Writing Reader-Focused Informal Reports

C H A P T E R 17

• What Is an Informal Report?• How Do You Prepare to Write an Informal

Report?• How Do You Write Directives?• How Do You Write Progress Reports?• How Do You Write Meeting Minutes?• How Do You Write Field and Lab Reports?• How Do You Write Trip Reports?

Presentation Overview

Reports are oral or written communications that help people to understand, to analyze, to act, and/or to make decisions.

Informal reports communicate information about routine, everyday business.

What Is an Informal Report?

• Find out about your readers.• Anticipate and answer your readers’

questions.• Select the appropriate format.

How Do You Prepare to Write an Informal Report?

• Their knowledge about the topic of your report

• Their reason for reading the report • Questions will they ask as they read the report• Their position inside or outside your

organization, and if inside, their position within the organizational hierarchy

• The various groups reading the report • Their knowledge and opinions of you and your

organization

Find Out about Your Readers

Ask:• What is the purpose of the report?• Why are they receiving the report?• How does the report affect them or their

organization?

Anticipate and Answer Their Questions

• Memos• Letters• E-mail• Forms and templates• Formal report format

Select the Appropriate Format

• Inform or remind readers of a policy or procedure.

• Explain why the policy or procedure is important to the readers and/or the organization.

ExampleIn my first act as new president of Picket Fence Properties, I am

enacting an open door policy. This policy means that employees can approach any supervisor in the company with an idea, question, or problem, without fearing any adverse consequences. I would like to foster an environment of open communication . . . .

How Do You Write Directives?

• Describe the current status of an ongoing project or the activities of a department or division.

• Honestly report your progress.• Use the conventional structure:– Introduction– Discussion of the progress– Conclusion

How Do You Write Progress Reports?

• Identify the project or projects that the report covers.

• State the time period that the report covers.• State the objectives of the project or projects

(if readers need this information).

ExampleThis report covers my team’s progress from March 1 to April 1 on the 5435 Easy Street remodeling job.

Introduction

• Organize by– Progress made and progress expected– Tasks or projects

• Include information about – How your progress compares with what you

planned to accomplish during the reporting period

– Any problems that you have encountered– The results of your work

Discussion of the Progress

Example of Progress Made/Progress Expected Organization• Progress Made– Cleared and prepped site– Painted

• Progress Expected– Replace carpet– Replace fixtures and hardware– Landscape

Discussion of the Progress

Example of Task Organization• Task #1: Clear and prep site– Progress made– Progress expected

• Task #2: Paint– Progress made– Progress expected

• Task #3: Replace carpet– Progress made– Progress expected

• Task #4: Replace fixtures and hardware– Progress made– Progress expected

• Task #5: Landscape– Progress made– Progress expected

Discussion of the Progress

• Summarize the progress made on the project.• Summarize any problems experienced during

the reporting period.• Evaluate the overall progress.• Recommend ways to improve or change the

project or future work, if necessary.

ExampleAt this point, we are about 30% finished with the job. Because

we did not receive the carpet and other supplies until this week, we lost valuable time and will not finish by the April 10 deadline. In the future, we should consider ordering from a different supplier to avoid experiencing delays . . . .

Conclusion

• Decide whether they are informal or formal.

How Do You Write Meeting Minutes?

• Summarize what was discussed.• Summarize agreements.• Identify action items.

Informal

• Use the conventional structure:– Information about the meeting and the

attendees– Items discussed– Action items– Your information

Formal

• The name(s) of the group(s) involved in the meeting

• The location, date, and time of the meeting• The type of meeting• The attendees• The time the meeting adjourned• Name and title of the person who wrote the

minutes.

Information about the Meeting and the Attendees

• Follow the organization of the agenda:– Old business and new business for recurring

meetings– Discussion items for one-time meetings

• Record major topics discussed.

Items Discussed

• Identify – the specific action– the person responsible for completing the action– the deadline for completing the action

Action Items

• Include– Your name as the note taker– Your contact information (optional)

Your Information

[Organization Name]Minutes for [Type of Meeting]

[Date and Time][Location]

Member PresidingAttendeesOld Business Topic: DiscussionConclusionsAction Item Person Responsible Deadline

New Business Topic: DiscussionConclusionsAction Item Person Responsible Deadline

Respectfully Submitted by [Your Name]

• Use the conventional structure*:– Introduction– Methods– Results– Conclusions– Recommendations

* You can read more about the content for these sections in Chapter 18.

How Do You Write Field and Lab Reports?

• Use the conventional structure: – Introduction– Summary– Discussion– Recommendations

How Do You Write Trip Reports?

Questions?