seven cs

1. A REPORT IS A STATEMENT OF THE RESULTS OF
AN INVESTIGATION OR OF ANY MATTER ON WHICH
DEFINITE INFORMATION IS REQUIRED.
1

2. o TO TRANSMIT IDEAS OR INFORMATION, FACTS OR
FINDINGS
o TO RESEARCH A PROBLEM AND DRAW CONCLUSIONS
ABOUT IT
o TO MAKE RECOMMENDATIONS ABOUT WAYS OF DOING
THINGS, MAKING IMPROVEMENTS OR CHANGES
o TO RECORD INFORMATION FOR OTHER PEOPLE TO
REFER TO
2

3. WRITING THE REPORT: THE
ESSENTIAL STAGES
• ALL REPORTS NEED TO BE CLEAR, CONCISE AND WELL
STRUCTURED.
• THE KEY TO WRITING AN EFFECTIVE REPORT IS TO
ALLOCATE TIME FOR PLANNING AND PREPARATION.
• THE ESSENTIAL STAGES OF SUCCESSFUL REPORT
WRITING ARE DESCRIBED BELOW

4. STAGE ONE: UNDERSTANDING THE REPORT BRIEF
• CHECK THAT YOU UNDERSTAND ALL THE INSTRUCTIONS OR
REQUIREMENT.
• CONSIDER WHO THE REPORT IS FOR AND WHY IT IS BEING
WRITTEN.
STAGE TWO: GATHERING AND SELECTING INFORMATION
• ONCE YOU ARE CLEAR ABOUT THE PURPOSE OF YOUR
REPORT, YOU NEED TO BEGIN TO GATHER RELEVANT
INFORMATION.
• YOUR INFORMATION MAY COME FROM A VARIETY OF
SOURCES.
• BUT HOW MUCH INFORMATION YOU WILL NEED WILL DEPEND
ON HOW MUCH DETAIL IS REQUIRED IN THE REPORT

5. STAGE THREE: ORGANIZING YOUR MATERIAL
• AFTER GATHERING INFORMATION YOU NEED TO DECIDE
WHAT WILL BE INCLUDED
 IN WHAT SEQUENCE
IT SHOULD BE PRESENTED.
• BEGIN BY GROUPING TOGETHER POINTS THAT ARE RELATED.
• THESE MAY FORM SECTIONS OR CHAPTERS

6. STAGE FOUR: ANALYZING YOUR MATERIAL
• BEFORE YOU BEGIN TO WRITE YOUR FIRST DRAFT OF THE
REPORT, TAKE TIME TO CONSIDER AND MAKE NOTES ON
THE POINTS YOU WILL MAKE USING THE FACTS AND
EVIDENCE YOU HAVE GATHERED
STAGE FIVE: WRITING THE REPORT
THE STRUCTURE DESCRIBED BELOW CAN BE ADAPTED AND
APPLIED.
• INTRODUCE THE MAIN IDEA
• EXPLAIN AND EXPAND THE IDEA, DEFINING ANY KEY TERMS.
• PRESENT RELEVANT EVIDENCE TO SUPPORT YOUR POINT.
• COMMENT ON EACH PIECE OF EVIDENCE SHOWING HOW IT
RELATES TO YOUR POINT.

7. STAGE SIX: REVIEWING AND REDRAFTING
• YOU SHOULD LEAVE TIME TO TAKE A BREAK BEFORE YOU REVIEW YOUR FIRST DRAFT.
• BE PREPARED TO REARRANGE OR REWRITE SECTIONS IN THE LIGHT OF YOUR REVIEW.
• TRY TO READ THE DRAFT FROM THE PERSPECTIVE OF THE READER.
STAGE SEVEN: PRESENTATION
FIRST IMPRESSIONS COUNT, SO CONSIDER THESE SIMPLE TIPS TO ENSURE YOUR REPORT IS READER-FRIENDLY:
• USE PLENTY OF WHITE SPACE
• ENSURE THE SEPARATE PARTS OF YOUR REPORT STAND OUT CLEARLY
• USE SUBHEADINGS
• USE TABLES AND FIGURES
• NUMBER EACH PAGE
• USE FORMAL LANGUAGE

8. o THE TERMS OF REFERENCE OF A REPORT ARE A GUIDING
STATEMENT USED TO DEFINE THE SCOPE OF YOUR
INVESTIGATION.
o YOU MUST BE CLEAR FROM THE START WHAT YOU ARE
BEING ASKED TO DO.
o KNOWING YOUR PURPOSE WILL HELP YOU TO
COMMUNICATE YOUR INFORMATION MORE CLEARLY AND
WILL HELP YOU
o TO BE MORE SELECTIVE WHEN COLLECTING YOUR
INFORMATION.
8

9. CAREFUL PLANNING WILL HELP YOU TO WRITE A CLEAR,
CONCISE AND EFFECTIVE REPORT.
CONSIDER THE REPORT AS A WHOLE
o BREAK DOWN THE TASK OF WRITING THE REPORT INTO
VARIOUS PARTS.
o HOW MUCH TIME DO YOU HAVE TO WRITE THE REPORT?
o HOW CAN THIS BE DIVIDED UP INTO THE VARIOUS PLANNING
STAGES?
o SET YOURSELF DEADLINES FOR THE VARIOUS STAGES. 9

10. THERE ARE A NUMBER OF QUESTIONS YOU NEED TO ASK
YOURSELF AT THIS STAGE :
o WHAT IS THE INFORMATION YOU NEED ?
o WHERE DO YOU FIND IT ?
o HOW MUCH DO YOU NEED ?
o HOW SHALL YOU COLLECT IT ?
o IN WHAT ORDER WILL YOU ARRANGE IT ?
10

11. •ONE HELPFUL IS TO BRAINSTORM YOUR IDEAS INTO A
‘SPIDER DIAGRAM.’
•WRITE THE MAIN THEME IN THE CENTRE OF A PIECE OF
PAPER.
• WRITE DOWN ALL THE IDEAS AND KEYWORDS RELATED TO
YOUR TOPIC.
11

12. EACH IDEA CAN BE CIRCLED OR LINKED BY LINES AS
APPROPRIATE.
 WHEN YOU HAVE FINISHED, HIGHLIGHT ANY RELATED
IDEAS AND THEN SORT TOPICS.
 SOME IDEAS WILL FORM MAIN HEADINGS, AND OTHERS
WILL BE SUB-SECTIONS UNDER THESE HEADINGS.
 YOU SHOULD THEN BE ABLE TO SEE A PATTERN EMERGING
AND BE ABLE TO ARRANGE YOUR MAIN HEADINGS IN A
LOGICAL ORDER.
12

13. 13

14. THE FOLLOWING COMMON ELEMENTS CAN BE FOUND IN MANY DIFFERENT
REPORTS:
 TITLE PAGE
 ACKNOWLEDGEMENTS
 CONTENTS
 ABSTRACT OR SUMMARY
 INTRODUCTION
 METHODOLOGY
 RESULTS OR FINDINGS
 DISCUSSION
 CONCLUSION AND RECOMMENDATIONS
 REFERENCES
 APPENDICES
14

15. •THIS SHOULD INCLUDE THE TITLE
OF THE REPORT THE AUTHOR’S
NAME, MODULE, COURSE AND
THE DATE.
15

16. • YOU SHOULD ACKNOWLEDGE ANY HELP YOU HAVE
RECEIVED IN COLLECTING THE INFORMATION FOR THE
REPORT.
• THIS MAY BE FROM LIBRARIANS, TECHNICIANS OR
COMPUTER CENTRE STAFF.
16

