1. Chapter 15 Planning, Proposing, & Researching Reports   Steps   Formal vs. Informal   Report Classifications   Report Problems   Purposes   Class Research Proposals   Progress Reports   Sources   Survey & Questionnaire   Documentation

2. Steps in Report Writing 1.Define the problem 2.Gather necessary data 3.Analyze the data 4.Organize the information 5.Write the report 1.Define the problem 2.Gather necessary data 3.Analyze the data 4.Organize the information 5.Write the report

3. Formal vs. Informal Reports  Formal reports contain formal elements:  Title page  Transmittal  Table of contents  List of illustrations  Informal reports may be memos, letters, e-mail, sales figures, etc.  Formal reports contain formal elements:  Title page  Transmittal  Table of contents  List of illustrations  Informal reports may be memos, letters, e-mail, sales figures, etc.

4. Reports Classifications  Information reports collect data for reader  Sales reports  Quarterly reports  Information reports collect data for reader  Sales reports  Quarterly reports

5. Reports Classifications, continued…  Analytical reports interpret data but do not recommend action  Annual reports  Audit reports  Make-good or pay-back reports  Analytical reports interpret data but do not recommend action  Annual reports  Audit reports  Make-good or pay-back reports

6. Reports Classifications, continued…  Recommendation reports give data and analysis to support a recommendation  Feasibility reports  Justification reports  Problem-solving reports  Recommendation reports give data and analysis to support a recommendation  Feasibility reports  Justification reports  Problem-solving reports

7. Reports Classifications, continued…  Some reports combine information, analytical, and recommendation types  Accident reports  Credit reports  Progress reports  Trip reports  Closure reports  Some reports combine information, analytical, and recommendation types  Accident reports  Credit reports  Progress reports  Trip reports  Closure reports

8. Defining Report Problems  Real problem  Important enough to be worth solving  Narrow but challenging  Real audience  Able to do recommended actions  Real problem  Important enough to be worth solving  Narrow but challenging  Real audience  Able to do recommended actions

9. Defining Report Problems, continued…  Data, evidence, and facts  Conveys severity of problem  Proves that recommendation will solve problem  Available to report writer  Comprehensible to report writer  Data, evidence, and facts  Conveys severity of problem  Proves that recommendation will solve problem  Available to report writer  Comprehensible to report writer

10. Purpose Statement  Makes three things clear:  Organizational problem or conflict  Specific technical questions that must be answered to solve problem  Rhetorical purpose the report is designed to achieve  Explain - Recommend – Request - Propose  Makes three things clear:  Organizational problem or conflict  Specific technical questions that must be answered to solve problem  Rhetorical purpose the report is designed to achieve  Explain - Recommend – Request - Propose

11. Proposals  Proposals suggest method to find information or solve problem  Two goals  Get the project accepted  Get writer accepted to do job  Competitive proposal—compete for limited resources  Noncompetitive proposals—have no competition  Proposals suggest method to find information or solve problem  Two goals  Get the project accepted  Get writer accepted to do job  Competitive proposal—compete for limited resources  Noncompetitive proposals—have no competition

12. Questions a Proposal Must Answer  What problem are you going to solve?  How are you going to solve it?  When will you complete the work?  Can you deliver what you promise?  What benefits will you offer?  How much will you charge?  What exactly will you provide?  What problem are you going to solve?  How are you going to solve it?  When will you complete the work?  Can you deliver what you promise?  What benefits will you offer?  How much will you charge?  What exactly will you provide?

13. Class Research Proposal Sections 1.Introductory paragraph 2.Problem 3.Feasibility 4.Audience 5.Topics to investigate 1.Introductory paragraph 2.Problem 3.Feasibility 4.Audience 5.Topics to investigate

14. Class Research Proposal Sections, continued… 6.Methods and procedures 7.Qualifications/facilitie s/resources 8.Work schedule 9.Call to action 6.Methods and procedures 7.Qualifications/facilitie s/resources 8.Work schedule 9.Call to action

15. Class Research Proposal: Introductory Paragraph & Problem  Introductory paragraph  No heading  Summary of topic and purposes—one or two sentences  Problem  What organizational problem exists?  Why does it need to be solved?  What is relevant background or history?  Introductory paragraph  No heading  Summary of topic and purposes—one or two sentences  Problem  What organizational problem exists?  Why does it need to be solved?  What is relevant background or history?

16. Class Research Proposal: Feasibility  Feasibility  Are you sure that solution can be found in time available?  How do you know?  Feasibility  Are you sure that solution can be found in time available?  How do you know?

17. Class Research Proposal: Audience  Who in organization has power to implement recommendation?  What secondary audiences might evaluate report?  What audiences would be affected by recommendation?  Will anyone in organization serve as gatekeeper?  What watchdog audiences might read report?  Who in organization has power to implement recommendation?  What secondary audiences might evaluate report?  What audiences would be affected by recommendation?  Will anyone in organization serve as gatekeeper?  What watchdog audiences might read report?

