10
Informal Reports
Reports
• Allow managers and co-workers to
 stay informed,
 review opinions,
 plan, and
 make decisions.
• Considered legal documents.
• Must be
 accurate,
 complete,
 objective,
 selective, and structured.
Successful Reports
1. Content:
• Purpose:
• Select and include the information necessary for
actions to be taken or decisions to be made.
• Consider the reader’s needs and background
knowledge.
• Organize the material logically for the reader.
Successful Reports, cont’d.
2. Clarity:
• Use correct grammar and spelling.
• Include overviews, transitions, and topic sentences.
• Cite your sources.
• Use visual aids.
• Outline the criteria for options and conclusions.
Successful Reports, cont’d.
3. Skimmability:
• Use easy-to-read fonts and font sizes
• Use clearly distinguishable headings
and sub-headings to organize data.
• Use white space and avoid a
cluttered format.
Reports should be reader-centered and user friendly.
Informal vs. Formal Reports
Informal reports
• are 1–10 pages in
•
•
•
•
length,
follow a letter or memo
format,
use personal pronouns
and contractions,
include some visual
aids, and
are routine and internal.
Formal reports:
• are 10–100 pages;
• don’t use personal pronouns
•
•
•
•
•
or contractions;
include a title page, cover
letter, table of contents, and
abstract; - formal style
Indicative of the organization
are based on extensive
research or study;
include many visual aids; and
are distributed to external or
internal superiors.
Direct or Indirect Approach
Are you persuading or just informing?
The direct approach is
The indirect approach
• used for informational and analytical
• expects resistance from the reader,
reports, and
• used for routine, non-sensitive
information for recurring or one time
events.
and
• requires persuasion or education of
the reader.
• builds gradual acceptance
Informational format:
Purpose/introduction/background
Facts and findings
Summary
Analytical format:
Purpose/introduction/background
Conclusions or recommendations
Facts and findings
Reader Agrees
Discussion and analysis
Little
Persuasion
Needed
Analytical format:
Purpose/introduction/background
Facts and findings
Discussion and analysis
Conclusions or recommendations
Reader does
not Agree
Needs More
Persuasion
Report Style
1. depends on audience and organization,
2. is written for primary and secondary readers,
3. uses clear references (pronouns and proper
names) and unbiased language.
Short Reports
• Purpose:
• Information – collect data for the reader – provide routine
information
• Analytical and Recommendation - interpret data & propose
a course of action, procedure, change in policy, etc.
Short Reports
• PURPOSE – TYPES of Information Reports
• Periodic
• Produced at regular intervals
• E.g., Monthly sales reports, service data
• Incident
• Addresses who, why, what, where, when and how; provides only facts
• E.g., Accident report or Safety Incident Report
• Investigative
• Responds to requests for information, details and sometimes analysis
• Compliance
• E.g., Legal reports, Quality Reports, Audits
• Situational
• Summarize event details; hi-lite learning benefits; justify expenses
• E.g., Sales call reports, trip reports,
• Progress reports
• Monitor progress and status of a project; discusses problems; budget
Short Reports
• PURPOSE – TYPES of Information Reports Cont`d:
• To-File Reports
• record decisions, discussions, and directives; and
• are filed for future reference.
• E.g., Board of Director Meeting Records
• Summary Report
• High level report – condenses information for management
• Proposals
• Directed Externally or Internally
• address how problems can be solved,
• sell goods and services, and
• suggest changes to policy or spending for future improvements.
• E.g., Selling goods or suggesting that management support researching a company
fitness plan
Informal
Report
Informal
Report
Short Reports
• PURPOSE – TYPES of Analytical Reports:
• Recommendation Report
• are commissioned by the recipients,
• evaluate and express professional opinions, and recommend actions/interventions
• E.g., Supplier review reports - Workplace Time Management Systems Review
• Justification Report
• detail the rationale for purchases, hiring, or policy change; and
• outline what is needed and why it’s needed.
• E.g., Hiring additional personnel
• Feasibility Report
• evaluate projects and alternatives and consider costs and benefits
• ask questions such as “Do we need it?” and “Will it succeed?”
• Yardstick – Comparison Report
• Which option is best based on predetermined criteria
• E.g., Comparing travel agencies
Executive Summary (PSD)
I.
Introduction
II. Project Strategic Context
III. Technical Analysis
IV. Institutional Assessment
FEASIBILITY
STUDY
V. Environmental Assessment
VI. Stakeholder Analysis
VII. Financial and Socio-Economic
Analysis
VIII. Conclusions
IX. Project Implementation Plan
IX. Appendices
Short Reports
• Frequency of submission:
• Periodic
• One time (specific issue or project)
• Format
• Opening summary (no heading)
• Work Completed
• Work in Progress
• Work to be Completed
• Closing/Forecast (no heading)
Short Reports – Formats and Distribution
Memo
Report
Good for circulating data
Not more than 10 pgs.
Informal, conversational style
Prepared
Form
Report
Time-saving, preprinted forms
with standard headings – e.g.,
Sales Reports, Incident
Reports
Letter Report
From one organization to
another on company letterhead
Manuscript format; with
headings and sub-headings
Formal Report
The Writing Process
I. Plan:
• What do you need?
• How long will it take?
• Who will complete each
task?
II. Research:
• Brainstorm.
• Think about the “big
picture”.
• Ensure that your data is
current, valid, reliable,
and accurate.
III. Compose and revise:
• Create an outline.
• Save copies of your
work.
• Ensure that your work
answers questions the
reader would ask.
• Proofread.
Elements of Informal Reports
1. Introduction (Background):
• Detail the purpose of the report or reason for the report.
• Preview the key points.
• Outline the data collection methods.
2. Findings/Results/Facts:
• Organize the data by subheadings.
3. Summary/Conclusions/ Recommendations:
• List in order of importance (most to least).
• This section is often most interesting to the reader.
Headings and Subheadings
Two main types:
1. Functional headings
• Example: Introduction, Findings, Summary
2. Descriptive or ‘talking heads’
• Reflect the content of the report, summarizing key
points
• Example: New Policy on E-mail
Headings and Subheadings should be...
• Short and clear – limit to 8 words
• Parallel –sentence structure and words balanced
• Ranked –show relationship between first and second levels
• E.g.,
CAPS AND CENTERED
Use
subheadings only if you have more than one
• Free of typographic widows and orphans
• Don`t refer to this, that, these or those
• Without quotation marks (“New Policy on E-mail”)
Visual Aids and Graphics
Serve two main purposes:
1. Make numerical information easier to
understand, and
2. clarify and simplify data.
The Most Effective Visual Aids are…
• Clearly titled and labeled
• Uncluttered and easy to understand
• Accurate
• Serving a purpose
• Integrated at the correct place
• Supported by an explanation
Types of Visual Aids and Graphics
Simple Table
Complex Table
Matrix – Qualitative Data
Pie Chart
Bar Chart, Vertical
Picture Graph
Line Graphs – Gantt Chart
Line Graphs – Flow Chart
Line Graphs – Organizational Charts
Do`s and Don`ts for Graphics
Do:
 Use graphics that are consistent with your message
 Minimize distortion – scale of charts and labels
 Round off decimals to the nearest whole number
 Apply consistent style for titles, numbers, sizing of charts and graphs
E.g., Table of equal importance should be of equal size
Don`t:
 Bury important information by presenting too much data in a graphic
– show only what is absolutely essential
 Don`t distort data by omitting relevant information
 Let the graphics upstage you