October 22, 2014 Welcome to ENG 1450 Writing and Reading for Problem Solving ***Please keep your homework & report at your desk.*** Tonight’s agenda • Quiz #3 (6-6:30) • Brief presentations – Sam, Dennis, Jonathan Goolsby, Shelby (6:30-45) • Writing strategies – reports (6:45-7:15) • Report #6 (7:15-30) • Break (7:30-40) • Individual presentation #2 (7:40-8) • Reading strategies – symbolic annotation discussion (8-8:40) • Homework #6 (8:40-55) Writing strategies – reports (… and note-taking) ***presentation courtesy of Suba Subbarao, English department chair*** Overview of Discussion • Objectives • Report Channels • Criteria for Writing Short, Informal Reports • Types of Reports • Process 4 Objectives Reports allow you to: • Supply a record of work accomplished • Record and clarify complex information • Present information to a large number of readers • Record problems encountered • Document schedules, timetables, deadlines, and milestones • Recommend future action • Document current status • Record procedures 5 Report Channels Reports can be written in any of the following formats: • Memo reports • E-mail reports • Letter reports 6 Criteria for Writing Reports All reports contain similar elements, including: • Organization • Development • Style 7 Criteria for Writing Reports (cont.) • Organization—to organize your report, include a(n): – Heading – Introduction – Discussion – Conclusion/Recommendation 8 Criteria for Writing Reports (cont.) • Organization (cont.) – Heading—like a memo, include: • • • • Date (on which the report was written) To (your audience) From (your name) Subject (the topic about which you are writing and a focus) Focus Topic Subject: Progress Report on the XYZ Project 9 Criteria for Writing Reports (cont.) • Organization (cont.) – Introduction • Purpose—why you are writing and what you are writing about • Personnel—others involved in the project (optional) • Dates—time period covered (optional) 10 Criteria for Writing Reports (cont.) • Organization (cont.) – Discussion • Develop your points • Use headings and subheadings • Include graphics for visual appeal, conciseness, and clarity 11 Criteria for Writing Reports (cont.) • Organization (cont.) – Conclusion • Sum up what you have learned, what of importance has occurred, or what decisions have been made. – Recommendations • Suggest what the next course of action should be. 12 Criteria for Writing Reports (cont.) • Development – Answer reporter’s questions. • Who is involved in the project? • What are the steps in the procedure; what decisions have you made; what facts have you discovered? • When did the activities occur? • Where did the events occur? • Why are you writing—what motivated the report? • How did the occurrence take place (for an incident report, for example)? 13 Criteria for Writing Reports (cont.) • Style – Clarity – Conciseness – Graphic aids (tables and figures) for document design 14 Types of Reports • • • • Trip Reports Progress Reports Lab Reports Feasibility Reports (Recommendation Reports) • Incident Reports • Investigative Reports • Meeting Minutes 15 Trip Reports • Introduction – Objectives • • • • Why are you working on the project? What problems motivated the project? What do you hope to achieve? Who initiated the project? 16 Trip Reports (cont.) • Introduction (cont.) – Personnel • With whom are your working (team members, other associated, customers)? – Previous activity (if this is one of several reports in a series) • What has happened up to this point? 17 Trip Reports (cont.) • Discussion (Findings, Agenda) – Work accomplished – Problems encountered • Conclusion NOTE: Consider including graphics to document your report visually. – What has been achieved up to this point? – What is the projected completion date? • Recommendation – What do you suggest should happen next? 18 Progress Report • Introduction – Objectives • Why are you writing the report? • What is the topic of your report? 19 Progress Report (cont.) • Discussion – What work have you accomplished? – What problems did you encounter? – What work is remaining? NOTE: Consider including graphics to document your report visually—pie charts, bar charts, and Gantt charts work well with progress reports. 20 Progress Report (cont.) • Conclusion/Recommendation – Provide an overview of the project’s status. • Suggest what’s next. 21 Lab Report • Introduction – Rationale—what motivated the report? – Objectives—what is the lab’s goal? – Authorization—who authorized the lab work? – Personnel—who else is involved in the project? 