Chapter 4 Short Reports Copyright © 2012 Pearson Canada Inc., Toronto, Ontario

Basic Plan for Short Reports Summary Statement Background Facts abd Events Outcome/Action Information that “sets the scene”, to prepare the reader for the details A brief statement of the report’s main features Details that describe what happened, and what has been done The main result(s) or action(s) to be taken Copyright © 2012 Pearson Canada Inc., Toronto, Ontario

Writing Pyramid Flexibility The Pyramids are templates only. You can use them as is or adapt them to your unique situation Copyright © 2012 Pearson Canada Inc., Toronto, Ontario

An Incident Report Anytime you are involved in or witness and accident, whether equipment is damaged or people are injured, you need to write a report describing what you saw. Copyright © 2012 Pearson Canada Inc., Toronto, Ontario

Basic Plan for an Incident Report Summary Statement Background Facts Outcome Describe the circumstances leading up to the incident (Who?, Where?, When?) Briefly state what happened and what was the result Details that describe what happened, and what has been done The main result(s) Copyright © 2012 Pearson Canada Inc., Toronto, Ontario

A Trip Report Whenever you are involved in an activity or perform work outside your normal working conditions you will be expected to keep your supervisor, manager, or co-workers informed. Copyright © 2012 Pearson Canada Inc., Toronto, Ontario

Basic Plan for a Trip Report Summary Statement Background Trip Details 1. Work Done 2. Problems Outcome/Action Who went where, why, and when? Briefly state what you set out to do and what you achieved In more detail: What did you do? What problems affected your work? What did you do about them? Is the job complete? What still needs to be done? Copyright © 2012 Pearson Canada Inc., Toronto, Ontario

Three Types of Progress Reports Occasional Progress Report: Keeps management informed about a project’s progress. You decide when one is needed. Periodic Progress Report: Written as a regular update on project status. Typically weekly or monthly. Personal Progress Report: Used to keep management informed about your individual activities. Usually written once a month Copyright © 2012 Pearson Canada Inc., Toronto, Ontario

Basic Plan for an Occasional Progress Report Summary Statement Background Progress Future Plans Project history A brief description of the overall situation The work that has been done, any problems encountered, the effect they had on progress Situation Now What is currently being done What will be done to complete the project and when it will be done Copyright © 2012 Pearson Canada Inc., Toronto, Ontario

Summary Statement Background Outcome The situation at the start of the report period A brief overview of the project schedule, progress made and plans Progress made and problems encountered Plans/expectations for the next period and impact on the schedule Facts Basic Plan for a Periodic Progress Report Copyright © 2012 Pearson Canada Inc., Toronto, Ontario

Other Factors to Consider in Periodic Progress Reports Use headings In long sections, summarize then provide details Be brief when describing routine work Describe problems, difficulties and unusual circumstances in depth Copyright © 2012 Pearson Canada Inc., Toronto, Ontario

Other Factors to Consider in Periodic Progress Reports Forewarn management of any situation that may become a future problem. In long reports, number paragraphs and subparagraphs Maintain continuity between reports If expected, include costs Copyright © 2012 Pearson Canada Inc., Toronto, Ontario

Summary Statement Background Future Work Explain what period the report is for Briefly highlight any major accomplishments or problems during the reporting period Describe your activities during the current reporting period List what activities you will be involved in during the next reporting period Present Work Basic Plan for a Personal Progress Report Copyright © 2012 Pearson Canada Inc., Toronto, Ontario

A Project Completion Report A project completion report may be the only report evolving from a short project or the last in a series of progress reports in a long project. Copyright © 2012 Pearson Canada Inc., Toronto, Ontario

Summary Statement Background Project Highlights Outcome/Action The circumstances affecting the job (purpose, terms of reference, schedule, budget, people) A brief statement that the project or job is complete and a short description of the result(s ) Major achievements Exceptions Variances from the project plan Closing statement to comment on the outcome or to identify follow-up action Basic Plan for a Project Completion Report Copyright © 2012 Pearson Canada Inc., Toronto, Ontario

An Inspection Report Anytime you are asked to inspect or review a site, an installation, or a product, you will write an inspection report describing your findings. Copyright © 2012 Pearson Canada Inc., Toronto, Ontario

Summary Statement Background Facts 1.Conditions Found 2.Deficiencies Outcome Who went where, why, when and what was inspected? Briefly state the main result(s) of the inspection: what the reader most wants to know What the inspection revealed: Describe current condition List conditions to be corrected A general statement of results, perhaps with a recommendation Basic Plan for an Inspection Report Copyright © 2012 Pearson Canada Inc., Toronto, Ontario