© 2002 SOUTH-WESTERN EDUCATIONAL PUBLISHING 9th Edition Brantley & Miller Effective Communication for Colleges Reports in the Workplace CHAPTER 11

Effective Communication for Colleges, 9th ed. by Brantley and Miller Chapter 11 Slide 2 Learning Objectives  Explain how the CBO approach enhances the planning and developing of effective reports.  Identify report classifications and discuss their uses and characteristics.  Discuss organizational situations in which formal and informal report formats are best utilized. Continued on next slide.

Effective Communication for Colleges, 9th ed. by Brantley and Miller Chapter 11 Slide 3 Learning Objectives  Identify and use a variety of sources, including the Internet, to research information relevant to report preparation.  Use the CBO approach to prepare effective reports. Continued

Effective Communication for Colleges, 9th ed. by Brantley and Miller Chapter 11 Slide 4 Internal and External Reports  Internal reports are prepared for distribution within an organization. These reports move information: Horizontally. Vertically upward. Vertically downward.  External reports are prepared for distribution outside the organization.

Effective Communication for Colleges, 9th ed. by Brantley and Miller Chapter 11 Slide 5 Classifications of Reports  Function Informational reports Analytical reports  Formality Formal reports Informal reports

Effective Communication for Colleges, 9th ed. by Brantley and Miller Chapter 11 Slide 6 Functions of Reports Informational Reports  Progress reports  Periodic reports  Minutes of meetings  Travel or trip reports  Expense reports Analytical Reports  Proposals  Feasibility reports  Justification reports

Effective Communication for Colleges, 9th ed. by Brantley and Miller Chapter 11 Slide 7 Plan a Report Using the CBO Approach  Determine the report objective.  Visualize your audience.  List supporting information.  Organize the information into an outline.

Effective Communication for Colleges, 9th ed. by Brantley and Miller Chapter 11 Slide 8 Compose a Draft Using the CBO Approach  Language Formal or informal Technical or nontechnical  Readability and appearance Visuals Headings

Effective Communication for Colleges, 9th ed. by Brantley and Miller Chapter 11 Slide 9 Complete a Report Using the CBO Approach  Proofread.  Edit.  Revise.  Finalize.

Effective Communication for Colleges, 9th ed. by Brantley and Miller Chapter 11 Slide 10 Formal Reports  Preliminary parts  Report body  Supplementary parts

Effective Communication for Colleges, 9th ed. by Brantley and Miller Chapter 11 Slide 11 Formal Report Preliminary Parts  Title page  Transmittal message  Table of contents  Abstract

Effective Communication for Colleges, 9th ed. by Brantley and Miller Chapter 11 Slide 12  Introduction Authorization Objective Problem Background Formal Report Body Scope Limitations Research sources Order of presentation  Text  Terminal section Summary or conclusions Recommendations

Effective Communication for Colleges, 9th ed. by Brantley and Miller Chapter 11 Slide 13 Formal Report Supplementary Parts  Endnotes  Bibliography  Works consulted  Appendices

Effective Communication for Colleges, 9th ed. by Brantley and Miller Chapter 11 Slide 14 Report-Writing Mechanics  Margins  Headings  Spacing  Quotations  Reference citations  Pagination

Effective Communication for Colleges, 9th ed. by Brantley and Miller Chapter 11 Slide 15 Report-Writing Mechanics Typical Margins  Top 2-inch top margin on first page of report body, each preliminary part, and each supplementary part 1-inch top margin on all other pages  Bottom: 1-inch bottom margins on all pages  Sides 1-inch side margins for unbound reports 1.5-inch left margin for left-bound reports

Effective Communication for Colleges, 9th ed. by Brantley and Miller Chapter 11 Slide 16 Report-Writing Mechanics Main Headings Within the Report Body  Characteristics Boldface All capital letters Centered  Spacing Two blank lines above title One blank line below title

Effective Communication for Colleges, 9th ed. by Brantley and Miller Chapter 11 Slide 17 Report-Writing Mechanics Side Headings Within the Report Body  Characteristics Boldface First letter of the first word and each major word capitalized Aligned at left margin  Spacing Two blank lines above title One blank line below title

Effective Communication for Colleges, 9th ed. by Brantley and Miller Chapter 11 Slide 18 Report-Writing Mechanics Paragraph Headings Within the Report Body  Characteristics Boldface First letter of the first word capitalized Indented as a paragraph on the same line as text Followed by a period  Spacing Blank line above title No additional space below title

Effective Communication for Colleges, 9th ed. by Brantley and Miller Chapter 11 Slide 19 Report-Writing Mechanics Spacing  Modern Language Association (MLA) standards suggest that formal reports be double-spaced and that paragraphs be indented 0.5 inches.  Some organizations require single spacing with double spacing between paragraphs.

Effective Communication for Colleges, 9th ed. by Brantley and Miller Chapter 11 Slide 20 Report-Writing Mechanics Quotations  Four or more lines Single-spaced Indented 0.5 inches from both right and left margins No quotation marks  Fewer than four lines Appear as regular part of the text Enclosed in quotation marks

Effective Communication for Colleges, 9th ed. by Brantley and Miller Chapter 11 Slide 21 Report-Writing Mechanics Reference Citations  Internal citations  Endnote page  Footnotes

Effective Communication for Colleges, 9th ed. by Brantley and Miller Chapter 11 Slide 22 Report-Writing Mechanics Pagination Summary  Preliminary pages Small Roman numerals at right margin 1 inch from page bottom preceded by at least one blank line  Report body Arabic numerals at right margin 1 inch from top of page followed by one blank line  Supplementary pages Arabic numerals at right margin 1 inch from top of page followed by 1 inch

Effective Communication for Colleges, 9th ed. by Brantley and Miller Chapter 11 Slide 23 Informal Reports  Memorandum reports  Letter reports  Standardized forms  Agenda  Minutes