Textbook Recommendation Reports

Report purpose u Starts with a stated need u Evaluates various options –Uses clearly defined criteria –Rates options based on the criteria u Makes a recommendation –Specific choice, none –None is a valid option of if neither option meets the criteria

Report structure u Front matter –Executive summary –Table of contents u Main body –Introduction –Background of the situation –Criteria –Evaluation –Conclusion –Appendix

Reading order u People rarely read the entire report. –Decision makers probably only read the executive summary and then maybe the conclusion. –The report body is only read if people want specific information about a point in the conclusion. Perhaps they disagree with a point or have to know how to implement the decision. u Although the body is only read in a pick & choice manner, it is still an important part of the report. It contains the information that makes the decision maker confident that you did the work properly and can support the conclusions which you drew.

Executive summary u Only part everyone reads. Write this as if it were a stand-alone document. u The decision maker often reads this section and then decides to approve/reject the report. u It must contain all the information that is needed. Put the emphasis on justifying the recommendations. The decision maker will believe you have the supporting facts.

Executive summary contents u Short summary of report –Provides key facts and conclusions –Consider it a complete, but short report –Not an introduction u Remember, decisions get made based on this information alone

Executive summary length u For short reports, about 10 percent of the length of the full report –An executive summary for a 10-page report would be 1 page. u This ratio stops after about 30 pages. –For longer reports, it should not go over 3 to 4 pages.

Executive summary writing style u Tends to have information packed sentences. u Includes key statistical detail. –Don't sacrifice key numerical facts. u Omit descriptive-abstract phrasing. –Not: "This report presents conclusions and recommendations from a survey." –Correct: Present a summary of the survey and the conclusions and recommendations.

Executive summary writing style u Headings –Map onto report headings –Support random access based on reader’s main questions. (think through what these questions are! They differ between readers and writers.) u Phrases information in a very dense, compact way.

Table of contents u Use Word’s heading styles so you can automatically generate the table of contents. u Do not type the table of contents into the document.

Main body sections u Introduction u Background of the situation u Criteria u Evaluation u Conclusion u Appendix

Introduction u State the purpose –Saying “recommendation report” is may not mean much to the readers u Provide an overview of the report –State the criteria. Don’t justify them here. –Don’t give the conclusions –Include a forecasting statement

Forecasting statement u Last paragraph of the introduction u Narrative outline of the rest of the paper –Not an introduction summary –Talk directly to the reader and state what order topics will be discussed u Used in most reports and articles

Forecasting statement - example This analytical report will address the issue of the city of Lubbock needing more habitat for its playas in order to benefit bird populations as well as the city. In the first part, I prove the necessity of the need for more habitat. Then I consider the three solutions: –Provide nest boxes and feeders for the avian species. –Benefit the playas by constructing habitat improvements. –Increase public interests. Finally, I offer my recommendation based on the analysis of the three possible solutions.

Background of the situation u Lay out the problem, need, or situation u Written in audience terms, not writers –Productivity impact versus slow computers

Criteria u Define the evaluation points u Justify why these evaluation points u Put in own section. Not with evaluation. u Might include a section on why other points were not used as criteria

Criteria justification - poor u Problems/Examples -The in chapter examples and end of chapter problem are important firstly in giving a student examples of the material just learned and then the latter giving the student independent practice in the concepts in a more integrated manner.

Criteria justification - better u The chapter problems are a great way for students to practice the new ideals that they just learned. The chapters should contain enough problems so that the students feel that they have had plenty of practice. I think the problems should start off easy and progress to harder problems. By starting with easy problems the students build some confidence and want to try more problems.

Evaluation u Evaluation each option separately –Evaluate as stand alone item u Compare the options u Do not mix the evaluation and comparison u Finish with a clear statement of which option is best

Order matters u When people evaluate information, the order matters. They use the first item as the baseline and compare everything after to it. u When you pick the order to present the items evaluated in a report, remember that how people interpret your recommendation will depend on the order of how you present them.

Don’t mix evaluation subjects u Talk about one item and then talk about the other item. u Jumping between items will –Confuse the reader –Make refinding information much harder

Mixed evaluation u In the Sedra/Smith book operational amplifier is covered in chapter two, while the Rashid book did not cover the operational amplifier until chapter six. Both books start their chapters by explaining the ideal characteristics of the Op-Amp. Then both books show how to perform analysis on circuits containing the Op- Amp. The Sedra/Smith does spend more time covering the inverting stage and non-inverting stage of the Op-Amp separately, whereas the Rashid covers both stages in one section. The Rashid book has a more examples of PSpice models and shows how the analysis is performed using the software in greater detail than the Sedra/Smith book does.

Paragraph level evaluation The Sedra/Smith book does a great job of giving the student plenty of practice. At the end of every chapter there are…. The Rashid book has around forty problems at the end of each chapter. Forty problems are more problems then most students…. In this category the Sedra/Smith book is the clear winner. The book has nearly twice….

Conclusion u Summary and restatement of evaluation u Restate criteria and evaluation –Never assume rest of report has been read –A table works well u Make a clear final conclusion and justify it

Table showing conclusions

Appendix u Messy details go here u Technical specs u In-depth analysis that takes time but only leads to single statement type conclusions –Summary of this analysis goes in main body

End