Informal Reports

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Informal Reports

• (ok, maybe not this informal)

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Ah, Yes.

• Thats much better.

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Ahem. Things to avoid

• Anything cute
• Too much clipart
• Clutter
• Right-justified pages
• Weird fonts
• Tiny type (use 10-12 point larger is usually
  better)

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Formats

• Letter between organizations
• Memo (NOT EMAIL) within an organization
• Report when the information is more complex or
  the findings are longer
• Standard Forms when appropriate and available

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Types of Reports

• Information Just the facts
• Recommendation Answers a request for facts and
  conclusions/recommendations
• Justification unsolicited advice (not as bad as
  it sounds)
• Progress how those recommendations are going
• Summary the highlights of a longer report
• File follow-ups of often otherwise unrecorded
  events

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The Report Writing Process

• Prewriting
• Drafting
• Revising/Editing/Proofreading

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Prewriting

• Defining the project Whats yours?
• The main difference between formal and informal
  reports is length and detail. Now is a good time
  to decideand test-runa topic for your formal
  report.
• What makes something worth reporting on?
• What are you curious about?
• What kinds of problems can you see, that you can
  solve?
• What markets are untapped?
• What do people need that you may be able to
  offer?
• What kinds of things are you likely to need to do
  in a business setting?

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Prewriting 2 Researchfind a source

• The company who requests the report information
  recommendation progress or whom youre
  approaching with a solution justification
• Observation
• Data collection surveys and questionnaires
• Data collection interviews
• Research (dont limit yourself to the internet!!)

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Drafting 1 Inductive Organization

• Inductive like the indirect approach, this
  organization front-loads information and
  rationale, and saves the recommendations for
  later. Best use
• persuasive documents
• information-intense reports where readers may not
  be familiar with material

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Drafting 2 Deductive Organization

• Deductive like the direct approach, this
  organization gets to the meat of the issue
  immediately. The rationale follows. This is the
  most common format for business reports. Why?
• Audiences are likely already familiar with the
  information upon which recommendations are based
• Busy executives want to know why they should read
  the rest of the information.

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Drafting 2 Formatting Tips

• Use appropriate headings (think of them as
  filing cabinets)
• Keep headings parallel
• Use templates in Word
• Do customize them to suit your own project
• Dont use the Contemporary Template
• Too easily recognizable
• Silly
• Distracting

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Drafting 3 Effective Headings

• Use different levels (not unlike a bulleted list)
• Use parallel constructions
• Bold is OK, italics are OK. Quotation marks are
  not
• Keep headings simple and short, but clear
• Keep headings absolutely separate from the body
  of the reportdont begin your sections with
  These.

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Drafting 4 Language Use

• Stay Objective!
• Present at least 2 sides to every issue
• Use fact when possible
• Use stats where available
• Be as specific as possible
• Use nouns (specific) rather than pronouns
• Never exaggerate
• Cite sources
• Own your opinions

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Special Case

• Progress Report

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What it does

• Describes how a non-routine project is going

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The Four-Part Report

• Define the purpose and nature of the report
• Be brief, but clear
• Summarize the work completed already
• Be brief, but thorough (and honest! If it isnt
  done, dont say it is)
• Describe work currently in progress
• What personnel is involved
• What methods are being used
• What obstacles are you facing
• What have you done about the obstacles
• Forecast future activities
• Completion date (very important!)
• Recommendations
• Requests (more time, more resources, more
  personnel?)

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Accentuate the Positive, but Be Honest About
Expectations

• If there are considerable unpredicted problems,
  now is the time to lay the groundwork for change.
• Progress reports can contain unofficial
  recommendations that will increase the
  possibility of the acceptance of a later, more
  formal proposal.
• These reports give employees the opportunity to
  be both conscientious and creative.
• Try to offer a solution when reporting a problem.

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Coming Soon

• Formal Reports