Download - GROUP E Chapter 22 Ruben Beltrandelrio, Michael Durling, Lisa Hairston, Sara McKinley and Eva Olivas
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GROUP EChapter 22Ruben Beltrandelrio, Michael Durling, Lisa Hairston, Sara McKinley and Eva Olivas
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MICHAEL DURLINGBasic Features of Activity Reports
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BASIC FEATURES OF ACTIVITY REPORTS
Common Components: IntroductionSummary of activitiesResults of activities or researchFuture activities or research Incurred or future expensesGraphicsConclusion
Format not concrete; can/should be modified to suit needs of report
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PRIMARY GOAL OF ACTIVITY REPORTS
To inform intended audience about:What happenedWhat is currently occurringWhat will occur in the future
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DIFFERENT TYPES OF ACTIVITY REPORTS
Progress Reports Briefings and White
Papers Incident Reports Laboratory Reports
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PROGRESS REPORTS
Also called status reports Purpose: to inform superiors or peers about
progress or status of a project Frequency: at regular intervals, ideally
weekly, biweekly, or monthly Common components:
Summary of finished activitiesDiscussion of current activitiesForecast of future activities
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PROGRESS REPORT TEMPLATEVisual Example
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BRIEFINGS AND WHITE PAPERS
Purpose: to inform management or clients about an important issueBriefings:
provided verballyWhite Papers:
provided in print
Both include:Summary of the
factsDiscussion of the
importance of the facts
Forecast about the future
•Should be straightforward and objective•Do not select a side or course of action
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INCIDENT REPORTS
Description of event, usually an accident or unfortunate occurrence
Present facts objectively Answers the following questions:
What occurred?Why did it occur?How was the situation handled?How will problem be avoided in the future?
Example
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LABORATORY REPORTS
Purpose: to describe experiments, tests, or inspections
Should include:Summary of experiment (methods)Presentation of resultsDiscussion of results
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SARA MCKINLEYDetermining the Rhetorical Situation of an Activity Report
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PLANNING AND RESEARCHING ACTIVITY REPORTS
Minimal planning and research
Keep activity journal/work logLotus Notes, Microsoft
Outlook, or PDAsKeeps you on taskSaves time
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ANALYZING THE RHETORICAL SITUATION
Begin by asking:Who?What?Where?When?Why?How?
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ANALYZING THE RHETORICAL SITUATION
Think about the rhetorical situation to outline the activity reportSubject
Recent activitiesNeed-to-know information
PurposeWhat happened and what will happen
State purpose directly in the introduction
Use action verbs
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ANALYZING THE RHETORICAL SITUATION
Think about the rhetorical situation to outline the activity reportReaders
Supervisors, clients, testimonyCompose report to suit every readers needs
Context of UseStatements should reflect actions and results
Needs to be accurate
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RUBEN BELTRANDELRIOOrganizing and Drafting Activity Reports
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ORGANIZING AND DRAFTING ACTIVITY REPORTS
Activity reports should be brief, i.e., should not be longer than one page
If you are spending more than one hour developing an activity report, you are spending too much time
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WRITING THE INTRODUCTION
Stick to the facts Jack
A brief framework explaining the facts should be provided to the reader, i.e., concisely define your SUBJECT, PURPOSE, and MAIN POINT
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WRITING THE BODY
Should include a “Summary of Activities” Summarize in chronological order the
projects two to five major events since the last report
Be sure to highlight any advances or setbacks since the last activity report
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WHAT ARE YOUR RESULTS?
List two to five significant results or outcomes of the project since the last report
Future activities or research
Tell the reader what you plan to do during the next work cycle
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EXPENSES
You should be able to state the costs incurred over the previous week or month and if these costs are deviating from the projects budget
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WRITING THE CONCLUSION
Again, be as brief as possible
Restate the main point
Restate the purpose Restate your outlook
for the project’s future
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EVA OLIVASDesigning and Formatting Activity Reports
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WHAT ARE ACTIVITY REPORTS?
“Activity reports are used to objectively present ideas or information within a company”.
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EXAMPLE OF AN ACTIVITY REPORT
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DIFFERENT KINDS OF ACTIVITY REPORTS
Progress Reports: Informs
management about the progress or status of a project
Briefings and White Papers Informs
management or clients about an important issue
Incident ReportsDescribe an
event, or accident, and identify what corrective actions have been taken
Laboratory ReportsDescribe
experiments, tests, or inspections
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HOW MIGHT THEY BE USED
Electrical Engineer Scientist Chemist Technician
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USING STYLE ACTIVITY REPORTS
Sentences:Subject should be the “doer” of most
sentencesVerb should express the action in most
sentences Paragraphs:
Topic sentence Tone:
No sarcasm or humorProfessional toneNegative information stated candidly with
no apologies
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REMEMBER, ACTIVITY REPORTS ARE MOSTLY INFORMATIVE, NOT OVERLY PERSUASIVESo try to keep them straightforward
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USING DESIGN AND GRAPHICS
Also straightforward Governed by a standard format Company will specify format for activity
reports Visuals should be centered and placed after
being mentioned Label graphic and refer by number in the text Oral presentation
Photos help audience visualizeGraphs show trends in the data
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LISA HAIRSTONThe Importance of Editing and Proofreading Activity Reports.
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PULLING IT ALL TOGETHER
Basic features Determining the
rhetoric Organized and draft Strategy for style Designing and
formatting
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WHY PROOF?
Informal Disposable Discarded Buried
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ETHOS AND ERRORS
Quality of Work Professionalism Dedication Considerate
Respect Management Co-Workers
Team Work Promotions
Reputation Reciprocity
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REVISING AND PROOFREADING
Subject Purpose Readers Content
Carefully Spell Check Print Out Send
Electronically Physical
Revising Proofreading
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QUESTIONS?2 minutes per answer.