Creating Reports Understanding various types of reports and

Creating Reports Understanding various types of reports and writing persuasive Analytical Reports

Differentiating Informal/Formal Reports b Audience formality Analysis - yields info on • How familiar is audience with topic? – Regular contact: informal (not chatty/personal) – not necessary to document extensively – No regular contact: formal (background/history) – documentation vital to persuasiveness – standard sections needed (front matter, etc. ) – more info repeated throughout

Purpose & Characteristics b To report info – daily activities, meetings, trips, conferences, progress on projects b To analyze info – data for decision making or lab/field studies b To persuade readers to consider analysis and accept recommendations

Sequence of Info b Overview – states purpose and/or problem b Background – when needed, presents info about methods of investigation, material & equipment use b Results – presents results of research (discussion later) b Discussion – explains or justifies conclusions or recommendations; not included in informal report b Recommendation – makes clear recommendations for resolving problem; stems logically from evidence (data)

Informal Reports b Task reports – recommendation or justification (defends a suggestion or solution such as equipment purchase or changes in procedures); inspection/examination – records observable details (often on a form) b Periodic Activity – daily, weekly, etc. (supervisors/managers describe work completed); can be basis for projections, changes in project design, etc.

Informal Reports – cont’d b b Progress Report – summarize progress, status & projections related to a specific project; aka status or interim reports; includes description of project/purpose, work completed, in-progress & to-becompleted Meeting Minutes – record of proceedings Trip and Conference Reports – review & evaluate activities; establish priorities To File Reports – document ideas or actions for future reference; conversations, discussions, directives concisely documented

Formal Reports Sections b Front Matter – all that precedes body of Report • • title page letter of transmittal table of contents table of illustrations/figures • abstract/executive summary

Body of Formal Report b Begin on Page 1: • background to problem • literature search/ primary: secondary • approach, method & materials (experiments, surveys) • working definitions* • results: data/findings • discussion • conclusion • recommendations

Define the Problem b What is most important problem to be solved? Why? b Don’t assume reader sees it your way. phrase it as a neutral question define it concretely and precisely (not abstractly) define all terms critical to report b Specific cause(s) and effect(s), short & long-term what is wrong? what caused it to go wrong? when did it go wrong?

Suggest and evaluate possible solutions b What are potential solutions? b Do they involve cost, actions, revised theories? b What elements are common to all possible solutions? b How are possible solutions different? b Which can be eliminated right away (too costly, beyond the scope of the report)

Outline best course of action b Explain why/how course of action recommended solves problem and accounts for ALL stated causes better than other alternatives b Show the course of action is practical b Anticipate relevant problems/objections readers may have b Specify individuals or agencies that need to take action

Organization Chronological explain processes, setting up a new procedure to solve problem Spacial describe objects or locations Cause and Effect arrange in descending or ascending order depending on purpose Comparison and/or Contrast advocate a new approach based on research

End Matter (follows body of report) b Appendixes -present info that would interrupt flow of report: consider purpose, audience, task; label & title each item • • • formulas for calculations survey forms interview questions transcripts related correspondence references for further reading

End Matter - Cont’d • Glossary -mini-dictionary – consistency in itals or asterisks – placement may vary (see purpose/audience) consider how your readers will use/need definitions

End Matter - Cont’d b List of Symbols, List of Abbreviations • define special symbols, signposts • use standard abbreviations but avoid overuse – try to avoid if possible

End Matter - Cont’d b Footnotes, Sources Cited, Works Cited or References, Annotated Bibliography • • • document sources internally and at end select format appropriate for discipline/profession include a Words Cited for all outside sources used (not just consulted) in the Report • Note: Cite any unoriginal info, stats, facts, and visuals internally and on reference page