1. 1 So True About E-mail I’m so tired of reading e-mail messages that go on and on. Just give me the information I need and stop! Please! -- Michelle Black, IBM Consulting One of five respondents (20%) has had e-mail and IM subpoenaed in the course of a lawsuit or regulatory investigation. Another 13% have battled workplace lawsuits triggered by employee e-mail. -- American Management Association and ePolicy Institute

2. 2 Topics for Week 5 Assignments Turned In Writing Informal and Formal Reports Preparing for Team Research Report Outline Exam

3. 3 Key Points to Remember Use A 3 in writing all business messages. Avoid using terminology not commonly used by audience: Variable cost model Reprographic services Follow instructions on assignment Use parallelism when highlighting

4. 4 Business reports are systematic attempts to answer questions and solve problems. Reports vary in the following ways:  Functions  Organizational patterns  Formats  Writing styles What Are Business Reports?

5. 5 Report Functions Type of Function DescriptionExamples InformationalReports that present data without analysis or recommendations AnalyticalReports that provide data, analyses, conclusions and possibly recommendations

6. 6 Organizational Pattern ?? Pattern Report -----Main Idea ---- ----------------------- Report -----Main Idea ---- ----------------------- If readers are informed If readers are informed If readers are supportive If readers are supportive If readers are eager to have results first If readers are eager to have results first

7. 7 Organizational Pattern ?? Pattern If readers need to be educated If readers need to be educated If readers need to be persuaded If readers need to be persuaded If readers may be hostile or disappointed If readers may be hostile or disappointed Report ----------------------- -----Main Idea ---- Report ----------------------- -----Main Idea ----

8. 8 Report Formats FormatDescription Letter (P. 241 in text) Short informal reports that are less than 10 pages, sent outside of an organization Memo (P. 250-253 in text) Short informal reports that stay within an organization

9. 9 Report Formats FormatDescription Content Manuscript or formal (P. 291-300 in text) Longer, more formal reports Title Table of Contents Executive Summary Body Appendix Bibliography Printed form Prepared forms (e.g. monthly sales reports, financial reports) Repetitive information

10. 10 Writing Styles FormalInformal Report Type Thesis Research studies Complex reports Routine reports for familiar and/or audiences EffectFeeling of objectivity and professionalism Feeling of personal involvement and closeness PersonUse of third person (e.g. the researcher, the XX Company) Use of first person (e.g. I, we) VoiceUse of passive-voice verbs (e.g. The study was conducted) Use of active-voice verbs (e.g. I conducted the study) LanguageFormal languageInformal language

11. 11 Report Basics Report Delivery In person Mail delivery Fax E-mail or online Formats Manuscript Printed form Letter Memo Direct pattern Indirect patternPatterns Functions Information reports Analytical reports

12. 12 Activity In groups of 3-4 people... Identify the following for each of the scenarios Function Organizational pattern Format Writing style Person in which it should be written Identify a spokesperson to report out.

13. 13 1. A report submitted by a sales rep to her manager describing what she learned at a sports product trade show 2. A report prepared by an outside consultant examining whether a sports franchise should refurbish its stadium or look to relocate to another city 3. A recommendation report from a team of consultants to the Executive Director of a major non-profit organization to outline the necessary computer upgrades for the headquarter’s building 4. A report from a national company informing state authorities how it has improved its safety program so that its trucks now comply with state regulations. The report describes; it does not interpret the program. Activity Scenarios

14. 14 Applying the Writing Process to Reports Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Analyze the problem and purpose. Anticipate the audience and issues. Research the data. Organize, analyze, interpret, illustrate the data. Compose the first draft. Revise, proofread, and evaluate.

15. 15 Plan Research Organize Present Process to Write Business Reports

16. 16 Analyze the problem and specific audience. Anticipate the audience and issues. Key questions to ask.... What is the problem/opportunity? What is important to the audience? What key issues need to be addressed? A3 Plan Research Organize Present

17. 17 Plan Research Organize Present ROC Use different types of research methodologies to provide most important persuasive data. Key questions to ask... What does the audience need to know to act or think differently? How can your team best collect this information/data?

18. 18 Being Objective in Writing Reports Present both sides of an issue. Separate fact from opinion. Be sensitive and moderate in language. Cite sources carefully.

