Writing your VBD Report BSD 115 Management Prepared

Writing your VBD Report (BSD 115 –Management) Prepared by Graham Klaassen (4 S Study Skills Program Coordinator) Semester Two 2014 a university for the real world R Study + Support + Skills = Success (4 S)

4 S Slides are downloadable from here Semester Two 2014 a university for the real world R Study + Support + Skills = Success (4 S)

This is what you have been given Leadership Planning Possible Underlying Cause Control Focus on ONE! This is what you have to solve!!! Manifestation of the Problem Organise If possible, quantify the manifestation to your organisation Control Leadership Possible Underlying Cause Planning Organise Semester Two 2014 a university for the real world R Study + Support + Skills = Success (4 S)

Overview • Analysing the Task. • Which management theories [PLOC]? • Writing Recommendations • Tips on formal writing style. Semester Two 2014 a university for the real world R Study + Support + Skills = Success (4 S)

The purpose of the Report is to… • Identify the gaps between what actually happened to cause the problem and what steps can be taken to avoid it rectify the situation. • Use an aspect of management [PLOC] and its associated theories, models, frameworks to analyse the symptom and diagnose the problem. • Recommend a course of action based on the above to address the problem which takes account any relevant contextual factors. Semester Two 2014 a university for the real world R Study + Support + Skills = Success (4 S)

Organisational Symptoms • You have been notified by your general manager that the outcome of a recent culture survey in your department revealed a lack of trust in management and as a result of this staff productivity and performance were both falling. • You have been notified by your general manager that four of the line managers in your department have resigned in the last six weeks due to them not being invited to participate in organisational decision making. Semester Two 2014 a university for the real world R Study + Support + Skills = Success (4 S)

Organisational Symptoms • You have been notified by your general manager that there seems to be high levels of confusion between the various sections within your department as the employees seem really unsure of who should be doing what and to whom they should be reporting. • Your general manager has drawn your attention to the quality of the products being produced by your department over the last 3 months have consistently failed to meet the quality standards set by organisation. Semester Two 2014 a university for the real world R Study + Support + Skills = Success (4 S)

Organisational Symptoms • Your subordinate has drawn to your attention a practice that has been going on in your department where a section head has been using the resources of the organisation (and hence your department) for his own personal gain. This section head is also the son-in-law of the General Manager. Semester Two 2014 a university for the real world R Study + Support + Skills = Success (4 S)

Thinking through the Report Your report should address: • Definition of the issue and explanation of the function/s of management to which it relates. Include consideration of relevant environmental factors that may impact on the issue for your virtual business. • Analysis of the issue framed by the function (or functions) of management that best addresses the issue and suitable approaches to overcome it. Semester Two 2014 a university for the real world R Study + Support + Skills = Success (4 S)

Thinking through the Report • Recommendations [no less than two, no more than three] for your virtual business on a course of action for addressing the issue including explanation of how the recommendations will help the organisation achieve a successful outcome. Remember the contextual factors (general environment, task environment and corporate culture). Semester Two 2014 a university for the real world R Study + Support + Skills = Success (4 S)

Thinking through the Report • Make SMART recommendations to address the issues and challenges you have discussed and identified in your analysis of the problem. Your recommendations should: – be clearly linked to the issues and challenges you have identified and discussed – represent your views on how things could have been done differently to avoid the problem (Written in the 3 rd person) – be justified by your knowledge of management theories, tools or frameworks Semester Two 2014 a university for the real world R Study + Support + Skills = Success (4 S)

Flowchart of Report structure C U L T U R A L The Symptom and underlying Problem How the problem influences your business Your Business How your business influences the problem An aspect of Management [PLOC] that explains/addresses the problem Analysis by at least one theory, model, framework (TMF) from the identified aspect of Management [PLOC] T A S K The BEST TMF from the aspect of management that addresses the problem G E N E R A L Recommendations based on the selected TMF to solve the problem Semester Two 2014 a university for the real world R Study + Support + Skills = Success (4 S)

Structure of the Report • Cover Page – (As per Assessment task Sheet) • Introduction – Identify the report’s purpose, define the specific management problem. • Body of the Report – (Structure your report around the suggested areas as per Assessment task Sheet) • Recommendations = do this to fix the problem. Semester Two 2014 a university for the real world R Study + Support + Skills = Success (4 S)

