producing the “a” report

Feb. 20, 2001 1/41 Sponsored by

SMSU Student Chapter

Producing the “A” Report

Thomas L. Warren, Professor and Director

Technical Writing ProgramOklahoma State University/M205

Stillwater, OK 74078



Overview

• Talk will coverSituationReadersStyleStandards



Document

consists of

Research Information Requirementsprocess about subject

Know what Data about Specifications data to use. subject.

Reader Collect it. Unique expectations Analyze it.

to this Organize it assignment.Process similareach time use it.



What drives the process?



Document consists of


Know what Data about Reader data to use. subject. Specifications Collect it. Unique expectations Analyze it. to this Organize it assignment.Process similareach time use it.

Reader’s need for information



Never Forget:

The reader's need for information drives the entire

reporting process!



2 Rules• The reader's needs for

information are more important than the writer's needs to express that information.

• The writer must provide the information that supplies the reader's needs in a form that the reader can easily understand.



And then . . .

Given the opportunity to misunderstand,

the readeralways will.



Readers

• Purpose of any report is to communicate

• Readers come to the report seeking information

• Rare to find casual readers



Readers Rate Reports

• Three classes of documentsUnacceptableAcceptableExcellent



Report Reception: Industry

20

60

20

Unacceptable Acceptable Excellent



Report Reception: Academic

10

80

10

A B/C D/F



Unacceptable (F/D) 20%

• Fails to solve reader's problem

• Inaccurate• Incomplete• Poorly organized• Errors in expression



Unacceptable: Example

The Income approach, used in calculating the final estimate of value of the property in question, is the process of capitalizing the resulting net income into an indication of value, estimating the subjects gross income, arriving at an appropriate capitalization rate, and to estimate a realistic schedule of expenses that are associated with the property in question.



Unacceptable, cont.: Characteristics

• Do over and over• Information is not

SoundReliableValidMay be untruthful



Unacceptable, cont.The Income approach, used in calculating the final estimate of value of the property in question, is the process of capitalizing the resulting net income into an indication of value, estimating the subjects gross income, arriving at an appropriate capitalization rate, and to estimate a realistic schedule of expenses that are associated with the property in question.



Acceptable (C/B) 60%

• Useful—contributes to solving the reader's problem

• Accurate• Complete• Orderly• Correct in expression



Acceptable, cont.: Revising Example

The Income Approach is the process of (1) estimating the subject's gross income, (2) estimating a realistic, typical schedule of expenses, (3) arriving at an appropriate capitalization rate, and (4) capitalizing the resulting net income into an indication of value.



Acceptable, cont.: Characteristics

• Will not embarrass you• Accepted and passed along

by the reader• Won't hurt you to advance• Won't help you to advance

OUTGOING



Acceptable cont. Areas to Revise

The Income Approach is the process of (1) estimating the subject's gross income, (2) estimating a realistic, typical schedule of expenses, (3) arriving at an appropriate capitalization rate, and (4) capitalizing the resulting net income into an indication of value.



Excellent (A) 20%

• Acceptable in all ways• Excellent/outstanding in

some areas• Easy to read• Interesting• Easy to remember



Excellent, cont.: Revision of Acceptable

The Income Approach (1) estimates gross income and a realistic expense schedule, (2) produces an appropriate capitalization rate, and (3) indicates value based on net income.



What Sections are Important?

• What parts do people read?Asked at Westinghouse

CorporationAsked mid-level managers

• Should tell you what is important



Audience Analysis (Pearsall)

100

60

15

50

10

0

20

40

60

80

100

Summary Introduction Body Conclusion Appendix

%



Audience Analysis (Turner)

87

43

12

55

5

0102030405060708090


%



Audience Analysis (Combined)

87

43

12

55

5

100

60

15

50

10

0102030405060708090

100

Turner Pearsall


%



HOW many read the body?

• 15% of the mid-level managers read the body

• A problem for you?• Consider how you have been

taught to write anythingIntroduction--10% time/materialBody--80% time/materialConclusion--10% time/material

• Something wrong with these numbers?

A+



So, Why Did They Read the Body?

• Two reasons for reading the body--one was expected; the other was notExpected: Disagree with somethingUnexpected: Want to learn how new

employees think• Does that suggest something to

you about an excellent report?A+

Your name



So, Organization Really is Important

• Readers read selectively• Is accessibility of information

easy? Then valuable hard? Then of less value

• Readers get information they needbecause of your report?in spite of your report?



Organization and Your Readers

• Busy readers need specific information

• Where you put it is part of the process

• How you tell them where it is is another partTable of ContentsOverview paragraphsOverview paragraphs



Report Overview• The subject of this ____________ is

___________________• The purpose of this ____________is ___________________• This ____________ is limited to ______________________• This ____________ is organized by first presenting

________________________________________________• The assumed reader of this ____________ is

_____________• The action I want the reader of this __________ to

take is _______________________________



Report Overview• The subject of this proposal is computers.• The purpose of this proposal is recommend

purchase of hardware and software• This proposal is limited to micros, software,

IBM, English Dept.• This proposal is organized by first presenting

the problem, then its importance, then the solution, then the method, finally a conclusion. An appendix contains other solutions, various lists, statistics.

• The assumed reader of this proposal is the department head

• The action I want the reader of this proposal to take is to approve the recommendation.



Opening paragraph: DraftThe subject of this proposal is computers. The purpose of this proposal is to recommend purchase of hardware and software. This proposal is limited to micros, software, IBM, and the English Department. The proposal is organized by first presenting the problem, then its importance, then the solution, then the method by which the solution was developed, and finally the conclusion. An appendix contains various other solutions, lists, and statistics. The assumed reader of this proposal is the department head. The action I want the reader of this proposal to take is to approve the recommendation.



Identify ScaffoldingThe subject of this proposal is computers. The purpose of this proposal is to recommend purchase of hardware and software. This proposal is limited to micros, software, IBM, and the English Department. The proposal is organized by first presenting the problem, then its importance, then the solution, then the method by which the solution was developed, and finally the conclusion. An appendix contains various other solutions, lists, and statistics. The assumed reader of this proposal is the department head. The action I want the reader of this proposal to take is to approve the recommendation.



Opening Paragraph—Polished

This proposal recommends that the English Department head purchase IBM-compatible computers for the Writing Center. The proposal first presents the problem and its importance, then provides recommendations, and concludes with the method used to reach the recommendations. The Appendixes present detailed lists of hardware, software, and furniture.



Organization

• Solve your reader's problem

• Be accurate• Organize• Be correct in expression• Use an effective style (next

topic)

Get an "A“

on this report!



Document

consists of


Know what Data about Specifications data to use. subject.

Reader Collect it. Unique expectations Analyze it.

to this Organize it assignment.Process similareach time use it.



Summary I• Reader

What does the reader need to know?What is the reader to do with the

information?• Style

How can I help the reader to understand?• Standards

Does my report conform to ALL standards?Does my report solve the reader's problem?Is my report excellent in several areas?



Summary II

• The "A" reportMeets its reader's informational

needsIncorporates clear structureDoes not call attention to itselfIs quite possibly interesting and

memorable• Good luck!



Questions? Contact Information

Thomas L. Warren, Professor & Director

Technical Writing Program/M205English Department

Oklahoma State UniversityStillwater, OK [email protected]

www.okstate.edu/artsci/techwr

producing the “a” report

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