Basics of Report Writing

1. Basics of Report Writing chapter ten 10-1 Use this slide to introduce the chapter. The photo of report covers could be used to discuss the importance of choosing one that communicates an appropriate message as well as one that is in line with its expected use. Or it could be used to discuss why report writing is important for business or why studying it is important. 10-1 Use this slide to introduce the chapter. The photo of report covers could be used to discuss the importance of choosing one that communicates an appropriate message as well as one that is in line with its expected use. Or it could be used to discuss why report writing is important for business or why studying it is important.

2. Overview Define report writing. Identify and state the problem. Determine the factors. Gather information. Interpret the data. Organize the findings. Create topic and talking headings. Write the report. Collaborate effectively. 10-2 This overview slide shows the topics to be covered in this chapter.10-2 This overview slide shows the topics to be covered in this chapter.

3. What is a report? An orderly and objective communication of factual information that serves a business purpose. 10-3 This slide gives the definition of reports. Show the definition first, then click to underline and discuss the key words. Encourage students to participate in the discussion if class size permits.10-3 This slide gives the definition of reports. Show the definition first, then click to underline and discuss the key words. Encourage students to participate in the discussion if class size permits.

4. Determine the Report Purpose Conduct a preliminary investigation Gather facts to better understand the problem Consult many sources State the problem in writing To serve as a record To allow others to review it To force yourself to get the problem clearly in mind 10-4 This slide emphasizes getting the problem in mind, conducting an informal investigation, and stating the problem in writing.10-4 This slide emphasizes getting the problem in mind, conducting an informal investigation, and stating the problem in writing.

5. State the Problem in One of Three Ways Infinitive phrase: "To measure the effect of radio spot advertising on X company sales" Question: "What are the effects on X company sales of radio spot advertising?" Declarative statement: "Company X wants to know how a spot advertising campaign will affect its sales." 10-5 This slide illustrates the three ways to state a report problem�in the infinitive phrase, the question form, and the declarative statement. After showing them, you may want to select a report case from the text, have students read the problem, and have them state the problem in each of the three ways. It is always best to have the student write the problem statement.10-5 This slide illustrates the three ways to state a report problem�in the infinitive phrase, the question form, and the declarative statement. After showing them, you may want to select a report case from the text, have students read the problem, and have them state the problem in each of the three ways. It is always best to have the student write the problem statement.

6. Determine the Factors Types of Factors Subtopics in informational and some analytical reports Hypotheses in problem-solving situations Bases of comparison in evaluative reports 10-6 This slide introduces the student to different ways to determine the factors of reports based on the nature of the report itself.10-6 This slide introduces the student to different ways to determine the factors of reports based on the nature of the report itself.

7. State the Problem and FactorsUsing the Infinitive Form with Subtopics A consumer research organization plans to test three leading low-priced automobiles in an effort to determine which one is the best buy as a family car for the typical American consumer. Problem statement To determine which of three economy cars is the best buy for the American Consumer Factors Durability Original and trade-in costs Operating costs Repairs Comfort Safety 10-7 These slides take the student through the process of determining a problem. First comes a brief description of a problem. From this description, the student should develop a problem statement�then determine the factors involved. The form for the problem statement is not absolute. Any of the three forms can be used. The slides are designed so that you can move through the three parts in sequence.10-7 These slides take the student through the process of determining a problem. First comes a brief description of a problem. From this description, the student should develop a problem statement�then determine the factors involved. The form for the problem statement is not absolute. Any of the three forms can be used. The slides are designed so that you can move through the three parts in sequence.

8. State the Problem and FactorsUsing the Question Form with Subtopics A national chain of dress shops wants to learn what qualities to seek in hiring sales personnel. Problem statement What qualities determine the successful salespeople for X Dress Shop? Factors Education Cultural background ExperienceVital statistics (age, height, weight, marital status, religion, etc.)Personal qualities (personality, character, etc.) 10-8 By covering the slide in successive parts (situation, problem statement, factor determination), you can take the student through the thinking process involved in determining a report problem.10-8 By covering the slide in successive parts (situation, problem statement, factor determination), you can take the student through the thinking process involved in determining a report problem.

