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Report Writing & Systems Training
Friday, February 23, 2024
12:00 P.M EST
Kyla M. Cullinane, Technical Project Editor
PART I: INTRODUCTION
REPORT WRITING AND SYSTEMS TRAINING
REPORT WRITING AND SYSTEMS TRAINING
3
Contents
Part I: Introduction
Part II: Common Grammar Conventions
Part III: Using Grammarly
Part IV: Microsoft Word Tips and Tricks
Part V: Best Practices with Shared Files
Part VI: Workflow – Technical Editor Role
Part VII: Questions & Answers
Presenters
4
REPORT WRITING AND SYSTEMS TRAINING
Kyla M. Cullinane
Technical Project Editor
Purpose
REPORT WRITING AND SYSTEMS
TRAINING
 Provide updates on the latest services
 Improve turnaround time for documents
 Reduce preventative errors
 Improve our client-facing deliverables
5
PART II: COMMON GRAMMAR CONVENTIONS
REPORT WRITING AND SYSTEMS TRAINING
REPORT WRITING AND SYSTEMS TRAINING
What is Active Voice?
 Prioritizes the action of the sentence.
 Has direct meaning.
 Can be past tense (was, were, etc.) or present tense (is,
are, etc.)
 Is more concise, professional, and clear.
7
Active Voice Isn’t all “Voice”
Active?
REPORT WRITING AND SYSTEMS TRAINING
8
Active Voice Is this Active
Voice?
The exam was failed by over one-third of the
applicants to the school.
Action on the bill is being considered by the
committee.
The committee is considering action on the bill.
Over one-third of the applicants to the school
failed the exam.
Active Voice
Active Voice
Passive Voice
Passive Voice
REPORT WRITING AND SYSTEMS TRAINING
What is Tense?
 Tense communicates to the readers when the action takes
place (in the past, present, or future).
 We use Past Tense when we are reporting our findings.
 We use Future Tense when we are talking about what we
will do on a contract (ex. Agreed-Upon-Procedures).
 We use Present Tense when we are describing companies,
BMC, or other established factors.
9
Tense
Let’s just
relax…
REPORT WRITING AND SYSTEMS TRAINING
10
Tense
Past Tense
 Ex. Was, were, considered, performed, etc.
Future Tense
 Ex. Will perform, will audit, etc.
Present Tense
 Ex. Are, is, perform, audit, write, etc.
 Depending on the subject: Ex. performs, audits, writes, etc.
REPORT WRITING AND SYSTEMS TRAINING
Make sure that you are using appropriate
vocabulary and word choices that convey
professionalism.
11
Professional Word Choice and Tone
This is mostly
common sense.
REPORT WRITING AND SYSTEMS TRAINING
12
Punctuation Principles
I haven't studied
this since I was in
school…
Possessives (the apostrophe)
 Indicates an object’s possession
 Does NOT indicate plural
Audit’s were performed…
The audits findings… The audit’s findings…
But…. What about
Gladys???
Gladys’ name is AMAZING!
See what I did there?
Audits were performed…
REPORT WRITING AND SYSTEMS TRAINING
13
Punctuation Principles
I haven't studied
this since I was in
school…
It’s vs. Its
 It’s = not possessive; AKA it is.
 Its = indicates possession
REPORT WRITING AND SYSTEMS TRAINING
14
Resources
https://owl.purdue.edu/owl/general_writing/index.html
https://www.merriam-webster.com/grammar
PART III: USING GRAMMARLY
REPORT WRITING AND SYSTEMS TRAINING
What is Grammarly?
REPORT WRITING AND SYSTEMS
TRAINING
• A writing assistance service that checks spelling,
grammar, punctuation, clarity, engagement, and
delivery errors across platforms.
• AI-generated content.
16
How to Use Grammarly
REPORT WRITING AND SYSTEMS
TRAINING
• Once you’ve signed up (required for all HQ), the
Grammarly Symbol will show up when you are
typing in a text field.
17
How to Use Grammarly
REPORT WRITING AND SYSTEMS
TRAINING
• Red lines will also appear when Grammarly detects errors.
• Hover over these areas and Grammarly will provide you
with the corrections.
