1. BEIT 336: Week 2 – Class 1 Today’s Agenda In week 2 of this class, we will focus on Recommendation reports Recommendation reports Letter report format Letter report format Block style letter Block style letter Modified block style letter Modified block style letter Homework: begin on recommendation report Homework: begin on recommendation report

2. BEIT 336: Week 2 – Class 1 Recommendation Reports Analyze and interpret data Analyze and interpret data Draw conclusions Draw conclusions Make recommendations Make recommendations Unlike the informative report, recommendation reports provide information and recommendation(s). The writer’s tasks when composing a recommendation report include:

3. BEIT 336: Week 2 – Class 1 Recommendation Reports Definition of a Conclusion: An interpretation of the facts, not a restatement of facts. Definition of a Recommendation: A suggested action a company should take and how that action should be implemented – based on the conclusion.

4. BEIT 336: Week 2 – Class 1 From Facts to Recommendations Case: What caused employee tardiness and absenteeism and what should we do about the problem? Here is an example showing the process of (1) analyzing and presenting facts, (2) drawing conclusions, and (3) making recommendations

5. BEIT 336: Week 2 – Class 1 Present Facts Facts: 90% of employees have children in childcare age range. 90% of employees have children in childcare age range. 85% of employees who use childcare have difficulty finding adequate facilities. 85% of employees who use childcare have difficulty finding adequate facilities. 75% of our employees who use childcare have been absent because of childcare problems. 75% of our employees who use childcare have been absent because of childcare problems. 90% of our employees who use childcare facilities have been late to work at least once a month because of childcare problems. 90% of our employees who use childcare facilities have been late to work at least once a month because of childcare problems.

6. BEIT 336: Week 2 – Class 1 From Facts to Conclusions Based on the facts, these conclusions are drawn: Employees’ childcare problems negatively influenced the company’s overall productivity. Employees’ childcare problems negatively influenced the company’s overall productivity. Childcare is one cause of our increase in tardiness and absenteeism rates. Childcare is one cause of our increase in tardiness and absenteeism rates. There is a need for helping employees with child care. There is a need for helping employees with child care.

7. BEIT 336: Week 2 – Class 1 From Conclusions to Recommendations Conclusions tell the reader the meaning of the facts. Recommendations focus on actions : Company should explore options for aiding employees with childcare. Company should explore options for aiding employees with childcare. Option 1: Explore the possibility of operating an on- site childcare program. Option 1: Explore the possibility of operating an on- site childcare program. Option 2: Investigate flextime and telecommuting options. Option 2: Investigate flextime and telecommuting options.

8. BEIT 336: Week 2 – Class 1 Recommendation Report Organization Introduction (no heading) Introduction (no heading) Include appropriate elements Include appropriate elements Body/Analysis Section Body/Analysis Section Organize information under subtopics (headings) Organize information under subtopics (headings) Include facts, conclusions and recommendations Include facts, conclusions and recommendations You have two options: include conclusions and recommendations within each section of discussion of facts or at the end (more on next slide) You have two options: include conclusions and recommendations within each section of discussion of facts or at the end (more on next slide) Choose from inductive, deductive or modified deductive order (depending on reader-writer relationship and the subject matter) Choose from inductive, deductive or modified deductive order (depending on reader-writer relationship and the subject matter) Summary and Closing (no heading) Summary and Closing (no heading) May need to restate main facts May need to restate main facts Include appropriate elements Include appropriate elements

9. BEIT 336: Week 2 – Class 1 Recommendation Report - Indirect Order Introduction Message Heading 1 Facts, Facts, Facts Conclusion Recommendation Heading 2 Facts, Facts, Facts Conclusion Recommendation Message Heading 1 Facts, Facts, Facts Heading 2 Facts, Facts, Facts Summary Conclusion & Recommendation Closing When content in sections1 and 2 are related, conclusions are based on both sections, and the recommendation applies to both sections, use this structure Use this structure when the sections are independent of one another, and the conclusion and recommendation only apply to the specific section

10. BEIT 336: Week 2 – Class 1 LETTERS Report Format

11. BEIT 336: Week 2 – Class 1 Letter Report Format The following slides provide a quick review of the letter report formats. A letter contains several standard components. The layout of the components varies depending on the style: 1. block style: all components align along the left margin 2. modified block style: some components align along the left margin while other components are off set (use the tab key so the component begins about midpoint of the page).