Report Structure – Introduction • Background – significance of report – why commissioned • Purpose – state clearly and succinctly • Functional area under your control and its role of the branch – in context to broader business • Report’s agenda - what will you be covering (150 words max) Semester Two 2014 a university for the real world R Study + Support + Skills = Success (4 S)

Report Structure – Body Definition of issue and the function of management [PLOC] to which it relates • Briefly state the problem and discuss the resultant symptoms. • Demonstrate why the underlying problem and its symptoms need to be addressed. • Explanation function of management to which the issue relates. Semester Two 2014 a university for the real world R Study + Support + Skills = Success (4 S)

Report Structure – Body Relevant environmental factors could be from the general, task or internal environment so be explicit. Semester Two 2014 a university for the real world R Study + Support + Skills = Success (4 S)

General, Task and Corporate Culture External environment i. General environment (indirect impact) sociocultural, economic and legal-political ii. Task environment (direct impact) –customers, competitors, suppliers and labour market Internal environment Corporate culture Semester Two 2014 a university for the real world R Study + Support + Skills = Success (4 S)

Report Structure – Body • Analysis of the issue – Analyse the problem with respect to your chosen function of management. – Suitable approaches (based on theory or theories relating to the chosen function of management) to overcome the issue. Semester Two 2014 a university for the real world R Study + Support + Skills = Success (4 S)

Report Structure – Body Define the aspect of management you will use as an approach for investigating the symptom • Use the associated techniques and/or theories to identify any possible causes of the problem and its symptom/s (i. e. define a possible cause of the problem and reason/s for the particular symptom/s) Semester Two 2014 a university for the real world R Study + Support + Skills = Success (4 S)

The 4 Functions of Management (Adapted from Bartol et al. 2008, p. 8) Organisational Culture Planning Controlling Management Leading Organising External Environment Semester Two 2014 a university for the real world R Study + Support + Skills = Success (4 S)

The four management functions • Planning – Defining goals for future organisational performance and deciding on the tasks and use of resources needed to attain them. • Organising – Assigning tasks, grouping of tasks into departments and allocating resources to departments. Semester Two 2014 a university for the real world R Study + Support + Skills = Success (4 S)

The four management functions • Leading – Involves the use of influence to motivate employees to achieve the organisation’s goal. • Controlling – Monitoring employees’ activities, keeping the organisation on track towards its goals, and making corrections as needed. Semester Two 2014 a university for the real world R Study + Support + Skills = Success (4 S)

Recommendations Make the recommendations after taking into account both your analysis based on your choice of the aspect of management that best addresses the issue and the environment in which the business is operating. – The recommendations will draw on the specific theory / model you used but be shaped by the environment of the organisation Semester Two 2014 a university for the real world R Study + Support + Skills = Success (4 S)

Report Structure – Recommendations • Focus on what should be done about the problem. • What specific actions or decisions need to be taken? • Briefly, how will they be implemented and monitored for effect? • What about ethical and social responsibility, intercultural / international perspectives? Semester Two 2014 a university for the real world R Study + Support + Skills = Success (4 S)

Key points - writing recommendations • Begin with a short statement that leads into the recommendations and persuades the reader to take your recommendations seriously [this part could normally be your conclusion] • List your recommendations using a bulleted format • Use action/imperative verbs that give the reader an instruction to do something Semester Two 2014 a university for the real world R Study + Support + Skills = Success (4 S)

Active Recommendations Model for recommendations: Begin with a Projecting opener: - a concluding statement from your analysis that justifies your course of action and leads into the recommendations 1. Active verb + what needs to be done. . . 2. Active verb + what needs to be done. . . Semester Two 2014 a university for the real world R Study + Support + Skills = Success (4 S)

Active recommendations Recommendations: As the analysis clearly shows, organisations that have a highly trained and motivated staff boast a distinct competitive advantage over their competitors, therefore to gain this commercial benefit ABC Ltd should: • Establish a routine training program for all new staff that includes. . . • Provide all staff with five days’ professional development each year specifically targeted at … Semester Two 2014 a university for the real world R Study + Support + Skills = Success (4 S)