18
How to Use Grammarly
REPORT WRITING AND SYSTEMS
TRAINING
• Grammarly helps you with correcting errors but can
also help rewrite paragraphs to sound more
professional and clear using AI technology.
19
How to Use Grammarly
REPORT WRITING AND SYSTEMS
TRAINING
20
Step 1: Highlight the
paragraph text you
want to improve.
Step 2: Click the
balloon symbol.
How to Use Grammarly
REPORT WRITING AND SYSTEMS
TRAINING
21
Step 3: Decide if the
generated content
conveys what you
would like to
communicate.
Step 4: Click Insert or
Retry.
Step 5: If dissatisfied,
you can click on a preset
option or type a prompt
in the text field.
PART IV: MICROSOFT WORD TIPS & TRICKS
REPORT WRITING AND SYSTEMS TRAINING
Microsoft Word - Overview
REPORT WRITING AND SYSTEMS
TRAINING
• Toolbar icons and their meanings
• BMC Style Guide
• Headings – What are they, and how do I use them?
• Headers and Footers
• Page Numbers
• Sections
• Pasting options
• Common issues and how to fix them
23
Toolbar Icons & Their Meanings
REPORT WRITING AND SYSTEMS
TRAINING
24
BMC Style Guide
REPORT WRITING AND SYSTEMS
TRAINING
25
What is a style
guide??
It’s a document an organization
uses to outline specific styles that
they need to keep their branding
and messaging consistent.
BMC Style Guide
REPORT WRITING AND SYSTEMS
TRAINING
26
Does BMC have a
style guide?
Yes, we do! Thank you for
asking.
BMC Style Guide Updated
01.2024.pdf
Adobe PDF - Overview
REPORT WRITING AND SYSTEMS
TRAINING
• Fill & Sign
• Export a PDF
• Organize Pages
27
BMC Style Guide Updated 01.2024.pdf
PART V: BEST PRACTICES WITH SHARED FILES
REPORT WRITING AND SYSTEMS TRAINING
Shared Files
REPORT WRITING AND SYSTEMS
TRAINING
• Share links rather than downloading
documents
• Refresh the documents when collaborating
• It is okay to resave the document, just delete
the previous document as to not create
confusion.
29
Shared Files
REPORT WRITING AND SYSTEMS
TRAINING
30
SharePoint OneDrive
Microsoft
Teams
Shared Files
REPORT WRITING AND SYSTEMS
TRAINING
31
Shared Files
REPORT WRITING AND SYSTEMS
TRAINING
32
Shared Files
REPORT WRITING AND SYSTEMS
TRAINING
33
RIGHT CLICK!
Shared Files
REPORT WRITING AND SYSTEMS
TRAINING
34
RIGHT CLICK!
ALWAYS EDIT IN THE
DESKTOP APP
PART VI: WORKFLOW – TECHNICAL EDITOR ROLE
REPORT WRITING AND SYSTEMS TRAINING
Standard Workflow for Editing
36
REPORT WRITING AND SYSTEMS TRAINING
Reporting
See Next Slide
Finalization
Editor to edit and format Templates Editor to Approve QC Checklist
Initiation
Determine Reporting Requirements Develop Templates Develop QC Checklist
Contract Start
Ensure the Technical Editor is included on all SharePoint folders
Reporting Workflow
37
REPORT WRITING AND SYSTEMS TRAINING
Specialists compile
the reports using the
templates provided.
The Manager reviews
the contents of
reports.
The Manager makes
any changes.
The Manager
submits the report to
the Technical Editor
for final edits.
The Editor reviews
the report following
the QC Checklist and
the BMC Style Guide.
The Editor returns
the report to the
Manager
The Manager
submits the report to
the client.
Repeat this process
for Draft and Final
Reports, as specified
in the contract.
1 7
4
5
6
3
2
8
PART VII: QUESTIONS & ANSWERS
REPORT WRITING AND SYSTEMS TRAINING
REPORT WRITING AND SYSTEMS TRAINING
39
REPORT WRITING AND SYSTEMS TRAINING
40
REPORT WRITING AND SYSTEMS TRAINING
41
Questions?
