PPT PPT Module Module 23 23 Short ShortReports Reports McGraw-Hill/Irwin ©2007, The McGraw-Hill Companies, All Rights 23-2 Short Short Reports Reports ♦To learn how to  Organize information in reports  Create a good writing style for reports  Ask good questions on the job 23-3 Proposals Proposals and and Progress Progress Reports Reports Start by answering these questions:  What are the basic strategies for organizing information?  Do different kinds of reports use different patterns of organization?  Should I use the same style for reports as for other documents? 23-4 Patterns Patterns of of Organization Organization ♦ Comparison/Contrast ♦ Problem/Solution ♦ Elimination of Alternatives ♦ General to Particular/Particular to General ♦ Geographic or Spatial ♦ Functional ♦ Chronological 23-5 Types Types of of Reports Reports ♦Informative and Closure Reports ♦Feasibility Reports ♦Justification Reports 23-6 Justification Justification Reports Reports ♦Indicate what you’re asking for and why it’s needed ♦Briefly give the background of the problem or need ♦Explain each possible solution ♦Summarize the action needed ♦Ask for the action you want 23-7 Problem-Solving Problem-Solving Reports Reports ♦ Describe the organizational problem ♦ Show why easier or less expensive solutions will not solve the problem ♦ Present your solution impersonally ♦ Show that the disadvantages of your solution are outweighed by advantages ♦ Summarize the action you need ♦ Ask for the action you want 23-8 Report-Writing Report-Writing Style Style ♦Follow the advice in Modules 15 & 16, except  Use a fairly formal style, without contractions or slang  Avoid the word you  Include in the report all definitions and documents needed to understand the recommendations 23-9 Headings Headings ♦Informative or Talking Heads  Tell the reader what to expect  Are preferred over topic headings  Should be expressed in parallel form ♦Topic Headings  Focus on the structure of the report  Should be expressed in parallel form  ... solution are outweighed by advantages ♦ Summarize the action you need ♦ Ask for the action you want 23- 8 Report-Writing Report-Writing Style Style ♦Follow the advice in Modules 15 & 16, except... Spatial ♦ Functional ♦ Chronological 23- 5 Types Types of of Reports Reports ♦Informative and Closure Reports ♦Feasibility Reports ♦Justification Reports 23- 6 Justification Justification Reports.. .23- 2 Short Short Reports Reports ♦To learn how to  Organize information in reports  Create a good writing style for reports  Ask good questions on the job 23- 3 Proposals Proposals