Chapter 15Chapter 15Planning, Proposing, & Researching Reports

StepsFormal vs. InformalReport ClassificationsReport ProblemsPurposes

Class Research ProposalsProgress ReportsSourcesSurvey & QuestionnaireDocumentation

Steps in Report WritingSteps in Report Writing

1. Define the problem2. Gather necessary data3. Analyze the data4. Organize the

information5. Write the report

1. Define the problem2. Gather necessary data3. Analyze the data4. Organize the

information5. Write the report

Formal vs. Informal Reports

Formal vs. Informal Reports

Formal reports contain formal elements: Title page Transmittal Table of contents List of illustrations

Informal reports may be memos, letters, e-mail, sales figures, etc.

Formal reports contain formal elements: Title page Transmittal Table of contents List of illustrations

Informal reports may be memos, letters, e-mail, sales figures, etc.

Reports ClassificationsReports Classifications Information reports collect data for

reader Sales reports Quarterly reports

Information reports collect data for reader Sales reports Quarterly reports

Reports Classifications, continued…

Reports Classifications, continued…

Analytical reports interpret data but do not recommend action Annual reports Audit reports Make-good or pay-back reports

Analytical reports interpret data but do not recommend action Annual reports Audit reports Make-good or pay-back reports

Reports Classifications, continued…

Reports Classifications, continued…

Recommendation reports give data and analysis to support a recommendation Feasibility reports Justification reports Problem-solving reports

Recommendation reports give data and analysis to support a recommendation Feasibility reports Justification reports Problem-solving reports

Reports Classifications, continued…

Reports Classifications, continued…

Some reports combine information, analytical, and recommendation types Accident reports Credit reports Progress reports Trip reports Closure reports

Some reports combine information, analytical, and recommendation types Accident reports Credit reports Progress reports Trip reports Closure reports

Defining Report ProblemsDefining Report Problems Real problem

Important enough to be worth solving Narrow but challenging

Real audience Able to do recommended actions

Real problem Important enough to be worth solving Narrow but challenging

Real audience Able to do recommended actions

Defining Report Problems, continued…

Defining Report Problems, continued…

Data, evidence, and facts Conveys severity of problem Proves that recommendation will

solve problem Available to report writer Comprehensible to report writer

Data, evidence, and facts Conveys severity of problem Proves that recommendation will

solve problem Available to report writer Comprehensible to report writer

Purpose StatementPurpose Statement

Makes three things clear: Organizational problem or conflict Specific technical questions that must

be answered to solve problem Rhetorical purpose the report is

designed to achieve Explain - Recommend – Request -

Propose

Makes three things clear: Organizational problem or conflict Specific technical questions that must

be answered to solve problem Rhetorical purpose the report is

designed to achieve Explain - Recommend – Request -

Propose

ProposalsProposals

Proposals suggest method to find information or solve problem

Two goals Get the project accepted Get writer accepted to do job

Competitive proposal—compete for limited resources

Noncompetitive proposals—have no competition

Proposals suggest method to find information or solve problem

Two goals Get the project accepted Get writer accepted to do job

Competitive proposal—compete for limited resources

Noncompetitive proposals—have no competition

Questions a Proposal Must Answer

Questions a Proposal Must Answer

What problem are you going to solve? How are you going to solve it? When will you complete the work? Can you deliver what you promise? What benefits will you offer? How much will you charge? What exactly will you provide?

What problem are you going to solve? How are you going to solve it? When will you complete the work? Can you deliver what you promise? What benefits will you offer? How much will you charge? What exactly will you provide?

Class Research Proposal Sections

Class Research Proposal Sections

1. Introductory paragraph2. Problem 3. Feasibility4. Audience5. Topics to investigate

1. Introductory paragraph2. Problem 3. Feasibility4. Audience5. Topics to investigate

Class Research Proposal Sections, continued…

Class Research Proposal Sections, continued…

6. Methods and procedures

7. Qualifications/facilities/resources

8. Work schedule9. Call to action

6. Methods and procedures

7. Qualifications/facilities/resources

8. Work schedule9. Call to action

Class Research Proposal: Introductory Paragraph &

Problem

Class Research Proposal: Introductory Paragraph &

Problem Introductory paragraph

No heading Summary of topic and purposes—one or

two sentences Problem

What organizational problem exists? Why does it need to be solved? What is relevant background or history?

Introductory paragraph No heading Summary of topic and purposes—one or

two sentences Problem

What organizational problem exists? Why does it need to be solved? What is relevant background or history?

Class Research Proposal: Feasibility

Class Research Proposal: Feasibility

Feasibility Are you sure that solution can be

found in time available? How do you know?

Feasibility Are you sure that solution can be

found in time available? How do you know?

Class Research Proposal: Audience

Class Research Proposal: Audience

Who in organization has power to implement recommendation?

What secondary audiences might evaluate report?

What audiences would be affected by recommendation?

Will anyone in organization serve as gatekeeper?

What watchdog audiences might read report?

Who in organization has power to implement recommendation?

What secondary audiences might evaluate report?

What audiences would be affected by recommendation?

Will anyone in organization serve as gatekeeper?

What watchdog audiences might read report?

Class Research Proposal: Topics to Investigate

Class Research Proposal: Topics to Investigate

List questions and subquestions report will answer

Say how deeply you will examine each factor you plan to cover

Explain why you chose to discuss some aspects of problem, not others

List questions and subquestions report will answer

Say how deeply you will examine each factor you plan to cover

Explain why you chose to discuss some aspects of problem, not others

Class Research Proposal: Methods

Class Research Proposal: Methods

How will you get answers to research questions?