17. • YOU SHOULD LIST ALL THE MAIN SECTIONS OF THE
REPORT IN SEQUENCE WITH THE PAGE NUMBERS THEY
BEGIN ON.
• IF THERE ARE CHARTS, DIAGRAMS OR TABLES INCLUDED
IN YOUR REPORT, THESE SHOULD BE LISTED SEPARATELY
UNDER A TITLE TOGETHER WITH THE PAGE NUMBERS ON
WHICH THEY APPEAR
17

18. • THIS SHOULD BE A SHORT PARAGRAPH SUMMARIZING THE
MAIN CONTENTS OF THE REPORT.
• IT SHOULD INCLUDE
SHORT STATEMENT OF THE MAIN TASK
THE METHODS USED
CONCLUSIONS REACHED AND ANY RECOMMENDATIONS TO BE
MADE.
• THE ABSTRACT OR SUMMARY SHOULD BE CONCISE, INFORMATIVE AND
INDEPENDENT OF THE REPORT.
• WRITE THIS SECTION AFTER YOU HAVE WRITTEN THE REPORT.
18

19. THIS SHOULD INCLUDE:
o THE CONTEXT AND SCOPE OF THE REPORT
o YOUR TERMS OF REFERENCE.
o STATE YOUR OBJECTIVES CLEARLY
o DEFINE THE LIMITS OF THE REPORT
o METHOD OF ENQUIRY
o BRIEF GENERAL BACKGROUND TO THE SUBJECT OF THE
REPORT AND
o INDICATE THE PROPOSED DEVELOPMENT
19

20. oIN THIS SECTION YOU SHOULD STATE HOW
YOU CARRIED OUT
oYOUR ENQUIRY. WHAT FORM DID YOUR
ENQUIRY TAKE ? DID
oYOU CARRY OUT INTERVIEWS OR
QUESTIONNAIRES, HOW DID
oYOU COLLECT YOUR DATA ? WHAT
MEASUREMENTS DID YOU
20

21. • PRESENT YOUR FINDINGS IN AS SIMPLE A WAY AS POSSIBLE. THE
MORE COMPLICATED THE INFORMATION LOOKS, THE MORE
DIFFICULT IT WILL BE TO INTERPRET. THERE ARE A NUMBER OF
WAYS IN WHICH RESULTS CAN BE PRESENTED.
HERE ARE A FEW :
• TABLES
• GRAPHS
• PIE CHARTS
• BAR CHARTS
• DIAGRAMS
21

22. • ARE ALL YOUR DIAGRAMS / ILLUSTRATIONS CLEARLY LABELED?
• DO THEY ALL HAVE TITLES?
• IS THE LINK BETWEEN THE TEXT AND THE DIAGRAM CLEAR?
• ARE THE HEADINGS PRECISE?
• ARE THE AXES OF GRAPHS CLEARLY LABELED?
• CAN TABLES BE EASILY INTERPRETED?
• HAVE YOU ABIDED BY ANY COPYRIGHT LAWS WHEN INCLUDING
ILLUSTRATIONS/TABLES FROM PUBLISHED DOCUMENTS?
22

23. • IN DISCUSSION YOU CAN ANALYZE AND INTERPRET YOUR
RESULTS DRAWING FROM THE COLLECTED INFORMATION,
EXPLAINING ITS SIGNIFICANCE.
• IDENTIFY IMPORTANT ISSUES AND SUGGEST
EXPLANATIONS FOR YOUR FINDINGS.
• OUTLINE ANY PROBLEMS ENCOUNTERED AND TRY AND
PRESENT A BALANCED VIEW
23

24. • THIS IS THE SECTION OF THE REPORT WHICH DRAWS
TOGETHER THE MAIN ISSUES.
• IT SHOULD BE EXPRESSED CLEARLY AND SHOULD NOT
PRESENT ANY NEW INFORMATION.
• YOU MAY WISH TO LIST YOUR RECOMMENDATIONS IN
SEPARATE SECTION OR INCLUDE THEM WITH THE
CONCLUSIONS
24

25. IT IS IMPORTANT THAT YOU GIVE PRECISE DETAILS
OF ALL THE WORK BY OTHER AUTHORS WHICH HAS
BEEN REFERRED TO WITHIN THE REPORT. DETAILS
SHOULD INCLUDE :
• AUTHOR’S NAME AND INITIALS
• DATE OF PUBLICATION
• TITLE OF THE BOOK, PAPER OR JOURNAL
• PUBLISHER
• PLACE OF PUBLICATION
• PAGE NUMBERS
25

26. • AN APPENDIX CONTAINS ADDITIONAL INFORMATION RELATED
TO THE REPORT BUT WHICH IS NOT ESSENTIAL TO THE MAIN
FINDINGS.
YOU COULD INCLUDE:
• DETAILS OF INTERVIEW QUESTIONS,
• STATISTICAL DATA
• A GLOSSARY OF TERMS
• OR OTHER INFORMATION WHICH MAY BE USEFUL FOR THE
READER.
26

27. TIPS FOR GOOD WRITING
• ALWAYS DECIDE WHAT YOUR MAIN AIMS AND OBJECTIVES
SHOULD BE IN WRITING THE REPORT BEFORE STARTING.
• KEEP THE READER IN MIND: HIS BACKGROUND; LEVEL OF
EDUCATION; FAMILIARITY WITH THE SUBJECT.
• DECIDE WHAT INFORMATION THE REPORT IS GOING TO
CONTAIN AND WHERE IT CAN BE FOUND. IN ORDER TO WRITE
A GOOD REPORT, YOU MUST KNOW HOW TO FIND THE FACTS
YOU NEED
27

28. TIPS FOR GOOD WRITING
• KEEP IT SIMPLE.
• DO NOT TRY TO IMPRESS, RATHER TRY TO COMMUNICATE.
• DO NOT GO INTO A LOT OF DETAILS UNLESS IT IS NEEDED.
• USE AN ACTIVE VOICE RATHER THAN PASSIVE. ACTIVE VOICE
MAKES THE WRITING MOVE SMOOTHLY AND EASILY.
• GOOD GRAMMAR AND PUNCTUATION IS IMPORTANT. HAVING
SOMEONE PROOFREAD IS A GOOD IDEA.
28

29. TIPS FOR GOOD WRITING
• REMEMBER THAT THE COMPUTER CAN NOT CATCH ALL
THE MISTAKES, ESPECIALLY WITH WORDS LIKE “RED,
READ” OR “THERE, THEIR.”
• CHOOSE WHAT KIND OF LAYOUT YOU WILL USE.
•WHAT WILL BE THE APPROXIMATE LENGTH?
•WHAT STYLE AND TONE WILL YOU USE?
29

30. SUMMARY
• THE SKILLS INVOLVED IN WRITING A REPORT WILL HELP YOU
TO CONDENSE AND FOCUS INFORMATION, DRAWING
OBJECTIVE FINDINGS FROM DETAILED DATA.
• THE ABILITY TO EXPRESS YOURSELF CLEARLY AND
SUCCINCTLY IS AN IMPORTANT SKILL. AND IS ONE THAT CAN
BE GREATLY ENHANCED BY APPROACHING EACH REPORT IN
A PLANNED AND FOCUSED WAY
30

31. 31

32. 1. INFORMATIONAL REPORT
2. RECOMMENDATION REPORT
3. MEDICAL REPORT
4. PERIODIC REPORT
5. COMPLIANCE REPORTS
6. INCIDENT REPORT
7. RESEARCH REPORT
8. LAB REPORT
9. BUSINESS REPORT
10. ANALYTICAL REPORT
11. FEASIBILITY REPORT
12. YARDSTICK REPORTS
13. RESEARCH STUDIES REPORT
14. PROGRESS REPORT
32

33. • INFORMATIONAL REPORTS PRESENT DATA AND ANSWER
QUESTIONS. THESE REPORTS ARE DESCRIPTIVE. THEY
EMPHASIZE FACTS BUT DO NOT OFFER RECOMMENDATIONS
NOR ANALYSIS.
• REPORT SHOULD ANSWER THE QUESTIONS IN WORK PLAN.
• THESE REPORTS COME IN DOZENS OF PARTICULAR
FORMATS, THEY CAN BE GROUPED INTO FOUR GENERAL
CATEGORIES.

