Effective Communication for Colleges

9th Edition

Brantley & Miller

CHAPTER 11

Reports in the Workplace

© 2002 SOUTH-WESTERN EDUCATIONAL PUBLISHING

Learning Objectives

Chapter 11 Slide 2

 Explain how the CBO approach enhances the planning and developing of effective reports.

 Identify report classifications and discuss their uses and characteristics.

 Discuss organizational situations in which formal and informal report formats are best utilized.

Continued on next slide.

Effective Communication for Colleges, 9th ed. by Brantley and Miller

Continued

Learning Objectives

Chapter 11 Slide 3

 Identify and use a variety of sources, including the Internet, to research information relevant to report preparation.

 Use the CBO approach to prepare effective reports.

Effective Communication for Colleges, 9th ed. by Brantley and Miller

Internal and External Reports Chapter 11 Slide 4



Internal reports

are prepared for distribution within an organization. These reports move information:  Horizontally.

 Vertically upward.

 Vertically downward.



External reports

are prepared for distribution outside the organization.

Effective Communication for Colleges, 9th ed. by Brantley and Miller

Classifications of Reports

 Function  Informational reports  Analytical reports  Formality  Formal reports  Informal reports Effective Communication for Colleges, 9th ed. by Brantley and Miller

Chapter 11 Slide 5

Functions of Reports

Informational Reports

 Progress reports  Periodic reports  Minutes of meetings  Travel or trip reports  Expense reports

Chapter 11 Slide 6 Analytical Reports

 Proposals  Feasibility reports  Justification reports Effective Communication for Colleges, 9th ed. by Brantley and Miller

Plan a Report Using the CBO Approach

 Determine the report objective.

 Visualize your audience.

 List supporting information.

 Organize the information into an outline.

Chapter 11 Slide 7

Effective Communication for Colleges, 9th ed. by Brantley and Miller

Compose a Draft Using the CBO Approach

Chapter 11 Slide 8

 Language  Formal or informal  Technical or nontechnical  Readability and appearance  Visuals  Headings Effective Communication for Colleges, 9th ed. by Brantley and Miller

Complete a Report

Chapter 11 Slide 9

Using the CBO Approach

 Proofread.

 Edit.

 Revise.

 Finalize.

Effective Communication for Colleges, 9th ed. by Brantley and Miller

Formal Reports

 Preliminary parts  Report body  Supplementary parts Effective Communication for Colleges, 9th ed. by Brantley and Miller

Chapter 11 Slide 10

Formal Report

Preliminary Parts



Title page



Transmittal message



Table of contents



Abstract

Effective Communication for Colleges, 9th ed. by Brantley and Miller

Chapter 11 Slide 11

Formal Report

Body

 Introduction    Authorization Objective   Recommendations Scope Limitations    Problem Background  Text  Terminal section   Research sources Order of presentation Summary or conclusions Effective Communication for Colleges, 9th ed. by Brantley and Miller

Chapter 11 Slide 12

Formal Report

Supplementary Parts

 Endnotes  Bibliography  Works consulted  Appendices

Chapter 11 Slide 13

Effective Communication for Colleges, 9th ed. by Brantley and Miller

Report-Writing Mechanics Chapter 11 Slide 14

 Margins  Headings  Spacing  Quotations  Reference citations  Pagination Effective Communication for Colleges, 9th ed. by Brantley and Miller

Report-Writing Mechanics

Typical Margins

Chapter 11 Slide 15

 Top  2-inch top margin on first page of report body, each preliminary part, and each supplementary part  1-inch top margin on all other pages  Bottom: 1-inch bottom margins on all pages  Sides   1-inch side margins for unbound reports 1.5-inch left margin for left-bound reports Effective Communication for Colleges, 9th ed. by Brantley and Miller

Report-Writing Mechanics

Main Headings Within the Report Body

Chapter 11 Slide 16

 Characteristics  Boldface  All capital letters  Centered  Spacing  Two blank lines above title  One blank line below title Effective Communication for Colleges, 9th ed. by Brantley and Miller

Report-Writing Mechanics

Side Headings Within the Report Body

Chapter 11 Slide 17

 Characteristics  Boldface  First letter of the first word and each major word capitalized  Aligned at left margin  Spacing  Two blank lines above title  One blank line below title Effective Communication for Colleges, 9th ed. by Brantley and Miller

Report-Writing Mechanics

Paragraph Headings Within the Report Body

Chapter 11 Slide 18

 Characteristics  Boldface    Followed by a period  Spacing  Blank line above title  First letter of the first word capitalized Indented as a paragraph on the same line as text No additional space below title Effective Communication for Colleges, 9th ed. by Brantley and Miller

Report-Writing Mechanics

Spacing

Chapter 11 Slide 19

 Modern Language Association (MLA) standards suggest that formal reports be double-spaced and that paragraphs be indented 0.5 inches.

 Some organizations require single spacing with double spacing between paragraphs.

Effective Communication for Colleges, 9th ed. by Brantley and Miller

Report-Writing Mechanics

Quotations

Chapter 11 Slide 20

 Four or more lines  Single-spaced  Indented 0.5 inches from both right and left margins  No quotation marks  Fewer than four lines  Appear as regular part of the text  Enclosed in quotation marks Effective Communication for Colleges, 9th ed. by Brantley and Miller

Report-Writing Mechanics

Reference Citations

 Internal citations  Endnote page  Footnotes

Chapter 11 Slide 21

Effective Communication for Colleges, 9th ed. by Brantley and Miller

Report-Writing Mechanics

Pagination Summary

Chapter 11 Slide 22

 Preliminary pages   Small Roman numerals at right margin 1 inch from page bottom preceded by at least one blank line  Report body   Arabic numerals at right margin 1 inch from top of page followed by one blank line  Supplementary pages  Arabic numerals at right margin  1 inch from top of page followed by 1 inch Effective Communication for Colleges, 9th ed. by Brantley and Miller

Informal Reports

 Memorandum reports  Letter reports  Standardized forms  Agenda  Minutes Effective Communication for Colleges, 9th ed. by Brantley and Miller

Chapter 11 Slide 23