Transcript VU Lecture #24.ppt

Business Communication Workshop
Course Coordinator: Ayyaz Qadeer
Lecture # 24
Formal Reports
Researching Secondary Data
• Print Resources
– Books
– Periodicals
– Bibliographic indexes (print, CD-ROM, and Webbased)
Ch. 10–3
Researching Secondary Data
• Electronic Databases
– Magazine, newspaper, and journal articles
– Newsletters, business reports,company
government data, reviews, and
profiles,
directories
• The Web
– Product data, mission statements, staff
directories,
press releases, current
company news, government
information,
article reprints, scientific reports, and
employment information
Ch. 10–4
Deciding on Length
and Format
When selecting a format, you have
four options:
Preprinted
form
Memo
Letter
Manuscript
Quick
Quiz
Preparing the
Final Outline
 What is the purpose of a final outline?
 What does a final outline force you to
reevaluate?
 Are outline headings important?
 The final outline gives you a visual diagram of
the report.
 You reevaluate the information you have
collected.
 Yes, they affect the tone of the report.
Visual Aids
Clarify and simplify the text
Depict relationships between points
Emphasize and summarize points
Attract and build credibility
Reinforce understanding
“Visualizing” Information
• Decide on the message.
• Identify points requiring visual support.
• Maintain a balance between illustrations and
words.
• Consider your production schedule.
Let’s
Discuss
Which Graphic
Should You Use?
What is the best use of each of the
following types of graphics?
Tables
Bar charts
Pie charts
Line charts
Flow charts
Maps
Drawings
Organization charts
Using Graphic Design Principles
Continuity
Emphasis
Contrast
Simplicity
Experience
Fitting Graphics Into Text
• Introduce graphics in the text.
• Place them near the text they illustrate.
• Choose titles and legends that convey a message and
explain the graphic clearly.
• Match title and legend style to heading style
(informative or descriptive).
• Phrase all legends and titles consistently throughout the
report.
Quick
Quiz
Composing Reports -True or False?
 All reports are written formally.
 To achieve a formal tone, use personal
pronouns.
 By using verb tense consistently, you add to
the clarity of your report.
 False, many can be informal.
 False, use impersonal words.
 True
Guiding Readers
through Reports
• Start with an opening that indicates the
report’s subject and importance.
• Use headings, subheadings, and lists
effectively.
• Use transitions to bind the report.
• Use preview and review sections.
• Create an ending that leaves a strong, lasting
impression.
Revising Formal
Reports
• Revise by evaluating both content and
organization.
• Review for style and readability.
• Edit and rewrite your message clearly and
concisely.
• Refer to Chapter 6 for more tips on revising
and proofreading.
Deciding on Report Format
• Formal reports
– Can be short or long
– Can be direct or indirect
– Can be informational or analytical
– Can be external or internal
• The parts you use depend upon what type of
report it is.
• For long reports, prefatory parts should have
their own pages.
Components of a
Formal Report
• Prefatory parts
• Text parts
• Supplementary parts
Prefatory Parts
for a Report
What is contained in each
of the following?
Cover
Title fly
Title page
Authorization letter
Acceptance letter
Transmittal letter
Table of contents
List of illustrations
Executive summary
Synopsis
A Formal
Report’s Introduction
• Ties the report to a problem or an
assignment
• Tells the reader the purpose of the
report
• Previews contents and organization of
the report
• Establishes tone of the report
Topics to Consider
in an Introduction
•
•
•
•
•
•
•
•
Authorization
Problem/purpose
Scope
Background
Sources and methods
Definitions
Limitations
Report organization
Quick
Quiz
Body of a
Formal Report
 What three sections are contained
in the body?
 What factors should you consider
when deciding on amount of detail
to include?
 Information, analysis, and
interpretation.
 Nature of the information, the
purpose of your report, and
preferences of your audience.
Final Sections of
the Report Text
• Summary
– Key findings of your report
• Conclusions
– An analysis of what the findings
mean
• Recommendations
– Opinions about the desired
course of action
Let’s
Discuss
Supplementary Parts
Explain what is contained in each of
the following:
– Appendix
– Bibliography
– Index
Proofreading Formal Reports
• Check over textual materials.
• Check visual aids:
– Is each visual necessary?
– Are the visuals accurate?
– Are the visuals documented?
– Are the visuals honest?
Getting Feedback
• You’ll want to get feedback from readers, even if
you have to nudge them to do so.
• Be ready for less-than-glowing reactions to your
recommendations.
• Be prepared to get no
response at all.
• Accept criticism
graciously.
Test Your
Knowledge
• When is it appropriate to use tables, line charts,
surface charts, and pie charts in a report?
• What five principles apply to effective visuals for
business reports?
• What tools can you use to help readers follow the
structure and flow of information in a long report?
• What is the purpose of adding titles and legends to
visual aids in reports?
• How do writers use transitions in reports?
Test Your Knowledge
• List the three tasks involved in completing reports, and
briefly explain what is involved in revising them.
• Explain the prefatory parts of a formal report
• Describe four important functions of a formal report’s
introduction, and identify the possible topics it might include.
• List four questions to ask when proofing visual aids.
• What elements would you consider in proofreading and
getting feedback?
Thank You