9. State the Problem and FactorsUsing the Question Form with Subtopics A daily newspaper wants to know how well the various types of items in a typical issue are read. Problem statement What is the readership of the types of items in a typical issue of X newspaper? Factors Probably such a study would involve an item-by-item survey. The items would be classified by types, which would be the factors of the problem. World news Local news SocietyEditorials Sports Comics 10-9 10-9

10. State the Problem and FactorsUsing the Question Form with Hypotheses You�ve been assigned the problem of determining why sales at the Moline store have declined. Problem statement Why have sales declined at the Moline store? Factors Activities of the competition may have caused the decline. Changes in the economy of the area may have caused the decline. Merchandising deficiencies may have caused the decline. Changes in the economic environment may have caused the decline. 10-1010-10

11. Gather Information Primary Observation Experiments Surveys Telephone Mail/Email Web surveys Interviews (personal, expert) Company records (raw data) Secondary Library Online Company records (interpreted data) 10-12 You can use this slide both to show the ways to gather facts for a report and to explain the difference between primary and secondary research.10-12 You can use this slide both to show the ways to gather facts for a report and to explain the difference between primary and secondary research.

12. Interpret the DataAdvice for Avoiding Human Error Report the facts as they are. Draw conclusions only when appropriate. Do not interpret lack of evidence as proof to the contrary. Be sure your data are comparable. Be sure you draw only logical conclusions. Be sure the data are reliable and representative. Give attention to all important facts. Tailor your claims to your data. 10-13 This slide reviews advice for avoiding human error in interpreting.10-13 This slide reviews advice for avoiding human error in interpreting.

13. Attitudes and Practices Conducive to Sound Interpreting Maintain a judicial attitude. Consult with others. Test the interpretations. 1. Test of Experience�Is this conclusion logical in light of all I know?� 2. Negative Test Examine the opposite interpretation--build a case for it. 10-14 This slide presents procedures a writer can use to view interpretations of findings from a variety of perspectives. This attention to careful interpretation helps ensure that the interpretations are valid.10-14 This slide presents procedures a writer can use to view interpretations of findings from a variety of perspectives. This attention to careful interpretation helps ensure that the interpretations are valid.

14. Use of Statistical Tools in Interpretation Statistical tools enable writers to simplify data. Most readers can understand descriptive statistics. Writers should explicitly explain more sophisticated statistical techniques. 10-15 This slide reminds the reader of the usefulness of statistics in interpreting data and presenting the interpretations clearly to a reader.10-15 This slide reminds the reader of the usefulness of statistics in interpreting data and presenting the interpretations clearly to a reader.

15. Q. A study produced data that showed United States college students to be far behind their comparable groups in European countries. The conclusion was made that the educational systems in these European countries are superior to that in the United States. A. The education systems are not comparable. The United States is committed to a system of educating the masses. Many of the other countries maintain a system of highly selective education. A Logical Conclusion? 10-16 You may use the series of problems on these next few slides to illustrate specific cases of interpretation errors in reports. Show the question first and have the students write their answers. Discuss them and then show the answer provided.10-16 You may use the series of problems on these next few slides to illustrate specific cases of interpretation errors in reports. Show the question first and have the students write their answers. Discuss them and then show the answer provided.

16. Organize the Information An organization plan serves as a blueprint for the report ensures order in the report provides headings for use in the report enables you to share your plan with others can be changed as your report develops 10-20 This slide identifies the purposes that organizing the report serves.10-20 This slide identifies the purposes that organizing the report serves.

17. General Bases for Division Time Place Quantity Factor 10-26 This overview slide presents various ways a writer might divide up a report based on the primary relationship among the data. Examples of each of these strategies follow.10-26 This overview slide presents various ways a writer might divide up a report based on the primary relationship among the data. Examples of each of these strategies follow.

18. Topic or Talking Headings? (1 of 2) Topic headings only identify the topics. I. Population A. Houston B. Springfield C. San Diego II. Income A. Houston B. Springfield C. San Diego 10-34 You can use these illustrations to explain the differences between topic and talking headings.10-34 You can use these illustrations to explain the differences between topic and talking headings.

19. Topic or Talking Headings? (2 of 2) Talking headings identify the topic and say something about it. I. Growing population signals market growth A. Houston leads the nation B. Springfield has steadiest increase C. San Diego maintains status quo 10-3510-35

20. Wording of Headings Parallel Construction Conciseness in Wording Variety of Expression 10-36 Here is an overview slide that identifies a few of the basic guidelines for wording headings. Examples of each of these guidelines follow.10-36 Here is an overview slide that identifies a few of the basic guidelines for wording headings. Examples of each of these guidelines follow.

21. Parallelism in Construction of Headings Noun Phrase �High Rate of Sales in District III� Sentence �District II Sales Rank Second� Truncated Sentence �District I at Bottom� 10-37 You can use this slide to demonstrate three different grammatical forms for making equal-level headings parallel.10-37 You can use this slide to demonstrate three different grammatical forms for making equal-level headings parallel.