34. 1. REPORTS TO MONITOR AND CONTROL OPERATIONS.
OPERATING REPORTS PROVIDE FEEDBACK ON A WIDE VARIETY OF AN
ORGANIZATION'S FUNCTIONS, INCLUDING SALES, INVENTORIES,
EXPENSES, SHIPMENTS, AND SO ON. PERSONAL ACTIVITY REPORTS
PROVIDE INFORMATION REGARDING AN INDIVIDUAL'S EXPERIENCES
DURING SALES CALLS, INDUSTRY CONFERENCES, MARKET RESEARCH
TRIPS, AND SO ON.
2. REPORTS TO IMPLEMENT POLICIES AND PROCEDURES.
POLICY REPORTS RANGE FROM BRIEF DESCRIPTIONS OF BUSINESS
PROCEDURES TO MANUALS THAT RUN DOZENS OR HUNDREDS OF
PAGES. POSITION PAPERS OUTLINE AN ORGANIZATION'S OFFICIAL
POSITION ON ISSUES THAT AFFECT THE COMPANY'S SUCCESS.

35. 3. REPORTS TO DEMONSTRATE COMPLIANCE.
BUSINESSES ARE REQUIRED TO SUBMIT A VARIETY OF
COMPLIANCE REPORTS, FROM TAX RETURNS TO REPORTS
DESCRIBING THE PROPER HANDLING OF HAZARDOUS MATERIALS.
4. REPORTS TO DOCUMENT PROGRESS.
PROGRESS REPORTS RANGE FROM SIMPLE UPDATES IN MEMO
FORM TO COMPREHENSIVE STATUS REPORTS.

36. 1. ANALYZE
2. BRAINSTORM
3. PLAN
4. CONSTRUCT
5. RESEARCH SUBMIT YOUR WORK
6. REVISE
7. START SORTING METHODOLOGY
8. MAKE DRAFT ROUGH PLAN & PROOFREAD

37. • TITLE PAGE
• LETTER/MEMO OF TRANSMITTAL
• TABLE OF CONTENTS
• INTRODUCTION
• RESULTS OF THE STUDY (BODY)
• SUMMARY
• WORKS CITED
• APPENDIX

38. • A RECOMMENDATION REPORT
PROPOSES A SOLUTION TO A PROBLEM
OR EVALUATES POSSIBLE SOLUTIONS AND RECOMMENDS
ONE. BEFORE PROPOSING OR RECOMMENDING A
SOLUTION, THE REPORT NEEDS TO IDENTIFY THE
PROBLEM.

39. • START WITH AN INTRODUCTION/ EXECUTIVE SUMMARY
• DETERMINE AUDIENCE AND PURPOSE
• CREATE A TEAM
• DESCRIBE THE SITUATION
• DEFINE THE REQUIREMENTS
• LIST AND DESCRIBE OPTIONS
• INCLUDE ANY NECESSARY BACKGROUND
• WRITE A POINT-BY-POINT COMPARISON
• CLEARLY STATE THE CONCLUSION(S) AND
RECOMMENDATION(S)

40. • INTRODUCTION, BODY, & CONCLUSION
• SEPARATE EACH SPECIFIC RECOMMENDATION
• USE BULLETS AND NUMBERED LISTS
• ORGANIZE IN ORDER OF IMPORTANCE OR LOGICAL
ORDER OF DEVELOPMENT

41. • BODY
• INTRODUCTION
• METHODS SECTION
• RESULTS SECTION
• CONCLUSION(S)
• RECOMMENDATION(S)

42. • THE REPORT THAT TELLS ABOUT THE MEDICAL CONDITION OF A
PATIENT.
• THERE ARE DIFFERENT TYPES OF MEDICAL REPORTS
• THE HISTORY AND PHYSICAL REPORT(H&P);
• THE DISCHARGE SUMMARY (DS);
• THE OPERATIVE NOTE OR REPORT (OP),
• THE CONSULTATION REPORT (CONSULTS).
THESE ARE THE BASIC FOUR REPORTS PLUS, THERE ARE TWO MORE
• THE PATHOLOGY REPORT (PATH); AND
• THE RADIOLOGY REPORT (X RAYS OR RADIOGRAPHS).

43. • 1. DIAGNOSIS:
• NEW OR RARE DISEASES OR UNUSUAL
PRESENTATION OF COMMON DISEASES
• NOVEL DIAGNOSTIC PROCEDURES
• DISCUSSION OF DIFFERENTIAL DIAGNOSES
• 2. TREATMENT
• NEW TREATMENTS OR ESTABLISHED
TREATMENTS IN NEW SITUATIONS
• TREATMENT OF RARE DISEASES
• UNIQUE TECHNICAL PROCEDURES

44. • 3. SPECIAL CIRCUMSTANCES:
• HIGHLY INDIVIDUALIZED TREATMENTS
• COMPLEX SITUATIONS
• INTEGRATION OF MULTIPLE THERAPIES
• CONVERGENCE OF GLOBAL HEALTHCARE SYSTEMS AND
PRACTICES
• UNUSUAL CARE SETTINGS
• HUMANITARIAN WORK
• ETHICAL CHALLENGES
• LEARNING FROM ERRORS
44

45. FORMAT OF MEDICAL REPORT
• ABSTRACT
• INTRODUCTION
• PRESENTING CONCERNS
• HISTORY
• TIMELINE
• DIAGNOSTIC FOCUS AND ASSESSMENT
• THERAPEUTIC FOCUS AND ASSESSMENT
• FOLLOW-UP
• DISCUSSION
• ETHICAL CONSIDERATIONS

46. • A REGULARLY PUBLISHED SUMMARY OF BUSINESS RESULTS
REPORTING ON THE SAME ACTIVITIES AT DIFFERENT
INTERVALS OF TIME.
• THE PERIODIC REPORT IS TO HELP THE MANAGEMENT TO
MAKE THEIR POLICIES, OPERATION, PRODUCTS ACCORDING
TO THE CONSUMER REQUIREMENT.
• BY THIS REPORT, MANAGEMENT CAN DECIDE HOW TO
DEVELOP THEIR ORGANIZATION FOR MORE MUTUAL
BENEFITS.

