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| − | '''The formal report'''
| + | M4-S2 - Writing a formal report |
| − | * Preliminary (Front) Material
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| − | ** Title Page, lists the topic or subject, scope, and purpose; the writer with title and/or role and affiliate organization; date of issuance (and period, such as quarterly, annual); and the name of the commissioning organization.This page isn't numbered, but is page i; the blank back of the page, also unnumbered, is page ii.
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| − | ** Letter of Authorization, lists the sponsoring organization (or person) commissioning the work and the report.
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| − | ** Letter of Transmittal, is a cover letter identifying who the report is sent by and to whom it is being sent. It may point out special sections or points of interest.
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| − | ** Abstract, gives the major points of the report.
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| − | ** Table of Contents
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| − | ** List of Figures
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| − | ** List of Tables
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| − | ** List of Symbols and/or Abbreviations
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| − | ** Statement of Problem, Abstract, Synopsis, or Summary
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| − | ** Foreword, when included, contains an introductory statement by someone other than the author(s), giving background and perhaps comparisons to the reports in the field. The writer/author's name appears at the end, along with the date.
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| − | ** Preface, is the author's statement about the what, why, when, and so on of the report
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| − | * Body
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| − | ** Executive Summary, is an overview, more detailed than the abstract.
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| − | ** Introduction, indicates the report's purpose, scope, and other information.
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| − | ** Text (with Appropriate Headings, Subheadings), how the study, investigation, and research were pursued or explored, and the initial findings.
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| − | ** Conclusions or Summary
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| − | ** Recommendations, may be combined with conclusions. This usually states a course of action or results that indicate the need for the next step.
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| − | * Supplemental (Back) Material
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| − | ** References
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| − | ** Appendices, contain supporting information that is either too detailed or would disrupt the flow of the report if inserted in the text.
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| − | ** Bibiiography
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| − | ** Glossary
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| − | ** Index
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| − | * '''Think About Content'''
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| − | ** The ''formal'' report
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| − | *** Mostly use an ''indirect'' approach.(This is a pattern where the information order is:
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| − | **** a "buffer" statement of neutral information or an explanation,
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| − | **** followed by a statement of the bad news or the problem,
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| − | **** followed by a conclusion statement offering good news or a solution.
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| − | **** this approach introduces the problem, then gives the facts with analyses (when needed), and summarizes the information given
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| − | ** The ''informal'' report
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| − | *** often uses the ''direct'' approach, offering the conclusion or recommendation, followed by the facts often given much more briefly.
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| − | ** Begin with why the report is needed, for example: "Our sales representatives need to know why competitive products X, Y, and Z are outselling our product A."
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| − | *** ''Question'': "What do our sales representatives need to know about competitive products X, Y, and Z in order to effectively sell product A?"
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| − | *** ''Declarative Statement'': "Our sales representatives need to know the features of competitive products X, Y, and Z in order to effectively sell product A."
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| − | *** ''Infinitive Phrase'': "To sell product A effectively, our sales representatives need to know the features of competitive products X, Y, and Z."
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| − | ** For scientific reporting: Make sure your report is objective, base it on facts
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| − | ** For market analysis:
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| − | *** You may want to complete initial observations or surveys of competitive products
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| − | *** You will want to research some facts that can be used as sales points
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| − | *** Your observations and surveys may lead you to develop some theories and hypothesis about your products
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| − | **** Evaluate these by assesing point values to each or by using another test method.
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| − | **** Break down subtopics in sub-sub topics
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| − | **** Gather all the information
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| − | **** Test your gathered data
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| − | ***** Is it objective?
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| − | ***** Do other agree?
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| − | ***** Is it reasonable?
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| − | ***** Does it hold up?
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| − | * '''Data analysis'''
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| − | ** Organize into report format keeping precise records of sources
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| − | ** Write a rough draft
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| − | ** Be consistent in tense
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| − | ** Be consistent in personal or impersonal view point
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| − | ** Use effective transition words
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| − | ** Make effective use of graphs
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| − | ** Enliven your writing using effective vigorous action words but don't overdo it.
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| − | ** Revise, Cut out nonessential parts, check for stilted words, jargon, inconsistencies, redundancies, and errors in logic. Eliminate any general, abstract, or vague statements. During this process, ask these questions:
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| − | *** Does the introduction establish the scope and methods to be used?
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| − | *** Are all the points in the introduction fully developed in the body?
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| − | *** Is the development of points logical and complete?
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| − | *** Are there ideas or sections that should be combined or relocated?
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| − | *** Is there a clear solution to, or a complete discussion of, the stated problem?
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| − | *** Is there a clear relationship between ideas and facts?
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| − | *** Does the report flow logically?
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| − | *** Is information complete for reader understanding?
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| − | *** Is opinion correctly identified from fact?
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| − | *** Have all the facts been doublechecked?
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| − | *** Do headings and subheadings properly reflect content?
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| − | *** Are all grammar and spelling errors eliminated?
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| − | ** Review and proof read
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| − | ** Edit, leave the report and give it a fresh look later
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| − | * '''Eliminate the wrong messages'''
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| − | ** Don't use material without giving proper credit.
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| − | ** Do not make faulty or illogical cause-and-effect conclusions.
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| − | ** Use sound reasoning to be sure of a relationship. And remember, conclusions are not always necessary. Some things are inconclusive. Say so.
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| − | ** Don't make the mistake of assuming a lack of evidence proves the opposite is true. Maybe it isn't.
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| − | ** Do not compare apples to oranges.
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| − | ** Data must be similar in nature for comparisons to be authentic.
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| − | ** Eliminate digressions or unfocused material. These can easily derail the report.
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| − | * '''Select a format'''
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| − | ** Establish a consistent format for all your organization's reports.
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| − | ** Follow an approved and consistent reference system such as shown in the Chicago Manual of Style to record footnotes and bibliography listings.
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| − | ** Create all the necessary graphics in visually appealing form to promote understanding.
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| − | ** Print and bind the report in a professional manner.
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| − | * '''Edit,edit,edit'''
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| − | ** Employ key content experts to review the report and check all facts included.
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| − | ** Use a professional proofreader to check for proper grammar, consistent tense, redundancies, and other problems or errors.
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| − | ** Use a proofreader and the spellchecker to eliminate any typos
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| | [[Category:mbi]] | | [[Category:mbi]] |
