introductions and executive summaries

Introductions and Executive Summaries

Learning Objectives

Discuss and emphasize the importance of purpose, scope, significance, sources, and limitations

Review informal report structure – letter or memo reports

Review manuscript reports – the big picture Create a letter of transmittal Discuss the requirements for a cover

Learning Objectives - continued Outline the elements in a good title page Introduce concept of a preface Consider the requirements for a good

executive summary Create a Table of Contents Create a List of Illustrations

Review of Structure of Informal Report Introduction

Body

Conclusions

Recommendations

Informal or Short Report

Introduction

2 or 3 paragraphs describing the background and including: purpose scope significance sources limitations


Body:

divided into logical “chunks” with appropriate headings

visuals properly labeled and explained


Conclusions:

numbered list following an introductory sentence


Recommendations:

included if requested

bulleted list following an introductory sentence

Formal Reports

Format of a Formal Report

Opening

Body

Closing

Opening

Letter of Transmittal Cover Title Page (i) (Preface) Summary ii Table of Contents iii List of Illustrations iv

Body

Introduction/Background Facts/Findings Conclusions Recommendations

Closing

(Glossary) (Endnotes) Bibliography Appendix(ces)

Note: See handout comparing formal and informal reports

The Introduction to an Formal Report

How to make one

Letter of Transmittal

See example letter

In class exercise

Divide into groups of three.

Look at this example letter of transmittal.

Tell me about the format. How would I write one?

You have 5 minutes.

The cover of a manuscript report

Do’s and Don’ts

What to use

Do use:

Duo-tang folder Any one of several

kinds of report covers Report folder Small binder (for very

long reports)

Do not use:

File folders Anything with loose

pages

Title Page

The proper format

A title page:

Must be neat and professional looking.

Must include:

the title of the report the name and position of the primary reader the company name the date it was prepared your name and position and company

Note:

A title page may include appropriate visuals if you wish.

Table of Contents

Notes: Microsoft Word is capable of automatically

generating a Table of Contents.

There are several methods of achieving this but all require that you are very competent with Word. The easiest is probably to individually mark your headings and subheadings and let Word create the TOC from that.

If you are not that competent with Word, just make your Table of Contents when you are 99.9% sure that the report is complete.

Table of ContentsSummary................................................................................iIntroduction............................................................................1Present Customer Flow at Roseland bowl Non-league Customers...........................................2 League Customers..................................................2Promoting Public Bowling Previously Successful Promotional Strategies…....5 Problems with Public Bowling.................................5 Possible Marketing Solutions..................................6Promoting League Bowling Previous Successful Promotional Strategies..........8 Problems with League Situation.............................9 Possible Marketing Solutions.................................10Conclusions...........................................................................11Recommendations................................................................12Appendix A............................................................................14Appendix B............................................................................16

List of Illustrations

Notes:

As with the Table of Contents, Word is capable of generating this automatically.

Again unless you really enjoy playing with your word processing program, create your list of illustrations just before you print the final copies and put the whole report together.

List of Illustrations

Figure 1: Cruise Missile Carrier Aircraft 3Figure 2: Cruise Missile Equipped Submarines 4Figure 3: Cruise Missile Mobile Ground Launcher 6Figure 4: Launch of Tomahawk Cruise Missile 7Figure 5: Air-launched Cruise Missile 9Figure 6: B-1 Supersonic Bomber 10

Structure of Formal / Manuscript Report

See sheet

Functions of an Executive Summary

Functions of an Executive Summary Gives readers essential contents of document

Previews main points

Helps readers determine key results and recommendations

Processes for Writing an Executive Summary Scan your report to locate headings and

subheadings Determine purpose/central theme of the report. Create an outline based on your headings and

subheadings Edit the outline to eliminate secondary or minor

points Use your judgment in keeping the summary concise

Processes for Writing an Executive Summary Determine whether. . .

subtitles bullets selective bolding some other type of organizational structure. . . will add to the clarity of your summary

Processes for Writing an Executive Summary Write the summary in your own words

Use a professional style

Read it aloud or even tape record yourself reading your summary

Elements of an Executive Summary

1. Purpose and scope of document2. Sources and methods of obtaining information3. Significance4. Results5. Conclusions6. Recommendations

7. Other supportive information

Questions to Ask Yourself as You Write1. What is your research about?2. Why is it important?3. What is included in the research?4. What is included in each section?

