McGraw-Hill/Irwin PPT Module 23 Short Reports ©2007, The McGraw-Hill Companies, All Rights Reserved.

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McGraw-Hill/Irwin PPT Module 23 Short Reports ©2007, The McGraw-Hill Companies, All Rights Reserved.

23-1 Short Reports  To learn how to  Organize information in reports.  Create a good writing style for reports.  Ask good questions on the job.

23-2 Proposals and Progress Reports Start by answering these questions:  What are the basic strategies for organizing information?  Do different kinds of reports use different patterns of organization?  Should I use the same style for reports as for other documents?

23-3 Patterns of Organization  Comparison/Contrast  Problem/Solution  Elimination of Alternatives  General to Particular/Particular to General  Geographic or Spatial  Functional  Chronological

23-4 Types of Reports  Informative and Closure Reports  Feasibility Reports  Justification Reports

23-5 Justification Reports  Indicate what you’re asking for and why it’s needed.  Briefly give the background of the problem or need.  Explain each possible solution.  Summarize the action needed.  Ask for the action you want.

23-6 Problem-Solving Reports  Describe the organizational problem.  Show why easier or less expensive solutions will not solve the problem.  Present your solution impersonally.  Show that the disadvantages of your solution are outweighed by advantages.  Summarize the action you need.  Ask for the action you want.

23-7 Report-Writing Style  Follow the advice in Modules 15 & 16, except  Use a fairly formal style, without contractions or slang.  Avoid the word you.  Include in the report all definitions and documents needed to understand the recommendations.

23-8 HeadingsHeadings  Informative or Talking Heads  Tell the reader what to expect.  Are preferred over topic headings.  Should be expressed in parallel form.  Topic Headings  Focus on the structure of the report.  Should be expressed in parallel form.