Whom will you interview or survey?

What published sources will you use? Give complete

bibliographic references

How will you get answers to research questions?

Whom will you interview or survey?

What published sources will you use? Give complete

bibliographic references

Class Research Proposal: Qualifications

Class Research Proposal: Qualifications

Do you have knowledge and skills needed to conduct this study?

Do you have access to equipment you will need to conduct your research?

Where will you turn for help if you need it?

Do you have knowledge and skills needed to conduct this study?

Do you have access to equipment you will need to conduct your research?

Where will you turn for help if you need it?

Class Research Proposal: Work Schedule

Class Research Proposal: Work Schedule

Gathering information Analyzing information Organizing information Preparing progress report Writing the draft Preparing the visuals Revising draft Editing draft Proofreading report

Gathering information Analyzing information Organizing information Preparing progress report Writing the draft Preparing the visuals Revising draft Editing draft Proofreading report

For each activity list:• Total time• Completion date

Class Research Proposal: Call to Action

Class Research Proposal: Call to Action

Invite instructor to suggest ways to improve your plan

Ask instructor to approve your project so you can begin your report

Invite instructor to suggest ways to improve your plan

Ask instructor to approve your project so you can begin your report

Sales Proposal Cover LettersSales Proposal Cover Letters Catch reader’s attention; summarize

up to three major benefits you offer Discuss each major benefit in order

listed Deal with objections or concerns Mention other benefits briefly Ask reader to approve your proposal;

give reason for acting promptly

Catch reader’s attention; summarize up to three major benefits you offer

Discuss each major benefit in order listed

Deal with objections or concerns Mention other benefits briefly Ask reader to approve your proposal;

give reason for acting promptly

Funding ProposalsFunding Proposals

Stress needs your project will meet

Show how your project will help fulfill goals of organization you are asking for funds

Stress needs your project will meet

Show how your project will help fulfill goals of organization you are asking for funds

Chronological Progress Reports

Chronological Progress Reports

Summarize progress in terms of goals and original schedule

Under “Work Completed” heading, describe what you have done

Under “Work to Be Completed” heading, describe work that remains

Express confidence in having report ready by due date OR request conference to discuss extending due date

Summarize progress in terms of goals and original schedule

Under “Work Completed” heading, describe what you have done

Under “Work to Be Completed” heading, describe work that remains

Express confidence in having report ready by due date OR request conference to discuss extending due date

Task Progress ReportsTask Progress Reports Use headings that

describe major tasks your project entails

Under each heading, discuss work completed and what remains to be done

Use headings that describe major tasks your project entails

Under each heading, discuss work completed and what remains to be done

Recommendation Progress Reports Recommendation Progress Reports

Recommendation easy for reader to accept, use direct pattern

Recommendation likely to meet strong resistance, use problem-solving pattern

Recommendation easy for reader to accept, use direct pattern

Recommendation likely to meet strong resistance, use problem-solving pattern

Research Types Research Types Primary research gathers new data

Surveys Interviews Observations

Secondary research retrieves new data that someone else gathered Library research Online searches

Primary research gathers new data Surveys Interviews Observations

Secondary research retrieves new data that someone else gathered Library research Online searches

Criteria for Evaluating Web Sources

Criteria for Evaluating Web Sources

Authors What person or organization sponsors

site? What credentials does author have?

Objectivity Does site give evidence to support

claims? Does it give both sides of issues? Is the tone professional?

Authors What person or organization sponsors

site? What credentials does author have?

Objectivity Does site give evidence to support

claims? Does it give both sides of issues? Is the tone professional?

Evaluating Web Sources, continued…

Evaluating Web Sources, continued…

Information How complete is information? What is it based on?

Revision date When was site updated?

Information How complete is information? What is it based on?

Revision date When was site updated?

Surveys, Questionnaires, & Interviews

Surveys, Questionnaires, & Interviews

Survey—questions large groups of people, called respondents or subjects

Questionnaire—written list of questions that people fill out

Interviews—a structured conversation with someone who will be able to give useful information

Survey—questions large groups of people, called respondents or subjects

Questionnaire—written list of questions that people fill out

Interviews—a structured conversation with someone who will be able to give useful information

Question TypesQuestion Types

Closed questions—few possible responses

Open questions—unlimited responses possible

Branching questions—direct subjects to different parts of questionnaire based on answers to earlier questions

Closed questions—few possible responses

Open questions—unlimited responses possible

Branching questions—direct subjects to different parts of questionnaire based on answers to earlier questions

Question Types, continued...

Question Types, continued...

Multiple choice—make the answer categories mutually exclusive and exhaustive

Probes —follow up original question to get at specifics of a topic

Mirror questions—paraphrase content of last answer

Multiple choice—make the answer categories mutually exclusive and exhaustive

Probes —follow up original question to get at specifics of a topic

Mirror questions—paraphrase content of last answer

Sample Types Sample Types

Convenience sample—set of subjects who are easy to get

Judgment sample —group of people whose views seem useful

Random sample—each person in group had equal chance of being chosen

Convenience sample—set of subjects who are easy to get

Judgment sample —group of people whose views seem useful

Random sample—each person in group had equal chance of being chosen

Using & Documenting Sources

Using & Documenting Sources

Citation—attributing an idea or fact to its source in report body

Documentation—listing bibliographic information readers would need to locate original sources

Citation—attributing an idea or fact to its source in report body

Documentation—listing bibliographic information readers would need to locate original sources