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Less structure then formal reports: Because informal reports are short and distributed internally, they require less structure then formal reports. In informal reports, there is& No table of content No heading for introduction A title in the subject line Include only pertinent information The content included in informal reports should always possess these qualities with regards to& Content The report should only contain information that is pertinent to the issue at hand. Eliminate all information that is not pertinent to the recipient of the report. Thus, do not include banalities. If needed, include background information so the reader can understand the context for the report. Clarity In order to produce a clear report, it is important to use proper grammar and syntax throughout the report. Also, visual aids can be used in order to clarify values or statistics presented in the report. Finally, in order for the reader to understand the report, it is important that the information contained be presented in a chronological fashion. Skimmability Skimmability, with reference to a report, is the ability to quickly extract the main ideas of a report. This can be done through the use of headings as well as emphasis on the main idea. This should allow the reader to easily locate the information they need without having to read the entire report. Distinguish reports by purpose, frequency and format Reports can be distinguished in three different ways. These are: Purpose Informational: report that presents gathered data Analytical: report that presents gathered data as well as an unbiased analysis of that data Recommendation: report that presents data as well as its analysis, then provides recommendations. Frequency of submission Periodic: routine reports that are transmitted at regular intervals. Periodic reports are used for ongoing activities that need to be monitored at equal intervals. One-time: These are used for reports on case-by-case situations. Format Memorandum: Report that will be circulated inside an organization, using memo format Prepared form: Reports prepared using a template with standardized headings Letter: Report used when a company needs to send information to another company Power-point: Used to deliver short written reports with a small amount of detail Common categories of informal reports: Informational reportAnalytical/recommendation report Incident Job completionRecommendationInvestigativeIncidentJustificationProgressSummaryFeasibilityActivityTripComparison From Point 4~5 Direct approach A Deductiveargument When: This format is often used inshort reports and when recommendations aremore-or-less straightforward. You sound sure of yourself when you state your conclusions confidently at the outset. Structure: When you use the direct approach, the main idea (such as a recommendation, conclusion, or request) comes in the "top" of the document, followed by the evidence. In the formal report, the direct approach usually mandates that you lead off with a summary of your key findings, conclusions, and recommendations. Advantage: This "up-front" arrangement is by far the most popular and convenient for business reports. It saves time and makes the rest of the report easier to follow. For those who have questions or want more information, later parts of the report provide complete findings and supporting detail the direct approach also produces a more forceful report. You sound sure of yourself when you state your conclusions confidently at the outset. Limit In other forms of writing, such as HYPERLINK "http://www.ehow.com/info_8147825_disadvantages-indirect-approach-report-writing.html" governmentINCLUDEPICTURE \d "http://images.intellitxt.com/ast/adTypes/icon1.png" \* MERGEFORMATINET or business presentations, when an audience may be skeptical, hostile or resist the recommendations, the indirect approach to reporting can be ineffective in gradually overcoming reservations Indirect aninductiveargument When This approach is best if your audience may be displeased about or may resist what you have to say. the indirect approach to report writing is most appropriately used in scientific writing. In scientific writing, the passive voice properly puts the emphasis on the experiment or process being described, not on the researcher. At times, especially if you are a junior member of an organization or if you are an outsider, writing with an extremely confident stance may be regarded as arrogant.. In such cases, or if your audience will be skeptical or hostile, you may want to use the indirect approach Structure: the evidence is presented first, leadingthereforeto the main idea.Introduce your complete findings and discuss all supporting details before presenting your conclusions and recommendations. The indirect approach gives you a chance to prove your points and gradually overcome your audience reservations Advantage: By deferring the conclusions and recommendations, you imply that you are weighed the evidence objectively without prejudging the facts. You also imply that you are subordinating your judgment to the audience, whose members are capable of drawing their own conclusions when they have access to all the facts. Disadvantage: Harder to follow lengthy complex sentence structure Indirect writing can be awkward and result in lengthy, complex sentence structures that are harder to follow. Generally written in the passive voice, indirect objects of transitive verbs are used to tell to whom or for whom something was done. Passive voice speaks of the person or thing indirectly affected by the actions of verbs which leads to the use of more words to complete the sentence. Similar long descriptions are required for indirect questions and quotations that report a question or quotation without asking it or directly quoting it word for word, thus using more words in the sentence structure. Lacking confidence Indirect writing can imply a lack of confidence in the results of the report. When a writer is certain of the conclusions and recommendations, it is better to present those conclusions first, then the supporting evidence. Positive, straightforward presentations of conclusions, then supporting evidence, convince audiences of the conclusions discovered by the research. Lack of judgment Writing indirectly with the recommendations at the end of the report may indicate a submissive attitude in a reporter. Although indirect writing can be used to allow the audience to come to their own conclusions, it can also imply lack of judgment by the reporter. The direct approach when writing reports implies the reporter has strength of character, is confidant of himself and his research, and adds a less formal tone to the presentation. Indirect versus Direct Features: Direct report are employed to convey neutral or positive information to recipients. Indirect emails are typically composed to communicate negative information. Therefore, consider length and your purpose before choosing the direct or indirect approach. Tips on Writing Direct & Indirect report : When drafting report for business purposes, you must determine how you can best communicate your words. 