22 Lab Report (cont.) • Discussion (Methodology) – Apparatus—what equipment or approach was used? – Procedures—what steps were taken? • Conclusion—what did the lab prove? • Recommendation—what should occur next? 23 Feasibility (Recommendation) Report • Introduction – Objectives/Personnel • • • • What is the goal of this report? What problem motivated the study? Who initiated the report? Who else is involved in the study? 24 Feasibility (Recommendation) Report (cont.) • Discussion (Findings) – Criteria—what will be the basis for your recommendation (cost, time, personnel, options, delivery methods, etc.)? – Analysis—report on your findings, comparing them to your criteria. NOTE: A table or bar chart will help readers visualize your discussion. 25 Feasibility (Recommendation) Report (cont.) • Conclusion – Draw a conclusion, based on your findings. • Recommendations – What is the most feasible next course of action? 26 Incident Report • Introduction – Purpose • What incident occurred? • When did it occur? • Who and what was involved? • Discussion (Findings, Work Accomplished) What problems did you find? What actions did you take to correct the problems? 27 Incident Report (cont.) • Conclusion – What caused the problems? – What was the result of the problems (damage, cost, etc.)? • Recommendations – What should be done to avoid future problems? 28 Investigative Reports • Introduction (overview, background) – Purpose: What incident are you reporting on and what do you hope to achieve in this investigation? – Location: Where did the incident occur? – Personnel: Who was involved in the incident? • Who worked with you? • Who was involved in the situation? – Authorization: Who recommended or suggested that you investigate the problem? 29 Investigative Reports (cont.) • Discussion (Findings) – Observations, including physical evidence, descriptions, lab reports, testimony, and interview responses. – Contacts—people interviewed – Difficulties encountered – Techniques, equipment, and/or tools used in the course of the investigation – Test procedures followed 30 Investigative Reports (cont.) • Conclusion – What discoveries have you made regarding the causes behind the incident? – Who or what is at fault? • Recommendations. – What do you suggest next? • Changes in personnel? • Changes in approach or methodology? • New training or technology? What is the preferred followup for the patient or client? – How can the problem be fixed? 31 Meeting Minutes • Introduction – Date/Time/Place of the meeting – Attendees—List names of those who attended the meeting. – Approval of Last Meeting's Minutes 32 Meeting Minutes (cont.) • Discussion (Findings, Agenda) – Report on: • • • • • decisions made conclusions arrived at issues confronted opposing points of view votes taken 33 Meeting Minutes (cont.) • Conclusion – Old Business—old topics still unresolved and needing further discussion. – New Business—new topics to be covered in future meetings. – Next Meeting—when the committee will meet next, providing the date, time, and location. – Time of Adjournment—when the meeting ended. – Signature—sign your name beneath the typed signature (unless the minutes will be submitted electronically). 34 Report #6 – due before class on Wednesday, Oct. 29 • • Write a report about anything you want (fictional or nonfictional). Use the examples/ideas we just discussed to create/choose a topic. The report must contain the following elements: 1. Organization 2. Development 3. Style • Submit the report to me via e-mail. – – • I am your target audience. Practice professional communication skills. Begin prewriting and drafting in class. Report #6 – some ideas to get you started • • • • • The last time you got your car serviced. Your last trip to the grocery store. A family outing. A hunting or fishing trip. Etc. Individual presentation #2 • Briefly introduce your homework #5 to the class. • Paraphrase your article/video. • How does this article/video align with course content? Reading strategies – symbolic annotation • Read the article “Inside 23andMe Founder Anne Wojcicki’s $99 DNA Revolution.” • Symbolically annotate the article. Generating solutions making decisions • Consider the article “Inside 23andMe Founder Anne Wojcicki’s $99 DNA Revolution.” • What are the problems? • What might be the solutions? • What decisions will need to be made? Homework #6 – due Oct. 29 • No, thank you. There is no homework #6.