1. Short and Long Reports, Proposals and How to Read Paper
Melek OKTAY

2. Outline
Short Reports
Proposals
How to read a Paper
Long Reports

3. Short Reports
Short Reports
Proposals
How to Read a Paper
Long Reports

4. Short Reports - Outline
Short Reports (p:207)
Audience and Purpose Analysis
Types of Short Reports
Typical Components of Short Reports
Usibility Considerations

5. Short Reports
Reports prerent ideas and facts to interested parties, decision makers, and other audiences.
Unlike Long Reports, short ones (5-10 pages) do not contain a lot of detail.
For example, Long report describe something which include appendix with detailed comparisons of conditions.
Short report would summarize this information in a brief table or, depending on the audience’s prior knowledge, omit this information altogether.

6. Short Reports
Short reports are appropriate in a variety of situations.
When the purpose of your communication is to inform an audience, offer a solution to a problem, report progress, or make a recommendation, you may wish to use short report
Short reports often use a memolike(kısa not) structure, starting with a memo-style header and breaking the text up into chunks separated by headings, but they contain more information than typical memo.

7. Audience and Purpose Analysis
Short Reports (p:207)
Audience and Purpose Analysis
Types of Short Reports
Typical Components of Short Reports
Usibility Considerations

8. Audience and Purpose Analysis
Do your best to determine who will read this report.
If you can learn about the actual audience members in advance, you can anticipate their needs as you create the report.
Before you start the report, be clear about its true purpose

9. Types of Short Reports Types of Short Reports Short Reports (p:207)
Audience and Purpose Analysis
Types of Short Reports
Typical Components of Short Reports
Usibility Considerations

10. Types of Short Reports
Short reports come in many types, depending on the situation.
Common types include the following:
Recommendations (öneriler): Recommendation reports interpret data, draw conclusions, and make recommendations, often in response to a specific request (sample Figure 10.9)
Progress Reports: Many organizations depend on progress reports (also called status reports) to track activities, issues, and progress on various projects.
Some professions require regular progress reports (daily,weekly, montly), while others may use these documents on an ad hoc basis, as needed to explain a specificproject or task. (sample 10.10)
Meeting minutes: Many team or project meetings require someone to record the proceedings.

11. Typical Components of Short Reports
Short Reports (p:207)
Audience and Purpose Analysis
Types of Short Reports
Typical Components of Short Reports
Usibility Considerations

12. Typical Components of Short Reports
Cover memo(kısa not)-style heading:
Heading for major sections:
Body text:
Bulluted lists and visuals:

13. Usibility Considerations
Short Reports (p:207)
Audience and Purpose Analysis
Types of Short Reports
Typical Components of Short Reports
Usibility Considerations

14. Usibility Considerations
Use effective page layout and document design:
Perform your best research:
Use visual as appropriate:
Address the purpose:
Use appropriate headings:
Write clearly and concisely:

15. Proposals
Short Reports
Proposals
How to Read a Paper
Long Reports

16. Proposal - Outline Proposal (p. 282) Audience and Purpose analysis
Types of proposals
Typical Components of Proposals
Usibility Considerations

17. Proposal Proposal Audience and Purpose analysis Types of proposals
Typical Components of Proposals
Usibility Considerations

18. Proposal - (p )
Proposals encourage an audience to take some form of direct action:
Autorize project
Purchase a service or product
Or otherwise, support a specific plan for solving a problem
Although proposals often contain the same basic elements as reports, they have one specific purpose:
To propose an action or series of actions
Proposal can be called for in a variety of situations:
Request to fund a training program for new employees
Academic funding
Etc.

19. Proposal Proposal Audience and Purpose analysis Types of proposals
Typical Components of Proposals
Usibility Considerations

20. Audience and Purpose analysis
In science, business, industry, goverment, and education, proposals are written for any number of audiences:
Managers, executives, directors, clients, board members, or community leaders.
Inside and outside the organization, these people review various proposals and then decide whether the plan is worthwhile (yapmaya değer).
At most general level, the purpose is to persuade (ikna etmek) your audience
Proposals often answer questions about nature of the problem or product, the benefits of your proposal plan, cost, completion dates, schedules, and so on.

21. Types of Proposals Types of proposals Proposal
Audience and Purpose analysis
Types of proposals
Typical Components of Proposals
Usibility Considerations

22. Types of proposals Proposals may be solicited (istemek) or unsolicited
Solicited: proposals are those that have been requested by client or customer.
Unsolicited: proposals have not been specifically requested.
Because the audience for a solicited proposal has made the request, you may not need to spend as much time introducing yourself or providing background on the product or service

23. Types of proposals Planning proposal: Research proposal:
Sales proposal:

24. Typical Components of Proposals
Audience and Purpose analysis
Types of proposals
Typical Components of Proposals
Usibility Considerations

25. Typical Components of Proposals
Background:
Objective:
Clear statement of what is being proposed:
Budget and costs:

26. Typical Components of Proposals
Audience and Purpose analysis
Types of proposals
Typical Components of Proposals
Usibility Considerations

