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REPORTS Prof. Q
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Overview Audience and Purpose Elements of Effective Reports Parts Progress Reports (Informational) Periodic Activities Report (Informational) Trip Reports (Informational) Peer Review Reports (Analytical) Meeting Minutes (Informational) Feasibility Reports (Analytical) Recommendations Report (Analytical) Comparative Analyses (Analytical) Causal Analyses (Analytical)
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Audience Government officials Corporate managers Executives Comparative Analysis Feasibility Analysis Other Analysis Informational Purposes Purpose
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Elements Accurate, Appropriate, and Clearly Interpreted Data Clearly Identified Purpose Statement Understandable Structure Readable Style Audience-Centered Visuals User-Friendly Design
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Parts (Sample on P. 326) Letter of Transmittal Front Matter Title Page ToC List of Tables / Figures Abstract Text of the Report Introduction Body Conclusion End Matter References Glossary Appendices
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Progress Reports Monitor progress and problems Evaluate projects Monitor employees Keep track of delays How time and money is being spent Internal Personnel or Outside Clients Usually have a deadline Sometimes follow MEMO format
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Periodic Activity Reports Summarize activities Focus on a given period Have a deadline (most often weekly) Used to keep supervisors aware of employee activities May take MEMO format
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Trip Reports Focus on activities during trips Have spending reports and charts Often take the form of letters
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Peer Review Reports Analyze the performance of co-workers or peers Offer constructive criticism and feedback Must be tactful Format varies, most often memo or letter
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Meeting Minutes Report on what happened in any given meeting.
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Feasibility Report Used to assess an idea, plan, or course of action Provides answers to questions of implementation Do the benefits outweigh the risks? What are the pros, cons, and alternatives? Is this course of action likely to succeed? Should anything be done at all? Organized by Headings: Situation Recommendation Reasons
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Recommendation Reports Skips feasibility analysis and makes a recommendation. Short and to the point. Include supporting data Organization: Cause of problem Recommended Changes Supporting Data
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Comparative Analyses Compare two or more items or scenarios. Answer questions like “What firewall should we use?” Criteria: Costs Benefits Drawbacks Appearance Results
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Causal Analysis Explains the cause of an event, problem, or decision. Cause must fit the effect. Make effects between cause and effect clear. Sometimes recommends solutions
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PROMPT FOR REPORT For this project, you will write a full Feasibility / Recommendation, Causal, OR Comparative Analysis Report. It must include ALL the parts of a formal report 10% of the Final Grade Letter of Transmittal Front Matter Title Page ToC List of Tables / Figures Abstract Text of the Report Introduction Body Conclusion End Matter References Glossary Appendices
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Team Activity Select ONE type of report appropriate for the shareholders of your company, and create said report.
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