1. 10
Informal Reports

2. Reports Allow managers and co-workers to Considered legal documents.
stay informed,
review opinions,
plan, and
make decisions.
Considered legal documents.
Must be
accurate,
complete,
objective,
selective, and structured.

3. Successful Reports 1. Content: Purpose:
Select and include the information necessary for actions to be taken or decisions to be made.
Consider the reader’s needs and background knowledge.
Organize the material logically for the reader.

4. Successful Reports, cont’d.
2. Clarity:
Use correct grammar and spelling.
Include overviews, transitions, and topic sentences.
Cite your sources.
Use visual aids.
Outline the criteria for options and conclusions.

5. Successful Reports, cont’d.
3. Skimmability:
Use easy-to-read fonts and font sizes
Use clearly distinguishable headings
and sub-headings to organize data.
Use white space and avoid a
cluttered format.
Reports should be reader-centered and user friendly.

6. Informal vs. Formal Reports
Informal reports
are 1–10 pages in length,
follow a letter or memo format,
use personal pronouns and contractions,
include some visual aids, and
are routine and internal.
Formal reports:
are 10–100 pages;
don’t use personal pronouns or contractions;
include a title page, cover letter, table of contents, and abstract; - formal style
Indicative of the organization
are based on extensive research or study;
include many visual aids; and
are distributed to external or internal superiors.

7. Direct or Indirect Approach
Are you persuading or just informing?
The direct approach is
used for informational and analytical reports, and
used for routine, non-sensitive information for recurring or one time events.
Informational format:
Purpose/introduction/background
Facts and findings
Summary
Analytical format:
Conclusions or recommendations
Discussion and analysis
The indirect approach
expects resistance from the reader, and
requires persuasion or education of the reader.
builds gradual acceptance
Analytical format:
Purpose/introduction/background
Facts and findings
Discussion and analysis
Conclusions or recommendations
Reader Agrees
Little Persuasion Needed
Reader does not Agree Needs More Persuasion

8. Report Style depends on audience and organization,
is written for primary and secondary readers,
uses clear references (pronouns and proper names) and unbiased language.

9. Short Reports Purpose:
Information – collect data for the reader – provide routine information
Analytical and Recommendation - interpret data & propose a course of action, procedure, change in policy, etc.

10. Short Reports PURPOSE – TYPES of Information Reports Periodic Incident
Produced at regular intervals
E.g., Monthly sales reports, service data
Incident
Addresses who, why, what, where, when and how; provides only facts
E.g., Accident report or Safety Incident Report
Investigative
Responds to requests for information, details and sometimes analysis
Compliance
E.g., Legal reports, Quality Reports, Audits
Situational
Summarize event details; hi-lite learning benefits; justify expenses
E.g., Sales call reports, trip reports,
Progress reports
Monitor progress and status of a project; discusses problems; budget

11. Short Reports PURPOSE – TYPES of Information Reports Cont`d:
To-File Reports
record decisions, discussions, and directives; and
are filed for future reference.
E.g., Board of Director Meeting Records
Summary Report
High level report – condenses information for management
Proposals
Directed Externally or Internally
address how problems can be solved,
sell goods and services, and
suggest changes to policy or spending for future improvements.
E.g., Selling goods or suggesting that management support researching a company fitness plan

12. Informal Report

13. Informal Report

14. Short Reports PURPOSE – TYPES of Analytical Reports:
Recommendation Report
are commissioned by the recipients,
evaluate and express professional opinions, and recommend actions/interventions
E.g., Supplier review reports - Workplace Time Management Systems Review
Justification Report
detail the rationale for purchases, hiring, or policy change; and
outline what is needed and why it’s needed.
E.g., Hiring additional personnel
Feasibility Report
evaluate projects and alternatives and consider costs and benefits
ask questions such as “Do we need it?” and “Will it succeed?”
Yardstick – Comparison Report
Which option is best based on predetermined criteria
E.g., Comparing travel agencies

15. FEASIBILITY STUDY Executive Summary (PSD) Introduction
Project Strategic Context
III. Technical Analysis
IV. Institutional Assessment
FEASIBILITY
STUDY
V. Environmental Assessment
VI. Stakeholder Analysis
VII. Financial and Socio-Economic Analysis
VIII. Conclusions
IX. Project Implementation Plan
IX. Appendices

16. Short Reports Frequency of submission: Format Periodic
One time (specific issue or project)
Format
Opening summary (no heading)
Work Completed
Work in Progress
Work to be Completed
Closing/Forecast (no heading)

17. Short Reports – Formats and Distribution
Prepared Form Report
Letter Report
Formal Report
Good for circulating data
Not more than 10 pgs.
Informal, conversational style
Memo Report
Time-saving, preprinted forms with standard headings – e.g., Sales Reports, Incident Reports
From one organization to another on company letterhead
Manuscript format; with headings and sub-headings

18. The Writing Process I. Plan: What do you need? How long will it take?
Who will complete each task?
II. Research:
Brainstorm.
Think about the “big picture”.
Ensure that your data is current, valid, reliable, and accurate.
III. Compose and revise:
Create an outline.
Save copies of your work.
Ensure that your work answers questions the reader would ask.
Proofread.

19. Elements of Informal Reports
1. Introduction (Background):
Detail the purpose of the report or reason for the report.
Preview the key points.
Outline the data collection methods.
2. Findings/Results/Facts:
Organize the data by subheadings.
3. Summary/Conclusions/ Recommendations:
List in order of importance (most to least).
This section is often most interesting to the reader.

20. Headings and Subheadings
Two main types:
1. Functional headings
Example: Introduction, Findings, Summary
2. Descriptive or ‘talking heads’
Reflect the content of the report, summarizing key points
Example: New Policy on

21. Headings and Subheadings should be...
Short and clear – limit to 8 words
Parallel –sentence structure and words balanced
Ranked –show relationship between first and second levels
E.g.,
CAPS AND CENTERED
Use
subheadings only if you have more than one
Free of typographic widows and orphans
Don`t refer to this, that, these or those
Without quotation marks (“New Policy on ”)

22. Visual Aids and Graphics
Serve two main purposes:
1. Make numerical information easier to understand, and
2. clarify and simplify data.

23. The Most Effective Visual Aids are…
Clearly titled and labeled
Uncluttered and easy to understand
Accurate
Serving a purpose
Integrated at the correct place
Supported by an explanation

24. Types of Visual Aids and Graphics
Data Representation
Tables
Matrixes
Pie Charts
Bar Charts
Picture Charts
Line Graph

25. Simple Table

26. Complex Table

27. Matrix – Qualitative Data

28. Pie Chart

29. Bar Chart, Vertical

30. Picture Graph

31. Line Graphs – Gantt Chart

32. Line Graphs – Flow Chart

33. Line Graphs – Organizational Charts

34. Do`s and Don`ts for Graphics
Data Representation
Tables
Matrixes
Pie Charts
Bar Charts
Picture Charts
Line Graph
Do`s and Don`ts for Graphics
Do:
Use graphics that are consistent with your message
Minimize distortion – scale of charts and labels
Round off decimals to the nearest whole number
Apply consistent style for titles, numbers, sizing of charts and graphs
E.g., Table of equal importance should be of equal size
Don`t:
Bury important information by presenting too much data in a graphic
– show only what is absolutely essential
Don`t distort data by omitting relevant information
Let the graphics upstage you