1. Feb. 20, 2001 1/41 Sponsored by SMSU Student Chapter Producing the “A” Report Thomas L. Warren, Professor and Director Technical Writing Program Oklahoma State University/M205 Stillwater, OK 74078

2. Feb. 20, 2001 2/41 Sponsored by SMSU Student Chapter Overview Talk will cover Situation Readers Style Standards

3. Feb. 20, 2001 3/41 Sponsored by SMSU Student Chapter Document consists of Research Information Requirements process about subject Know what Data about Specifications data to use. subject. Reader Collect it. Unique expectations Analyze it. to this Organize it assignment. Process similar each time use it.

4. Feb. 20, 2001 4/41 Sponsored by SMSU Student Chapter What drives the process?

5. Feb. 20, 2001 5/41 Sponsored by SMSU Student Chapter Document consists of Research Information Requirements process about subject Know what Data about Reader data to use. subject. Specifications Collect it. Unique expectations Analyze it. to this Organize it assignment. Process similar each time use it. Reader’s need for information

6. Feb. 20, 2001 6/41 Sponsored by SMSU Student Chapter Never Forget: The reader's need for information drives the entire reporting process!

7. Feb. 20, 2001 7/41 Sponsored by SMSU Student Chapter 2 Rules The reader's needs for information are more important than the writer's needs to express that information. The writer must provide the information that supplies the reader's needs in a form that the reader can easily understand.

8. Feb. 20, 2001 8/41 Sponsored by SMSU Student Chapter And then... Given the opportunity to misunderstand, the reader always will.

9. Feb. 20, 2001 9/41 Sponsored by SMSU Student Chapter

10. Feb. 20, 2001 10/41 Sponsored by SMSU Student Chapter Readers Purpose of any report is to communicate Readers come to the report seeking information Rare to find casual readers

11. Feb. 20, 2001 11/41 Sponsored by SMSU Student Chapter Readers Rate Reports Three classes of documents Unacceptable Acceptable Excellent

12. Feb. 20, 2001 12/41 Sponsored by SMSU Student Chapter Report Reception: Industry

13. Feb. 20, 2001 13/41 Sponsored by SMSU Student Chapter Report Reception: Academic

14. Feb. 20, 2001 14/41 Sponsored by SMSU Student Chapter Unacceptable (F/D) 20% Fails to solve reader's problem Inaccurate Incomplete Poorly organized Errors in expression

15. Feb. 20, 2001 15/41 Sponsored by SMSU Student Chapter Unacceptable: Example The Income approach, used in calculating the final estimate of value of the property in question, is the process of capitalizing the resulting net income into an indication of value, estimating the subjects gross income, arriving at an appropriate capitalization rate, and to estimate a realistic schedule of expenses that are associated with the property in question.

16. Feb. 20, 2001 16/41 Sponsored by SMSU Student Chapter Unacceptable, cont.: Characteristics Do over and over Information is not Sound Reliable Valid May be untruthful

17. Feb. 20, 2001 17/41 Sponsored by SMSU Student Chapter Unacceptable, cont. The Income approach, used in calculating the final estimate of value of the property in question, is the process of capitalizing the resulting net income into an indication of value, estimating the subjects gross income, arriving at an appropriate capitalization rate, and to estimate a realistic schedule of expenses that are associated with the property in question.

18. Feb. 20, 2001 18/41 Sponsored by SMSU Student Chapter Acceptable (C/B) 60% Useful—contributes to solving the reader's problem Accurate Complete Orderly Correct in expression

19. Feb. 20, 2001 19/41 Sponsored by SMSU Student Chapter Acceptable, cont.: Revising Example The Income Approach is the process of (1) estimating the subject's gross income, (2) estimating a realistic, typical schedule of expenses, (3) arriving at an appropriate capitalization rate, and (4) capitalizing the resulting net income into an indication of value.

20. Feb. 20, 2001 20/41 Sponsored by SMSU Student Chapter Acceptable, cont.: Characteristics Will not embarrass you Accepted and passed along by the reader Won't hurt you to advance Won't help you to advance OUTGOING

21. Feb. 20, 2001 21/41 Sponsored by SMSU Student Chapter Acceptable cont. Areas to Revise The Income Approach is the process of (1) estimating the subject's gross income, (2) estimating a realistic, typical schedule of expenses, (3) arriving at an appropriate capitalization rate, and (4) capitalizing the resulting net income into an indication of value.

22. Feb. 20, 2001 22/41 Sponsored by SMSU Student Chapter Excellent (A) 20% Acceptable in all ways Excellent/outstanding in some areas Easy to read Interesting Easy to remember

23. Feb. 20, 2001 23/41 Sponsored by SMSU Student Chapter Excellent, cont.: Revision of Acceptable The Income Approach (1) estimates gross income and a realistic expense schedule, (2) produces an appropriate capitalization rate, and (3) indicates value based on net income.