1. Use Opening Statements Use the opening statement of a direct report similarly to a headline, to save readers valuable time. Help your readers ascertain the report without reading the entire content. They can easily skim through to find supporting details that pertain to them. 2. Soften Negative Information An employment rejection email does not typically begin with the sentence,  You have not been hired for the job. Etiquette dictates that the blow of bad news be softened by setting up a series of logical points that lead to it. For example, begin an employment rejection email by thanking the candidate for applying. Go on to state that more than 25 candidates interviewed for the role, making the competition fierce. Continue by informing the applicant that based upon her lack of relevant professional experience, she did not make the cut. Although this may be bitter news to the recipient, the facts as presented are hard to refute. Stick to the Point Whether writing a direct or indirect , be clear and concise. From point 6~7 Headings: Headings are keywords or sentences that gives an overview of the content of a lengthy text. When skimming through the text, readers notice the headings and subheadings the most because it gives them an overview of the content, the greatest example being the title, which catches the greatest amount of interest among readers. Headings give readers a direction, it allows them to find information faster, and it narrows down the quest for information and saves a lot of time. There 3 types of headings: Question heading Statement heading: sentence or expression Topic Heading: one or few word Tip: Make sure heading represents well the text Make it visually appealing because that is what most readers notice while skimming through Make it nice, clean, neat an parallel in order to give a more organized and formal appearance to it 3 Step process: Planning Setting a time length Estimating a budget Distributing resources Creating a setup Separating the task Researching/ analyzing data and information Finding key points Searching up main points Extend knowledge Understand the concept better Finding arguments Look for valid sources Find information from reliable sources Check the reliability of each source Check its accuracy and date to make sure it is still valid to this day Cite the sites Composing and revising Gather you plan and information and compose arguments Know how to argue in the most effective way Bring out the information in a way that it has great impact Regroup similar ideas Use headings Be as accurate Cut down extra information For revision, take a break and revise and improve your work Revise after few days Ask a colleague to skim through it Auto-correct it Less mistake more effective report From point 8~10 Visual Aids: The Do s and Don ts When using a Visual Aid such as graphs, tables and charts, there are some key things to remember. It s easy to create a visual aid, but it has to be carefully designed and placed. Do s: Use striking fonts and colors, to emphasize the evidence being demonstrated. Graphics make concepts easier to understand, and a variety of notable visual cues will help to reinforce and strengthen the ideas being presented. When picking a font, consider clarity, the available space, the purpose of the document as well as the tone of the document. When using colors, one should consider using colors from the company s logo, avoid dark backgrounds which dampen the overall look of the aid, and be sure to test all colors to see how they will appear on the final document. Don ts: Don t misuse the bar-chart. Be sure that the height of the lines corresponds to actual increases and decreases. Don t place data in a confusing sequence; make sure there s a logical flow to the visual aid. In a pie chart, never omit percentages, never move counter clockwise, and don t include too many  Slices in the  pie. Informational Reports As the name suggests, this type of report collects data related to a routine activity, with the goal of informing someone (usually an executive) of one s findings. To begin, find out who wants the report & why. Be aware of who your audience is, and how they will want the information presented. Gather data on the topic. Use authoritative sources, and cite everything that you use appropriately. For any data you collect yourself, explain, early on, how you did it. Now, you create! The informal informational report is to be presented in three sections; Introduction, Findings, and a conclusion section that also summarizes the findings. The majority of the intro should be used to capture the audiences attention with key facts, stats and perhaps even pertinent anecdotes. End the introduction by clearly stating the purpose of the report. Now, demonstrate your findings. Try to use only one short paragraph per key point and use quotations, starts, examples and summaries to demonstrate your findings. Conclude by stressing the main findings of the report, after giving a brief summary of the findings, one last time. This type of report offers no judgement- no firm conclusion. In other words, there is no  Analysis. For that, you need... Analytical Reports ...you guessed it! You need an Analytical Report. Where the informational report merely presents findings, this type of report interprets and analyzes the information, ultimately offering recommendations based on the findings. This type of report usually requires more work. You have to actually come up with your own content and ideas to write one of these. To write an analytical report, you should mostly stick to an indirect method of writing. You don t want to dump too much on the reader, too fast. As we learned last week, persuading someone requires a delicate finess. And in the end, the analytical reports goal is to convince the reader of a particular course of action. So; determine the who, what, where, when, why and how of the problem that your analysis will attempt to solve, and then describe the who, what, where, when , whey and how of the solution! Introduce the plan, argue the need for action, explain the benefits of following the recommendations you ve made, elaborate on the plan, then summarize and conclude.  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