1. Preparing Project #2’s Reports
CoB Center for Professional Communication

2. Preparing the Report Analyze the report problem & purpose
Anticipate the audience & issues
Prepare a work plan
Collect data & document sources
Interpret & organize data
Prepare graphics
Compose first draft
Revise & proofread
Evaluate the product

3. Selecting a Report Format
Primarily Text
Text and Graphics
Memo or
Formal Reports
Informal Reports

4. Formatting a Report in Presentation Software
Talking heading
White background
Detailed, explanatory text
Mix of text and graphics
Bullets or text in graphics
Main points reinforced
(optional)
Page numbers

5. Style Focus on graphical elements:
Tables
Charts
Images
Strong graphical design
But, do not ignore text altogether
Every page should contain at least 25-50% text
Narrative text font size 11 or 12 pt.
Schematic, presentation-style reports are a genre with a distinctive style:
Focus on graphical elements:
Tables
Charts
Images
Strong graphical design
But, do not ignore text altogether
Remember: The report is intended to be read, not listened to
You will not be present to explain what a slide means
Thus, 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 means
Thus, 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% text
25 to 50% graphics
around 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 Elements
Navigation
Headings
Portrait versus landscape?

9. Create the Design Template
Use the 4 Rules of Design
Make a few basic decisions and stick to them
You may use company colors and logo
Use PowerPoint to create your report
Use one of the templates
Office Button  New  Presentations  Business  Pitchbook
OR create your own using slide master
Design  View  Slide Master
The template manages the reader’s expectations
Many companies have a house style for reports and presentations

10. Portrait or Landscape More familiar reading style
Easier to present textual blocks
Better 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 consistent
Be professional
Reports Formatted in Presentation Software are meant to be read: explain the take away from your graphs
Use the template as a guide
EDIT, EDIT, EDIT!

12. Project #2’s Report Components
References
Appendix(es)
Conclusions
Body
Introduction
Table of contents
Executive Summary
Title Page
Cover
Transmittal document

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 document
Announce 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 document
Close 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, 2008
To: LaTonja Williams, title
From: Sharon Montoya (include initials of printed copy)
Subject: Formatting Business Letters
At your request, this memo illustrates and explains business memo formatting in a nutshell. The most important points to remember are these:
1 blank line
2 blank lines

18. Formatting Business Letters
5090 Katella Avenue PHONE: (310)
Anaheim, CA FAX: (310)
May 18, 2008
Ms. LaTonja Williams
Health Care Specialists
2608 Fairview Road
Costa Mesa, CA 92627
Dear Ms. Williams:
Subject: Formatting Business Letters
CYPRESS ASSOCIATES, INC.
Letterhead
2 inches from top of page
2 to 7 blank lines
1 blank line
Dateline
Inside
Address
Salutation
Subject 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 readability
One 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 Montoya
Executive Director
Complimentary Closing
3-4 blank lines
Printed Name and Title

22. Time for Examples