47. • TITLE PAGE
• STATUS SUMMARY
• TECHNICAL SUMMARY
• WEB SITE UPDATE
47

48. • TITLE PAGE – (EVERY 3 MONTHS)
• PROJECT TITLE AND NUMBER
• PERIODIC REPORT NUMBER AND PERIOD COVERED
• PRINCIPAL INVESTIGATOR AND ORGANIZATION
• PROJECT START DATE AND END DATE
• SUBCONTRACTORS, PARTICIPATING UTILITIES AND OTHER
PARTICIPANTS
• PROJECT FUNDING
• PROJECT OBJECTIVE

49. • STATUS SUMMARY -(EVERY 3 MONTHS)
• STATEMENT OF GOALS FOR THE REPORTING PERIOD
• SUMMARY OF WORK TASKS COMPLETED AND
ACCOMPLISHMENTS IN REPORTING PERIOD, INCLUDING
SIGNIFICANT FINDINGS, MAJOR OBSERVATIONS, STATEMENT
OF HOW GOALS WERE MET.
• PROBLEMS ENCOUNTERED
49

50. • TECHNICAL SUMMARY – (EVERY 6 MONTHS, INCLUDE
WITH STATUS SUMMARY)
• METHODS AND MATERIALS
• DATA AND ANALYSIS
• SIGNIFICANT FINDINGS
• APPLICABILITY OF FINDINGS
• RESPONSE TO QUESTIONS AND COMMENTS ON PREVIOUS
REPORT

51. • WEB SITE UPDATE - 1 TO 2 PAGES (EVERY 6 MONTHS,
INCLUDE AS SEPARATE SECTION AFTER TECHNICAL
SUMMARY)
• PROJECT TITLE AND NUMBER
• PRINCIPAL INVESTIGATOR AND ORGANIZATION
• REPORTING PERIOD (I.E., PERIOD COVERED BY UPDATE)
• ACTIVITIES AND PROGRESS SINCE PREVIOUS WEB SITE
UPDATE; WORK TO BE PERFORMED NEXT PERIOD
51

52. • COMPLIANCE REPORTS PRESENT DATA IN COMPLIANCE
WITH LOCAL, STATE AND FEDERAL LAWS.
• GOVERNMENT REGULATING AGENCIES REQUIRE
ORGANIZATIONS TO SUBMIT REPORTS VERIFYING
AGREEMENT WITH LAWS.
• USUALLY ANSWER THE QUESTIONS TO HOW MUCH
PROFIT, THE ORGANIZATION EARNED AND THE TAXES
OWED.

53. • BACKGROUND INFORMATION
• PREVIEW OF MAJOR SECTIONS
• BODY
• THE CONTENT
• DATA, FIGURES ETC
• SUMMARY OF REPORT
• OBJECTIVE

54. • CORRECTNESS OF DATA
• ACCURACY OF DATA.

55. • AN INCIDENT REPORT OR ACCIDENT REPORT IS A
FORM THAT IS FILLED OUT IN ORDER TO RECORD
DETAILS OF AN UNUSUAL EVENT THAT OCCURS
AT THE FACULTY, SUCH AS AN INJURY TO
A PATIENT.

56. • THE PURPOSE OF THE INCIDENT REPORT IS
TO DOCUMENT THE EXACT DETAILS OF THE
OCCURRENCE WHILE THEY ARE FRESH IN THE MINDS OF
THOSE WHO WITNESSED THE EVENT.
• THIS INFORMATION MAY BE USEFUL IN THE FUTURE WHEN
DEALING WITH LIABILITY ISSUES STEMMING FROM THE
INCIDENT.
56

57. • FIND THE FACTS
TO PREPARE FOR WRITING AN ACCIDENT REPORT, YOU
HAVE TO GATHER AND RECORD ALL THE FACTS. FOR
EXAMPLE:
• DATE, TIME, AND SPECIFIC LOCATION OF INCIDENT
• NAMES, JOB TITLES, AND DEPARTMENT OF EMPLOYEES
INVOLVED AND SUPERVISOR(S)
• NAMES AND ACCOUNTS OF WITNESSES
• EVENTS LEADING UP TO INCIDENT
• EXACTLY WHAT EMPLOYEE WAS DOING AT THE MOMENT
OF THE ACCIDENT

58. • DETERMINE THE SEQUENCE
DETERMINE THE SEQUENCE OF EVENTS
• EVENTS LEADING UP TO THE INCIDENT.
• EVENTS INVOLVED IN THE INCIDENT.
• EVENTS IMMEDIATELY FOLLOWING THE INCIDENT
• ANALYZE
YOUR REPORT SHOULD INCLUDE AN IN-DEPTH
ANALYSIS OF THE CAUSES OF THE ACCIDENT. CAUSES
INCLUDE:
• PRIMARY CAUSE (E.G., A SPILL ON THE FLOOR THAT
CAUSED A SLIP AND FALL)
• SECONDARY CAUSES (E.G., EMPLOYEE NOT
58

59. • RECOMMEND
RECOMMENDATIONS FOR CORRECTIVE ACTION
MIGHT INCLUDE IMMEDIATE CORRECTIVE ACTION
AS WELL AS LONG-TERM CORRECTIVE ACTIONS
SUCH AS:
• EMPLOYEE TRAINING ON SAFE WORK
PRACTICES
• ENGINEERING CHANGES THAT MAKE THE TASK
SAFER
• ADMINISTRATIVE CHANGES THAT MIGHT
INCLUDE CHANGING THE WAY THE TASK IS

60. • RESEARCH REPORT IS A CONDENSED FORM
OR A BRIEF DESCRIPTION OF THE
RESEARCH WORK DONE BY THE
RESEARCHER. IT INVOLVES SEVERAL STEPS
TO PRESENT THE REPORT IN THE FORM OF
THESIS OR DISSERTATION.
• PRESENT IN CONFERENCE.
• PUBLISH IN JOURNALS OR ARTICLES.
60

61. • BE OBJECTIVE.
• MINIMIZE THE USE OF TECHNICAL
LANGUAGE.
• USE PRESENT TENSE & ACTIVE VOICE.
• TREAT THE DATA CONFIDENTIALLY.
• REVISE AND REWRITE.
• USE VISUAL AIDS.
• REPORT SHOULD SHOW ORIGINALITY.
61

62. • THE LAYOUT MUST BE APPROPRIATE AND ACCORDANCE WITH THE
OBJECTIVE.
• REPORT SHOULD BE FREE FROM GRAMMATICAL MISTAKES.
• REPORT MUST PRESENT THE LOGICAL ANALYSIS OF THE SUBJECT
MATTER.
• IT MUST BE AN ATTEMPT TO SOLVE SOME INTELLECTUAL
PROBLEMS.
• INDEX MUST BE PREPARED & APPENDED AT THE END.
• REPORT MUST BE ATTRACTIVE IN APPEARANCE, NEAT & CLEAR
WHETHER TYPED OR PRINTED.
62

63. • LOGICAL ANALYSIS OF THE SUBJECT-MATTER
• PREPARATION OF THE FINAL OUTLINE
• PREPARATION OF ROUGH DRAFT
• REWRITING AND POLISHING
• PREPARATION OF FINAL BIBLIOGRAPHY
• WRITING THE FINAL DRAFT
63

64. 1.PRELIMINARY PAGE
• TITLE PAGE
• APPROVAL SHEET
• ACKNOWLEDGEMENT
• PREFACE OR FORWARD
• TABLE OF CONTENT
• LIST OF TABLES
• LIST OF FIGURES
64

65. 2. MAIN BODY OF THE REPORT
• I- INTRODUCTION SECTION
• PROBLEM STATEMENT
• ASSUMPTIONS
• OPERATIONAL DEFINITIONS
• VARIABLES
• ABSTRACT
• REVIEW OF RELATED LITERATURE
• II-METHODOLOGICAL SECTION
• RESEARCH DESIGN
• RESEARCH APPROACH
• RESEARCH SETTING
• POPULATION
• DATA COLLECTION TOOL
• DATA ANALYSIS
65

66. • III. RESULT SECTION
• STUDY FINDINGS CAN BE REPRESENTED IN GRAPHICAL OR NON
GRAPHICAL FORM
• IV. ETHICAL SECTION
• SUMMARY
• DISCUSSION
• CONCLUSION
• V. IMPLICATION SECTION UTILIZED IN THE FIELD OF NURSING
ADMINISTRATION, EDUCATION & CLINICAL PRACTICE.
• LIMITATIONS & RECOMMENDATIONS
• BIBLIOGRAPHY OR REFERENCE.
• APPENDIX . 66

