Business communication building critical skill 3rd by locker module 23

PPT
PPT

Module
Module 23
23
Short
ShortReports
Reports

McGraw-Hill/Irwin

©2007, The McGraw-Hill Companies, All Rights


23-2

Short
Short Reports
Reports
♦To learn how to
 Organize information in reports.
 Create a good writing style for
reports.
 Ask good questions on the job.


23-3

Proposals
Proposals and

and Progress
Progress
Reports
Reports
Start by answering these questions:
 What are the basic strategies for
organizing information?
 Do different kinds of reports use
different patterns of organization?
 Should I use the same style for
reports as for other documents?


23-4

Patterns
Patterns of
of Organization
Organization
♦ Comparison/Contrast
♦ Problem/Solution
♦ Elimination of Alternatives
♦ General to Particular/Particular to General
♦ Geographic or Spatial
♦ Functional
♦ Chronological


23-5

Types
Types of
of Reports
Reports
♦Informative and
Closure Reports
♦Feasibility Reports
♦Justification
Reports


23-6

Justification
Justification Reports
Reports
♦Indicate what you’re asking for
and why it’s needed.
♦Briefly give the background of the
problem or need.
♦Explain each possible solution.
♦Summarize the action needed.
♦Ask for the action you want.


23-7

Problem-Solving
Problem-Solving Reports
Reports

♦ Describe the organizational problem.
♦ Show why easier or less expensive
solutions will not solve the problem.
♦ Present your solution impersonally.
♦ Show that the disadvantages of your
solution are outweighed by advantages.
♦ Summarize the action you need.
♦ Ask for the action you want.


23-8

Report-Writing
Report-Writing Style
Style
♦Follow the advice in Modules 15 &
16, except
 Use a fairly formal style, without
contractions or slang.
 Avoid the word you.
 Include in the report all definitions and
documents needed to understand the
recommendations.


23-9

Headings
Headings
♦Informative or Talking Heads

 Tell the reader what to expect.
 Are preferred over topic headings.
 Should be expressed in parallel form.

♦Topic Headings
 Focus on the structure of the report.
 Should be expressed in parallel form.