CRITIQUE

Page 612 Summary by Learning Objectives LO 18-1 Use your time efficiently when writing reports. Think about the parts of the report and what material can come from previous documents or research.

When possible, even before finishing your research write some report sections: Purpose, Scope, Methods, Assumptions, Limitations, Criteria, and Definitions.

Use technology tools to manage your time more efficiently. LO 18-2 Analyze data, information, and logic. Good reports begin with good data. Make sure your data come from reliable sources.

Analyze report numbers and text for accuracy and logic. LO 18-3 Choose information for reports. Choose information to include that your audience needs to know to make a decision.

Figuring out whether your audience is supportive, neutral, or skeptical will guide you on how much information you need to include.

Determine what information to put in the body of the report or in appendixes. LO 18-4 Organize reports. Choose an appropriate organizational pattern for your information and purposes. The most common patterns are comparison/contrast, problem–solution, elimination of alternatives, SWOT analysis, general to particular, particular to general, geographic or spatial, functional, and chronological.

LO 18-5 Present information effectively in reports. Reports use the same style as other business documents, with three exceptions:

1. Reports use a more formal style, without contractions or slang, than do many letters and memos. 2. Reports rarely use the word you . 3. Reports should include all the definitions and documents needed to understand the recommendations. To create good report style, 1. Use clear, engaging writing. 2. Keep repetition to a minimum. 3. Introduce all sources and visuals. 4. Use forecasting, transitions, topic sentences, and headings. PRINTED BY: SHERIFAT EGBERONGBE . Printing is for personal, private use only. No part of this book may be reproduced or transmitted without publisher's prior permission. Violators will be prosecuted. Page 613 Headings must use the same grammatical structure. Subheads under a heading must be parallel to each other but do not necessarily have to be parallel to subheads under other headings.

LO 18-6 Prepare the different components of formal reports. The title page of a report usually contains four items: the title of the report, whom the report is prepared for, whom it is prepared by, and the date.

If the report is 25 pages or less, list all the headings in the table of contents. In a long report, pick a level and put all the headings at that level and above in the contents.

Organize the transmittal in this way:

1. Release the report. 2. Summarize your conclusions and recommendations. 3. Mention any points of special interest in the report. Show how you surmounted minor problems you encountered in your investigation. Thank people who helped you. 4. Point out additional research that is necessary, if any. 5. Thank the reader for the opportunity to do the work and offer to answer questions. Summary abstracts present the logic skeleton of the article: the thesis or recommendation and its proof. Descriptive abstracts indicate what topics the article covers and how deeply it goes into each topic, but do not summarize what the article says about each topic. A good abstract or executive summary is easy to read, concise, and clear. A good abstract can be understood by itself, without the report or references.

The “Introduction” of the report always contains a statement of purpose and scope. The purpose statement identifies the organizational problem the report addresses, the technical investigations it summarizes, and the rhetorical purpose (to explain, to recommend). The scope statement identifies how broad an area the report surveys. The introduction may also include limitations, problems or factors that limit the validity of your recommendations; assumptions, statements whose truth you assume, and which you use to prove your final point; methods, an explanation of how you gathered your data; criteria used to weigh the factors in the decision; and definitions of terms audiences may not know.

A “Background” or “History” section is usually included because reports are filed and may be consulted years later by people who no longer remember the original circumstances.

The body of the report, usually the longest section, analyzes causes of the problem and offers possible solutions. It presents your argument with all evidence and data.

“Conclusions” section summarizes points made in the body of the report; under “Recommendations” are action items that would solve or ameliorate the problem. These sections are often combined if they are short.

Appendixes provide additional materials that the careful audience may want. PRINTED BY: SHERIFAT EGBERONGBE . Printing is for personal, private use only. No part of this book may be reproduced or transmitted without publisher's prior permission. Violators will be prosecuted. Continuing Case The All-Weather Case, set in an HR department in a manufacturing company, extends through all 19 chapters and is available at www.mhhe.com/locker11e . The portion for this chapter asks students to organize data from the cross-cultural training program and prepare an outline for a recommendation report based on the data.

Exercises and Cases 18.1 Reviewing the Chapter 1. What are some sections of the report you may be able to write even before finishing your research? ( LO 18-1 ) 2. What are some criteria to check to ensure you have quality data? ( LO 18-2 ) 3. What kinds of patterns should you look for in your data and text? ( LO 18-2 ) 4. What are some guidelines for choosing information for reports? ( LO 18-3 ) 5. Name seven basic patterns for organizing reports. For four of them, explain when they would be particularly effective or ineffective. ( LO 18-4 ) 6. What are three ways that style in reports differs from conventional business communication style? ( LO 18-5 ) 7. Name four good writing principles that are particularly important in reports. ( LO 18-5 ) 8. How do you introduce sources in the text of the report? ( LO 18-5 ) 9. Why should reports try to have a topic sentence at the beginning of each paragraph? ( LO 18-5 10. What are the characteristics of an effective report title? ( LO 18-6 ) 11. What goes in the letter of transmittal? ( LO 18-6 ) 12. What is the difference between summary and descriptive abstracts? ( LO 18-6 ) 13. What goes in the introduction of a report? ( LO 18-6 ) 14. What is the difference between conclusions and recommendations? ( LO 18-6 ) 18.2 Identifying Assumptions and Limitations Indicate whether each of the following would be an assumption or a limitation in a formal report.

a. Report on Ways to Encourage More Students to Join XYZ Organization’s Twitter Feed 1. I surveyed a judgment sample rather than a random sample. 2. These recommendations are based on the attitudes of current students. Presumably, students in the next several years will have the same attitudes and interests. b. Report on the Feasibility of Building Hilton Hotels in Romania 1. This report is based on the expectation that the country will be politically stable. 2. All of my information is based on library research. The most recent articles were published PRINTED BY: SHERIFAT EGBERONGBE . Printing is for personal, private use only. No part of this book may be reproduced or transmitted without publisher's prior permission. Violators will be prosecuted. 1. These recommendations may change if the cost of gasoline increases dramatically or if there is another deep recession. 2. This report is based on a survey of adults ages 20 to 24 in California, Texas, Illinois, Ontario, and Massachusetts. 3. These preferences are based on the cars now available. If a major technological or styling innovation occurs, preferences may change. PRINTED BY: SHERIFAT EGBERONGBE . Printing is for personal, private use only. No part of this book may be reproduced or transmitted without publisher's prior permission. Violators will be prosecuted.