Transcript ch11

Reports, Proposals,
and Instructions for
the Workplace
Chapter 11
Chapter 11 – Slide 1
Effective Communication for Colleges, 10th ed., by Brantley & Miller, 2005©
Learning Objectives
Explain how each step of the CBO approach relates to
planning and developing reports, proposals, and
instructions.
Identify and discuss methods of collecting and
organizing data.
Chapter 11 – Slide 2
Effective Communication for Colleges, 10th ed., by Brantley & Miller, 2005©
Learning Objectives (continued)
Discuss the purpose(s) of formal reports, and explain
various formal report parts and components.
Explain the purpose(s) of proposals, and discuss their
characteristics.
Explain the variations of informal reports, their primary
purposes, and their characteristics.
Chapter 11 – Slide 3
Effective Communication for Colleges, 10th ed., by Brantley & Miller, 2005©
Learning Objectives (continued)
Explain the characteristics of instructions.
Prepare reports, proposals, and instructions by
following the appropriate guidelines, implementing
the CBO approach, and incorporating the six Cs of
effective messages.
Chapter 11 – Slide 4
Effective Communication for Colleges, 10th ed., by Brantley & Miller, 2005©
Section 1: REPORT OVERVIEW
A report is a planned, organized, factual
presentation of information.
Internal reports are distributed within an organization
(horizontally, vertically up, and vertically down).
External reports are distributed outside the
organization.
Chapter 11 – Slide 5
Effective Communication for Colleges, 10th ed., by Brantley & Miller, 2005©
Report Categories
Formal reports cover complex situations or projects.
 Include report parts and components
 Written in formal language
Informal reports cover routine or less complicated
situations.
 Include fewer parts
 Written in informal language
Chapter 11 – Slide 6
Effective Communication for Colleges, 10th ed., by Brantley & Miller, 2005©
Functions and Types
Informational reports present facts but do not
include an analysis or make a recommendation.
Examples:
 Progress reports
 Periodic reports
 Minutes of meetings
Chapter 11 – Slide 7
Effective Communication for Colleges, 10th ed., by Brantley & Miller, 2005©
Functions and Types (continued)
Analytical reports provide information, presents an
analysis, and draws a conclusion.
Examples:
 Feasibility reports
 Justification reports
Chapter 11 – Slide 8
Effective Communication for Colleges, 10th ed., by Brantley & Miller, 2005©
Plan a Report
Determine the report objective.
 To summarize an event or activity
 To provide decision- or policy-making information
 To present evidence to request action
Visualize your audience.
 Audience knowledge level
 Anticipated audience reaction
Audience preference
Chapter 11 – Slide 9
Effective Communication for Colleges, 10th ed., by Brantley & Miller, 2005©
Plan a Report (continued)

Gather supporting information.
 Primary sources – firsthand accounts
 Secondary sources – published materials

Organize the information into an outline.
Chapter 11 – Slide 10
Effective Communication for Colleges, 10th ed., by Brantley & Miller, 2005©
Compose a Draft
Language
 Formal or informal
 Technical or nontechnical
Readability and Appearance
 Visuals
 Headings
Chapter 11 – Slide 11
Effective Communication for Colleges, 10th ed., by Brantley & Miller, 2005©
Complete a Report

Ensure objective met, content correct and unbiased,
and format guidelines followed.

Confirm incorporation of six Cs of effective messages.

Verify readability.

Evaluate overall effectiveness.
Chapter 11 – Slide 12
Effective Communication for Colleges, 10th ed., by Brantley & Miller, 2005©
Section 2: FORMAL REPORTS
A formal report is used for complex situations
that require in-depth investigating and
reporting. A formal report includes three
parts:
Preliminary parts precede report body
Report body supports report objective
Supplementary parts follow report body
Chapter 11 – Slide 13
Effective Communication for Colleges, 10th ed., by Brantley & Miller, 2005©
Formal Report Parts
Preliminary Parts
 Report
Title Page
Body
 Transmittal
Message
 Supplementary
Introduction
Parts
 Table
of(Findings)
Contents
 Text
 Works
Cited or References
 Abstract
 Summary
 Glossaryor Conclusions and/or
Recommendations
 Index
 Appendixes
Chapter 11 – Slide 14
Effective Communication for Colleges, 10th ed., by Brantley & Miller, 2005©
Report Writing Mechanics
Headings
Spacing
Margins
Reference citations
Pagination
Chapter 11 – Slide 15
Effective Communication for Colleges, 10th ed., by Brantley & Miller, 2005©
Headings
Levels are formatted differently; format within each
level is consistent.
Headings within a level must be grammatically parallel.
Limiting levels to two or three gives a “clean”
appearance.
In the report text, each heading should be followed by
minimum two lines of writing.
Chapter 11 – Slide 16
Effective Communication for Colleges, 10th ed., by Brantley & Miller, 2005©
Spacing
Double space with paragraph indention
Center title page vertically and horizontally.
Parts, other than the transmittal message, are double
spaced.
Chapter 11 – Slide 17
Effective Communication for Colleges, 10th ed., by Brantley & Miller, 2005©
Margins
2-inch top margin on the first page of report body,
each preliminary part, and each supplementary part
1-inch top margin on all subsequent pages
1-inch side and 1-inch bottom margin for all pages
Chapter 11 – Slide 18
Effective Communication for Colleges, 10th ed., by Brantley & Miller, 2005©
Reference Citations

