Creating ReportsCreating Reports

Understanding various types Understanding various types of reports and writing of reports and writing persuasive persuasive

Analytical ReportsAnalytical Reports

Differentiating Differentiating Informal/Formal ReportsInformal/Formal Reports

Audience Analysis - yields info on Audience Analysis - yields info on formalityformality• How familiar is audience with topic?How familiar is audience with topic?

– Regular contact: iRegular contact: informalnformal (not chatty/personal) (not chatty/personal)– not necessary to document extensivelynot necessary to document extensively

– No regular contact: No regular contact: formalformal (background/history) (background/history)

– documentation vital to persuasivenessdocumentation vital to persuasiveness

– standard sections needed (front matter, etc.)standard sections needed (front matter, etc.)

– more info repeated throughoutmore info repeated throughout

Purpose & CharacteristicsPurpose & Characteristics

To report info – daily activities, meetings, To report info – daily activities, meetings, trips, conferences, progress on projectstrips, conferences, progress on projects

To analyze info – data for decision making or To analyze info – data for decision making or lab/field studieslab/field studies

To persuade readers to consider analysis and To persuade readers to consider analysis and accept recommendationsaccept recommendations

Sequence of InfoSequence of Info

OverviewOverview – states purpose and/or problem– states purpose and/or problem

BackgroundBackground – when needed, presents info about methods of – when needed, presents info about methods of investigation, material & equipment useinvestigation, material & equipment use

Results Results – presents results of research (discussion later)– presents results of research (discussion later)

DiscussionDiscussion – explains or justifies conclusions or – explains or justifies conclusions or recommendations; not included in informal reportrecommendations; not included in informal report

Recommendation Recommendation – makes clear recommendations for – makes clear recommendations for resolving problem; stems logically from evidence (data)resolving problem; stems logically from evidence (data)

Informal ReportsInformal Reports

Task reportsTask reports – – recommendation or justification recommendation or justification (defends a suggestion or solution such as equipment (defends a suggestion or solution such as equipment purchase or changes in procedures); purchase or changes in procedures); inspection/examination – records observable details inspection/examination – records observable details (often on a form)(often on a form)

Periodic ActivityPeriodic Activity – – daily, weekly, etc. daily, weekly, etc. (supervisors/managers describe work completed); (supervisors/managers describe work completed); can be basis for projections, changes in project can be basis for projections, changes in project design, etc. design, etc.

Informal Reports – cont’dInformal Reports – cont’d

Progress Report Progress Report – summarize progress, status & – summarize progress, status & projections related to a specific project; aka projections related to a specific project; aka status status oror interim reports; interim reports; includes description of includes description of project/purpose, work completed, in-progress & to-project/purpose, work completed, in-progress & to-be-completedbe-completed

Meeting MinutesMeeting Minutes – record of proceedings – record of proceedings Trip and Conference Reports Trip and Conference Reports – review & evaluate – review & evaluate

activities; establish prioritiesactivities; establish priorities To File Reports – To File Reports – document ideas or actions for document ideas or actions for

future reference; conversations, discussions, future reference; conversations, discussions, directives concisely documenteddirectives concisely documented

Formal Reports - SectionsFormal Reports - Sections

Front MatterFront Matter – – all that precedes all that precedes body of Reportbody of Report• title pagetitle page• letter of transmittalletter of transmittal• table of contentstable of contents• table of table of

illustrations/figuresillustrations/figures• abstract/executive abstract/executive

summarysummary

Body of Formal ReportBody of Formal Report

Begin on Page 1:Begin on Page 1:• background to problembackground to problem• literature search/ literature search/

primary:secondaryprimary:secondary• approach, method & approach, method &

materials (experiments, materials (experiments, surveys)surveys)

• working definitions*working definitions*• results: data/findingsresults: data/findings• discussiondiscussion• conclusionconclusion• recommendationsrecommendations

Define the ProblemDefine the Problem

What is most important problem to be solved? Why? What is most important problem to be solved? Why?

Don’t assume reader sees it your way. Don’t assume reader sees it your way. phrase it as a neutral questionphrase it as a neutral questiondefine it concretely and precisely (not abstractly)define it concretely and precisely (not abstractly)define all terms critical to reportdefine all terms critical to report

Specific cause(s) and effect(s), short & long-termSpecific cause(s) and effect(s), short & long-termwhat is wrong? what caused it to go wrong?what is wrong? what caused it to go wrong?when did it go wrong?when did it go wrong?

Suggest and evaluate Suggest and evaluate possible solutionspossible solutions

What are potential solutions?What are potential solutions? Do they involve cost, actions, revised Do they involve cost, actions, revised

theories?theories? What elements are common to all What elements are common to all

possible solutions?possible solutions? How are possible solutions different?How are possible solutions different? Which can be eliminated right away (too Which can be eliminated right away (too

costly, beyond the scope of the report)costly, beyond the scope of the report)

Outline best courseOutline best courseof actionof action

Explain why/how course of action recommended Explain why/how course of action recommended solves problem and accounts for ALL stated causes solves problem and accounts for ALL stated causes better than other alternativesbetter than other alternatives

Show how the course of action is practicalShow how the course of action is practical

Anticipate relevant problems/objections readers may Anticipate relevant problems/objections readers may havehave

Specify individuals Specify individuals or agencies that need to take actionor agencies that need to take action

OrganizationOrganization Chronological

explain processes, setting up a new procedure to solve problem

Spacialdescribe objects or locations

Cause and Effectarrange in descending or ascendingorder depending on purpose

Comparison and/or Contrastadvocate a new approach basedon research

End MatterEnd Matter(follows body of report)(follows body of report)

Appendixes -present info that would interrupt Appendixes -present info that would interrupt flow of report: consider purpose, audience, flow of report: consider purpose, audience, task; label & title each itemtask; label & title each item• formulas for calculationsformulas for calculations• survey formssurvey forms• interview questionsinterview questions• transcriptstranscripts• related correspondencerelated correspondence• references for further readingreferences for further reading

End Matter - Cont’dEnd Matter - Cont’d

• GlossaryGlossary -mini-dictionary -mini-dictionary

– consistency in itals or asterisksconsistency in itals or asterisks

– placement may vary (see purpose/audience)placement may vary (see purpose/audience)

consider how your readers will use/need consider how your readers will use/need definitionsdefinitions

End Matter - Cont’dEnd Matter - Cont’d

List of Symbols, List of AbbreviationsList of Symbols, List of Abbreviations

• define special symbols, signpostsdefine special symbols, signposts

• use standard abbreviations but avoid use standard abbreviations but avoid overuse overuse – try to avoid if possibletry to avoid if possible

End Matter - Cont’dEnd Matter - Cont’d

Footnotes, Sources Cited, Works Cited or Footnotes, Sources Cited, Works Cited or References, Annotated BibliographyReferences, Annotated Bibliography

• document sources internally and at enddocument sources internally and at end• select format appropriate for discipline/professionselect format appropriate for discipline/profession• include a Words Cited for all outside sources used include a Words Cited for all outside sources used

(not just consulted) in the Report(not just consulted) in the Report• NoteNote: Cite any unoriginal info, stats, facts, and : Cite any unoriginal info, stats, facts, and

visuals internally and on reference pagevisuals internally and on reference page