Chapter 15 Informal Reports Strategies for Technical Communication

Chapter 15 Informal Reports Strategies for Technical Communication in the Workplace Laura J. Gurak John M. Lannon

Two Categories Informational n Provide data and other information to answer basic questions § § Progress reports Activity reports Trip reports Meeting Minutes

Two Categories (cont. ) Analytical Reports n Offer both information and conclusions based on the information § § § Feasibility reports Recommendation reports Peer review reports

Progress Reports provide regular status updates that focus on accomplishments on a specific project Strategies for Progress Reports § § Choose an appropriate format. Provide a clear subject line. Present information effectively. Make sure your report answers the anticipated questions.

Periodic Activity Reports Periodic activity reports are regular status updates that focus on general activities during a specific period of time Strategies for Periodic Activity Reports § § Choose an appropriate format. Provide a clear subject line. Present information effectively. Make sure your report answers the anticipated questions.

Trip Reports Trip reports focus specifically on businessrelated travel. Strategies for Trip Reports § § § § Take good notes and make accurate transcriptions of interviews. Write down the names of people and places Account for times and locations. Provide a clear title and purpose statement. Use a format that is easy to navigate. Describe findings completely and objectively. Offer to follow up.

Meeting Minutes are a record of meeting proceedings Strategies for Meeting Minutes § Take good notes during the meeting. §Complete the minutes immediately after the meeting. §Include a clear title, with the meeting date. §List attendees. §Describe all agenda items. §Record all decisions or conclusions. §Make sure the minutes are easy to navigate. §Make sure the minutes are precise and clear. §Keep personal commentary, humor, and “sidebar” comments out of the meeting.

Feasibility Reports Feasibility reports analyze whether an idea or plan is realistic and practical. Strategies for Feasibility Reports Make sure the subject line is clear. Provide background information. Offer the recommendation near the beginning of the report. § Provide the details, data, and criteria after the recommendation. § Explain why your recommendation is the most feasible of all the possible choices. § End with a call to action. § § §

Recommendation Reports Recommendation reports interpret data, draw conclusions, and recommend a course of action Strategies for Recommendation Reports § § § Provide a clear subject line. Keep background information short. Discuss the problem or situation prior to making recommendations. Use an authoritative tone. Use headings and make them as informative as possible. End with a list of benefits for taking action.

Peer Review Reports Peer review reports are written by employees, providing a way for people to give each other constructive criticism and feedback. Strategies for Peer Review Reports Start with the positives. Organize by topic area. Always provide constructive criticism. Support your criticisms with examples and advice. § Close positively. § §

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