Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 11 Chapter 11 – Slide 1 Reports, Proposals, and Instructions for the Workplace

Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 11 – Slide 2 Learning Objectives Explain how each step of the CBO approach relates to planning and developing reports, proposals, and instructions. Identify and discuss methods of collecting and organizing data.

Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 11 – Slide 3 Learning Objectives (continued) Discuss the purpose(s) of formal reports, and explain various formal report parts and components. Explain the purpose(s) of proposals, and discuss their characteristics. Explain the variations of informal reports, their primary purposes, and their characteristics.

Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 11 – Slide 4 Learning Objectives (continued) Explain the characteristics of instructions. Prepare reports, proposals, and instructions by following the appropriate guidelines, implementing the CBO approach, and incorporating the six Cs of effective messages.

Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 11 – Slide 5 Section 1 : REPORT OVERVIEW A report is a planned, organized, factual presentation of information. Internal reports are distributed within an organization (horizontally, vertically up, and vertically down). External reports are distributed outside the organization.

Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 11 – Slide 6 Report Categories Formal reports cover complex situations or projects.  Include report parts and components  Written in formal language Informal reports cover routine or less complicated situations.  Include fewer parts  Written in informal language

Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 11 – Slide 7 Functions and Types Informational reports present facts but do not include an analysis or make a recommendation. Examples:  Progress reports  Periodic reports  Minutes of meetings

Functions and Types (continued) Analytical reports provide information, presents an analysis, and draws a conclusion. Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 11 – Slide 8 Examples:  Feasibility reports  Justification reports

Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 11 – Slide 9 Plan a Report Determine the report objective.  To summarize an event or activity  To provide decision- or policy-making information  To present evidence to request action Visualize your audience.  Audience knowledge level  Anticipated audience reaction Audience preference

Plan a Report (continued) Gather supporting information.  Primary sources – firsthand accounts  Secondary sources – published materials Organize the information into an outline. Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 11 – Slide 10

Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 11 – Slide 11 Compose a Draft Language  Formal or informal  Technical or nontechnical Readability and Appearance  Visuals  Headings

Complete a Report Ensure objective met, content correct and unbiased, and format guidelines followed. Confirm incorporation of six Cs of effective messages. Verify readability. Evaluate overall effectiveness. Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 11 – Slide 12

Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 11 – Slide 13 Section 2 : FORMAL REPORTS A formal report is used for complex situations that require in-depth investigating and reporting. A formal report includes three parts: Preliminary parts precede report body Report body supports report objective Supplementary parts follow report body

Preliminary Parts  Title Page  Transmittal Message  Table of Contents  Abstract Report Body  Introduction  Text (Findings)  Summary or Conclusions and/or Recommendations Supplementary Parts  Works Cited or References  Glossary  Index  Appendixes Formal Report Parts Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 11 – Slide 14

Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 11 – Slide 15 Report Writing Mechanics Headings Spacing Margins Reference citations Pagination

Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 11 – Slide 16 Headings Levels are formatted differently; format within each level is consistent. Headings within a level must be grammatically parallel. Limiting levels to two or three gives a “clean” appearance. In the report text, each heading should be followed by minimum two lines of writing.

Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 11 – Slide 17 Spacing Double space with paragraph indention Center title page vertically and horizontally. Parts, other than the transmittal message, are double spaced.

Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 11 – Slide 18 Margins 2-inch top margin on the first page of report body, each preliminary part, and each supplementary part 1-inch top margin on all subsequent pages 1-inch side and 1-inch bottom margin for all pages

Reference Citations Use reference citations to identify another person’s material. Avoid plagiarizing (using another’s words/ideas as your own). Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 11 – Slide 19

Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 11 – Slide 20 Reference Citations (continued) Parenthetical Citations  Appear in the report body  Enclosed in parentheses  Immediately follow quoted or paraphrased material Works Cited or Reference Page  Listed alphabetically on separate page  Formatted in MLA or APA format

Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 11 – Slide 21 Pagination Use small Roman numerals or Arabic numerals. Center at bottom of the page or flush right at top of the page. Do not number transmittal message.

Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 11 – Slide 22 Section 3 : INFORMAL REPORTS Introduction Text Terminal section Informal reports communicate within an organization about routine or short-term solutions. Informal reports usually consist of the report body only:

Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 11 – Slide 23 Types of Informal Reports Memorandum report Distributes information within an organization.  Introduces report topic in a descriptive subject line Letter report  Distributes information outside an organization  Prepared on company letterhead  Formatted as a business letter  Introduces report topic in a subject line

Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 11 – Slide 24 Types of Informal Reports (continued) Standardized Report  Prepared to submit routine reports  Limited space for details  Designed for essential information and efficient processing.

Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 11 – Slide 25 Types of Informal Reports (continued) Agenda  Provides details for meetings  Helps organize and limit discussion Minutes  Typically follows agenda  Records discussion and important actions of a meeting

Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 11 – Slide 26 Section 4 : PROPOSALS Prepared for internal receivers  To request a change or improvement  To seek consideration for a project Prepared for external receivers  To sell a product or service  To show what you offer has tangible benefits Proposals are prepared to persuade the recipient(s) to take a course of action.

Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 11 – Slide 27 Proposal Content Length varies. All proposals contain an introduction, a text, and conclusions/recommendations.  Introduction – purpose and scope  Text – key points and details  Conclusion – benefits of responding favorably

Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 11 – Slide 28 Section 5 : INSTRUCTIONS Instructions tell, and often show, a receiver how to accomplish a task. Instructions are written for these purposes: Save time and/or money Promote safety Increase productivity Accomplish task successfully

Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 11 – Slide 29 Instruction Parts Introduction Tells purpose Includes approximate completion time and warnings Provides definitions List of supplies Lists quantities and sizes Organizes in order to be used

Instruction Parts (continued) Three Instructional Steps 1. Prepare a draft of steps.  Use short imperative sentences.  Give exact measurements, distances, and times.  Present steps as a list or in paragraphs.  Organize and label each step. 2. Record the process as you complete each step. 3. Perform steps to verify accuracy. Effective Communication for Colleges, 10 th ed., by Brantley & Miller, 2005© Chapter 11 – Slide 30