Use reference citations to identify another person’s
material.

Avoid plagiarizing (using another’s words/ideas as
your own).
Chapter 11 – Slide 19
Effective Communication for Colleges, 10th ed., by Brantley & Miller, 2005©
Reference Citations (continued)
Parenthetical Citations
 Appear in the report body
 Enclosed in parentheses
 Immediately follow quoted or paraphrased material
Works Cited or Reference Page
 Listed alphabetically on separate page
 Formatted in MLA or APA format
Chapter 11 – Slide 20
Effective Communication for Colleges, 10th ed., by Brantley & Miller, 2005©
Pagination
Use small Roman numerals or Arabic numerals.
Center at bottom of the page or flush right at top of the
page.
Do not number transmittal message.
Chapter 11 – Slide 21
Effective Communication for Colleges, 10th ed., by Brantley & Miller, 2005©
Section 3: INFORMAL REPORTS
Informal reports communicate within an
organization about routine or short-term
solutions. Informal reports usually consist
of the report body only:
Introduction
Text
Terminal section
Chapter 11 – Slide 22
Effective Communication for Colleges, 10th ed., by Brantley & Miller, 2005©
Types of Informal Reports
Memorandum report
Distributes information within an organization.
 Introduces report topic in a descriptive subject line

Letter report




Distributes information outside an organization
Prepared on company letterhead
Formatted as a business letter
Introduces report topic in a subject line
Chapter 11 – Slide 23
Effective Communication for Colleges, 10th ed., by Brantley & Miller, 2005©
Types of Informal Reports (continued)

Standardized Report
 Prepared to submit routine reports
 Limited space for details
 Designed for essential information and efficient processing.
Chapter 11 – Slide 24
Effective Communication for Colleges, 10th ed., by Brantley & Miller, 2005©
Types of Informal Reports (continued)

Agenda
 Provides details for meetings
 Helps organize and limit discussion

Minutes
 Typically follows agenda
 Records discussion and important actions of a meeting
Chapter 11 – Slide 25
Effective Communication for Colleges, 10th ed., by Brantley & Miller, 2005©
Section 4: PROPOSALS
Proposals are prepared to persuade the
recipient(s) to take a course of action.
Prepared for internal receivers
To request a change or improvement
 To seek consideration for a project

Prepared for external receivers
To sell a product or service
 To show what you offer has tangible benefits

Chapter 11 – Slide 26
Effective Communication for Colleges, 10th ed., by Brantley & Miller, 2005©
Proposal Content
Length varies.
All proposals contain an introduction, a text, and
conclusions/recommendations.
 Introduction – purpose and scope
 Text – key points and details
 Conclusion – benefits of responding favorably
Chapter 11 – Slide 27
Effective Communication for Colleges, 10th ed., by Brantley & Miller, 2005©
Section 5: INSTRUCTIONS
Instructions tell, and often show, a receiver
how to accomplish a task. Instructions are
written for these purposes:

Save time and/or money
Promote safety
Increase productivity
Accomplish task successfully
Chapter 11 – Slide 28
Effective Communication for Colleges, 10th ed., by Brantley & Miller, 2005©
Instruction Parts
Introduction
Tells purpose
Includes approximate completion time and warnings
Provides definitions
List of supplies
Lists quantities and sizes
Organizes in order to be used
Chapter 11 – Slide 29
Effective Communication for Colleges, 10th ed., by Brantley & Miller, 2005©
Instruction Parts (continued)

Three Instructional Steps
1. Prepare a draft of steps.
 Use short imperative sentences.
 Give exact measurements, distances, and times.
 Present steps as a list or in paragraphs.
 Organize and label each step.
2. Record the process as you complete each step.
3. Perform steps to verify accuracy.
Chapter 11 – Slide 30
Effective Communication for Colleges, 10th ed., by Brantley & Miller, 2005©