Concise Statement of your Findings Write a concise statement of the conclusion(s) you

reached

Refer directly to your analysis/research

Writing Recommendations

Go on to provide a specific recommendation for action geared toward your audience

Provide an analysis and/or justification for the proposed action in terms the audience will consider important.

Detailed Tips on writing an executive summary

Note:

Also see handout

Functions of an Executive Summary Gives readers the essential contents of your

document in 1-10 pages.

Previews the main points of your document enabling readers to build a mental framework for organizing and understanding the detailed information in your document.

Helps readers determine the key results and recommendations reported in your document.

Processes for Writing an Executive Summary

Manuscript reports generally require executive summaries. Write your executive summary when your report is 90 percent complete. Before writing your summary, try to:

Tips Scan your report to locate headings and subheadings. Determine purpose/central theme of the report. Create an outline based on your headings and subheadings. Edit the outline to eliminate secondary or minor points; use your

judgement to keeping the summary concise. Determine whether subtitles, bullets, selective bolding, or some

other type of organizational structure will add to the clarity of your summary.

Write the summary in your own words, using a professional style. Read it aloud or even tape record yourself reading your

summary.

Elements of an Executive Summary 1. Purpose and scope of document 2. Sources and methods of obtaining information 3. Significance3. Results 4. Conclusions 5. Recommendations 6. Other supportive information

Purpose

Introduce your report with an objective. Consider the following;

to provide information to aid others in performing their duty

to present solutions to complex problems or questions

to provide the results of investigation, analysis, research, and documentation

to form the basis upon which a company makes executive decisions which may involve thousands of dollars.

Scope and Significance

Scope How wide or deep is this report?

Significance Why is this report important at this

particular time?

Sources and Limitations:

Sources Where did you get your information?

Limitations Did you have any? Usually relates to time or money May also involve items such as personnel,

equipment, availability of equipment, etc.

Note:

When beginning a report writing project, it is often helpful to consider the five journalistic questions:

Who? What? When? Where? Why? How?

Questions to Ask Yourself as You Write

1. What is your research about?

2. Why is it important?

3. What is included in the research?

4. What is included in each section?

Concise Statement of your Findings

Begin with a concise statement of the conclusion(s) you reached after conducting your analysis and/or research in the report that would normally be attached.

Writing Recommendations

After beginning with a summary statement of your findings, the executive summary should go on to provide a specific recommendation for action geared toward your audience. Finally, an executive summary provides an analysis and/or justification for the proposed action in terms the audience will consider important.

An example of an Executive Summary

Summary

can be called Summary, Executive Summary, Synopsis, or Abstract

summarizes whole report gives first impression of quality of report try to capture and hold readers’ attention highlight key ideas and structure

Introductory Sentence

capture readers’ attention be positive be generally oriented to the topic contain organization name

Example Situation:

If you had written up the body of a report about the secretaries of Widget Manufacturing abusing their coffee breaks, the introductory sentence in your SUMMARY might read:

Example Introductory Sentence: “Generally speaking, morale is high and

working conditions are excellent at Widget Manufacturing; however, a problem with the secretaries’ coffee breaks is adversely affecting work productivity.”

Statement of Purpose

tell readers’ why they are reading the report

is usually the second sentence

Example Statement of Purpose:

“The purpose of this report is to analyze the problems with the secretaries’ coffee breaks and to recommend solutions which will increase office productivity.”

Contents in Brief

is an overview of whole report is brief but specific use one paragraph for each major heading weave sub-headings into a coherent

paragraph

Example

This report is divided into the following sections:

1. The Executive and the Secretaries: This section describes. . .2. The Secretaries Point of View: This section covers. . .3. The Secretaries: View of Executive Decisions: The main concern of this section. . .4. The Executives’ Point of View: This section deals with. . 5. The Executive View of the Secretaries Discontent: This

section describes. . .

Conclusions and RecommendationsThis report concludes (recommends) that:

The Sources is often the final paragraph in your Summary.

gives detailed information on the sources of your material your own ideas interviews with specific people or groups of people original research questionnaires - handed out to whom published material trade journals, magazines, books, databases, internet

be specific - name the origins

Homework

Write the Introduction for your Informal Report

Prepare your part of the Chapter Presentation

Work on Chapter Quizzes

Chapter quizzes are due next week

Thought of the Day

Being a leader is not a position of power. It is a position of service.

introductions and executive summaries

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