16-1 Chapter 16 Analyzing Information & Writing Reports   Analyzing Data   Choosing Information   Organizing Reports   Seven Organization Patterns   Types of Reports   Effective Report Writing   Formal Report Parts

16-2 Analyzing Data  Analyze gathered data so report contains tight logic  Take data from reliable sources  Analyze data with skepticism  Check to see data aligns with expectations  Identify assumptions used in analyzing data  Analyze gathered data so report contains tight logic  Take data from reliable sources  Analyze data with skepticism  Check to see data aligns with expectations  Identify assumptions used in analyzing data

16-3 Analyzing Data, continued… Analyze numbers  Find mean, median, and range  Simplify if fitting: round off, combine similar units  Chart data to see patterns  Use quadrant analysis Analyze numbers  Find mean, median, and range  Simplify if fitting: round off, combine similar units  Chart data to see patterns  Use quadrant analysis

16-4 Analyzing Data, continued… Analyze words  Find out what words mean to people who said them  Try to measure words against numbers Analyze words  Find out what words mean to people who said them  Try to measure words against numbers

16-5 Analyzing Data, continued… Analyzing patterns  Look for patterns—points of agreement  Have things changed over time?  Does geography account for differences?  Do demographics account for differences?  What similarities and differences do you see?  What confirms your hunches or surprises you? Analyzing patterns  Look for patterns—points of agreement  Have things changed over time?  Does geography account for differences?  Do demographics account for differences?  What similarities and differences do you see?  What confirms your hunches or surprises you?

16-6 Analyzing Data, continued…  Check your logic  State accurately what data show  Don’t confuse causation with correlation  Look for three causes and three realistic solutions for each problem  Check identified ideas against reality  Make report useful whatever data show  Check your logic  State accurately what data show  Don’t confuse causation with correlation  Look for three causes and three realistic solutions for each problem  Check identified ideas against reality  Make report useful whatever data show

16-7 Choosing Information  Use only what audience needs to make decision  How much depends on audience  Supportive—be concise, direct  Neutral or skeptical—give reasons, explanations  Use appendix for information not needed as proof  Use only what audience needs to make decision  How much depends on audience  Supportive—be concise, direct  Neutral or skeptical—give reasons, explanations  Use appendix for information not needed as proof

16-8 Organizing Reports 1.Process information before presenting it to an audience 2.Divide voluminous information into three to seven categories 3.Work with the audience’s expectations, not against them 1.Process information before presenting it to an audience 2.Divide voluminous information into three to seven categories 3.Work with the audience’s expectations, not against them

16-9 Types of Reports  Informative and closure  Summarize completed work or research that does not result in action/recommendation  Feasibility  Evaluate two more alternatives and recommend one of them  Justification  Recommend or justify a purchase, investment, hiring, or change in policy  Informative and closure  Summarize completed work or research that does not result in action/recommendation  Feasibility  Evaluate two more alternatives and recommend one of them  Justification  Recommend or justify a purchase, investment, hiring, or change in policy

16-10 Effective Report Writing  Use these four techniques: 1.Use clear, engaging writing 2.Keep repetition to a minimum 3.Introduce sources and visuals 4.Use forecasting, transitions, topic sentences, and headings to organize  Use these four techniques: 1.Use clear, engaging writing 2.Keep repetition to a minimum 3.Introduce sources and visuals 4.Use forecasting, transitions, topic sentences, and headings to organize

16-11 Make headings parallel: Use one form for all. Reports Headings  Use single words, short phrases, complete sentences that indicate topic in each section  Cover all text until next heading  Topic headings focus on the structure of the report  Talking headings tell reader what to expect in each section  Use single words, short phrases, complete sentences that indicate topic in each section  Cover all text until next heading  Topic headings focus on the structure of the report  Talking headings tell reader what to expect in each section

16-12 Formal Report Parts: Title Page  Contains four items 1.Report title (top, large font) 2.Prepared for 3.Prepared by 4.Completion (release) date  Contains four items 1.Report title (top, large font) 2.Prepared for 3.Prepared by 4.Completion (release) date

16-13 Formal Report Parts: Transmittal Message  Letter if external audience  Memo if internal audience  Purposes  Transmit report  Orient readers to report  Build good image of report and writer  Letter if external audience  Memo if internal audience  Purposes  Transmit report  Orient readers to report  Build good image of report and writer

