Ch. 11 Report Planning & Research

8/6/2019 Ch. 11 Report Planning & Research

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Report planning andReport planning and

ResearchResearch


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Ten Truths About Business

Reports1. Everyone writes reports.

2. Most reports flow upward.

3. Most reports are informal.

4. Three report formats (memo, letter,

and manuscript) are most common.5. Reports differ from memos and letter


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6. Todays reports are written oncomputers.

7. Some reports are collaborative efforts.8. Ethical report writers interpret facts

fairly.

9. Organization is imposed on data.10.The writer is the readers servant.

Ten Truths About Business

Reports


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Report Functions

Informational reports Analytical reports


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Report Formats

Letter format (outside the organization)

Memo format (with in the organization)

Manuscript format (longer formal reports)

Printed forms (repititive data ,monthlyetc)


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Introduction

Identify the report and its purpose.

Present a brief overview of the

reports organization, especially for

longer reports.

When readers are unfamiliar with the

topic, briefly fill in the backgrounddetails.

Writing Informational Reports


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Body

Group facts or findings into three to five

roughly equal segments that do notoverlap.

Organize by time, component, importance,

criteria, convention, or some other method.



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Body

Supply functional or talking heads (atleast one per page) to describe each

section. Use an informal, conversational

writing style unless a formal tone isexpected.

Use bullets, numbered and letteredlists, headings, underlined items, andwhite space to enhance readability.



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Summary/Conclusion

When necessary, briefly review the

main points and discuss what action

will follow.

If relevant, express appreciation or

describe your willingness to provide

further information.



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Typical informational business reports

Periodic reports

Describe production, sales, shipping, service,and other recurring activities.

Trip, convention, conference reports

Describe an event, summarize three to five

main points, itemize expenses, and estimatethe events value.



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Typical informational business reports

Progress and interim reports

Explain continuing projects, including workcompleted, work in progress, future activities, a

completion date.

Investigative reports

Examine problems and supply facts; provide littanalysis.



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Student Progress Report

DATE: ~~~~~~

TO: ~~~~~~

FROM: ~~~~~~

SUBJECT: ~~~~~~

~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~

~~~~~~~~~~~~~~~~~~~~~~~~

Background~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~

~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~

~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~

~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~

~~~~~~~~~~~~~~

Work Completed~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~

~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~

~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~


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~~~~~~~~~~ Page 2 ~~~~~~~~

~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~

~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~

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Work To Be Completed~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~

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Student Progress Report


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Writing Analytical Reports


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Introduction

Explain why the report is being written. For

research studies, include the significance,

scope, limitations, and methodology of theinvestigation.

Preview the reports organization.

For receptive audiences, summarize theconclusions and recommendations.



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Findings

Discuss the pros and cons of each

alternative. For receptive audiences,

consider placing the recommendedalternative last.

Establish criteria to evaluate alternatives.

In yardstick studies create criteria to use

in measuring each alternative consistently.



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Findings

Support the findings with evidence: facts,

statistics, expert opinion, survey data, and

other proof.

Use headings, enumerations, lists, tables,

and graphics to focus attention.



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Typical analytical business reports

Justification/recommendation reports

Make recommendations to management; providedata to solve problems and make decisions.

Feasibility reports

Analyze problems and predict whether alternativeswill be practical or advisable.

Yardstick reports Establish criteria and evaluate alternatives bymeasuring against the yardstick criteria.



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Audience Analysis andAudience Analysis andReport OrganizationReport Organization

Indirect Pattern

If readers

need to be

educated

If readers

need to be

persuaded

If readers

may be hostile

or disappointed

Report

-----------------------

-----------------------

-----------------------

-----------------------

-----------------------

-----------------------

-----------------------

-----Main Idea ----


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Applying the Writing Process

to ReportsStep 1

Step 2

Step 3Step 4

Step 5

Step 6

Step 7

Analyze the problem and purpose.

Anticipate the audience and issues.

