Introduction to Report Writing.pdf

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Introduction to Report Writing.pdf

  1. 1. INTRODUCTION TO REPORT WRITING Writing in the Work Place
  2. 2. Rev 10/2010Report Writing 2  Communication--the human connection--is the key to personal and career success. ~ Paul J. Meyer
  3. 3. Objectives  Identify the varieties of work place writing  Explain how writing is used in the work place  Develop techniques for occupational writing  Write in occupational formats Rev 10/2010Report Writing 3
  4. 4. Deficiencies in Basic Knowledge Writing in English—46.4 percent of employer respondents report new workforce entrants with a two- year college diploma as “deficient,” and over a quarter (26.2 percent) report that new workforce entrants with a four-year college diploma are “deficient.” Almost two-thirds of employer respondents (64.9) say Writing in English is “very important” for two-year college graduates; almost 90 percent (89.7 percent) say these skills are “very important” for four-year college graduates. Rev 10/2010Report Writing 4
  5. 5. Written Communications—47.3 percent and 27.8 percent of employer respondents, respectively, report new entrants with two-year and four-year college diplomas as “deficient.” Almost three-quarters of the employer respondents (71.5 percent) say Written Communications is “very important” for two-year college graduates. For four-year college graduates, 93.1 percent say Written Communications is “very important.” … Write memos, letters and complex technical reports clearly and effectively From Are they really ready to Work? Employers’ perspectives on the basic knowledge and applied Skills OF new entrants To the 21st century U.S.Workforce (2007) Rev 10/2010Report Writing 5
  6. 6. Comp Vs. Report Writing Workplace writing is not the same as college writing!  Collegiate  Meets the writer’s needs  Expansive  Continuous text  Organized from least to most important  Visuals limited  APA style  Occupational  Meets the reader’s needs  Succinct  Use bullets and headings  Organized from most important to least  Visuals required  Referencing laxer Rev 10/2010Report Writing 6
  7. 7. Definition–Occupational Writing Occupational writing is writing that takes place in the work setting. The purpose is to communicate effectively and efficiently ideas that individuals and groups can use to make decisions. Rev 10/2010Report Writing 7
  8. 8. Rev 10/2010Report Writing 8  The learned fool writes nonsense in better language that the unlearned - but it's still nonsense. Benjamin Franklin From BrainyQuote http://www.brainyquote.com/
  9. 9. Range of Occupational Writing Rev 10/2010Report Writing 9 • Meeting Agendas • Presentations Oral • Email Letters • Memorandums Correspondence • Progress Investigative • Feasibility Proposal Reports • Policies Handbooks • Expense Maintenance
  10. 10. Rev 10/2010Report Writing 10  If you are writing about baloney, don't try to make it Cornish hen, because that is the worst kind of baloney there is. Just make it darned good baloney. Leo Burnett From BrainyQuote http://www.brainyquote.com/
  11. 11. Types for Report Writing Rev 10/2010 11 Report Writing
  12. 12. Correspondence – E-mail  Develop skills to write professional emails  Learn how to manage emails  Understand email security risks Rev 10/2010 12 Report Writing
  13. 13. Correspondence -- Letters  Demonstrate the parts of a letter  Develop skills to write varied kinds of professional correspondence Rev 10/2010 13 Report Writing
  14. 14. Correspondence – Memorandum  Develop skills to write a wide variety of memorandums  Adjust content according to purpose Rev 10/2010 14 Report Writing
  15. 15. Correspondence – Fax  Develop skills to write a wide variety of facsimile  Adjust content according to purpose Rev 10/2010 15 Report Writing
  16. 16. Report  A report is written communication that conveys information to a group of people for them to make decisions from. Rev 10/2010 16 Report Writing
  17. 17. Ancillary Report  Abstract  Executive Summary * Rev 10/2010 17 Report Writing
  18. 18. Visual Effectiveness  Understand the appearance reflects not only on you but the employer  Use of visuals  Effective design according to purpose  PowerPoint Rev 10/2010 18 Report Writing
  19. 19. 21st Century Communication  Identify the importance of social media in today’s world  Facebook  Twitter  Linkedin Rev 10/2010 19 Report Writing
  20. 20. Four Key Considerations Purpose Audience Message Format Rev 10/2010Report Writing 20
  21. 21. Purpose  If you don’t know why, don’t do it!  Stated in reports Rev 10/2010 21 Report Writing
  22. 22. Audience  Must meet the needs  Realize decisions will be made  Adjust approach Rev 10/2010 22 Report Writing
  23. 23. Message  Clear and concise  Brief  Logical organization  Simple direct language Rev 10/2010 23 Report Writing
  24. 24. Format  Easy to read  Key ideas easy to find  Looks professional  Effective graphics Rev 10/2010 24 Report Writing
  25. 25. Rev 10/2010Report Writing 25  Decide what you need to say before you write, then clearly state your message in as few words as possible. Beth Aleridge, Director, Internal Communications, Home Depot, Inc. As quoted in The Business Style Handbook, Cunningham & Greene, page 197.
  26. 26. Summary Rev 10/2010Report Writing 26  Writing in the work place is  Wide-ranging  Frequent  Demanding  Constant  The work place disintegrates without good communication  Workplace communication reflects on everyone
  27. 27. Resources Rev 10/2010Report Writing 27  Handbook of Technical Writing by Alfred, Brusaw & Oliu  Stevens, B. (2005, March 1). What communication skills do employers want? Silicon valley recruiters respond [electronic version]. Journal of Employment Counseling  Polk, C. (2009). Workplace Writing Skills http://sabes.org/curriculum/instruction/workpla ce-writing-skills1.pdf

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