A SMART Model (Hogan’s Model, 2009) • Specific - Do you know exactly what you want to accomplish with all the details or is there an air of vagueness ? • Measurable - The best SMART recommendations attach definite numbers and values to the recommendations/actions. Can you quantify your progress so you can track it? How will you know when you reach your goal? • Attainable - Recommendations must achievable. The best recommendations require you to stretch a bit to achieve them but they are not impossible to achieve. Semester Two 2014 a university for the real world R Study + Support + Skills = Success (4 S)

A SMART Model (Hogan’s Model, 2009) • Realistic - Is your recommendation realistic and within your organisations reach? Are you willing to commit to your goal? Your recommendations must be consistent with other goals established and fits with your immediate and long-term plans. • Time-bound - the best SMART recommendations take place in a specific timeframe. You can go with a deadline, or timed instalments for particular actions—the choice is yours. Recommendations must have a clearly defined time frame including a starting date and a target date. If you don’t have a time limit then there is no urgency to start taking action towards achieving your goals. Semester Two 2014 a university for the real world R Study + Support + Skills = Success (4 S)

SMART active recommendations – Establish a routine training program for all new staff commencing in July 2014. Program to include welcome and introduction from CEO, basic customer relation skills, OH&S induction, and self-management skills. Program will run each Tuesday morning for 2 hours over a 4 weeks period with all training in company time and at no expense to employees. Repeat programs conducted every 4 months. An evaluation of the effectiveness of each program will be conducted within 6 weeks of each group of participants completing the program. (85 words) Semester Two 2014 a university for the real world R Study + Support + Skills = Success (4 S)

Academic Writing Do not use contractions to manage word count You do not use √ Don’t X You can not use √ Can’t X You should not use √ Shouldn’t X • Use Acronyms in Full the first time Management by Objectives (MBO) Total Quality Management (TQM) • Choose your words appropriately - avoid slang, colloquialisms, childish phrases. Semester Two 2014 a university for the real world R Study + Support + Skills = Success (4 S)

Write in the 3 rd Person First person: • We examined how different governments reacted to the threat of the GFC and we found. . . Third person: • Governments reacted differently to the threat posed by the GFC. For example, Germany. . . whereas the UK took a significantly different approach. . . Semester Two 2014 a university for the real world R Study + Support + Skills = Success (4 S)

Paragraph Style • Each paragraph deals with one main point (outlined in its TOPIC SENTENCE. ) • One idea – one paragraph!! • Each paragraph flows logically on to the next paragraph using a TRANSITION when discussing the same idea or concept OR a new heading for sub heading or a new section. Semester Two 2014 a university for the real world R Study + Support + Skills = Success (4 S)

Some Tips on Academic Writing… Transitions • Use transitions to, but check word count: – – – – Clarify relationships Create cohesion Link major sections of the text Convey sequence Signal shifts in time or setting Show relationships Build toward a particular tone and outcome Semester Two 2014 a university for the real world R Study + Support + Skills = Success (4 S)

Transitional Words Descriptive Narrative Clarification Above Under Nearby Opposite to Adjacent to Near Across Beyond To the left/right In the background Similarly After / Afterwards As soon Before Finally Later Now Until Not long ago Subsequently Meanwhile While In addition / Additionally Furthermore Equally important For example In fact For this reason To begin with For instance As an illustration Therefore However Semester Two 2014 a university for the real world R Study + Support + Skills = Success (4 S)

Some Tips on Academic Writing… Signposts • Explicit signposts help the reader follow your think and draws their attention to points of interest: ü In fact, actually, in effect, indeed. . . ü Importantly, essentially, critically … ü Of most significance … ü Notably, remarkably, conspicuously … Semester Two 2014 a university for the real world R Study + Support + Skills = Success (4 S)

Some Tips on Academic Writing… Overviews • Explicit overviews help the reader follow your thinking: ü The four key items are. . . First, . . Second, . . . Finally ü This section examines and applies … economic model to how the market equilibrium. . . ü Now, the analysis will examine the key arguments for lower domestic student fees. Semester Two 2014 a university for the real world R Study + Support + Skills = Success (4 S)