22. Point out any violations of grammatical parallelism in the following subheads of major division of a report. I. Sporting Goods Show Large Increase II. Modest Increase in Hardware Volume III. Automotive Parts Remain Unchanged IV. Plumbing Supplies Decline Slightly. 10-38 You can use these next two slides to show students how to make headings parallel. Here I, III, and IV are sentences, while II is a noun phrase. Changing II to a sentence��Hardware Volume Increases Modestly�� would make them parallel. Notice that all sentences are consistent in verb tense (present).10-38 You can use these next two slides to show students how to make headings parallel. Here I, III, and IV are sentences, while II is a noun phrase. Changing II to a sentence��Hardware Volume Increases Modestly�� would make them parallel. Notice that all sentences are consistent in verb tense (present).

23. Point out any violations of grammatical parallelism in the following subheads of major division of a report. Predominance of Cotton Farming in Southern Region Livestock Paces Farm Income in the Western Region Wheat Crop Dominant in the Northern Region Truck Farming Leads in Central and Eastern Regions 10-39 Here headings B and D are sentences while A is a noun phrase and C is a truncated sentence. The simplest way to make them all parallel is to change A and C to sentences��Cotton Farming Predominates in Southern Region�; �Wheat Crop Prevails in Northern Region.�10-39 Here headings B and D are sentences while A is a noun phrase and C is a truncated sentence. The simplest way to make them all parallel is to change A and C to sentences��Cotton Farming Predominates in Southern Region�; �Wheat Crop Prevails in Northern Region.�

24. Conciseness in Wording Not this:Personal appearance enhancement is the most desirable benefit of lasik surgery that patients report. But this:Personal appearance most desirable benefit 10-40 You can use this slide to demonstrate a way to write concise headings.10-40 You can use this slide to demonstrate a way to write concise headings.

25. Variety of Expression Replace monotonous repetitions of words in topic headings with a variety of words. Not this: Illinois Computer Sales New York Computer Sales Washington Computer Sales But this: Illinois Ranks First in Industry Sales New York Maintains Second Position Washington Posts Third Slot 10-41 You can use this slide to demonstrate how variety of expression not only prevents monotony but also helps build the reader�s interest.10-41 You can use this slide to demonstrate how variety of expression not only prevents monotony but also helps build the reader�s interest.

26. Write the Report Put the report in context with your beginning and ending. Be objective. Believability Impersonal vs. personal writing Maintain a consistent time viewpoint. Use smooth transitions. Maintain interest. 10-42 This overview slide points out a few of the major strategies a report writer should employ when writing a report. Examples of some of these strategies follow.10-42 This overview slide points out a few of the major strategies a report writer should employ when writing a report. Examples of some of these strategies follow.

27. Beginnings and Endings A good beginning . . . states the subject of the report reveals what kind of data it is based upon indicates its likely significance to the reader A good ending . . . may summarize; or summarize and interpret; or summarize, interpret, and recommend�depending on the reader must make the informational �gist� clear must make the contents� significance clear 10-43 There is more on beginnings and endings in the next two chapters, but you can use this slide to discuss generally what these two important report parts need to accomplish.10-43 There is more on beginnings and endings in the next two chapters, but you can use this slide to discuss generally what these two important report parts need to accomplish.

28. Impersonal vs. Personal Styles (2 of 2) ImpersonalThe current period has been devoted to training on the use of the new equipment. PersonalI have spent the current period getting trained on using the new equipment. 10-4510-45

29. Maintain Logic and Consistency in Time Viewpoint (1 of 4) Avoid Illogical Time ShiftsAlmost 37 percent of the merchants interviewed favored the Wilson plan. Only 14 percent of them prefer the Borden plan. 10-46 Examples of logic (and illogic) and consistency (and inconsistency) in handling time viewpoints are shown. The idea is to be consistent in time viewpoint. Here the first sentence uses a past tense and the second uses present. Both are from the same data set. Hence, this writing is confusing and illogical.10-46 Examples of logic (and illogic) and consistency (and inconsistency) in handling time viewpoints are shown. The idea is to be consistent in time viewpoint. Here the first sentence uses a past tense and the second uses present. Both are from the same data set. Hence, this writing is confusing and illogical.

30. Maintain Logic and Consistency in Time Viewpoint (4 of 4) Logical Shifts Are Appropriate Of the merchants interviewed, 54 percent feel that such legislation is needed. Only 33 percent held this position a scant three years ago. Current indications are that the number favoring the bill will be much greater within another three years. 10-49 They can use several tenses as long as the facts are placed logically in time. Here you see the present, past, and future tenses used correctly.10-49 They can use several tenses as long as the facts are placed logically in time. Here you see the present, past, and future tenses used correctly.

