technical communication a practical approach chapter 11: reports for information and analysis...
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Technical CommunicationA Practical Approach
Chapter 11: Reports for Information and Analysis
William Sanborn Pfeiffer
Kaye Adkins
Technical Communication: A Practical Approach, Eighth EditionW. S. Pfeiffer and K. Adkins
Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved.2
Reports for Information and Analysis
Four Common Informative Reports Four Common Analytical Reports
Technical Communication: A Practical Approach, Eighth EditionW. S. Pfeiffer and K. Adkins
Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved.3
Four Common Informative Reports
Activity Reports Abstract
Time period, project, or event covered Body
Organization that emphasizes type of activity, by project or by client
Problems important to the reader Conclusion
Actions for continuing and ongoing activities Plans for addressing problems
Technical Communication: A Practical Approach, Eighth EditionW. S. Pfeiffer and K. Adkins
Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved.4
Four Common Informative Reports
Progress Reports Provides your manager with details about work
on a specific project Use ABC format for progress/periodic reports
Periodic Reports Summarizes your work on diverse tasks over a
specific period of time Use ABC format for progress/periodic reports
Technical Communication: A Practical Approach, Eighth EditionW. S. Pfeiffer and K. Adkins
Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved.5
Four Common Informative Reports
Progress/Periodic Reports Abstract
Purpose/Capsule summary/Main progress to date
Body Description of work completed/Clear reference to any dead
ends/Explanation of delays/Description of work remaining/Reference to attachments
Conclusion Brief restatement of work/Expression of confidence or
concern/Willingness to make suggested adjustments
Technical Communication: A Practical Approach, Eighth EditionW. S. Pfeiffer and K. Adkins
Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved.6
Four Common Informative Reports
Regulatory Reports Abstract
Summary of the findings, including statement of extent to which the organization is in compliance
Summary of recommended actions
Technical Communication: A Practical Approach, Eighth EditionW. S. Pfeiffer and K. Adkins
Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved.7
Four Common Informative Reports
Regulatory Reports Body
Organization that emphasizes required activities or documents
Description of observations Description of problems observed Data that support observations
Technical Communication: A Practical Approach, Eighth EditionW. S. Pfeiffer and K. Adkins
Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved.8
Four Common Informative Reports
Regulatory Reports Conclusion
Recommendations for improvement of compliance Summary of consequences if problems are not
addressed in a timely manner
Technical Communication: A Practical Approach, Eighth EditionW. S. Pfeiffer and K. Adkins
Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved.9
Four Common Informative Reports
Lab Reports Describes work done in any laboratory—with
emphasis on topics such as purpose of work, procedures, equipment, problems, results, and implications
Use ABC format for lab reports
Technical Communication: A Practical Approach, Eighth EditionW. S. Pfeiffer and K. Adkins
Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved.10
Four Common Informative Reports
Lab Reports Abstract
Purpose/Capsule summary
Body Purpose or hypothesis of lab work/Equipment
needed/Procedures or methods used in lab test/Unusual occurrences/Results of test
Conclusion Statement or restatement of main results/Implications of
lab test for further work
Technical Communication: A Practical Approach, Eighth EditionW. S. Pfeiffer and K. Adkins
Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved.11
Specific Guidelines for Five Informal Reports
Problem Analyses Presents readers with a detailed description of
problems Follow ABC format for problem analyses
Technical Communication: A Practical Approach, Eighth EditionW. S. Pfeiffer and K. Adkins
Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved.12
Four Common Analytical Reports
Problem Analyses Abstract
Purpose/Summary of problems Body
Background/Description of problems/Data Conclusion
Brief restatement/Degree of urgency/Suggested next step
Technical Communication: A Practical Approach, Eighth EditionW. S. Pfeiffer and K. Adkins
Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved.13
Four Common Analytical Reports
Recommendation Reports Presents readers with specific suggestions that
affect personnel, equipment, procedures, products, services, and the like
Use ABC format for recommendation reports
Technical Communication: A Practical Approach, Eighth EditionW. S. Pfeiffer and K. Adkins
Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved.14
Four Common Analytical Reports
Recommendation Reports Abstract
Purpose/Brief reference to problem/Capsule summary of recommendations
Body Details about problem/Recommendations/Data that support
recommendations/Benefits/Drawbacks
Conclusion Brief restatement/Main benefit/Your offer to help with next
step
Technical Communication: A Practical Approach, Eighth EditionW. S. Pfeiffer and K. Adkins
Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved.15
Guidelines for Feasibility Studies
Choose Format Carefully Use the ABC Structure Call Your Abstract an Introductory
Summary Organize the Body Well
Technical Communication: A Practical Approach, Eighth EditionW. S. Pfeiffer and K. Adkins
Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved.16
Guidelines for Feasibility Studies
Choose Format Carefully Use the ABC Structure
Abstract Capsule summary
Body Details that support conclusions and
recommendations Conclusion
Wrap-up of conclusions and recommendations
Technical Communication: A Practical Approach, Eighth EditionW. S. Pfeiffer and K. Adkins
Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved.17
Guidelines for Feasibility Studies
Call Your Abstract an Introductory Summary Brief statement about who has authorized the
study and for what purpose Brief mention of the criteria used during the
evaluation Brief reference to your recommendation
Technical Communication: A Practical Approach, Eighth EditionW. S. Pfeiffer and K. Adkins
Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved.18
Guidelines for Feasibility Studies
Organize the Body Well Describe evaluation criteria Describe exactly what was evaluated and how Choose criteria that are most meaningful to
readers Discuss both advantages and disadvantages Follow organization guidelines for
comparisons
Technical Communication: A Practical Approach, Eighth EditionW. S. Pfeiffer and K. Adkins
Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved.19
Guidelines for Feasibility Studies
Use the Conclusion for Detailed Conclusions and Recommendations
Use Graphics for Comparisons Offer to Meet with the Readers
Technical Communication: A Practical Approach, Eighth EditionW. S. Pfeiffer and K. Adkins
Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved.20
Four Common Analytical Reports
Equipment Evaluations Provides objective data about how equipment
has, or has not, functioned Use ABC format for equipment evaluations
Technical Communication: A Practical Approach, Eighth EditionW. S. Pfeiffer and K. Adkins
Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved.21
Four Common Analytical Reports
Equipment Evaluations Abstract
Purpose/Capsule summary
Body Thorough description of equipment/Well-organized
critique/Additional supporting data, with reference to any attachments
Conclusion Brief restatement of major findings, conclusions, or
recommendations