Technical Communication A Practical Approach Chapter 11 Reports

Reports for Information and Analysis n n Four Common Informative Reports Four Common Analytical

Four Common Informative Reports n Activity Reports n Abstract n n Body n n

Four Common Informative Reports n Progress Reports n Provides your manager with details about

Four Common Informative Reports n Progress/Periodic Reports n Abstract n n Body n n

Four Common Informative Reports n Regulatory Reports n Abstract n n Summary of the

Four Common Informative Reports n Regulatory Reports n Body n n Organization that emphasizes

Four Common Informative Reports n Regulatory Reports n Conclusion n n Recommendations for improvement

Four Common Informative Reports n Lab Reports n Describes work done in any laboratory—with

Four Common Informative Reports n Lab Reports n Abstract n n Body n n

Specific Guidelines for Five Informal Reports n Problem Analyses n Presents readers with a

Four Common Analytical Reports n Problem Analyses n Abstract n n Body n n

Four Common Analytical Reports n Recommendation Reports n Presents readers with specific suggestions that

Four Common Analytical Reports n Recommendation Reports n Abstract n n Body n n

Guidelines for Feasibility Studies n n Choose Format Carefully Use the ABC Structure Call

Guidelines for Feasibility Studies n n Choose Format Carefully Use the ABC Structure n

Guidelines for Feasibility Studies n Call Your Abstract an Introductory Summary n n n

Guidelines for Feasibility Studies n Organize the Body Well n n n Describe evaluation

Guidelines for Feasibility Studies n n n Use the Conclusion for Detailed Conclusions and

Four Common Analytical Reports n Equipment Evaluations n Provides objective data about how equipment

Four Common Analytical Reports n Equipment Evaluations n Abstract n n Body n n

Slides: 21

Download presentation

Technical Communication A Practical Approach Chapter 11: Reports for Information and Analysis William Sanborn Pfeiffer Kaye Adkins

Reports for Information and Analysis n n Four Common Informative Reports Four Common Analytical Reports Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 2 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

Four Common Informative Reports n Activity Reports n Abstract n n Body n n n Time period, project, or event covered Organization that emphasizes type of activity, by project or by client Problems important to the reader Conclusion n n Actions for continuing and ongoing activities Plans for addressing problems Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 3 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

Four Common Informative Reports n Progress Reports n Provides your manager with details about work on a specific project n n Use ABC format for progress/periodic reports Periodic Reports n Summarizes your work on diverse tasks over a specific period of time n Use ABC format for progress/periodic reports Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 4 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

Four Common Informative Reports n Progress/Periodic Reports n Abstract n n Body n n Purpose/Capsule summary/Main progress to date Description of work completed/Clear reference to any dead ends/Explanation of delays/Description of work remaining/Reference to attachments Conclusion n Brief restatement of work/Expression of confidence or concern/Willingness to make suggested adjustments Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 5 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

Four Common Informative Reports n Regulatory Reports n Abstract n n Summary of the findings, including statement of extent to which the organization is in compliance Summary of recommended actions Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 6 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

Four Common Informative Reports n Regulatory Reports n Body n n Organization that emphasizes required activities or documents Description of observations Description of problems observed Data that support observations Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 7 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

Four Common Informative Reports n Regulatory Reports n Conclusion n n Recommendations for improvement of compliance Summary of consequences if problems are not addressed in a timely manner Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 8 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

Four Common Informative Reports n Lab Reports n Describes work done in any laboratory—with emphasis on topics such as purpose of work, procedures, equipment, problems, results, and implications n Use ABC format for lab reports Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 9 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

Four Common Informative Reports n Lab Reports n Abstract n n Body n n Purpose/Capsule summary Purpose or hypothesis of lab work/Equipment needed/Procedures or methods used in lab test/Unusual occurrences/Results of test Conclusion n Statement or restatement of main results/Implications of lab test for further work Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 10 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

Specific Guidelines for Five Informal Reports n Problem Analyses n Presents readers with a detailed description of problems n Follow ABC format for problem analyses Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 11 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

Four Common Analytical Reports n Problem Analyses n Abstract n n Body n n Purpose/Summary of problems Background/Description of problems/Data Conclusion n Brief restatement/Degree of urgency/Suggested next step Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 12 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

Four Common Analytical Reports n Recommendation Reports n Presents readers with specific suggestions that affect personnel, equipment, procedures, products, services, and the like n Use ABC format for recommendation reports Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 13 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

Four Common Analytical Reports n Recommendation Reports n Abstract n n Body n n Purpose/Brief reference to problem/Capsule summary of recommendations Details about problem/Recommendations/Data that support recommendations/Benefits/Drawbacks Conclusion n Brief restatement/Main benefit/Your offer to help with next step Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 14 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

Guidelines for Feasibility Studies n n Choose Format Carefully Use the ABC Structure Call Your Abstract an Introductory Summary Organize the Body Well Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 15 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

Guidelines for Feasibility Studies n n Choose Format Carefully Use the ABC Structure n Abstract n n Body n n Capsule summary Details that support conclusions and recommendations Conclusion n Wrap-up of conclusions and recommendations Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 16 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

Guidelines for Feasibility Studies n Call Your Abstract an Introductory Summary n n n Brief statement about who has authorized the study and for what purpose Brief mention of the criteria used during the evaluation Brief reference to your recommendation Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 17 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

Guidelines for Feasibility Studies n Organize the Body Well n n n Describe evaluation criteria Describe exactly what was evaluated and how Choose criteria that are most meaningful to readers Discuss both advantages and disadvantages Follow organization guidelines for comparisons Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 18 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

Guidelines for Feasibility Studies n n n Use the Conclusion for Detailed Conclusions and Recommendations Use Graphics for Comparisons Offer to Meet with the Readers Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 19 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

Four Common Analytical Reports n Equipment Evaluations n Provides objective data about how equipment has, or has not, functioned n Use ABC format for equipment evaluations Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 20 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

Four Common Analytical Reports n Equipment Evaluations n Abstract n n Body n n Purpose/Capsule summary Thorough description of equipment/Well-organized critique/Additional supporting data, with reference to any attachments Conclusion n Brief restatement of major findings, conclusions, or recommendations Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 21 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.