Presentation on theme: "Preparing Project #2’s Reports"— Presentation transcript:
1 Preparing Project #2’s Reports CoB Center for Professional Communication
2 Preparing the Report Analyze the report problem & purpose Anticipate the audience & issuesPrepare a work planCollect data & document sourcesInterpret & organize dataPrepare graphicsCompose first draftRevise & proofreadEvaluate the product
3 Selecting a Report Format Primarily TextText and GraphicsMemo orFormal ReportsInformal Reports
4 Formatting a Report in Presentation Software Talking headingWhite backgroundDetailed, explanatory textMix of text and graphicsBullets or text in graphicsMain points reinforced(optional)Page numbers
5 Style Focus on graphical elements: TablesChartsImagesStrong graphical designBut, do not ignore text altogetherEvery page should contain at least 25-50% textNarrative text font size 11 or 12 pt.Schematic, presentation-style reports are a genre with a distinctive style:Focus on graphical elements:TablesChartsImagesStrong graphical designBut, do not ignore text altogetherRemember: The report is intended to be read, not listened toYou will not be present to explain what a slide meansThus, the report must be more explicit than slides accompanying an oral presentation
6 Style Remember: The report is intended to be read, not listened to You will not be present to explain what a graph or table meansThus, the report must be more explicit than slides accompanying an oral presentation
7 Style Rule of Thumb Each slide should have: 25% white space (margins) 25 to 50% text25 to 50% graphicsaround 25%. Each slide should have 25 to 50% text. This leaves 25 to 50% space for graphics
8 Format & Layout Create a design template 4 rules for design Organization ElementsNavigationHeadingsPortrait versus landscape?
9 Create the Design Template Use the 4 Rules of DesignMake a few basic decisions and stick to themYou may use company colors and logoUse PowerPoint to create your reportUse one of the templatesOffice Button New Presentations Business PitchbookOR create your own using slide masterDesign View Slide MasterThe template manages the reader’s expectationsMany companies have a house style for reports and presentations
10 Portrait or Landscape More familiar reading style Easier to present textual blocksBetter for double duty (stand-up presentations)Can be better for graphical elements (complex graphics are often horizontal)
11 Final Thoughts Think through your design Think through your structure Be consistentBe professionalReports Formatted in Presentation Software are meant to be read: explain the take away from your graphsUse the template as a guideEDIT, EDIT, EDIT!
13 Transmittal Letter/Memo The letter of transmittal presents your report to its intended audience (in a book this section would be called the preface). Think of the letter of transmittal as the conversation that you would have with your audience (client, boss, etc.) if you were handing the report directly to them. Your letter should have a personal but professional tone to it.
14 Report Components: Front Matter Transmittal documentAnnounce the topic and explain who authorized it.Briefly describe the project and preview the conclusions – if the reader is supportive.
15 Report Components: Front Matter Transmittal documentClose by expressing appreciation for the assignment, suggesting follow-up actions, acknowledging the help of others, and offering to answer questions.
16 Formatting Business Memos Date: May 18, 2008To: LaTonja Williams, titleFrom: Sharon Montoya (include initials of printed copy)Subject: Formatting Business LettersAt your request, this memo illustrates and explains business memo formatting in a nutshell. The most important points to remember are these:1 blank line2 blank lines
18 Formatting Business Letters 5090 Katella Avenue PHONE: (310)Anaheim, CA FAX: (310)May 18, 2008Ms. LaTonja WilliamsHealth Care Specialists2608 Fairview RoadCosta Mesa, CA 92627Dear Ms. Williams:Subject: Formatting Business LettersCYPRESS ASSOCIATES, INC.Letterhead2 inches from top of page2 to 7 blank lines1 blank lineDatelineInsideAddressSalutationSubject Line
19 Formatting Business Letters At your request, this letter illustrates and explains business letter formatting in a nutshell. The most important points to remember are these:1. Set margins between 1 inch; most word processing programs automatically set margins at 1 inch.2. Start the date 2 inches from the top edge of the paper or 1 blank line below the letterhead, whichever position is lower.3. Allow about 5 lines after the date—more lines for shorter letters and fewer lines for longer ones.The two most popular letter styles are block and modified block. Block style, with all lines beginning at the left, causes the least trouble. In modified block-style letters,Numbered list for improved readabilityOne blank line between paragraphs
20 Formatting Business Letters the date and closing lines start at the center. For both styles the complimentary close is followed by three blank lines before the writer’s signature. Reference initials and enclosure notations, if used, appear in the lower left corner, as shown below.So that you can see additional styles, I’m sending our office style guide. I certainly hope this material is helpful to you and your assistants, Ms. Williams.Sincerely,Sharon MontoyaExecutive DirectorComplimentary Closing3-4 blank linesPrinted Name and Title