Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©Chapter 11 – Slide 1

Reports, Proposals, and Instructions for the Workplace

Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©Chapter 11 – Slide 2

Learning Objectives

Identify sources of primary and secondary information.

Identify the parts and characteristics of formal reports and informal reports.

Discuss variations of informal reports.

Explain the characteristics of instructions.

Prepare reports, proposals, and instructions by following the timely guidelines, implementing the CBO approach, and incorporating the six Cs.

Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©Chapter 11 – Slide 3

Section 1: Report Overview

A report is a planned, organized, factual presentation of information prepared for a specific purpose and for a specific audience.

Updates receivers

Makes recommendations

Gives results

Provides operational data

Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©Chapter 11 – Slide 4

Report Types

Formal (Long) Report

Complex projects

Numerous parts

Detailed research

Formal language

Informal (Short) Report

Uncomplicated projects

Few parts

Limited research

Informal language

Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©Chapter 11 – Slide 5

Report Functions

Annual report—summarizes a company’s accomplishments, finances, and significant events

Progress report—updates status of a project

Travel or trip report—summarizes travel agenda

Minutes—record of proceedings of a meeting

An informational report presents the facts but does not analyze the information, draw conclusions, or make recommendations.

Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©Chapter 11 – Slide 6

Report Functions (continued)

Feasibility report—examines a proposed course of action

Justification report—explains or recommends an action

An analytical report presents information, analyzes the information, draws conclusions, and sometimes includes recommendations.

Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©Chapter 11 – Slide 7

Compose a Draft

Style and vocabulary

Formal versus informal

Technical versus nontechnical vocabulary

Visuals and headings

Charts and tables

Headings and subheadings

Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©Chapter 11 – Slide 8

Complete a Report

Ensure objective was met, content is correct and unbiased, and format guidelines were followed.

Confirm incorporation of six Cs of effective messages.

Verify readability.

Evaluate overall effectiveness.

Leave a positive impression.

Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©Chapter 11 – Slide 9

A formal report includes three parts:

Preliminary parts precede report body.

Report body contains information and visuals to support the report objective.

Supplementary parts follow the report body.

Section 2: Formal Reports

A formal report is prepared for a decision-making audience and typically requires in-depth investigation and team collaboration.

Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©Chapter 11 – Slide 10

Preliminary Parts

Title page—title, author, affiliation, date, receiver

Transmittal message—official submission of report

Table of contents—page numbers of report parts

List of illustrations—titles and page numbers of visuals

Executive summary—summary of key points

Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©Chapter 11 – Slide 11

Report Body

Introduction—statement of authorization, purpose, background, scope, limitations, research sources, order of presentation

Text—details to support objective

Terminal section or conclusion—summary of key points, conclusions, and recommendations

Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©Chapter 11 – Slide 12

Supplementary Parts

References (APA) or works cited (MLA) – alphabetical list of sources cited

Appendix—supplemental information not necessary to understand the report or too lengthy to include in the body

Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©Chapter 11 – Slide 13

Report-Writing Mechanics

Margins

2-inch top margin on first page of report body, each preliminary part, and each supplementary part

1-inch top margin on all subsequent pages

1-inch bottom margin on all pages

1-inch side margins or 1.5-inch side margin for left-bound reports

Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©Chapter 11 – Slide 14

Report-Writing Mechanics (continued)

Spacing

Double space and indent paragraphs or single space and double space between paragraphs.

Center title page vertically and horizontally; provide equal white space between elements.

Double space table of contents.

Align first line of each reference at left margin and indent subsequent lines of each reference.

Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©Chapter 11 – Slide 15

Report-Writing Mechanics (continued)

Reference and Parenthetical Citations

Enclose direct quotes in quotation marks.

Indent lengthy quotes from the body.

Credit quotes and paraphrases both in the document and in the References or Works Cited.

Enclose parenthetical citations in parentheses.

Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©Chapter 11 – Slide 16

Report-Writing Mechanics (continued)

Pagination

Preliminary parts numbered with lowercase roman numerals (ii, iii, iv, etc.)

Report body and supplementary parts numbered with arabic numerals (2, 3, 4, etc.)

Transmittal message neither numbered nor counted

Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©Chapter 11 – Slide 17

Types of informal reports:

Memos

Letters

Fill-in report forms

Agendas and minutes of meetings

Section 3: Informal Reports

An informal report relays information about routine, short-term, or uncomplicated situations.

Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©Chapter 11 – Slide 18

Memo and Letter Reports

Memo Report

Distributed internally

Prepared using a memo template

Written in personal language

Arranged in direct pattern

Letter Report

Distributed externally

Prepared on company letterhead

Formatted as a business letter

Written in direct or indirect pattern

Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©Chapter 11 – Slide 19

Fill-in Report Forms

Increase likelihood that essential information is provided

Allow limited space for explanations

Online or paper fill-in report forms and templates are used for routine reporting.

Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©Chapter 11 – Slide 20

Agendas and Minutes

Agendas

Structure of the meeting

Items for discussion and action

Presenters

Length of time devoted to each item

MinutesGroup, meeting time, date, locationPeople present and absentStatus of previous minutesOld and new business, reports, announcementsMotions, initiator, outcome of voteAdjournment remarksName and signature of person taking minutes

Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©Chapter 11 – Slide 21

Prepared for internal receivers

Request a change or improvement inside a firm

Work within the chain of command

Prepared for external receivers

Sell a product or service

Solicited or unsolicited

Section 4: Proposals

A proposal identifies a need or problem and offers a plan to meet the need or solve the problem.

Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©Chapter 11 – Slide 22

Proposal Format and Content

Format

Lengthy formal report for complex, large-scale problems

Short informal reports for simple problems

Content

Introduction—problem, solution, benefits

Text—background, details, qualifications

Terminal section—summary of solution, results, benefits

Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©Chapter 11 – Slide 23

Introduction—reason for instruction, warnings, completion time

List of supplies—exact sizes, names, and quantities of tools and supplies in order used

Well-prepared instructions save time and money, promote safety, and increase productivity.

Section 5: Instructions

Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©Chapter 11 – Slide 24

Instructions (continued)

Instructional steps—number required steps in chronological order; use imperative sentences with action verbs and concise familiar words; use exact measures, distances, and times; include warnings; add visuals; and give helpful tips.