WRITING REPORTS Informal and Formal Reports Types of

WRITING REPORTS Informal and Formal Reports

Types of Informal Reports n Directives n Trip reports n Field and lab reports n Progress and status reports n Meeting Minutes

Progress Reports Include: n n An introduction which explains the objectives of the project and provides an overview of the whole project A summary of the work already accomplished n n A discussion that details the work accomplished so far and speculates on future work A conclusion that evaluates the progress of the report

Types of Formal Reports n n n Informational Report: presents results in order to help the reader understand a situation. Analytical Report: presents results and draws conclusions in order to help the reader interpret a situation. Recommendation Report: presents results, draws conclusions, and makes recommendations in order to help the reader take action.

Steps to Follow in Writing a Recommendation Report n Analyze your audience n Analyze your purpose n Identify the questions that need to be answered (the problem or opportunity) n Carry out appropriate research n Determine methodology to use

To Prepare a Recommendation Report n n n Establish criteria for responding to the problem or opportunity. Determine the options. Study each option according to the criteria. n n Draw conclusions about each option. Formulate recommendations based on the conclusions.

To Formulate Criteria Think about the following: n Questions of possibility n Questions of economic wisdom n Questions of perception

Parts of a Recommendation Report Introduction Briefly describes the subject, purpose, background, research, scope, findings, and recommendations. Methods Describe the procedures used to carry out the project. “What did you do? ” Results Describe the data that were observed or researched. “What did you see? ” Conclusions Describe the meaning of the results. “What does it mean? ” Recommendations Describe a course of action. “What should we do? ”

Parts of a Modular Report n n Abstract: primarily for the technical reader Executive Summary: primarily for the manager Body of Report: for any interested readers, including technical readers, manager, experts, and others Appendices: primarily for technicians and experts

Reader Questions in a Report n Introduction: What is the problem? Why should we consider these alternatives? n Criteria: How did you evaluate the alternatives? Are your criteria reasonable and appropriate? n Method: Are your facts reliable? n Results: What are the important features of the alternatives? n Evaluation: How do the alternatives meet or not meet the criteria? n Conclusions: What overall conclusions can be drawn from the alternatives? n Recommendations: What should we do?

Report Elements to Consider n n Clearly indentified problem or goal Adequate but not excessive data Accurate data Fully interpreted data n n n Subordination of personal bias Appropriate visuals used to explain data. Valid conclusions and recommendations.

Establish Basic Criteria n n Minimum specifications: those things that are absolutely necessary. Evaluative criteria: those things that would be nice or helpful to have, but are not essential.

Research Your Subject To create a methods section, you will need to do research that might include: n n n First-hand experience Interviews Library research Information from suppliers and sources of equipment Technical experts Internal documents

Evaluating Sources by Considering n n n n Authorship Credibility Objectivity (bias) Audience and Purpose Author’s Argument Author’s Assumptions, Evidence, and Conclusions Quality of Presentation

Effective Research Uses Adequate Depth n Surface level: popular media n Deeper level: trade and business sources n Deepest level: specialized and government sources

Three Main Elements of a Persuasive Argument The Evidence: the facts and judgments that support your claim. The Claim: the idea you are communicating. The Reasoning: the logic that you use to derive the claim from the evidence.