Effective Communication for Colleges, 11 th ed., Brantley & Miller 2008©Chapter 11 – Slide 1 Reports, Proposals, and Instructions for the Workplace

Effective Communication for Colleges, 11 th ed., Brantley & Miller 2008©Chapter 11 – Slide 2 Learning Objectives Identify sources of primary and secondary information. Identify the parts and characteristics of formal reports and informal reports. Discuss variations of informal reports. Explain the characteristics of instructions. Prepare reports, proposals, and instructions by following the timely guidelines, implementing the CBO approach, and incorporating the six Cs.

Effective Communication for Colleges, 11 th ed., Brantley & Miller 2008©Chapter 11 – Slide 3 Section 1: Report Overview A report is a planned, organized, factual presentation of information prepared for a specific purpose and for a specific audience. Updates receivers Makes recommendations Gives results Provides operational data

Effective Communication for Colleges, 11 th ed., Brantley & Miller 2008©Chapter 11 – Slide 4 Report Types Formal (Long) Report Complex projects Numerous parts Detailed research Formal language Informal (Short) Report Uncomplicated projects Few parts Limited research Informal language

Effective Communication for Colleges, 11 th ed., Brantley & Miller 2008©Chapter 11 – Slide 5 Report Functions Annual report—summarizes a company’s accomplishments, finances, and significant events Progress report—updates status of a project Travel or trip report—summarizes travel agenda Minutes—record of proceedings of a meeting An informational report presents the facts but does not analyze the information, draw conclusions, or make recommendations.

Effective Communication for Colleges, 11 th ed., Brantley & Miller 2008©Chapter 11 – Slide 6 Report Functions (continued) Feasibility report—examines a proposed course of action Justification report—explains or recommends an action An analytical report presents information, analyzes the information, draws conclusions, and sometimes includes recommendations.

Effective Communication for Colleges, 11 th ed., Brantley & Miller 2008©Chapter 11 – Slide 7 Compose a Draft Style and vocabulary Formal versus informal Technical versus nontechnical vocabulary Visuals and headings Charts and tables Headings and subheadings

Effective Communication for Colleges, 11 th ed., Brantley & Miller 2008©Chapter 11 – Slide 8 Complete a Report Ensure objective was met, content is correct and unbiased, and format guidelines were followed. Confirm incorporation of six Cs of effective messages. Verify readability. Evaluate overall effectiveness. Leave a positive impression.

Effective Communication for Colleges, 11 th ed., Brantley & Miller 2008©Chapter 11 – Slide 9 A formal report includes three parts: Preliminary parts precede report body. Report body contains information and visuals to support the report objective. Supplementary parts follow the report body. Section 2: Formal Reports A formal report is prepared for a decision-making audience and typically requires in-depth investigation and team collaboration.

Effective Communication for Colleges, 11 th ed., Brantley & Miller 2008©Chapter 11 – Slide 10 Preliminary Parts Title page—title, author, affiliation, date, receiver Transmittal message—official submission of report Table of contents—page numbers of report parts List of illustrations—titles and page numbers of visuals Executive summary—summary of key points

Effective Communication for Colleges, 11 th ed., Brantley & Miller 2008©Chapter 11 – Slide 11 Report Body Introduction—statement of authorization, purpose, background, scope, limitations, research sources, order of presentation Text—details to support objective Terminal section or conclusion—summary of key points, conclusions, and recommendations

Effective Communication for Colleges, 11 th ed., Brantley & Miller 2008©Chapter 11 – Slide 12 Supplementary Parts References (APA) or works cited (MLA) – alphabetical list of sources cited Appendix—supplemental information not necessary to understand the report or too lengthy to include in the body

Effective Communication for Colleges, 11 th ed., Brantley & Miller 2008©Chapter 11 – Slide 13 Report-Writing Mechanics Margins 2-inch top margin on first page of report body, each preliminary part, and each supplementary part 1-inch top margin on all subsequent pages 1-inch bottom margin on all pages 1-inch side margins or 1.5-inch side margin for left- bound reports

Effective Communication for Colleges, 11 th ed., Brantley & Miller 2008©Chapter 11 – Slide 14 Report-Writing Mechanics (continued) Spacing Double space and indent paragraphs or single space and double space between paragraphs. Center title page vertically and horizontally; provide equal white space between elements. Double space table of contents. Align first line of each reference at left margin and indent subsequent lines of each reference.

