It is very easy to understand as more detailed information can be presented
The Pictogram Mr Smart explains to Heather that he is attending a meeting with one of his suppliers, ‘PowerBar plc’. He wants to show the supplier how demand for their energy bar varies from month to month. In order to illustrate this simply and effectively, Mr Smart uses a Pictogram using images of ‘PowerBar’s to represent the sales recorded for each of the last 12 months.
This method of presenting information is ideal for
communicating within the organisation. Information is
presented in an informal manner as it is effectively a
‘ note’ between colleagues.
Heather recently had to send the following memos:
Mr Wallace wanted details of when Heather would like to take her summer holiday
Mrs McKenna wanted to find out what equipment Heather planned to order for the new Admin area
MEMORANDUM (memo) MEMORANDUM TO All Staff FROM Heather Munro, Admin Assistant DATE 25 March 2005 SUBJECT New Canteen Menu All staff have been sent a revised copy of the new canteen menu. There is now more choice and value for money!! The new opening times are ................... TITLE IN CAPS INFORMATION SHOULD BE PRESENTED IN THIS ORDER
Heather is unsure as to how to present an Informal report and asks Mr Millar for assistance.
He explains that Informal reports are very similar to the layout of a memorandum. The information presented is very concise and should not normally exceed one A4 page. The following information should be shown:
An Introduction – stating the purpose of the report
Heather discovers that a formal report is a lot more complicated to prepare compared with an informal report.
Mr Smart has been asked to present a formal report on the new gym that was introduced in the Edinburgh.
The following items are contained in a formal report:
TERMS OF REFERENCE – this section of the report details the nature of the report and for whom it is intended. Has the introduction of the new gym been successful? Investors and the management team will read the report as they are very interested in the results
PROCEDURE – this section tells the reader how the information has been gathered eg interviews that occurred; textbooks that were referred to etc 10 staff and 30 members were interviewed to find out their opinion
FINDINGS – this section of the report tells the reader the results of all the research that has been carried out. Mr Smart used a variety of charts and graphs to display the results and discussed the views of the staff and members
CONCLUSIONS – the aim of this section is to sum up the key points of the report.
Mr Smart explains that the majority of staff and members were very impressed with the new gym and felt that it was a huge improvement. The new surroundings made the gym more welcoming and helped motivate members to work out!
RECOMMENDATIONS – this is the final section of the report. The aim of this section is for the authors of the report to recommend what the next steps should be.
Mr Smart recommended that members be questioned on a regular basis what they liked most about the gym and what changes they would like to see to make sure that their needs were being met at all times.