67. •PURPOSE OF LAB
REPORT IS TO
DOCUMENT YOUR
FINDINGS AND
COMMUNICATE THEIR
SIGNIFICANCE 67

68. THE SECTIONS COMMONLY FOUND IN SCIENCE
REPORTS.
• TITLE PAGE: NEEDS TO CONTAIN THE NAME OF
THE EXPERIMENT, THE NAMES OF LAB
PARTNERS, AND THE DATE. TITLES SHOULD BE
STRAIGHTFORWARD, INFORMATIVE, AND LESS
THAN TEN WORDS
• INTRODUCTION: IS MORE NARROWLY FOCUSED
THAN THE ABSTRACT. IT STATES THE OBJECTIVE
OF THE EXPERIMENT AND PROVIDES THE
READER WITH BACKGROUND TO THE
68

69. • RESULTS: ARE USUALLY DOMINATED BY
CALCULATIONS, TABLES AND FIGURES;
HOWEVER, YOU STILL NEED TO STATE ALL
SIGNIFICANT RESULTS EXPLICITLY IN VERBAL
FORM
• DISCUSSION: IS THE MOST IMPORTANT PART OF
YOUR REPORT, BECAUSE HERE, YOU SHOW
THAT YOU UNDERSTAND THE EXPERIMENT
BEYOND THE SIMPLE LEVEL OF COMPLETING IT.
69

70. • APPENDICES: TYPICALLY INCLUDE SUCH
ELEMENTS AS RAW DATA, CALCULATIONS,
GRAPHS PICTURES OR TABLES THAT HAVE NOT
BEEN INCLUDED IN THE REPORT ITSELF. EACH
KIND OF ITEM SHOULD BE CONTAINED IN A
SEPARATE APPENDIX. MAKE SURE YOU REFER TO
EACH APPENDIX AT LEAST ONCE IN YOUR
REPORT.
• REFERENCES: INCLUDE YOUR LAB MANUAL AND
ANY OUTSIDE READING YOU HAVE DONE. CHECK
70

71. • BUSINESS REPORTS ARE A TYPE OF
ASSIGNMENT IN WHICH YOU ANALYZE A
SITUATION AND APPLY BUSINESS
THEORIES TO PRODUCE A RANGE OF
SUGGESTIONS FOR IMPROVEMENT.
71

72. THE SECTIONS COMMONLY FOUND IN BUSINESS REPORTS.
• TITLE PAGE
• EXECUTIVE SUMMARY
• TABLE OF CONTENTS
• INTRODUCTION
• DISCUSSION
• CONCLUSION
• RECOMMENDATIONS
• APPENDICES
72

73. • BUSINESS REPORTS ARE TYPICALLY ASSIGNED
TO ENABLE YOU TO:
• EXAMINE AVAILABLE AND POTENTIAL SOLUTIONS
TO A PROBLEM, SITUATION, OR ISSUE.
• APPLY BUSINESS AND MANAGEMENT THEORY
TO A PRACTICAL SITUATION.
• DEMONSTRATE YOUR ANALYTICAL, REASONING,
AND EVALUATION SKILLS IN IDENTIFYING AND
WEIGHING-UP POSSIBLE SOLUTIONS AND
OUTCOMES.
• REACH CONCLUSIONS ABOUT A PROBLEM OR
73

74. • CONSISTS OF TECHNICAL BUSINESS
WRITING THAT TYPICALLY
COMMUNICATES A SOLUTION TO A
PROBLEM.
• THEY ARE CRAFTED TO BE EASY TO
ACCESS AND UNDERSTAND AND THEY
OFTEN INCLUDE RECOMMENDATIONS
AND ACTION PLANS 74

75. MAJOR COMPONENTS
• INTRODUCTION
• FINDINGS
• CONCLUSIONS
• RECOMMENDATIONS
75

76. • INTRODUCTION
• EXPLAIN WHY THE REPORT IS BEING WRITTEN.
• PREVIEW THE REPORT’S ORGANIZATION.
• SUMMARIZE THE CONCLUSIONS AND RECOMMENDATIONS (
FOR RECEPTIVE AUDIENCES)
76

77. • FINDINGS
• DISCUSS THE PROS AND CONS OF EACH ALTERNATIVE.
• ESTABLISH CRITERIA TO EVALUATE ALTERNATIVES.
• SUPPORT THE FINDINGS WITH EVIDENCE(: FACTS,
STATISTICS, EXPERT OPINION, SURVEY DATA, AND OTHER
PROOF)
• USE HEADINGS, ENUMERATIONS, LISTS, TABLES, AND
GRAPHICS TO FOCUS ATTENTION.
77

78. • CONCLUSION
• DEVELOP REASONABLE CONCLUSION THAT ANSWER THE
RESEARCH QUESTION
• JUSTIFY THE CONCLUSION WITH HIGHLIGHTS FROM THE
FINDING
78

79. • RECOMMENDATIONS
• MAKE RECOMMENDATIONS, IF ASKED.
• USE ACTION VERBS. EXPLAIN NEEDED ACTION.
• MUST BASED ON THE FINDINGS
79

80. WRITING ANALYTICAL REPORT
FORMATTING THE REPORT
• WHILE ANALYTICAL REPORTS MAY VARY
SLIGHTLY BASED ON NEED AND AUDIENCE,
THEY OFTEN SHARE COMMON ELEMENTS: A
TITLE PAGE, A TABLE OF CONTENTS, AN
INTRODUCTION, A METHODOLOGY SECTION,
BODY SECTIONS, CONCLUSIONS AND
RECOMMENDATIONS, A BIBLIOGRAPHY, AND AN
APPENDICES SECTION.
GATHERING INFORMATION
80

81. WRITING ANALYTICAL REPORT
CONTD..
• ORGANIZING, ANALYZING, SYNTHESIZING
• AFTER COLLECTING THE APPROPRIATE
RESEARCH, SYNTHESIZE THE INFORMATION.
• CONCLUSIONS AND RECOMMENDATIONS
• ONCE THE DATA IS COLLECTED, THE
INFORMATION IS PROCESSED, AND
CONCLUSIONS HAVE BEEN DRAWN, THE
COMPOSITION PROCESS BEGINS. 81

82. • A FEASIBILITY REPORT IS
A DOCUMENT THAT
ASSESSES POTENTIAL
SOLUTIONS TO THE
BUSINESS PROBLEM OR
OPPORTUNITY, AND
DETERMINES WHICH OF
THESE ARE VIABLE FOR
FURTHER ANALYSIS.
• HELP IN DECISION MAKING
AMONG ALTERNATIVES
82

83. PARTS OF FEASIBILITY REPORT
THERE ARE BASICALLY SIX PARTS TO ANY EFFECTIVE
FEASIBILITY REPORT:
EXECUTIVE SUMMARY
• THE MOST IMPORTANT PAGE OF THE REPORT IS OFTEN
THE ONLY PAGE THAT MANY STAKEHOLDERS ACTUALLY
TAKE THE TIME TO READ.
CLEAR PROJECT DESCRIPTION
• A RECAP OF THE PROJECT AS IT IS DEFINED FOR THE
STUDY.
• IT CAN HELP STAKEHOLDERS UNDERSTAND THE
83

84. PARTS OF FEASIBILITY REPORT
CONTD..
OPERATING REQUIREMENTS
• AUTHORS CAN USE THIS POINT IN THE REPORT
TO STAY CLEAR, FOCUSED, AND UNBIASED
ABOUT A PROJECT’S REAL NEEDS.
FINANCIAL PROJECTIONS
• INVESTORS PORE OVER THE FINANCIALS IN A
FEASIBILITY STUDY TO MAKE SURE THAT
PROJECTS CAN GENERATE THE KIND OF
SCALABLE PROFITS THAT WARRANT THEIR
APPROVAL
84

85. 85
 The term "yardstick" is used in
reference to anything which serves as a
test or standard of measurement,
comparison or judgment.
 Usage of Yardstick Reports.