Prepare a work plan.Implement your research strategy.

Organize, analyze, interpret, illustrate

the data.

Compose the first draft.

Revise, proofread, and evaluate.


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Work Plan for a Formal Report

Statement of problem

Statement of purpose

Sources and methods of data collection

Tentative outline

Work schedule


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Researching Report Data


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Locating secondary electronic data

Electronic databases

The Internet

World Wide Web search toolsGoogle MSN search

Ask Jeeves Yahoo!

Evaluating Web sources

How current is the information?How credible is the author or source?

What is the purpose of the site?

Do the facts seem reliable?



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Tips for searching the Web Use two or three search tools.

Understand case sensitivity.

Prefer uncommon words.

Omit articles and prepositions.

Use wild cards.

Know your search tool.

Learn basic Boolean search strategies.

Bookmark the best pages.

Be persistent.

Repeat your search a week later.



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Researching primary data Surveys

Interviews

Observation

Experimentation



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Documenting Data


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Learning what to document Another person's ideas, opinions, examples, or

theory

Any facts, statistics, graphs, and drawings that arenot common knowledge

Quotations of another person's actual spoken or

written words

Paraphrases of another person's spoken or written

words

Documenting Data


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Dont Document These

Your own ideas.

Common knowledge (i.e., what an averagecollege graduate who hasnt done this research

would know). Information youve found in multiple sources

(e.g., Shakespeare died in 1616), unless itscontroversial (e.g., Shakespeares plays werewritten by Queen Elizabeth).


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Manual note taking suggestions Record all major ideas from various sources on

separate note cards.

Include all publication data along with precise

quotations.

Consider using one card color for direct quotes

and a different color for your paraphrases and

summaries.

Documenting Data


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Electronic notetaking suggestions Begin your research by setting up a folder on your

hard-drive that will contain your data.

Create separate subfolders for major topics, such

as Introduction, Body, and Closing.

When on the Web or in electronic databases you

find information you may be able to use, highlight

(i.e., drag with your mouse) the passages you

want to save, copy them (using control-c), pastethem (using control-v) into documents that you will

save in appropriate subfolders.

Documenting Data


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Learn to paraphrase Read the original material carefully so that you can

comprehend its full meaning.

Write your own version without looking at the

original.

Do not repeat the grammatical structure of the

original, and do not merely replace words of the

original with synonyms.

Reread the original to be sure you covered themain points but did not borrow specific language.

Documenting Data


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Three Major Systems

English, foreign language, andhumanities scholars use the ModernLanguage Association (MLA) citationsystem.

Journalists and scholars in history, art,and philosophy follow The Chicago StyleManual.

Researchers in psychology and othersocial sciences use the American

Psychological Association (APA) style.


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Chicago manual


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Use superscript (raisednumber in the text)

Use foot notes / end notes

Reference containsauthors name, title ofpublication, date and pagecited

Number citations throughout

For footnotes leave 1 &half inch line

Supply the list ofreferences (Bibliography)at the end of report.


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Sample note:

4. Donald N. McCloskey, Enterprise

andTradein Victorian Britain: Essays

in HistoricalEconomics (London: George

Allen and Unwin, 1981), 54.


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Make it at the last page

Centre the heading incapital 2 inch from the top

page Include all references

cited in the report

Arrange itemsalphabetically by authors

last name or by the firstentry of reference

Single space within anddouble space betweenreferences

Indent the second andsucceeding lines ofreferences.


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Sample bibliographic entry:

McCloskey, Donald N. Enterprise andTradein Victorian England:

Essays in HistoricalEconomics. London: George Allen and

Unwin, 1981.


