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

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

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

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

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

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

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

Format & Layout Create a design template 4 rules for design Organization Elements Navigation Headings Portrait versus landscape?

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

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)

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!

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

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.

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.

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.

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

Formatting Business Letters Email: cypress@grid.com 5090 Katella Avenue PHONE: (310) 329-4330 Anaheim, CA 92642 FAX: (310) 329-4259 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

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

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

Time for Examples