86. THE SECTIONS COMMONLY FOUND IN BUSINESS REPORTS.
• TITLE PAGE
• EXECUTIVE SUMMARY
• TABLE OF CONTENTS
• INTRODUCTION
• DISCUSSION
• CONCLUSION
• RECOMMENDATIONS
• APPENDICES
• REFERENCES
86

87. • PROBLEM STATEMENT
• ALTERNATIVE SOLUTIONS
• ESTABLISH CRITERIA'S
• CONCLUSIONS
• RECOMMENDATIONS
• EXAMPLE:
• COMPARISON OF DIFFERENT MANUFACTURES
FOR BUYING A PIECE OF EQUIPMENT
87

88. INFORMATIONAL REPORT
• THE CENTRAL PURPOSE OF INFORMATIONAL REPORT IS
TO INFORM AND TO SUMMARIZE INFORMATION, SIMILAR
TO THE SPEECH TO INFORM
• THESE REPORTS VARY WIDELY IN CONTENT, DEPENDING
ON
• PURPOSE
• TOPIC DISCUSSED
• AND READ NEEDS
88

89. INFORMATIONAL REPORT
CONTD..
• BE AWARE OF THE PURPOSE: DETERMINE WHETHER THE
PERSON REQUESTING YOUR REPORT WANTS TO MAKE
THE DECISION OR A RECOMMENDATION FROM YOU
• KNOW HOW TO CONCLUDE: ASK YOURSELF: WILL I
SIMPLY SUMMARIZE OR WILL I END JUDGMENT
• USE NEUTRAL UNBIASED LANGUAGE: IS YOUR
LANGUAGE NONJUDMENTAL?
89

90. KINDS OF INFORMATIONAL
REPORTS
• CONFERENCE REPORTS: THE TEXT OF SUCH
REPORTS IS USUALLY ORGANIZED BY TOPIC
DISCUSSED OR PRESENTED SIMPLY IN A
CHRONOLOGICAL PROGRESSION
• PROGRESS REPORTS: SHOW PROGRESS
ACCOMPLISHMENT OR ACTIVITY OVER TIME OR
AT A GIVEN STAGE
• PERIODIC REPORTS: WRITTEN TO
90

91. -IT IS A REPORT THAT YOU HAVE TO
WRITE TO INFORM ABOUT THE PROGRESS YOU
ARE MAKING ON YOUR WORK
WHO SHOULD WRITE A PROGRESS REPORT?
• STUDENT WRITES TO TEACHER
• EMPLOYEE WRITES TO SUPERVISOR/MANAGER
91

92. IT CAN BE IN:
• BUSINESS LETTERS
• MEMOS
• AS SEPARATE REPORTS WITH COVER LETTERS OR
MEMOS
92

93. • WHAT PROGRESS HAVE YOU MADE DURING THE TIME
PERIOD?
• WHAT PROBLEMS HAVE YOU ENCOUNTERED, AND HOW WILL
YOU SOLVE THOSE PROBLEMS?
• ARE YOU ON SCHEDULE?
93

94. 1)INTRODUCTION
• PROJECT DESCRIPTION PROVIDES SOME
DISCUSSION OF THE INTENDED AUDIENCE
• PROJECT SCOPE: LISTS THE OVERALL
TASKS RELATED TO THE PROJECT THEN,
NARROWS DOWN TO THE TASK / TOPIC IN
CHANGE
• TOPIC AND PURPOSE OF THE REPORT:
• AN OVERVIEW OF WHAT THE REST OF THE
MEMO IS ALL ABOUT
• TIME PERIOD COVERED: THE DATE FROM
THE COMMENCEMENT OF THE PROJECT TO
THE PRESENT DATE
94

95. 2)WORK STATUS
IT EXPLAINS:
• WORK COMPLETED BEFORE THIS REPORT
• WORK COMPLETED DURING THIS TIME PERIOD –PRESENT
WORK EXPLAIN WHAT YOU ARE DOING AT PRESENT-
PROVIDE DETAILS
• WORK YOU NEED TO COMPLETE BEFORE YOU FINISH THE
PROJECT-FUTURE WORK
95

96. • LANGUAGE
-PRESENT TENSE: COVERS MOST OF THE DOCUMENTS, IN
PARTICULAR –PERFECT AND PROGRESSIVE TENSES
-FUTURE TENSE-IN THE ‘FUTURE WORK’
96

97. 3) PROBLEM(S) ENCOUNTERED:
-EXPLAIN ANY UNEXPECTED DEVELOPMENTS
-EXPLAIN WHAT YOU PLAN TO DO TO CORRECT THESE PROBLEMS
-HOW DO YOU PLAN TO CORRECT THESE PROBLEMS?
4) CONCLUSION
97

98. • RECORDS A VISIT TO THE FIELD (MEETING, SEMINAR OR
DIRECT OBSERVATION)
• IT STATES THE DATE, LOCATION AND PURPOSE OF YOUR
VISIT. INCLUDE THE NAMES AND TITLES OF PEOPLE
CONSULTED FOR INFORMATION
98

99. INFORMATION SECTION :
GROUP THE INFORMATION ACCORDING TO SPECIFIC
TOPICS SUCH AS:
• OBSERVATION AND VIEWS ON THE VISIT
• SPECIFIC DETAILS OF EQUIPMENT, MATERIALS OR
SYSTEM RELEVANT TO COMPANY INTERESTS
99

100. • SUMMARIZE THE SIGNIFICANT RESULT OF YOUR TRIP AND
STATE WHETHER THE VISIT WAS SUCCESSFUL OR
WORTHWHILE. MAKE RECOMMENDATIONS BASED ON THE
RESULTS..
100

101. • AN EXECUTIVE SUMMARY PROVIDES A QUICK
OVERVIEW OR SYNOPSIS OF A REPORT,
SUMMARIZING THE ESSENTIAL PARTS.. THE
EXECUTIVE SUMMARY / ABSTRACT IS
GENERALLY WRITTEN LAST. IT OUTLINES THE
FOLLOWING INFORMATION:
• THE PURPOSE OF THE REPORT
• THE METHODS USED TO CONDUCT THE
RESEARCH
101

102. 102

103. EFFECTIVE
COMMUNICATIONS
(7 C’S)
103

104. 104

105. THE SEVEN C’S
• TO COMPOSE AN EFFECTIVE WRITTEN OR
ORAL MESSAGE, ONE MUST APPLY TO
CERTAIN PRINCIPLES OF “EFFECTIVE
COMMUNICATION”.
• THESE PRINCIPLES TELLS US HOW YOUR
MESSAGE CAN BECOMES EFFECTIVE FOR
YOUR TARGET GROUP.
• THESE PRINCIPLES ALSO TELL ABOUT
STYLE AND IMPORTANCE OF THE
MESSAGE.
• SINCE ALL THESE PRINCIPLES ARE
WORDS STARTING WITH THE ALPHABET ‘C’
THE PRINCIPLES ARE GENERALLY KNOWN
105

106. SEVEN C’S OF EFFECTIVE
COMMUNICATION
1. COMPLETENESS
2. CONCISENESS
3. CONSIDERATION
4. CONCRETENESS
5. CLARITY
6. COURTESY
7. CORRECTNESS
106

107. 1) COMPLETENESS
• BUSINESS MESSAGE IS COMPLETE WHEN
IT CONTAINS ALL FACTS THE READER OR
LISTENER NEEDS FOR THE REACTION
YOU DESIRE.
• EXAMPLE: IF A PERSON WANTS TO BUY A
LAPTOP BUT HE FIRST ASKS FOR
INFORMATION ABOUT CERTAIN LAPTOPS,
THE COMPANY WILL HAVE TO PROVIDE
THE COMPLETE INFORMATION. THIS
INFORMATION WILL INCLUDE ALL THE
DIRECT AND INDIRECT QUESTIONS THAT
107

