1. Strategies for Technical Communication in the Workplace
Chapter 15
Informal Reports
Strategies for Technical Communication in the Workplace
Laura J. Gurak
John M. Lannon

2. Two Categories Informational
Provide data and other information to answer basic questions
Progress reports
Activity reports
Trip reports
Meeting Minutes

3. Two Categories (cont.) Analytical Reports
Offer both information and conclusions based on the information
Feasibility reports
Recommendation reports
Peer review reports

4. Progress Reports
Progress Reports provide regular status updates that focus on accomplishments on a specific project
Strategies for Progress Reports
Choose an appropriate format.
Provide a clear subject line.
Present information effectively.
Make sure your report answers the anticipated questions.

5. Periodic Activity Reports
Periodic activity reports are regular status updates that focus on general activities during a specific period of time
Strategies for Periodic Activity Reports
Choose an appropriate format.
Provide a clear subject line.
Present information effectively.
Make sure your report answers the anticipated questions.

6. Trip Reports
Trip reports focus specifically on business-related travel.
Strategies for Trip Reports
Take good notes and make accurate transcriptions of interviews.
Write down the names of people and places
Account for times and locations.
Provide a clear title and purpose statement.
Use a format that is easy to navigate.
Describe findings completely and objectively.
Offer to follow up.

7. Meeting Minutes Meeting Minutes are a record of meeting proceedings
Strategies for Meeting Minutes
Take good notes during the meeting.
Complete the minutes immediately after the meeting.
Include a clear title, with the meeting date.
List attendees.
Describe all agenda items.
Record all decisions or conclusions.
Make sure the minutes are easy to navigate.
Make sure the minutes are precise and clear.
Keep personal commentary, humor, and “sidebar” comments out of the meeting.

8. Feasibility Reports
Feasibility reports analyze whether an idea or plan is realistic and practical.
Strategies for Feasibility Reports
Make sure the subject line is clear.
Provide background information.
Offer the recommendation near the beginning of the report.
Provide the details, data, and criteria after the recommendation.
Explain why your recommendation is the most feasible of all the possible choices.
End with a call to action.

9. Recommendation Reports
Recommendation reports interpret data, draw conclusions, and recommend a course of action
Strategies for Recommendation Reports
Provide a clear subject line.
Keep background information short.
Discuss the problem or situation prior to making recommendations.
Use an authoritative tone.
Use headings and make them as informative as possible.
End with a list of benefits for taking action.

10. Peer Review Reports
Peer review reports are written by employees, providing a way for people to give each other constructive criticism and feedback.
Strategies for Peer Review Reports
Start with the positives.
Organize by topic area.
Always provide constructive criticism.
Support your criticisms with examples and advice.
Close positively.

11. Any questions?
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