31. Transitions are Bridges for Moving the Reader Through Your Report 10-50 You can use this slide to illustrate the meaning of transition�a bridging of ideas, the connecting tissue in writing. Before you have transitions, you must have ideas and a logical arrangement of them. Put differently, you must organize first.10-50 You can use this slide to illustrate the meaning of transition�a bridging of ideas, the connecting tissue in writing. Before you have transitions, you must have ideas and a logical arrangement of them. Put differently, you must organize first.

32. Use of Transition Words to Relate Paragraphs 10-51 The next three slides contain excerpts from reports showing how transition words can tie information together. This slide shows the key words (transition words italicized) of successive paragraphs. Note how these words add structure and relate the information presented. 10-51 The next three slides contain excerpts from reports showing how transition words can tie information together. This slide shows the key words (transition words italicized) of successive paragraphs. Note how these words add structure and relate the information presented.

33. Transition Though Word Connection (1 of 2) Wormy oranges dumped from a passing ship floated ashore in Texas. Consequently, another battle had to be waged against the Mediterranean fruit fly. Transitional elements are essential to understanding. They are the mortar that hold bricks of thought together. Before buying plants, be sure you know which varieties are adapted to your area. Adapted varieties usually are sold by local nurseries. 10-52 The examples in this slide and the next show how a transitional phrase and word repetition combine to connect the succeeding items of information. 10-52 The examples in this slide and the next show how a transitional phrase and word repetition combine to connect the succeeding items of information.

34. Maintain Interest Select words carefully. Watch the rhythm of expression. Stress content over techniques. Be complete without using more words than necessary. 10-54 Summarized here are points for maintaining interest in reports.10-54 Summarized here are points for maintaining interest in reports.

35. 10-56 This ending quote on perseverance shows students that this quality is often needed when one is writing a successful report, whether for class or in business.10-56 This ending quote on perseverance shows students that this quality is often needed when one is writing a successful report, whether for class or in business.

36. Short Reports and Proposals chapter eleven 11-1 Use this slide to introduce the chapter. May want to use the photo to introduce a discussion of peer review or collaborative writing.11-1 Use this slide to introduce the chapter. May want to use the photo to introduce a discussion of peer review or collaborative writing.

37. Overview Influence of length and formality on report structure Characteristics of short reports Direct and indirect order for organizing short reports Forms of short reports (based on medium) Types of short reports (based on purpose) Proposal types, format, and contents 11-2 This slide presents an overview of the presentation.11-2 This slide presents an overview of the presentation.

38. Length and Formality Determine Report Structure Long problems and formal contexts require a more complex structure Short problems and informal contexts need a simpler structure 11-3 This slide can be used before or after you show the next slide. It explains the different levels in the diagram.11-3 This slide can be used before or after you show the next slide. It explains the different levels in the diagram.

39. Characteristics of Short Reports Little need for introductory information Predominance of direct order More personal writing style Less need for a structured coherence plan 11-5 This slide shows the four characteristics of short reports. You can show it and fill in more details from the lecture notes. You might want to refer to the text examples to illustrate the points.11-5 This slide shows the four characteristics of short reports. You can show it and fill in more details from the lecture notes. You might want to refer to the text examples to illustrate the points.

40. Forms of Short Reports Short Report Letter Report Email Report 11-12 You can use this slide to outline the report forms (based on medium) discussed in the text.11-12 You can use this slide to outline the report forms (based on medium) discussed in the text.

41. Common Types of Reports Routine Operational Report Progress Report Problem-Solving Report Audit Report Meeting Minutes 11-13 You can use this slide to outline common report types (based on purpose) discussed in the text.11-13 You can use this slide to outline common report types (based on purpose) discussed in the text.

42. Proposals Like reports, are usually well researched Like reports, can range widely in format, length, and formality Unlike reports, are overtly persuasive 11-14 Use this slide to point out the important similarities and differences between reports and proposals.11-14 Use this slide to point out the important similarities and differences between reports and proposals.

43. Types of Proposals Internal or external Solicited or unsolicited 11-15 You can use examples from the book and from your own knowledge to explain the differences.11-15 You can use examples from the book and from your own knowledge to explain the differences.

44. Typical Proposal Contents Writer�s purpose and reader�s need Background Need (elaborated) Description of plan Benefits of the proposed plan Particulars (logistics) Evidence of ability to deliver (credentials) Concluding comments 11-16 Most proposals have some version of these parts, presented in roughly this order.11-16 Most proposals have some version of these parts, presented in roughly this order.

45. 11-14 This motivational quote ends the presentation.11-14 This motivational quote ends the presentation.