27. Usibility Considerations
Understand the audience’s needs:
Maintain a clear focus on benefits:
Use honest and supportable claims(iddalar):
Use appropriate visuals:
Write clearly and concisely(kısaca):
Use convincing(inandırma) language:

28. How to Read a Paper How to Read a Paper Short Reports Proposals
Long Reports

29. How to Read a Paper – S.Keskav
“Three-pass” approach
Each pass accomplishes specific goals and builds upon the previous pass:
First pass: gives you a general idea about the paper
Second pass: let you grasp the paper’s content, but not in details
Third pass: helps you understand the paperin depth

30. The First pass
The first pass is a quick scan to get a bird’s eye view of the paper.
You may also decide whether you need to do any more passes.
This pass should take about five to ten minutes and consists of the following steps:

31. Long Reports
Short Reports
Proposals
How to Read a Paper
Long Reports

32. Outline Long Reports Audience and Purpose analysis Types of proposals
A General Model for Long Reports
From Matter and End Matter in Long Reports
Usibility Considerations

33. Long Report (p: )
When your purpose is to inform an audiance, offer a solution to a problem, report progress, or make a detailed recommendation, you may need to write a long report.
Long report are often structured like a small book
With table of content, appendixes, and index
Long reports are called for in situations where an audience needs detailed information, statistics, and background info.
Whole story

34. Audience and Purpose analysis
Long Reports
Audience and Purpose analysis
Types of proposals
A General Model for Long Reports
From Matter and End Matter in Long Reports
Usibility Considerations

35. Audience and Purpose analysis
Do your best to determine who will read the report.
Team members, managers, legal deparment?
If you can learn about actual audience members in advance, you can anticipate their various needs as you create the report
Before you start the report, be clear about true purpose
Document also has a clear purpose, stating clearly in the introduction, “The purpose of the this report is...”

36. Types of proposals Types of proposals Long Reports
Audience and Purpose analysis
Types of proposals
A General Model for Long Reports
From Matter and End Matter in Long Reports
Usibility Considerations

37. Types of proposals
Causal (nedensel): Causal reports are used in situations where you need to explain what caused something to happen
For example, medical researchers  cause of hearth attacks.
Comparative (karşılaştırmalı): Comparative reports are used when you need to rate similar items on the basis of specific criteria
For example, which security procedure, firewall or encription
Feasibility (yapılabilirlik): Feasibility reports are used when your purpose is to assess the practicality of an idea or plan.
For example, justify the cost of the interactive Web sites

38. A General Model for Long Reports
Audience and Purpose analysis
Types of proposals
A General Model for Long Reports
From Matter and End Matter in Long Reports
Usibility Considerations

39. A General Model for Long Reports
After analyzing your audience and purpose, do some basic research.
The sketch a rough outline with headings and subheadings for the report.
Introduction: The introduction engages and orients the audience and provides background as briefly as possible for the given situation
Often, familiar writers (have a background) write long introduction....
But, readers do not generally need long history lessons about the topic.

40. A General Model for Long Reports
In the introduction (Figure 12.6):
identify the topic’s origin and signifiance
Define or describe the problem or issue
Explain the report’s purpose
Briefly identify research methods (interviews, literature searches)
List working definitions, but if the you have more than two or three place definitions in a glossary
Finally, briefly state your conclusion

41. A General Model for Long Reports
Body (Figure: 12.6):
The body describes and explains your findings
Present a clear and detailed picture of the evidence, interpretations, and reasoning on which you will base your conclusion
Divide topics into subtopics, and use informative headings as aids to navigation
The body of your report will vary greatly, depending on the audience, topic, purpose, and situation.

42. A General Model for Long Reports
Conclusion (Figure: 12.7):
Conclusion is important because it answers the questions that originally sparked the analysis
In conclusion: you summarize, interpret, and recommend
Your conlusion should provide a clear and consistent perspective on whole document.
Do not introduce new ideas, facts or statistics in the conclusion.

43. From Matter and End Matter in Long Reports
Audience and Purpose analysis
Types of proposals
A General Model for Long Reports
From Matter and End Matter in Long Reports
Usibility Considerations

44. From Matter and End Matter in Long Reports
Proceeding the report is front matter:
Title page, letter of transmittal, table of contents and abstract or summary of of the report’s content.
Following the report (as needed )in the end matter:
The glossary, appendixes, and list of references cited can either provide suppporting data or help users follow the technical section.
Users can refer to any of these supplements or skip them altogether, according to their needs.

45. From Matter and End Matter in Long Reports
Page: 272 – 274 – Read details (HW)
Title page,
Letter of transmittal,
Table of contents,
List of tables and figures,
Abstract or executive summary
Appendixes,
Glossary,
List of references,

46. Usibility Considerations
Long Reports
Audience and Purpose analysis
Types of proposals
A General Model for Long Reports
From Matter and End Matter in Long Reports
Usibility Considerations

47. Usibility Considerations
Clear identify the problem or goal
Provide enough information but not too much
Provide accurate information
Use appropriare visuals
Use informative headings
Write clearly and concisely

48. Sample Long Report Page: 276-281 And Checklist for Long Reports
What will be the your checklist?