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Note form Bibliographic form

numbered yalphabetized[When alphabetizing, use the author's last name for your entry; if it is not

given, simply go on to the next item in order (the ti tle of the book or

article, for example) and use that to alphabetize the entry.]

yauthor = first name and then last name yauthor = last name, comma, then first name

ylocation of publication, publisher, and year inparentheses

yno parentheses for location, publisher, andyear

yuses commas to separate items yuses periods to separate items

lists specific pages from which you took

information

ylists entire books, complete chapters, or

journal articles to which you referred

yfirst line indented 5 spaces; subsequent lines

are notyfirst line not indented; subsequent lines are

indented 5 spaces

Sample note:

4. Donald N. McCloskey, Enterprise

andTradein Victorian Britain: Essays

in HistoricalEconomics (London: George

Allen and Unwin, 1981), 54.

Sample bibliographic entry:

McCloskey, Donald N. Enterprise andTrade

in Victorian England: Essays in

HistoricalEconomics. London: George

Allen and Unwin, 1981.

Chicagomanualofstyleformat


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APA


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Start the reference list ona new page

Type the word

References center top ofpage

Double space ALL LINESbetween and within

entries Use a hanging indent

format

Arrange alphabetically

If same first author arrange by year ofpublication


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Citation Essentials

You must give enough information in theparenthetical cite for the reader to locate theentry in the reference list without difficulty.

Include the last name of author(s), date of

publication and page number at an appropriatepoint in text.

Eg. (Collins, 2000, p. 232)


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Citation Essentials

If you cannot find an author, cite the first fewwords of the reference list entry (usually the titleand year).

Eg. The homepage of UW-Green BaysProfessional Program in Nursing (2003) hasa PowerPoint presentation about APA format(American Psychological AssociationWriting, 2003).


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The List of References

The reference list at the end of the paper

provides sufficient information for

readers to identify and retrieve each

source. The reference list includes onlysources

cited in the text.

All references cited in the text must

appear in the reference list.


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Preparing the Reference List

Arrange entries in alphabetical order bysurname of the first author.

APA guidelines specify additional rulesfor special cases. (e.g., multiple worksby same author).

Entries are single spaced, doublespaced between entries, with the secondand subsequent lines indented fivespaces.


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Examples of Source

Entries(APA)

A book with one author:

Rodriguez, R. (1982).A hungerofmemory:TheeducationofRichardRodriquez.Boston: Godine.

An article in a magazine:

Auletta, K. (2001, January 15). Final offer.The New Yorker, 40-46.

Part of an online document:Elston, C. (n.d.). Multiple intelligences.Retrieved June 6, 2001, fromhttp://education.com/teachspace/


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Online Document

Elston. C. (n.d.). Multiple intelligences. Retrieved

June 6, 2001, from

http://education.com/teachspace/

Provide author, date, title data as for print

sources.

Add information regarding how and when you

retrieved the source.

If source has no publication date, use n.d.


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MLA style


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Most citations should

contain the following

basic information: Authors name

Title of work

Publication

information

Works Cited


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Citation Essentials

You must give enough information in theparenthetical cite for the reader to locate theentry in the reference list without difficulty.

Include the last name of author(s) & page

number at an appropriate point in text. Omit commas

More than one author with the same last name

(W. Wordsworth 23); (D. Wordsworth 224)

More than one work by the same author

(Joyce, Portrait121); (Joyce, Ulysses 556)

Different volumes of a multivolume work

(1: 336)

Citing indirect sources

(Johnson qtd. in Boswell 2:450)


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Citation Essentials

If the source has no known author, then use an

abbreviated version of the title:

Full Title: California Cigarette Tax Deters

Smokers

Citation: (California A14)

If the source is only one page in length or is a

web page with no apparent pagination:

Source: Dave Polands Hot Button web column

Citation: (Poland)


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BookByatt, A. S. BabelTower. New York: Random House,

1996.

Article in a Magazine

Klein, Joe. Dizzy Days. The New Yorker5 Oct. 199840-45.

Web page

Poland, Dave. The Hot Button. Roughcut. 26 Oct.1998. Turner Network Television. 28 Oct. 1998.

Works Cited: Some Examples


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Ch. 11 Report Planning & Research

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