108. FIVE W’S
• ONE WAY TO MAKE YOUR MESSAGE COMPLETE
IS TO ANSWER THE FIVE W’S.
• WHO?
• WHAT?
• WHEN?
• WHERE?
• WHY?
• THE FIVE QUESTION METHOD IS USEFUL WHEN
YOU WRITE REQUESTS, ANNOUNCEMENTS, OR
OTHER INFORMATIVE MESSAGES.
• FOR INSTANCE, TO ORDER (REQUEST)
MERCHANDISE, MAKE CLEAR WHAT YOU WANT,
WHEN U NEED IT, WHERE IT IS TO BE SENT.
108

109. NECESSARY GUIDELINES FOR
COMPLETENESS
PROVIDE ALL NECESSARY INFORMATION
ANSWER ALL QUESTIONS ASKED
GIVE SOMETHING EXTRA WHEN DESIRABLE
109

110. 2) CONCISENESS
• CONCISENESS MEANS “CONVEY THE MESSAGE BY
USING FEWEST WORDS”.
• “CONCISENESS IS THE PREREQUISITE TO EFFECTIVE
BUSINESS COMMUNICATION.”
• BUSINESSMEN HAVE VERY SHORT TIME . HENCE A
CONCISE MESSAGE SAVE THE TIME AND EXPENSES
FOR BOTH THE PARTIES.
110

111. HOW TO ACHIEVE THE
CONCISENESS ?
FOR ACHIEVING THE
CONCISENESS YOU HAVE TO
CONSIDER THE FOLLOWING.
1.AVOID WORDY EXPRESSION
2.INCLUDE ONLY RELEVANT
MATERIAL
3.AVOID UNNECESSARY
111

112. AVOID WORDY EXPRESSION
• EXAMPLE:
1)WORDY:- AT THIS TIME.
INSTEAD OF “AT THIS TIME” YOU CAN
JUST USE ONLY A
CONCISE WORD:- NOW.
2)WORDY:- DUE TO THE FACT THAT
CONCISE WORD:- BECAUSE
ALWAYS TRY TO USE “ TO THE POINT
112

113. INCLUDE ONLY RELEVANT
INFORMATION
• ALWAYS TRY TO PROVIDE ONLY
RELEVANT INFORMATION TO THE
RECEIVER OF THE MESSAGE.
• OBSERVE THE FOLLOWING
SUGGESTIONS TO “ INCLUDE ONLY
RELEVANT INFORMATION.”
• STICK TO THE PURPOSE OF MESSAGE
• DELETE IRRELEVANT WORDS
• AVOID LONG INTRODUCTION,
UNNECESSARY EXPLANATION ETC.
• GET TO THE IMPORTANT POINT
CONCISELY.
113

114. AVOID UN-NECESSARY
REPETITION
• SOME TIMES REPETITION IS NECESSARY FOR FOCUSING
SOME SPECIAL ISSUE.
• BUT WHEN THE SAME THING IS SAID WITH OUT TWO OR
THREE REASONS, THE MESSAGE BECOME WORDY AND
BORING.
• THAT’S WHY TRY TO AVOID UN-NECESSARY REPETITION.
114

115. SOME WAYS TO ELIMINATE
UNNECESSARY WORDS
• USE SHORTER NAME AFTER YOU HAVE
MENTIONED THE LONG ONCE. E.G.
• SPECTRUM COMMUNICATIONS
PRIVATE LIMITED USE SPECTRUM.
• USE PRONOUNS OR INITIALS E.G.
INSTEAD OF WORLD TRADE
ORGANIZATION USE WTO OR YOU CAN
USE IT FOR INFORMATION
TECHNOLOGY.( KEEPING IN VIEWS
THAT RECEIVER KNOWS ABOUT THESE
TERMS)
115

116. 3) CONSIDERATION
• CONSIDERATION MEANS – TO CONSIDER THE
RECEIVER’S INTEREST/INTENTION.
• IT IS VERY IMPORTANT IN EFFECTIVE COMMUNICATION
WHILE WRITING A MESSAGE YOU SHOULD ALWAYS KEEP
IN MIND YOUR TARGET GROUP.
• CONSIDERATION IS VERY IMPORTANT “C” AMONG ALL
THE SEVEN C’S.
116

117. THREE SPECIFIC WAYS TO INDICATE
CONSIDERATION
1-FOCUS ON “YOU” INSTEAD OF “I” OR “WE”
2-SHOW AUDIENCE BENEFIT OR INTEREST OF THE
RECEIVER
3-EMPHASIZE POSITIVE, PLEASANT FACTS.
117

118. FOCUS ON “YOU” INSTEAD OF “I”
OR “WE”
• USING “YOU” DOES HELP PROJECT A
YOU-ATTITUDE. BUT OVERUSE CAN
LEAD TO A NEGATIVE REACTION.
WE ATTITUDE
I AM DELIGHTED TO ANNOUNCE THAT
WE WILL EXTEND TO MAKE SHOPPING
MORE.
YOU ATTITUDE
118

119. SHOW AUDIENCE BENEFIT OR
INTEREST IN THE RECEIVER
READER MAY REACT POSITIVELY WHEN BENEFITS ARE
SHOWN THEM. BENEFITS MUST MEET RECIPIENTS:
• NEEDS
• ADDRESS THEIR CONCERNS, OR
• OFFER THEM REWARDS
119

120. EMPHASIZE POSITIVE, PLEASANT
FACTS:
• TO GENERATE POSITIVE ATTITUDE IN OUR RECEIVER,
FOCUS ON THE WORDS YOU RECEIVER CAN
CONSIDER FAVORABLE.
• STRESS ON WHAT CAN BE DONE INSTEAD OF WHAT
CAN NOT BE DONE.
120

121. EXAMPLE:
NEGATIVE- UNPLEASANT:
IT IS IMPOSSIBLE TO OPEN AN ACCOUNT FOR YOU TODAY.
POSITIVE- PLEASANT:
AS SOON AS YOUR SIGNATURE CARD REACHES US WE WILL
GLADLY OPEN AN ………
121

122. 4) CONCRETENESS
• COMMUNICATING CONCRETELY MEANS BEING SPECIFIC,
DEFINITE, AND VIVID RATHER THAN VAGUE AND GENERAL.
• MISUNDERSTANDING OF WORDS CREATES PROBLEMS FOR
BOTH PARTIES (SENDER AND RECEIVER).
• WHEN YOU TALK TO YOUR CLIENT ALWAYS USE FACTS AND
FIGURES INSTEAD OF GENERIC OR IRRELEVANT
INFORMATION.
122

123. THE FOLLOWING GUIDELINES
SHOULD HELP YOU TO ACHIEVE THE
CONCRETENESS.
• USE SPECIFIC FACTS AND FIGURES
• PUT ACTION INTO WORDS
• CHOOSE VIVID IMAGE BUILDING WORDS BY COMPARISON
& FIGURATIVE LANGUAGE
• USE MORE ADJECTIVES AND ADVERBS
123

124. USE SPECIFIC FACTS AND
FIGURES
• IT IS DESIRABLE TO BE PRECISE AND
CONCRETE IN BOTH WRITTEN AND ORAL
BUSINESS COMMUNICATION.
• EXAMPLE:
VAGUE, GENERAL, INDEFINITE
STUDENT GMAT SCORES ARE HIGHER.
CONCRETE, PRECISE
IN 1996, THE GMAT SCORES AVERAGED
124