Email: operationsteam@bmc-llc.net
OR
kylac@bmc-llc.net
Report Writing Webinar Training

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Report Writing Webinar Training

  • 1. Report Writing & Systems Training Friday, February 23, 2024 12:00 P.M EST Kyla M. Cullinane, Technical Project Editor
  • 2. PART I: INTRODUCTION REPORT WRITING AND SYSTEMS TRAINING
  • 3. REPORT WRITING AND SYSTEMS TRAINING 3 Contents Part I: Introduction Part II: Common Grammar Conventions Part III: Using Grammarly Part IV: Microsoft Word Tips and Tricks Part V: Best Practices with Shared Files Part VI: Workflow – Technical Editor Role Part VII: Questions & Answers
  • 4. Presenters 4 REPORT WRITING AND SYSTEMS TRAINING Kyla M. Cullinane Technical Project Editor
  • 5. Purpose REPORT WRITING AND SYSTEMS TRAINING  Provide updates on the latest services  Improve turnaround time for documents  Reduce preventative errors  Improve our client-facing deliverables 5
  • 6. PART II: COMMON GRAMMAR CONVENTIONS REPORT WRITING AND SYSTEMS TRAINING
  • 7. REPORT WRITING AND SYSTEMS TRAINING What is Active Voice?  Prioritizes the action of the sentence.  Has direct meaning.  Can be past tense (was, were, etc.) or present tense (is, are, etc.)  Is more concise, professional, and clear. 7 Active Voice Isn’t all “Voice” Active?
  • 8. REPORT WRITING AND SYSTEMS TRAINING 8 Active Voice Is this Active Voice? The exam was failed by over one-third of the applicants to the school. Action on the bill is being considered by the committee. The committee is considering action on the bill. Over one-third of the applicants to the school failed the exam. Active Voice Active Voice Passive Voice Passive Voice
  • 9. REPORT WRITING AND SYSTEMS TRAINING What is Tense?  Tense communicates to the readers when the action takes place (in the past, present, or future).  We use Past Tense when we are reporting our findings.  We use Future Tense when we are talking about what we will do on a contract (ex. Agreed-Upon-Procedures).  We use Present Tense when we are describing companies, BMC, or other established factors. 9 Tense Let’s just relax…
  • 10. REPORT WRITING AND SYSTEMS TRAINING 10 Tense Past Tense  Ex. Was, were, considered, performed, etc. Future Tense  Ex. Will perform, will audit, etc. Present Tense  Ex. Are, is, perform, audit, write, etc.  Depending on the subject: Ex. performs, audits, writes, etc.
  • 11. REPORT WRITING AND SYSTEMS TRAINING Make sure that you are using appropriate vocabulary and word choices that convey professionalism. 11 Professional Word Choice and Tone This is mostly common sense.
  • 12. REPORT WRITING AND SYSTEMS TRAINING 12 Punctuation Principles I haven't studied this since I was in school… Possessives (the apostrophe)  Indicates an object’s possession  Does NOT indicate plural Audit’s were performed… The audits findings… The audit’s findings… But…. What about Gladys??? Gladys’ name is AMAZING! See what I did there? Audits were performed…
  • 13. REPORT WRITING AND SYSTEMS TRAINING 13 Punctuation Principles I haven't studied this since I was in school… It’s vs. Its  It’s = not possessive; AKA it is.  Its = indicates possession
  • 14. REPORT WRITING AND SYSTEMS TRAINING 14 Resources https://owl.purdue.edu/owl/general_writing/index.html https://www.merriam-webster.com/grammar
  • 15. PART III: USING GRAMMARLY REPORT WRITING AND SYSTEMS TRAINING
  • 16. What is Grammarly? REPORT WRITING AND SYSTEMS TRAINING • A writing assistance service that checks spelling, grammar, punctuation, clarity, engagement, and delivery errors across platforms. • AI-generated content. 16
  • 17. How to Use Grammarly REPORT WRITING AND SYSTEMS TRAINING • Once you’ve signed up (required for all HQ), the Grammarly Symbol will show up when you are typing in a text field. 17
  • 18. How to Use Grammarly REPORT WRITING AND SYSTEMS TRAINING • Red lines will also appear when Grammarly detects errors. • Hover over these areas and Grammarly will provide you with the corrections. 18
  • 19. How to Use Grammarly REPORT WRITING AND SYSTEMS TRAINING • Grammarly helps you with correcting errors but can also help rewrite paragraphs to sound more professional and clear using AI technology. 19
  • 20. How to Use Grammarly REPORT WRITING AND SYSTEMS TRAINING 20 Step 1: Highlight the paragraph text you want to improve. Step 2: Click the balloon symbol.