24. Feb. 20, 2001 24/41 Sponsored by SMSU Student Chapter What Sections are Important? What parts do people read? Asked at Westinghouse Corporation Asked mid-level managers Should tell you what is important

25. Feb. 20, 2001 25/41 Sponsored by SMSU Student Chapter Audience Analysis (Pearsall) %

26. Feb. 20, 2001 26/41 Sponsored by SMSU Student Chapter Audience Analysis (Turner) %

27. Feb. 20, 2001 27/41 Sponsored by SMSU Student Chapter Audience Analysis (Combined) %

28. Feb. 20, 2001 28/41 Sponsored by SMSU Student Chapter HOW many read the body? 15% of the mid-level managers read the body A problem for you? Consider how you have been taught to write anything Introduction--10% time/material Body--80% time/material Conclusion--10% time/material Something wrong with these numbers? A+

29. Feb. 20, 2001 29/41 Sponsored by SMSU Student Chapter So, Why Did They Read the Body? Two reasons for reading the body-- one was expected; the other was not Expected: Disagree with something Unexpected: Want to learn how new employees think Does that suggest something to you about an excellent report? A+ Your name

30. Feb. 20, 2001 30/41 Sponsored by SMSU Student Chapter So, Organization Really is Important Readers read selectively Is accessibility of information easy? Then valuable hard? Then of less value Readers get information they need because of your report? in spite of your report?

31. Feb. 20, 2001 31/41 Sponsored by SMSU Student Chapter Organization and Your Readers Busy readers need specific information Where you put it is part of the process How you tell them where it is is another part Table of Contents Overview paragraphs

32. Feb. 20, 2001 32/41 Sponsored by SMSU Student Chapter Report Overview The subject of this ____________ is ___________________ The purpose of this ____________is ___________________ This ____________ is limited to ______________________ This ____________ is organized by first presenting ________________________________________ ________ The assumed reader of this ____________ is _____________ The action I want the reader of this __________ to take is _______________________________

33. Feb. 20, 2001 33/41 Sponsored by SMSU Student Chapter Report Overview The subject of this proposal is computers. The purpose of this proposal is recommend purchase of hardware and software This proposal is limited to micros, software, IBM, English Dept. This proposal is organized by first presenting the problem, then its importance, then the solution, then the method, finally a conclusion. An appendix contains other solutions, various lists, statistics. The assumed reader of this proposal is the department head The action I want the reader of this proposal to take is to approve the recommendation.

34. Feb. 20, 2001 34/41 Sponsored by SMSU Student Chapter Opening paragraph: Draft The subject of this proposal is computers. The purpose of this proposal is to recommend purchase of hardware and software. This proposal is limited to micros, software, IBM, and the English Department. The proposal is organized by first presenting the problem, then its importance, then the solution, then the method by which the solution was developed, and finally the conclusion. An appendix contains various other solutions, lists, and statistics. The assumed reader of this proposal is the department head. The action I want the reader of this proposal to take is to approve the recommendation.

35. Feb. 20, 2001 35/41 Sponsored by SMSU Student Chapter Identify Scaffolding The subject of this proposal is computers. The purpose of this proposal is to recommend purchase of hardware and software. This proposal is limited to micros, software, IBM, and the English Department. The proposal is organized by first presenting the problem, then its importance, then the solution, then the method by which the solution was developed, and finally the conclusion. An appendix contains various other solutions, lists, and statistics. The assumed reader of this proposal is the department head. The action I want the reader of this proposal to take is to approve the recommendation.

36. Feb. 20, 2001 36/41 Sponsored by SMSU Student Chapter Opening Paragraph— Polished This proposal recommends that the English Department head purchase IBM- compatible computers for the Writing Center. The proposal first presents the problem and its importance, then provides recommendations, and concludes with the method used to reach the recommendations. The Appendixes present detailed lists of hardware, software, and furniture.

37. Feb. 20, 2001 37/41 Sponsored by SMSU Student Chapter Organization Solve your reader's problem Be accurate Organize Be correct in expression Use an effective style (next topic) Get an "A“ on this report!

38. Feb. 20, 2001 38/41 Sponsored by SMSU Student Chapter Document consists of Research Information Requirements process about subject Know what Data about Specifications data to use. subject. Reader Collect it. Unique expectations Analyze it. to this Organize it assignment. Process similar each time use it.

39. Feb. 20, 2001 39/41 Sponsored by SMSU Student Chapter Summary I Reader What does the reader need to know? What is the reader to do with the information? Style How can I help the reader to understand? Standards Does my report conform to ALL standards? Does my report solve the reader's problem? Is my report excellent in several areas?

40. Feb. 20, 2001 40/41 Sponsored by SMSU Student Chapter Summary II The "A" report Meets its reader's informational needs Incorporates clear structure Does not call attention to itself Is quite possibly interesting and memorable Good luck!

41. Feb. 20, 2001 41/41 Sponsored by SMSU Student Chapter Questions? Contact Information Thomas L. Warren, Professor & Director Technical Writing Program/M205 English Department Oklahoma State University Stillwater, OK 74078 twarren@okstate.edu www.okstate.edu/artsci/techwr