1. Language Studies and Academics Report Writing Types of Reports CM 2300

2. Language Studies and Academics Workplace Communication Written reports are used by industry, business, and organizations for effective communication and decision making.

3. Language Studies and Academics Advantages of Written Reports Clarity All readers (decision makers, stakeholders, and shadow readers) have access to the same written information. Efficiency Reports are easy to share and allow for feedback.

4. Language Studies and Academics Advantages of Written Reports Accountability An analysis of needs or problems leads to decisions. Decisions can be justified as “carefully made”. Transparency Organizations want others to see that decisions are based on current, valid information. Their process is open for review or scrutiny.

5. Language Studies and Academics Types of Reports 1. “To File” 2. Information 3. Progress 4. Summary 5. Inspection/Compliance 6. Justification 7. Recommendation

6. Language Studies and Academics What kind of report?

7. Language Studies and Academics Types of Reports: “To File” Records minutes of meetings, phone calls, emails, or communication that might relate to organization policy or action. Tracks activity, discussion, and decisions.

8. Language Studies and Academics Types of Reports: Information Gathers routine information for analysis: daily performance statistics, production stats, equipment inventory, monthly sales, etc.. Incident Report is a type of Information Report. It records facts of an event, for record keeping and legal purposes, if needed.

9. Language Studies and Academics Types of Reports: Progress Gives information about special projects or new initiatives. Eg. preparations, product or equipment searches, new programs or policy, etc. Periodic Activity Reports Updates ongoing projects or to examine and adjust what is happening. Project Completion Reports Analyzes a project to see what worked, to suggest improvements, or to explain weaknesses, such as not reaching project goals.

10. Language Studies and Academics Types of Reports: Summary Condenses a large amount of information, much like an abstract.. Reduces a lengthy technical manual to a simpler operator’s guide..

11. Language Studies and Academics Types of Reports: Inspection/Compliance Monitors current practice in the workplace with regard to health, safety, or employee benefits legislation.

12. Language Studies and Academics Types of Reports: Inspection/Compliance Inspection Reports Gather information about a process or facilities to ensure that equipment is maintained, etc.. Compliance Reports Ensure that industry standards are met, such as safety regulations, environmental legislation, etc.

13. Language Studies and Academics Types of Reports: Justification Explains reasons for a solution or a new policy that an organization will implement.

14. Language Studies and Academics Types of Reports: Recommendation Analyzes an issue that is not routine. This could be a needs assessment or a feasibility study or a causal analysis. Will make recommendations, based on researched conclusions.

15. Language Studies and Academics Pre-writing Situation for Reports A writer of any report must consider the rhetorical situation. Effective communication will be clear about these four aspects of the situation.

16. Language Studies and Academics Pre-writing Situation for Reports 1. Purpose 2. Context 3. Audience 4. Stakeholders

17. Language Studies and Academics Pre-writing Situation for Reports 1. Purpose Why is the document being written? What are its goals?

18. Language Studies and Academics Pre-writing Situation for Reports 2. Context What is the background of the issue? What conditions exist when the report is being written?

19. Language Studies and Academics Pre-writing Situation for Reports 3. Audience Who will read this report?

20. Language Studies and Academics Pre-writing Situation for Reports 4. Stakeholders Who will be affected by this report?