short and long reports, proposals and how to read paper melek oktay moktay [email protected]

Short and Long Reports, Proposals and How to Read

Paper

Melek OKTAYwww.fatih.edu.tr/~moktay

[email protected]

Outline

Short Reports Proposals How to read a Paper Long Reports

Short Reports

Short Reports Proposals How to Read a Paper Long Reports

Short Reports - Outline

Short Reports (p:207) Audience and Purpose Analysis Types of Short Reports Typical Components of Short Reports Usibility Considerations

Short Reports Reports prerent ideas and facts to interested parties, decision makers,

and other audiences.

Unlike Long Reports, short ones (5-10 pages) do not contain a lot of detail.

For example, Long report describe something which include appendix with detailed comparisons of conditions.

Short report would summarize this information in a brief table or, depending on the audience’s prior knowledge, omit this information altogether.

Short Reports Short reports are appropriate in a variety of situations.

When the purpose of your communication is to inform an audience, offer a solution to a problem, report progress, or make a recommendation, you may wish to use short report

Short reports often use a memolike(kısa not) structure, starting with a memo-style header and breaking the text up into chunks separated by headings, but they contain more information than typical memo.

Audience and Purpose Analysis

Short Reports (p:207) Audience and Purpose

Analysis Types of Short Reports Typical Components of Short Reports Usibility Considerations

Audience and Purpose Analysis

Do your best to determine who will read this report.

If you can learn about the actual audience members in advance, you can anticipate their needs as you create the report.

Before you start the report, be clear about its true purpose

Types of Short Reports

Short Reports (p:207) Audience and Purpose Analysis

Types of Short Reports Typical Components of Short Reports Usibility Considerations

Types of Short Reports Short reports come in many types, depending on the

situation. Common types include the following:

Recommendations (öneriler): Recommendation reports interpret data, draw conclusions, and make recommendations, often in response to a specific request (sample Figure 10.9)

Progress Reports: Many organizations depend on progress reports (also called status reports) to track activities, issues, and progress on various projects.

Some professions require regular progress reports (daily,weekly, montly), while others may use these documents on an ad hoc basis, as needed to explain a specificproject or task. (sample 10.10)

Meeting minutes: Many team or project meetings require someone to record the proceedings.

Typical Components of Short Reports

Short Reports (p:207) Audience and Purpose Analysis Types of Short Reports Typical Components of Short

Reports Usibility Considerations

Typical Components of Short Reports

Cover memo(kısa not)-style heading:

Heading for major sections:

Body text:

Bulluted lists and visuals:

Usibility Considerations

Short Reports (p:207) Audience and Purpose Analysis Types of Short Reports Typical Components of Short Reports


Usibility Considerations Use effective page layout and document design:

Perform your best research:

Use visual as appropriate:

Address the purpose:

Use appropriate headings:

Write clearly and concisely:

Proposals


Proposal - Outline

Proposal (p. 282) Audience and Purpose analysis Types of proposals Typical Components of Proposals Usibility Considerations

Proposal

Proposal Audience and Purpose analysis Types of proposals Typical Components of Proposals Usibility Considerations

Proposal - (p. 282-290) Proposals encourage an audience to take some form of

direct action: Autorize project Purchase a service or product Or otherwise, support a specific plan for solving a

problem Although proposals often contain the same basic

elements as reports, they have one specific purpose: To propose an action or series of actions

Proposal can be called for in a variety of situations: Request to fund a training program for new employees Academic funding Etc.

Proposal


Audience and Purpose analysis In science, business, industry, goverment, and education,

proposals are written for any number of audiences: Managers, executives, directors, clients, board members, or

community leaders. Inside and outside the organization, these people review

various proposals and then decide whether the plan is worthwhile (yapmaya değer).

At most general level, the purpose is to persuade (ikna etmek) your audience

Proposals often answer questions about nature of the problem or product, the benefits of your proposal plan, cost, completion dates, schedules, and so on.

Types of Proposals Proposal Audience and Purpose analysis Types of proposals Typical Components of Proposals Usibility Considerations

Types of proposals Proposals may be solicited (istemek) or unsolicited

Solicited: proposals are those that have been requested by client or customer.

Unsolicited: proposals have not been specifically requested.