  • 21. How to Use Grammarly REPORT WRITING AND SYSTEMS TRAINING 21 Step 3: Decide if the generated content conveys what you would like to communicate. Step 4: Click Insert or Retry. Step 5: If dissatisfied, you can click on a preset option or type a prompt in the text field.
  • 22. PART IV: MICROSOFT WORD TIPS & TRICKS REPORT WRITING AND SYSTEMS TRAINING
  • 23. Microsoft Word - Overview REPORT WRITING AND SYSTEMS TRAINING • Toolbar icons and their meanings • BMC Style Guide • Headings – What are they, and how do I use them? • Headers and Footers • Page Numbers • Sections • Pasting options • Common issues and how to fix them 23
  • 24. Toolbar Icons & Their Meanings REPORT WRITING AND SYSTEMS TRAINING 24
  • 25. BMC Style Guide REPORT WRITING AND SYSTEMS TRAINING 25 What is a style guide?? It’s a document an organization uses to outline specific styles that they need to keep their branding and messaging consistent.
  • 26. BMC Style Guide REPORT WRITING AND SYSTEMS TRAINING 26 Does BMC have a style guide? Yes, we do! Thank you for asking. BMC Style Guide Updated 01.2024.pdf
  • 27. Adobe PDF - Overview REPORT WRITING AND SYSTEMS TRAINING • Fill & Sign • Export a PDF • Organize Pages 27 BMC Style Guide Updated 01.2024.pdf
  • 28. PART V: BEST PRACTICES WITH SHARED FILES REPORT WRITING AND SYSTEMS TRAINING
  • 29. Shared Files REPORT WRITING AND SYSTEMS TRAINING • Share links rather than downloading documents • Refresh the documents when collaborating • It is okay to resave the document, just delete the previous document as to not create confusion. 29
  • 30. Shared Files REPORT WRITING AND SYSTEMS TRAINING 30 SharePoint OneDrive Microsoft Teams
  • 31. Shared Files REPORT WRITING AND SYSTEMS TRAINING 31
  • 32. Shared Files REPORT WRITING AND SYSTEMS TRAINING 32
  • 33. Shared Files REPORT WRITING AND SYSTEMS TRAINING 33 RIGHT CLICK!
  • 34. Shared Files REPORT WRITING AND SYSTEMS TRAINING 34 RIGHT CLICK! ALWAYS EDIT IN THE DESKTOP APP
  • 35. PART VI: WORKFLOW – TECHNICAL EDITOR ROLE REPORT WRITING AND SYSTEMS TRAINING
  • 36. Standard Workflow for Editing 36 REPORT WRITING AND SYSTEMS TRAINING Reporting See Next Slide Finalization Editor to edit and format Templates Editor to Approve QC Checklist Initiation Determine Reporting Requirements Develop Templates Develop QC Checklist Contract Start Ensure the Technical Editor is included on all SharePoint folders
  • 37. Reporting Workflow 37 REPORT WRITING AND SYSTEMS TRAINING Specialists compile the reports using the templates provided. The Manager reviews the contents of reports. The Manager makes any changes. The Manager submits the report to the Technical Editor for final edits. The Editor reviews the report following the QC Checklist and the BMC Style Guide. The Editor returns the report to the Manager The Manager submits the report to the client. Repeat this process for Draft and Final Reports, as specified in the contract. 1 7 4 5 6 3 2 8
  • 38. PART VII: QUESTIONS & ANSWERS REPORT WRITING AND SYSTEMS TRAINING
  • 39. REPORT WRITING AND SYSTEMS TRAINING 39
  • 40. REPORT WRITING AND SYSTEMS TRAINING 40
  • 41. REPORT WRITING AND SYSTEMS TRAINING 41 Questions? Email: operationsteam@bmc-llc.net OR kylac@bmc-llc.net