Effective Communication for Colleges, 11 th ed., Brantley & Miller 2008©Chapter 11 – Slide 15 Report-Writing Mechanics (continued) Reference and Parenthetical Citations Enclose direct quotes in quotation marks. Indent lengthy quotes from the body. Credit quotes and paraphrases both in the document and in the References or Works Cited. Enclose parenthetical citations in parentheses.

Effective Communication for Colleges, 11 th ed., Brantley & Miller 2008©Chapter 11 – Slide 16 Report-Writing Mechanics (continued) Pagination Preliminary parts numbered with lowercase roman numerals (ii, iii, iv, etc.) Report body and supplementary parts numbered with arabic numerals (2, 3, 4, etc.) Transmittal message neither numbered nor counted

Effective Communication for Colleges, 11 th ed., Brantley & Miller 2008©Chapter 11 – Slide 17 Types of informal reports: Memos Letters Fill-in report forms Agendas and minutes of meetings Section 3: Informal Reports An informal report relays information about routine, short-term, or uncomplicated situations.

Effective Communication for Colleges, 11 th ed., Brantley & Miller 2008©Chapter 11 – Slide 18 Memo and Letter Reports Memo Report Distributed internally Prepared using a memo template Written in personal language Arranged in direct pattern Letter Report Distributed externally Prepared on company letterhead Formatted as a business letter Written in direct or indirect pattern

Effective Communication for Colleges, 11 th ed., Brantley & Miller 2008©Chapter 11 – Slide 19 Fill-in Report Forms Increase likelihood that essential information is provided Allow limited space for explanations Online or paper fill-in report forms and templates are used for routine reporting.

Effective Communication for Colleges, 11 th ed., Brantley & Miller 2008©Chapter 11 – Slide 20 Agendas and Minutes Agendas Structure of the meeting Items for discussion and action Presenters Length of time devoted to each item Minutes Group, meeting time, date, location People present and absent Status of previous minutes Old and new business, reports, announcements Motions, initiator, outcome of vote Adjournment remarks Name and signature of person taking minutes

Effective Communication for Colleges, 11 th ed., Brantley & Miller 2008©Chapter 11 – Slide 21 Prepared for internal receivers Request a change or improvement inside a firm Work within the chain of command Prepared for external receivers Sell a product or service Solicited or unsolicited Section 4: Proposals A proposal identifies a need or problem and offers a plan to meet the need or solve the problem.

Effective Communication for Colleges, 11 th ed., Brantley & Miller 2008©Chapter 11 – Slide 22 Proposal Format and Content Format Lengthy formal report for complex, large-scale problems Short informal reports for simple problems Content Introduction—problem, solution, benefits Text—background, details, qualifications Terminal section—summary of solution, results, benefits

Effective Communication for Colleges, 11 th ed., Brantley & Miller 2008©Chapter 11 – Slide 23 Introduction—reason for instruction, warnings, completion time List of supplies—exact sizes, names, and quantities of tools and supplies in order used Well-prepared instructions save time and money, promote safety, and increase productivity. Section 5: Instructions

Effective Communication for Colleges, 11 th ed., Brantley & Miller 2008©Chapter 11 – Slide 24 Instructions (continued) Instructional steps—number required steps in chronological order; use imperative sentences with action verbs and concise familiar words; use exact measures, distances, and times; include warnings; add visuals; and give helpful tips.