Because the audience for a solicited proposal has made the request, you may not need to spend as much time introducing yourself or providing background on the product or service

Types of proposals

Planning proposal:

Research proposal:

Sales proposal:

Typical Components of Proposals

Proposal Audience and Purpose analysis Types of proposals Typical Components of

Proposals Usibility Considerations


Background: Objective: Clear statement of what is being

proposed: Budget and costs:

Usibility Considerations Understand the audience’s needs:

Maintain a clear focus on benefits:

Use honest and supportable claims(iddalar):

Use appropriate visuals:

Write clearly and concisely(kısaca):

Use convincing(inandırma) language:

How to Read a Paper


How to Read a Paper – S.Keskav

“Three-pass” approach

Each pass accomplishes specific goals and builds upon the previous pass:

First pass: gives you a general idea about the paper Second pass: let you grasp the paper’s content, but

not in details Third pass: helps you understand the paperin depth

The First pass The first pass is a quick scan to get a bird’s eye view of

the paper.

You may also decide whether you need to do any more passes.

This pass should take about five to ten minutes and consists of the following steps:

Long Reports Short Reports Proposals How to Read a Paper Long Reports

Outline

Long Reports Audience and Purpose analysis Types of proposals A General Model for Long Reports From Matter and End Matter in

Long Reports Usibility Considerations

Long Report (p:267-282) When your purpose is to inform an audiance, offer a

solution to a problem, report progress, or make a detailed recommendation, you may need to write a long report.

Long report are often structured like a small book With table of content, appendixes, and index

Long reports are called for in situations where an audience needs detailed information, statistics, and background info.

Whole story

Audience and Purpose analysis



Audience and Purpose analysis

Do your best to determine who will read the report. Team members, managers, legal deparment?

If you can learn about actual audience members in advance, you can anticipate their various needs as you create the report

Before you start the report, be clear about true purpose

Document also has a clear purpose, stating clearly in the introduction, “The purpose of the this report is...”

Types of proposals



Types of proposals Causal (nedensel): Causal reports are used in situations

where you need to explain what caused something to happen For example, medical researchers cause of hearth attacks.

Comparative (karşılaştırmalı): Comparative reports are used when you need to rate similar items on the basis of specific criteria

For example, which security procedure, firewall or encription

Feasibility (yapılabilirlik): Feasibility reports are used when your purpose is to assess the practicality of an idea or plan.

For example, justify the cost of the interactive Web sites

A General Model for Long Reports

Long Reports Audience and Purpose analysis Types of proposals A General Model for Long

Reports From Matter and End Matter in Long

Reports Usibility Considerations


After analyzing your audience and purpose, do some basic research.

The sketch a rough outline with headings and subheadings for the report.

Introduction: The introduction engages and orients the audience and provides background as briefly as possible for the given situation

Often, familiar writers (have a background) write long introduction....

But, readers do not generally need long history lessons about the topic.


In the introduction (Figure 12.6):

identify the topic’s origin and signifiance Define or describe the problem or issue Explain the report’s purpose Briefly identify research methods (interviews, literature

searches) List working definitions, but if the you have more than two

or three place definitions in a glossary Finally, briefly state your conclusion


Body (Figure: 12.6): The body describes and explains your findings Present a clear and detailed picture of the evidence,

interpretations, and reasoning on which you will base your conclusion

Divide topics into subtopics, and use informative headings as aids to navigation

The body of your report will vary greatly, depending on the audience, topic, purpose, and situation.


Conclusion (Figure: 12.7): Conclusion is important because it answers the questions

that originally sparked the analysis In conclusion: you summarize, interpret, and recommend Your conlusion should provide a clear and consistent

perspective on whole document. Do not introduce new ideas, facts or statistics in the

conclusion.

From Matter and End Matter in Long Reports




Proceeding the report is front matter: Title page, letter of transmittal, table of contents and

abstract or summary of of the report’s content.

Following the report (as needed )in the end matter:

The glossary, appendixes, and list of references cited can either provide suppporting data or help users follow the technical section.

Users can refer to any of these supplements or skip them altogether, according to their needs.


Page: 272 – 274 – Read details (HW) Title page, Letter of transmittal, Table of contents, List of tables and figures, Abstract or executive summary Appendixes, Glossary, List of references,

Usibility Considerations Clear identify the problem or goal

Provide enough information but not too much

Provide accurate information

Use appropriare visuals

Use informative headings

Write clearly and concisely

Sample Long Report

Page: 276-281

And Checklist for Long Reports Page: 282 What will be the your checklist?

short and long reports, proposals and how to read paper melek oktay moktay [email protected]

Documents

short report short reports

short reports proposals

recommendation reports

status reports

short ones

paper long reports

regular progress reports

true purpose slide