19. 19 Getting Data from Secondary Sources  Books  Periodicals (journals, magazines and pamphlets)  Print  CD-ROM  World Wide Web  Blogs

20. 20 Identify an expert Prepare for the interview Plan questions Use the company’s language Do your homework Make your open-ended questions objective and friendly Conduct interviews in a professional manner End graciously Getting Data from Primary Sources Interviews (pg. 277)

21. 21 Getting Data from Primary Sources Surveys (pg. 276)  Define the purpose of the survey and how you will use the information.  Design the survey with the respondent in mind. Limit the survey to under 10 questions Ask questions in a clear and concise manner. Provide all possible choices Group similar questions together Thank the respondents for their time.  If time, inform the respondents of the results.

22. 22 Class Activity Identify the best place to gather information for the scenarios on page 258, #10.

23. 23 Reasons for Documenting/Citing Data? Strengthens your argument Instructs the reader Protects you from charges of plagiarism

24. 24 Another person's ideas, opinions, examples, or theory. Any facts, statistics, and graphics that are not common knowledge. Quotations of another person's actual spoken or written words. Paraphrases of another person's spoken or written words. What to Document/Cite

25. 25 Using Direct Quotations To provide objective background data and establish the severity of a problem as seen by experts To repeat identical phrasing because of its precision, clarity, or aptness To duplicate exact wording before criticizing

26. 26 Activity In your Project Teams, identify the following for your project... What information/data does your audience need to know to act or think differently? What additional different types of research methods can you use? Would it be persuasive to use quotations in your research paper? If so, why and where? Can you benefit from information/data collected through interviews and surveys? If so, what types of questions should you ask?

27. 27 Organize Information Reader comprehension, not writer convenience, should govern report organization. Key Question to Ask.... How will the audience best accept and understand the information? Plan Research Organize Present ROCROC

28. 28 Direct Organizational Pattern Direct Pattern Informational Report Introduction/Background Facts/Findings Summary Analytical Report Introduction/Problem Recommendations Facts/Findings Discussion/Analysis

29. 29 Indirect Organizational Pattern Indirect Pattern Analytical Report Introduction/Problem Facts/Findings Discussion/Analysis Conclusions/Recommendations Gain attention Build interest; reduce resistance Motivate action

30. 30 Primary Methods of Data Organization Chronological order is organized by chronology: e.g., 2000, 2001, 2002. Geographical or spatial is organized by physical location Topical or functional is organized by topic or function. See page 282 for all organizational patterns.

31. 31 Class Activity Identify the method of data organization for each of the following scenarios: A progress report submitted six months into the process of planning the program for your organization’s convention A monthly sales report submitted to the sales manager An informational report describing a company’s expansion plans on South America, Europe, Australia, and Southeast Asia A recommendation report to be submitted to management presenting four building plans to improve access to your building. This is in compliance with federal regulations. The plans range considerably in feasibility and cost.

32. 32 Activity In your Project Teams, identify the following for your project... What organizational pattern should be used? How should data be organized for the audience to understand it?

33. 33 Writing Research Report Outline

34. 34 Writing Team Outline Your outline will dictate the organization of your research paper. All research reports must have a minimum of two main points and no more than five main points. If there are any sub points, there must be at least two. (There cannot be only one sub point.) The headings must be short and clear. They must be written in a consistent format. All reports must have at least one recommendation.

35. 35 Application I.Executive Summary II.Problem IIIBackground IV.Discussion of Findings A. Highlights of Jamba Juice 1. Unique Health Experience a. Nutritional content b. Convenient nourishment 2. Established Business with Growth Potential a. Community contribution b. Corporate partnership B. Positive Reasons to Become Partners 1. Improve Image 2. Offer a Useful Service 3. Promote a Healthier Lifestyle Gains attention Builds interest Reduces resistance

36. 36 Application C. Advantages for 24 Hour Fitness 1. Minimal Effort Required 2. Value-added Service 3. Increased Profit Potential 4. Positive Aesthetic Impact D. Fitness and Juice by the Numbers 1. Customer Satisfaction Survey 2. Profit Estimates V. Conclusions and Recommendations A. Review of Benefits B. Proposal for Action 1. Launch Two-Store Implementation 2. Evaluate for Potential Expansion VI. Appendix: Customer Survey VI I. Works Cited Reduces resistance Motivates action