16-14 Transmittal Message, continued… 1.Transmit report  Tell who authorized report and when  State purpose of report 2.Summarize conclusions and recommendations 3.Mention any points of special interest; explain how you overcame problems; thank people who helped you 1.Transmit report  Tell who authorized report and when  State purpose of report 2.Summarize conclusions and recommendations 3.Mention any points of special interest; explain how you overcame problems; thank people who helped you

16-15 Transmittal Message, continued… 4.Point out any additional research needed, if any 5.Thank reader for opportunity to do work 4.Point out any additional research needed, if any 5.Thank reader for opportunity to do work

16-16 Formal Report Parts: Table of Contents  List headings exactly as they appear in report  Headings included depends on report length  List all headings if report under 25 pages  In long report, list only first 2 levels  List headings exactly as they appear in report  Headings included depends on report length  List all headings if report under 25 pages  In long report, list only first 2 levels

16-17 Formal Report Parts: List of Illustrations  Helps reader refer to visuals  Comprise both tables and figures  Show number, title, and page number of each visual  List in order of appearance in report  Helps reader refer to visuals  Comprise both tables and figures  Show number, title, and page number of each visual  List in order of appearance in report

16-18 Formal Report Parts: Executive Summary  Tells reader what report is about  Summarizes recommendation reasons or describes topics report discusses  Make it clear, concise, and easy to read  More formal than other forms of business writing  Tells reader what report is about  Summarizes recommendation reasons or describes topics report discusses  Make it clear, concise, and easy to read  More formal than other forms of business writing

16-19 Formal Report Parts: Introduction  Contains report purpose and scope  May include  Limitations  Assumptions  Methods  Criteria  Definitions  Contains report purpose and scope  May include  Limitations  Assumptions  Methods  Criteria  Definitions

16-20 Introduction: Purpose Statement  First paragraph identifies three things  Organizational problem report addresses  Technical questions it answers  Report rhetorical purposes  First paragraph identifies three things  Organizational problem report addresses  Technical questions it answers  Report rhetorical purposes   To inform   To persuade   To build goodwill

16-21 Introduction: Scope  Identifies how broad an area report covers  Allows reader to evaluate report on appropriate grounds  Identifies how broad an area report covers  Allows reader to evaluate report on appropriate grounds

16-22 Introduction: Limitations  Affect validity of recommendations  Less valid  Valid only under certain conditions  Often caused by time or money constraints  Time did not permit random sample  Funding did not permit onsite visit to Fiji  Affect validity of recommendations  Less valid  Valid only under certain conditions  Often caused by time or money constraints  Time did not permit random sample  Funding did not permit onsite visit to Fiji

16-23 Introduction: Assumptions  Statements assumed to be true and used to draw conclusions  Wrong assumptions may make recommendations invalid  The crew’s equipment will fit on the plane they travel in.  The cast will consist of 25 to 30 people, excluding locals who participate as extras.  Statements assumed to be true and used to draw conclusions  Wrong assumptions may make recommendations invalid  The crew’s equipment will fit on the plane they travel in.  The cast will consist of 25 to 30 people, excluding locals who participate as extras. Examples

16-24 Introduction: Methods  Explain how you investigated problem  How you chose subjects  When subjects were surveyed  What form of survey was used  Provide a brief description of significant sources if using only library or online research  Explain how you investigated problem  How you chose subjects  When subjects were surveyed  What form of survey was used  Provide a brief description of significant sources if using only library or online research

16-25 Introduction: Criteria & Definitions  Criteria—outlines factors or standards and importance of each  Definitions—define key terms if some readers may not understand them  Criteria—outlines factors or standards and importance of each  Definitions—define key terms if some readers may not understand them

16-26 Background or History  May cover many years or just immediate problem situation  Include even if current audience knows situation  May cover many years or just immediate problem situation  Include even if current audience knows situation Reports often filed and read years later by different audiences

16-27 Formal Report Parts: Conclusions & Recommendations Conclusions  Summarize key points made in main part of report Recommendations  Actions to solve or lessen problem  Based on conclusions  Combined recommendations with conclusions if both sections are short  Neither contain new information Conclusions  Summarize key points made in main part of report Recommendations  Actions to solve or lessen problem  Based on conclusions  Combined recommendations with conclusions if both sections are short  Neither contain new information