1. REPORT WRITING SUMMARY

2. How We Communicate 3 CVs, Resumes Email, Web site, FAQs Letters, Newsletters, Brochures, Articles, Catalogs Advertisements, Notice Board, Pamphlets, Signs, Press Release Presentations, multimedia, talks Reports, Manuals, Proposals, Books

3. Reports Audit Types of Reports How to Write Reports Computer Reports Anatomy of a Report Sales Proposals Future of Reports

4. Principle 1: Writing IS a PROCESS Forget the myth of the perfect first draft Multiple drafts lead to better reports Using “stream of consciousness” writing does not make for good reporting Your process may be unique to you To complete the process of writing, you have to plan the time to write (Avoid “the night before class” syndrome)

5. Principle 2: Writing is a simple process (But no one said it was easy) Prewrite Write Rewrite

6. Prewrite Gather your data and writing materials Write a preliminary summary (the “elevator” exercise) Organize your data –What defines the issue? –What describes what was done? –What shows the results, the impact? Make notes on what you want to say

7. in other words … Three phases of report writing –Exploratory phase –Implementation phase –Improvement phase Exploratory phase (MAPS) –Message Design for ergonomics is important Simple design guidelines exist for ergonomic design. Here are some good and bad examples.

8. Report Writing Audience: –Engineers with no knowledge of ergonomics. Purpose: –Exercise good report writing skills. Learn about ergonomics in design. Scope: –Introductory with focus on design aspects rather than anatomy. Collect information: –Library, catalogs, professional experts, original research. –In the case of ergonomics: mostly library search

9. Implementation phase (PWRR) Plan, Write, Relax, Revise Plan! Spend as much time planning as writing! Planning prevents “wondering what to do next”. Revise plans as necessary but keep planning. Select the concepts to be presented from information gathering stage. Make an outline to organize and give order to your presentation [report]

10. Reports Plan –Make a list of most important points and separate them from supporting material. –The supporting material should be enough to assure the subject comprehension, not overwhelming the reader. Write –Use the outline to write a rough draft. –Just get the ideas on paper - don’t bother with grammar. Relax –Rest or do something else for a day or two. –Allow your mind to become more objective in critically reviewing the work.

11. Reports Revise 1st revision: Check for accuracy and validity of statements, charts, and equations. Cross misleading or confusing information. 2nd revision: Strive for clarity. Use simple non-confusing statements. As a rule of thumb, each statement should not be more than two lines. But avoid too many short sentences …

12. Reports * 2nd revision cntd –Avoid jargon not known to readers. –Avoid complicated drawings. –Match the report to the interest, need, and technical level of audience. –Under-estimate the knowledge of the audience. * 3rd revision: CCC –Improve the report organization and layout –Check content, spelling, tone, etc

13. Report Components Title Page –Name of report (all caps) –Name, title, organization of receiver –Author’s name, title, organization –Date submitted

14. Report Components Table of Contents –Show beginning page number where each report heading appears –Connect page numbers with leaders (spaced dots)

15. Report Components Executive Summary –One of most important parts of report –Synopsis (overview) of report –Concentrate on what management needs to know –Summarizes Purpose Scope Methodology Findings Conclusions Recommendations

16. Report Components Executive Summary –Organized same as report –Style and tone same as report –Avoid unexplained jargon/abbreviations –Do not refer to figures/tables presented later –Should not contain exhibits or footnotes –Include headings/make skimmable –Use transitional words –Length should be generally 1/10 of whole report

17. Executive summaries should be the last pieces of reports to be written since they are the most important sections of the reports!

18. Report Components Introduction –Explain problem motivating report –Describe its background and significance –Clarify scope and limitations of report –Describe data sources, methods, key terms –Close by previewing report’s organization

19. Report Components Body –Discuss, analyze, interpret research findings –Arrange findings in logical segments following outline –Use clear, descriptive headings/skimmable

20. Report Components Conclusions –Explain findings in relation to original problem

21. Report Components Recommendations –Make recommendations on suggested action to be taken

22. Report Components Appendix –All items must be referred to in the text and listed on the table of contents –Items of interest to some, but not all, readers For example, data questionnaires or computer printouts

23. Report Components References –List all references in section called “Works Cited” or “References” –Include all text, online, and live sources –Follow style manual for citing sources

24. Other Specifics on Report Writing Single- or double-spaced About 2500 words (not counting appendix) Tables of Contents will help you organize and write report—write early! Headings of same level must be consistent –First, second, third levels

25. Headings Same-level headings must be written consistently! (For example) Level 1: CENTERED UPPER-CASE Level 2: Centered Upper-case and Lower-case Level 3: Centered, Underlined, Upper-case and Lower- case Level 4: Flush left, Underlined, Upper-case and Lower-case Level 5: Indented, underlined, lower-case paragraph heading ending with a period.

26. Document Design Use no more than 5 fonts. Use no more than 5 colors. Use glossy paper. Use white space. Use templates. Use parallelism. Avoid double emphasis.

27. Letter of Transmittal Background Summarize conclusions and recommendations Minor problems. Thank those who helped. Additional research necessary Thank the reader. Offer to answer questions.

28. Sales Proposal 2 2 Budget Objectives Strategy and Tactics Schedule Results Closing

29. Sample Reports Proposals 250-page reports 90-minute oral presentation 50-page summary Reports Multi-media Web

30. AIHA GUIDELINES FOR WRITING REPORTS "IDEAL" REPORT ORGANIZATION (AIHA REFERENCE) –Cover sheet and transmittal letter –Preface (one half page) What was done When it was done Why it was done Who it was done for –Scope of work Acknowledge outside work (lab) Who wrote the report Signature

31. AIHA GUIDELINES FOR WRITING REPORTS Executive Summary (no more than one page) –What was done –When it was done –Who did it –Results (brief) –Conclusions (brief) –Recommendations (brief) Table of contents –Major sections –Figures –Tables

32. AIHA GUIDELINES FOR WRITING REPORTS Introduction –What the report is about –What was done –When it was done –Who did it –Conclusions –Organization of the rest of report Background –Description of the problem –Description of the process evaluated –Literature search or historical information

33. AIHA GUIDELINES FOR WRITING REPORTS Sampling strategy –Basis for deciding what and how to sample –Include QA/QC –Sampling methodology - how sampling was done Analytical techniques –How were samples analyzed –QA/QC –Who did the analysis

34. AIHA GUIDELINES FOR WRITING REPORTS Results –Usually presented in tabular form with description of data reporting format –Tables should include Title Employee name Job Description/location Contaminants Sampling rate or period Sampling volume Results (units) –Tables can also show standards and contain other information

35. AIHA GUIDELINES FOR WRITING REPORTS Discussion –What were problems encountered –What were observations –What is the hazard –Basis for conclusions –Basis for recommendations Conclusions - briefly stated Recommendations - briefly stated References (Appendices to include lab reports, photos, etc.)

36. AIHA GUIDELINES FOR WRITING REPORTS SHORT REPORT FORMAT (1 OR 2 PAGES) –What was done –Who did it –Why it was done –Compare results with standards or recommendations –Conclusions –Recommendations