you can choose the keywords that might register “hits” of important terms in your report. You can list them vertically across the page with a comma following each one. 

Printing, laser printers, HP LaserJet 1200se

ii 

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21Chapter 18. Writing Formal Reports

Front Matter: Table of Contents

Two main functions: Help readers find information Help them understand the scope and

organization of the document Use headings from document Table of Contents does NOT contain an

entry for itself. Front matter is numbered using lowercase

Roman numberals, (i, ii, etc.) centered at bottom of page

ToC not numbered, abstract begins with ii. Body is numbered with Arabic numberals.

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Front Matter: Table of Contents

22Chapter 18. Writing Formal Reports

Table of Contents

Abstract ………………………………………………………………………………………………..ii Introduction……………………………………………………………………………………………….

1 Comparison/Results or

Findings……………………………………………………………………….# Conclusions……………………………………………………………………………………..………..# Recommendation……………………………………………………………………………….

……….# Works Cited………………………………………………………………………………………..……..# You should set a right tab with leaders on the right margin in order to create the table of

contents. See instructions in Asg 20. 

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Guidelines for Writing an Executive Summary

Use specific evidence in describing the background.

Be specific in describing the research.

Describe the methods briefly. Describe the findings according

to your readers’ needs. Ask an outside reader to review

your draft.

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Elements of the Back Matter

Glossary and list of symbols (optional)

References Appendices (optional)