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A report is the DOCUMENTED
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Account
Description
Narration
Analysis

Of an occurrence inside or outside you...
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
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Short reports inform and analyze.
Often presented in memorandum form.
The FIVE planning steps are all the same for
...
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Short reports need LESS;
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◦
◦
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Detailed introductions
Numerous transitions
Abundant visuals
Elaborate headings
M...
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Main sections
1. Introduction
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

Purpose, sources, scope, definitions, background, limi
ts & list of topics
A short i...
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Outlining the major sections
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Topic headings (history, background etc.)
Complete sentence headings
Imperativ...
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Parallelism in headings
◦ All headings of the same degree within any part of an
outline should be parallel to one anoth...


Kinds of reports
◦ Memorandum reports
 Informational
 Conference reports
 Progress reports
 Periodic reports

 Ana...
1.

Informational memorandum reports
a. Conference report
 Any employee or executive may be required to write a
report af...
b. Progress report
◦ As implied by the name, it shows
“progress”, accomplishments or activity over time or
at a given stag...
c. Periodic reports
◦ They are as many as organizations. So learning “what
they do” is more important than “what they are ...
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

Introduction and terminal sections are
unnecessary, when the reader and
department are the same of a periodic report...
Analytical Memorandum Reports

2.

A pure analytical report has one central purpose
“To analyze a situation or issue”
Data...
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Recommendation-Justification reports
◦ Justify a recommendation
◦ Parts of such a report
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


Current state of th...
Short reports
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Short reports

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Transcript of "Short reports"

  1. 1.  A report is the DOCUMENTED ◦ ◦ ◦ ◦   Account Description Narration Analysis Of an occurrence inside or outside your organization. Suggestions for short reports: ◦ Developing the main sections ◦ Outlining the major sections ◦ Including other desirable sections
  2. 2.    Short reports inform and analyze. Often presented in memorandum form. The FIVE planning steps are all the same for all kinds of writing ◦ ◦ ◦ ◦ ◦ Identify your purpose Analyze your audience Choose your ideas Collect your data Organize your message
  3. 3.  Short reports need LESS; ◦ ◦ ◦ ◦ ◦ ◦ Detailed introductions Numerous transitions Abundant visuals Elaborate headings Micro subdivisions Excessive formality
  4. 4.  Main sections 1. Introduction   Purpose, sources, scope, definitions, background, limi ts & list of topics A short introduction (usually without the title “introduction”) 2. Body (discussion)      Present all accurate facts Emphasize important ideas Include visuals aids Use headings Use top-down method for paragraphs 3. Terminal Section  Summary, conclusions & recommendations
  5. 5.  Outlining the major sections ◦ ◦ ◦ ◦  Topic headings (history, background etc.) Complete sentence headings Imperative sentence headings Variant headings (e.g. preparing before presenting) Formats of outlines (numerals and letters) 1. First degree A. Second degree i. Third degree a) Fourth degree I. Fifth degree
  6. 6.  Parallelism in headings ◦ All headings of the same degree within any part of an outline should be parallel to one another.  Including other desirable sections ◦ Many short reports are in memorandum format, the most used format in internal business communication. ◦ They are originally parts of a long report; however, it’s a good idea;     Subject line Prefatory section Visual aids Transmittal letter or memo
  7. 7.  Kinds of reports ◦ Memorandum reports  Informational  Conference reports  Progress reports  Periodic reports  Analytical  Analytical personnel report  Recommendation-Justification report (just like a proposal) ◦ Letter reports  Informational  Analytical
  8. 8. 1. Informational memorandum reports a. Conference report  Any employee or executive may be required to write a report after a conference with any individual or committee.  E.g. personal sales calls, minutes of the meeting attended by many people  The purpose is to record all decisions and discussions
  9. 9. b. Progress report ◦ As implied by the name, it shows “progress”, accomplishments or activity over time or at a given stage of a major assignment. ◦ The organizational plan is as follows;      Introduction Description of accomplishments during reporting period Unanticipated problems (if any) Plans for the next reporting period Summary (overall appraisal of progress to date)
  10. 10. c. Periodic reports ◦ They are as many as organizations. So learning “what they do” is more important than “what they are called”. ◦ Period is dependent upon the department and the assignment;       Yearly Monthly Bimonthly Weekly Biweekly daily
  11. 11.   Introduction and terminal sections are unnecessary, when the reader and department are the same of a periodic report. Checklist for informational reports 1. Be aware of the purpose   You are required to offer NO recommendation You are required to offer a recommendation 2. Know how to conclude   You summarize (only facts; no judgment is required of you) You conclude (your opinion is required too) 3. Use neutral, unbiased language  You are neutral
  12. 12. Analytical Memorandum Reports 2. A pure analytical report has one central purpose “To analyze a situation or issue” Data and evidence A good example is Analytical Personnel Report ◦ ◦ ◦ ◦   Ahmad, Rahim and Nabila to be analyzed for potential replacement to new office Introduction   Body     a paragraph about the purpose & sources Probable permanency Education and skills Personal qualifications Conclusions
  13. 13.  Recommendation-Justification reports ◦ Justify a recommendation ◦ Parts of such a report      Current state of the problem Effects and causes of the problem Possible options to remove the problem Criteria in evaluating a solution Recommended solution (if desired by the reader)
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