12. BEIT 336: Week 2 – Class 1 Letter Formats - Block Style (p. 37 Study Notes) 1. All lines start at left margin a) Return address or letterhead (letterhead may be left aligned or centered) b) Date c) Reader’s name, title, company, address d) Salutation e) Subject line (if use deductive order) f) Body g) Signature block (complementary close, 3 lines, sender name and title) h) Enclosure (if enclosing additional documents) h) Enclosure (if enclosing additional documents) 2.Single space within paragraph, double between

13. BEIT 336: Week 2 – Class 1 Letter Formats – Modified Block Style (p. 38 SN) 1. Lines start at left margin a) Reader’s name, title, address b) Salutation c) Subject line (if use deductive order) d) Body e) Enclosure (if enclosing additional documents) e) Enclosure (if enclosing additional documents) 2.Exceptions: lines start at midpoint of page a) Return address (letterhead may be left aligned or centered) b) Date c) Signature block (complementary close, 3 lines of blank space for signature, typed sender name and title) c) Signature block (complementary close, 3 lines of blank space for signature, typed sender name and title)

14. BEIT 336: Week 2 – Class 1 SAMPLE RECOMMENDATION REPORTS

15. BEIT 336: Week 2 – Class 1 Sample Recommendation Reports (direct & indirect order) 1. Convention Hotel (textbook, Ch.11, p. 215-216) 2. Parking Lot Problems (Study Notes, p. 32) 3. Temporary Employee Problem (Study Notes, Appendix B, p. 50-52) Read the following recommendation report samples. Ask yourself these questions when reading each report: What is the report’s arrangement of ideas (direct or indirect)? What is the report format (letter or memo)? If a letter report, which letter format (block style or modified block style)? Are the headings topic or talking? How is the report structured (conclusion & recommendation under each individual heading or together)?

16. BEIT 336: Week 2 – Class 1 Sample Recommendation Reports Answers 1. Convention Hotel (p. 215-216 textbook) Direct order (recommendations in the first paragraph, followed by intro / “Origin and Plan of the Investigation” then facts) Direct order (recommendations in the first paragraph, followed by intro / “Origin and Plan of the Investigation” then facts) Letter report in modified block style Letter report in modified block style Talking headings Talking headings Conclusions and recommendations in one paragraph Conclusions and recommendations in one paragraph 2. Parking Lot Problems (Study Notes, p. 32) Indirect order (intro  body including recommendation  closing) Indirect order (intro  body including recommendation  closing) Memo format Memo format Topic and Talking headings (both versions shown) Topic and Talking headings (both versions shown) Conclusions and recommendations under separate headings since they are independent of one another Conclusions and recommendations under separate headings since they are independent of one another 3. HR Research International (Study Notes, p. 50-52) Indirect order (intro  body including recommendation  closing) Indirect order (intro  body including recommendation  closing) Letter report in block style Letter report in block style Talking headings Talking headings Conclusions and recommendations under one heading Conclusions and recommendations under one heading

17. BEIT 336: Week 2 – Class 1 REPORT ASSIGNMENT

18. BEIT 336: Week 2 – Class 1 Individual Recommendation Report Assignment Read the Individual Recommendation Report assignment case carefully Read the Individual Recommendation Report assignment case carefully Create an outline for your report Create an outline for your report

19. BEIT 336: Week 2 – Class 1 Individual Recommendation Report Assignment Here are some questions to help you understand the assignment. Who authorized this report? Who authorized this report? Who is your primary reader? Who is your primary reader? Is this an internal or external communication? Is this an internal or external communication? What is the report about? What is the report about? Why are your writing the report? Why are you doing this investigation? Why are your writing the report? Why are you doing this investigation? How did you gathered the info? How did you gathered the info? What are the key areas of information? What are the key areas of information? Preview: ____________________ Preview: ____________________

20. BEIT 336: Week 2 – Class 1 Individual Recommendation Report Assignment Based on your initial analysis, begin to think about how you want to organize the body of the report Heading 1: ____________________ Heading 1: ____________________ Heading 2: ____________________ Heading 2: ____________________ … …