Use references to … • support your ideas and arguments using expert facts or ideas • acknowledge (to give credit for) facts and ideas you have used • avoid plagiarism. Semester Two 2014 a university for the real world R Study + Support + Skills = Success (4 S)

There are two parts to a reference • The in text citation – Located in the text of your essay – Includes some of the details of your source – Can be either a direct quote, paraphrase or summary • The reference list entry – Located at the end of your essay – Includes all the details of your source/s Semester Two 2014 a university for the real world R Study + Support + Skills = Success (4 S)

Using ideas in your writing Criteria Quotations Paraphrasing Summarising • Finding main ideas, explaining briefly in own words • Usually much shorter than original Match to original? • Exact, word for word • Same idea different words • About the same length What does it look like? • Quotation marks • Reference - includes, author/s, date and page number • NO page number or quotation marks needed. • Same as paraphrase What to do? • Copy exactly • Keep quotes short • Clever quotes • Use different words with the same meaning • Multiple sources • Select main points • Explain in own words Referencing? Yes Yes Semester Two 2014 a university for the real world R Study + Support + Skills = Success (4 S)

References using APA Style – some points to consider Alphabetical Order Indented Directory of small businesses in Australia. (2003). Melbourne, Vic: Mc. Millan Recent Institute of Telecommunications. (2008). Report on the telecommunications industry (Report No. 08 -1145). Sydney, sources NSW: Corporate Publishing Limited Latest advertisements. [Video]. (2009, November 4). Retrieved from http: //youtube. com/watch? v+ybg 69342 A range of Mac. Donald, N. (2004, December 7). Working overseas. The Courier Sources Mail. Retrieved from http: //couriermail. com. au Mc. Culloch, R. & Reid, A. (2010). Starting Your Business Degree: academic skills for success. Brisbane, Qld: Print Australia. Turner, K. Ireland, L. Krenus, B. & Pointon, L. (2008) Essential Academic Skills. Melbourne, Vic: Oxford University Press Use End. Note to do Reference list for you Semester Two 2014 a university for the real world R Study + Support + Skills = Success (4 S)

Report requirements • • Headings and sub headings. Number all report pages – except Title Page Use non-discriminatory, inclusive language Word limit =1500 words – usually 10% over/under the limit is acceptable. • CHECK the CRA criteria and level descriptors Semester Two 2014 a university for the real world R Study + Support + Skills = Success (4 S)

Caution ! • You’ll discuss and work on the issues relating to the problem in your VBD group in tutorials, BUT • The report is an INDIVIDUAL piece of work. • You should not collude with other members in writing your report. • Word count = All words (excluding the title page, AND reference list). • Further guidance on report writing is available from the Studywell web site. Semester Two 2014 a university for the real world R Study + Support + Skills = Success (4 S)

More Questions? You should consult: • The assignment task sheet and the CRA sheet. • Your lecture notes. • Your textbook, the CMD and recommended references You can talk to: • Your tutor / Your class colleagues / SLA’s B 114 / 4 S one to one consultation / Study Solutions Semester Two 2014 a university for the real world R Study + Support + Skills = Success (4 S)

Resources • QUT cite/write: http: //www. citewrite. qut. edu. au/ • QUT kick START / study SMART: http: //www. kickstart. qut. edu. au/ • Studywell resources (Blackboard site): http: //www. kickstart. qut. edu. au/studysmart/index. jsp#study • Other useful referencing sites: • http: //www. bibme. org/ • https: //owl. english. purdue. edu/owl/resource/560/22/ Semester Two 2014 a university for the real world R Study + Support + Skills = Success (4 S)

Resources • http: //www. ecu. edu. au/CLT/tips/docs/report_writing. pdf • QUT cite/write: http: //www. citewrite. qut. edu. au/ Google Scholar Advanced search Tips: http: //scholar. google. com. au/intl/en/scholar/refines earch. html Semester Two 2014 a university for the real world R Study + Support + Skills = Success (4 S)

4 S program contact details • graham. klaassen@qut. edu. au • Phone 3138 8435 Semester Two 2014 a university for the real world R Study + Support + Skills = Success (4 S)