18. Class Research Proposal: Topics to Investigate  List questions and subquestions report will answer  Say how deeply you will examine each factor you plan to cover  Explain why you chose to discuss some aspects of problem, not others  List questions and subquestions report will answer  Say how deeply you will examine each factor you plan to cover  Explain why you chose to discuss some aspects of problem, not others

19. Class Research Proposal: Methods  How will you get answers to research questions?  Whom will you interview or survey?  What published sources will you use?  Give complete bibliographic references  How will you get answers to research questions?  Whom will you interview or survey?  What published sources will you use?  Give complete bibliographic references

20. Class Research Proposal: Qualifications  Do you have knowledge and skills needed to conduct this study?  Do you have access to equipment you will need to conduct your research?  Where will you turn for help if you need it?  Do you have knowledge and skills needed to conduct this study?  Do you have access to equipment you will need to conduct your research?  Where will you turn for help if you need it?

21. Class Research Proposal: Work Schedule  Gathering information  Analyzing information  Organizing information  Preparing progress report  Writing the draft  Preparing the visuals  Revising draft  Editing draft  Proofreading report  Gathering information  Analyzing information  Organizing information  Preparing progress report  Writing the draft  Preparing the visuals  Revising draft  Editing draft  Proofreading report For each activity list: Total time Completion date

22. Class Research Proposal: Call to Action  Invite instructor to suggest ways to improve your plan  Ask instructor to approve your project so you can begin your report  Invite instructor to suggest ways to improve your plan  Ask instructor to approve your project so you can begin your report

23. Sales Proposal Cover Letters  Catch reader’s attention; summarize up to three major benefits you offer  Discuss each major benefit in order listed  Deal with objections or concerns  Mention other benefits briefly  Ask reader to approve your proposal; give reason for acting promptly  Catch reader’s attention; summarize up to three major benefits you offer  Discuss each major benefit in order listed  Deal with objections or concerns  Mention other benefits briefly  Ask reader to approve your proposal; give reason for acting promptly

24. Funding Proposals  Stress needs your project will meet  Show how your project will help fulfill goals of organization you are asking for funds  Stress needs your project will meet  Show how your project will help fulfill goals of organization you are asking for funds

25. Chronological Progress Reports  Summarize progress in terms of goals and original schedule  Under “Work Completed” heading, describe what you have done  Under “Work to Be Completed” heading, describe work that remains  Express confidence in having report ready by due date OR request conference to discuss extending due date  Summarize progress in terms of goals and original schedule  Under “Work Completed” heading, describe what you have done  Under “Work to Be Completed” heading, describe work that remains  Express confidence in having report ready by due date OR request conference to discuss extending due date

26. Task Progress Reports  Use headings that describe major tasks your project entails  Under each heading, discuss work completed and what remains to be done  Use headings that describe major tasks your project entails  Under each heading, discuss work completed and what remains to be done

27. Recommendation Progress Reports  Recommendation easy for reader to accept, use direct pattern  Recommendation likely to meet strong resistance, use problem-solving pattern  Recommendation easy for reader to accept, use direct pattern  Recommendation likely to meet strong resistance, use problem-solving pattern

28. Research Types  Primary research gathers new data  Surveys  Interviews  Observations  Secondary research retrieves new data that someone else gathered  Library research  Online searches  Primary research gathers new data  Surveys  Interviews  Observations  Secondary research retrieves new data that someone else gathered  Library research  Online searches

29. Criteria for Evaluating Web Sources  Authors  What person or organization sponsors site?  What credentials does author have?  Objectivity  Does site give evidence to support claims?  Does it give both sides of issues?  Is the tone professional?  Authors  What person or organization sponsors site?  What credentials does author have?  Objectivity  Does site give evidence to support claims?  Does it give both sides of issues?  Is the tone professional?

30. Evaluating Web Sources, continued…  Information  How complete is information?  What is it based on?  Revision date  When was site updated?  Information  How complete is information?  What is it based on?  Revision date  When was site updated?

31. Surveys, Questionnaires, & Interviews  Survey—questions large groups of people, called respondents or subjects  Questionnaire—written list of questions that people fill out  Interviews—a structured conversation with someone who will be able to give useful information  Survey—questions large groups of people, called respondents or subjects  Questionnaire—written list of questions that people fill out  Interviews—a structured conversation with someone who will be able to give useful information

32. Question Types  Closed questions—few possible responses  Open questions—unlimited responses possible  Branching questions—direct subjects to different parts of questionnaire based on answers to earlier questions  Closed questions—few possible responses  Open questions—unlimited responses possible  Branching questions—direct subjects to different parts of questionnaire based on answers to earlier questions

33. Question Types, continued...  Multiple choice—make the answer categories mutually exclusive and exhaustive  Probes —follow up original question to get at specifics of a topic  Mirror questions—paraphrase content of last answer  Multiple choice—make the answer categories mutually exclusive and exhaustive  Probes —follow up original question to get at specifics of a topic  Mirror questions—paraphrase content of last answer

34. Sample Types  Convenience sample—set of subjects who are easy to get  Judgment sample —group of people whose views seem useful  Random sample—each person in group had equal chance of being chosen  Convenience sample—set of subjects who are easy to get  Judgment sample —group of people whose views seem useful  Random sample—each person in group had equal chance of being chosen

35. Using & Documenting Sources  Citation—attributing an idea or fact to its source in report body  Documentation— listing bibliographic information readers would need to locate original sources  Citation—attributing an idea or fact to its source in report body  Documentation— listing bibliographic information readers would need to locate original sources