1. © 2007 by Nelson, a division of Thomson Canada Limited. Ch. 9-1 Chapter 9 Informal Reports

2. © 2007 by Nelson, a division of Thomson Canada Limited. Ch. 9-2 Report Functions Information – present data without analysis or recommendations Analytical – provide analysis and conclusions as well as data

3. © 2007 by Nelson, a division of Thomson Canada Limited. Ch. 9-3 Report Formats and Organization Letter format E-mail and Memo format Manuscript format Prepared forms or templates

4. © 2007 by Nelson, a division of Thomson Canada Limited. Ch. 9-4 Direct Pattern l Most common organization pattern. i.Introduction ii.Facts iii.Summary

5. © 2007 by Nelson, a division of Thomson Canada Limited. Ch. 9-5 Indirect Pattern l Never used for information reports, but might be used for analytical reports. i. Introduction ii. Facts and Findings iii. Analysis and Discussion iv. Conclusions and Recommendations

6. © 2007 by Nelson, a division of Thomson Canada Limited. Ch. 9-6 10 Tips for Designing Better Documents 1.Analyze your audience. 2.Choose an appropriate type size. 3.Use a consistent type font. 4.Don’t justify right margins. 5.Separate paragraphs and sentences appropriately.

7. © 2007 by Nelson, a division of Thomson Canada Limited. Ch. 9-7 10 Tips for Designing Better Documents (cont.) 6.Design readable headlines. 7.Strive for an attractive layout. 8.Use graphics and clip art with restraint. 9.Avoid amateurish results. 10.Become comfortable with templates.

8. © 2007 by Nelson, a division of Thomson Canada Limited. Ch. 9-8 Informal Report Guidelines Define the Project Ask the question: “Am I writing this report to inform, to analyze, to solve a problem, or to persuade?”

9. © 2007 by Nelson, a division of Thomson Canada Limited. Ch. 9-9 Informal Report Guidelines Gather Data Good reports are based on solid, accurate, verifiable facts. Gather data from: Company records Observation Surveys, questionnaires, inventories Interviews Electronic and Other Research

10. © 2007 by Nelson, a division of Thomson Canada Limited. Ch. 9-10 Informal Report Guidelines Use Headings Effectively Consistency. Strive for parallel construction. Use only short first- and second-level headings. Capitalize and underline carefully. Keep headings short but clear. Don’t enclose headings in quotation marks. Don’t use heading as antecedents.

11. © 2007 by Nelson, a division of Thomson Canada Limited. Ch. 9-11 Informal Report Guidelines Be objective. Present both sides of an issue. Separate fact from opinion. Be sensitive and moderate in your language choice. Cite sources.

12. © 2007 by Nelson, a division of Thomson Canada Limited. Ch. 9-12 Six Kinds of Informal Reports Information Reports Progress Reports Justification / Recommendation Reports Feasibility Reports Summary Reports Minutes of Meetings

13. © 2007 by Nelson, a division of Thomson Canada Limited. Ch. 9-13 Information Reports l Introduction Explain why you are writing. Establish credibility of data methods and sources. Provide background. Identify report purpose. Offer a preview of the findings.

14. © 2007 by Nelson, a division of Thomson Canada Limited. Ch. 9-14 Information Reports l Findings Organize chronologically, alphabetically, topically, or by importance. Group similar topics together. Use appropriate headings.

15. © 2007 by Nelson, a division of Thomson Canada Limited. Ch. 9-15 Information Reports l Summary May include or omit summary. If included, present objective and impartial review of findings.

16. © 2007 by Nelson, a division of Thomson Canada Limited. Ch. 9-16 Progress Reports Describe the headway of an unusual or non- routine project. Purpose and nature of project Complete summary of work completed Work in progress (personnel, methods, obstacles, solutions) Forecast of future activities including recommendations and requests

17. © 2007 by Nelson, a division of Thomson Canada Limited. Ch. 9-17 Justification / Recommendation Reports l Present information and analysis to solve a problem. l Non-sensitive topics and recommendations should be organized using the direct pattern.

18. © 2007 by Nelson, a division of Thomson Canada Limited. Ch. 9-18 Justification / Recommendation Reports Introduction: identifies the problem or need briefly Announce the recommendations: use action verbs and be brief Discuss the pros, cons and costs: explain the benefits or steps taken to solve the problem more fully Conclude with a summary: specify the recommendation or actions to be taken

19. © 2007 by Nelson, a division of Thomson Canada Limited. Ch. 9-19 Feasibility Reports Examine the practicality and advisability of following a course of action. Announce decision immediately. Describe background and problem. Discuss benefits of proposal. Describe problems. Calculate costs. Show time frame of implementation.

20. © 2007 by Nelson, a division of Thomson Canada Limited. Ch. 9-20 Summary Reports l Compress data from a longer publication, such as a business report, a magazine article, or a book chapter. l Provide a quick overview. l Highlight primary ideas, conclusions, and recommendations.

21. © 2007 by Nelson, a division of Thomson Canada Limited. Ch. 9-21 Summary Reports l Usually omit examples, illustrations, and references. l Often include headings and bulleted or enumerated lists.

22. © 2007 by Nelson, a division of Thomson Canada Limited. Ch. 9-22 Four steps to writing an effective summary 1.Read the material carefully for understanding. 2.Lay out the structure of your summary. 3.Write a first draft. 4.Proofread and revise.

23. © 2007 by Nelson, a division of Thomson Canada Limited. Ch. 9-23 Minutes of Meetings l Provide a summary of the proceedings of meetings. l Create a concise, permanent record for future reference.

24. © 2007 by Nelson, a division of Thomson Canada Limited. Ch. 9-24 Minutes of Meetings Write minutes that include:the name of the group, the date, time and place of meetingnames of attendees and absenteesdescribe disposition of previous minutesrecord old business, new business, announcements, and reportsinclude precise wording of motions; record vote and action takenconclude with name and signature of person recording minutes

25. © 2007 by Nelson, a division of Thomson Canada Limited. Ch. 9-25 End