125. PUT ACTION IN YOUR VERBS
VERBS CAN ACTIVATE OTHER WORDS AND HELP
MAKE YOUR SENTENCES ALIVE, MORE VIGOROUS.
 USE ACTIVE RATHER THAN PASSIVE VERBS.
 PUT ACTION IN YOUR VERBS RATHER THAN NOUNS
125

126. CHOOSE VIVID, IMAGE-BUILDING
WORDS• BUSINESS WRITING USES LESS FIGURATIVE LANGUAGE
THAN DOES THE WORLD OF FICTION.
BLAND IMAGE
THIS IS A LONG LETTER.
MORE VIVID IMAGES
THIS LETTER IS THREE TIMES AS LONG AS YOU SAID IT
WOULD.
126

127. 5) CLARITY
• GETTING THE MEANING FROM YOUR HEAD TO THE HEAD
OF YOUR READER (ACCURATELY) IS THE PURPOSE OF
CLARITY.
• IN EFFECTIVE BUSINESS COMMUNICATION THE MESSAGE
SHOULD BE VERY MUCH CLEAR. SO THAT READER CAN
UNDERSTAND IT EASILY.
127

128. PURPOSE OF CLARITY
• CHOOSE PRECISE, CONCRETE AND FAMILIAR
WORDS.
• CONSTRUCT EFFECTIVE SENTENCES AND
PARAGRAPHS.
128

129. CHOOSE PRECISE, CONCRETE
AND FAMILIAR WORDS
129
Familiar Next familiar words
1-after subsequent
2-home domicile
3-for example e.g.
4-pay remuneration
5-invoice statement for payments

130. CONSTRUCT EFFECTIVE
SENTENCES AND PARAGRAPHS
• AT THE CORE OF CLARITY IS THE SENTENCES.
• THIS GRAMMATICAL STATEMENT, WHEN CLEARLY
EXPRESSED, MOVES THOUGHTS WITHIN A PARAGRAPH.
• IMPORTANT CHARACTERISTICS TO CONSIDER ARE:
• LENGTH
• UNITY
• COHERENCE
• EMPHASIS
130

131. 6) COURTESY
• TRUE COURTESY INVOLVES BEING AWARE
NOT ONLY OF THE PERSPECTIVE OF
OTHERS, BUT ALSO THEIR FEELINGS.
COURTESY STEMS FROM A SINCERE YOU-
ATTITUDE.
• IT IS NOT MERELY POLITENESS WITH
MECHANICAL INSERTIONS OF “PLEASE”
AND “THANK YOU” .
• ALTHOUGH APPLING SOCIALLY ACCEPTED
MANNERS IS A FORM OF COURTESY
,RATHER IT IS POLITENESS THAT GROW
OUT RESPECT AND CONCERN FOR
131

132. HOW TO GENERATE A
COURTEOUS TONE ?
THE FOLLOWING ARE SUGGESTIONS FOR GENERATING A
COURTEOUS TONE:
• BE SINCERELY TACTFUL, THOUGHTFUL AND APPRECIATIVE.
• USE EXPRESSIONS THAT SHOW RESPECT FOR THE OTHERS
• CHOOSE NONDISCRIMINATORY EXPRESSIONS
132

133. BE SINCERELY TACTFUL,
THOUGHTFUL AND APPRECIATIVE
• THOUGH FEW PEOPLE ARE
INTENTIONALLY ABRUPT OR BLUNT,
THESE NEGATIVE TRAITS ARE COMMON
CAUSE OF DISCOURTESY.Tactless, Blunt More Tactful
Stupid letter; I can’t
understand
I should understand it, as
there is no confusing word in
this letter, could you please
explain it once again ..?
Its your fault, you did not
properly read my latest FAX
Sometimes my wording is not
precise; let me try again
133

134. USE EXPRESSIONS THAT SHOW
RESPECT
• NO READER WANTS TO RECEIVE
MESSAGE THAT
OFFEND.
SKIP IRRITATING EXPRESSIONS:
• YOU ARE OFFENDING
• YOU FAILED TO
• CONTRARY TO YOUR INFERENCE
134

135. CHOOSE NONDISCRIMINATORY
EXPRESSIONS
• ANOTHER REQUIREMENT FOR COURTESY IS THE USE
OF NONDISCRIMINATORY LANGUAGE.
• IT REFLECTS EQUAL TREATMENT OF PEOPLE
REGARDLESS OF GENDER, RACE, ETHNIC ORIGIN, AND
PHYSICAL FEATURES.
135

136. 7) CORRECTNESS
• AT THE CORE OF CORRECTNESS IS
PROPER GRAMMAR, PUNCTUATION AND
SPELLING.
• HOWEVER, MESSAGE MUST BE PERFECT
GRAMMATICALLY AND MECHANICALLY
• THE TERM CORRECTNESS, AS APPLIED TO
BUSINESS MESSAGES ALSO MEAN THREE
CHARACTERISTICS
oUSE THE RIGHT LEVEL OF LANGUAGE
oCHECK THE ACCURACY OF FIGURES,
FACTS AND WORDS
136

137. USE THE RIGHT LEVEL OF
LANGUAGE
• SELECT THE RIGHT LEVEL OF LANGUAGE
FOR YOUR COMMUNICATION.
• THERE ARE THREE LEVEL OF LANGUAGE
1. FORMAL
2. INFORMAL
3. SUBSTANDARD.
• REALIZE THAT FORMAL LANGUAGE IS
137

138. FORMAL AND INFORMAL
WORDS
MORE FORMAL LESS FORMAL
PARTICIPATE JOIN
ENDEAVOR TRY
ASCERTAIN FIND OUT
UTILIZE USE
INTERROGATE QUESTION
138

139. SUBSTANDARD LANGUAGE
• AVOID SUBSTANDARD LANGUAGE.
USING CORRECT WORDS, INCORRECT
GRAMMAR, FAULTY PRONUNCIATION
ALL SUGGEST AS INABILITY TO USE
GOOD ENGLISH. SOME EXAMPLES
FOLLOW:
SUBSTANDARD MORE
ACCEPTABLE
AIN’T ISN’T,AREN’T
CAN’T HARDLY CAN
HARDLY
AIM TO PROVING AIM TO
PROVE
139

140. FACTS AND FIGURES
ACCURACY
• CHECK ACCURACY OF FACTS, FIGURES
AND WORDS. IT IS IMPORTANT TO CHECK
AND DOUBLE-CHECK TO ENSURE THAT
THE FIGURES, FACTS AND WORDS YOU
USE ARE CORRECT.
FIGURES AND FACTS
 VERIFY YOUR STATISTICAL DATA
 DOUBLE-CHECK YOUR TOTALS
 AVOID GUESSING AT LAWS THAT HAVE AN
IMPACT ON YOU, THE SENDER AND YOUR
 HAVE SOMEONE ELSE READ YOUR
MESSAGE IF THE TOPIC INVOLVES DATA.
 DETERMINE WHETHER A “FACT” HAS
140

141. PROPER USE OF CONFUSING WORDS
!
• OUR LANGUAGE (ANY) IS CONSTANTLY
CHANGING. IN FACT, EVEN DICTIONARIES
CAN NOT KEEP UP WITH RAPID CHANGE
IN OUR LANGUAGE. THE FOLLOWING
WORDS OFTEN CONFUSING IN USAGE:
A, AN USE A BEFORE CONSONANTS AND
CONSONANTS SOUNDS OR A LONG ” U”
SOUND. USE AN BEFORE VOWELS.
ACCEPT, EXCEPT ACCEPT IS A VERB AND
MEANS TO RECEIVE. EXCEPT IS A VERB
OR A PREPOSITION AND RELATES TO
OMITTING OR LEAVING OUT.
ANXIOUS, EAGER ANXIOUS IMPLIES
141

142. 142

143. 143