商務(wù)與管理溝通（英文版 原書(shū)第12版）課件 Ch15-PartB Writing Reports Organizing and Writing

Chapter15WritingReports:OrganizingandWritingLearningObjectives15-5 Organizereports.15-6 Presentinformationeffectivelyinreports.15-7 Documentsourcescorrectly.15-8 Writeprogressreports.15-9 Preparethedifferentcomponentsofformalreports.4StepsforWritingReportsDefinetheproblem.ResearchandanalyzedataandinformationOrganizetheinformationWritethereportOrganizingInformationinReportsMakeiteasyforaudiencetounderstand:ProcessinformationbeforepresentingittoaudienceGrouplotsofinformationintothreetosevencategoriesWorkwiththeaudience’sexpectations,notagainstthemPatternsforOrganizingInformationComparison/ContrastProblem–SolutionEliminationofAlternativesSWOTAnalysisGeneraltoParticularorParticulartoGeneralGeographicorSpatialFunctionalChronologicalCompareandContrast(1of2)Focusonthealternatives:OnealternativeisclearlysuperiorCriteriaarehardtoseparateAudiencewillintuitivelygraspthealternativeasawholeratherthanasthesumofitspartsFocusonthecriteria:ThesuperiorityofonealternativetoanotherdependsontherelativeweightassignedtovariouscriteriaCriteriaareeasytoseparateAudiencewantstocompareandcontrasttheoptionsindependentlyTwomainwaystoorganizecompare/contrastCompareandContrast(2of2)Pro-and-conpatternEachspecificheadinggivestheargumentsforandagainstthatalternativeNoteffectivewhende-emphasizingthedisadvantagesofaproposedsolutionNOTE:ThispatterndoesnotallowtoburythedisadvantagesbetweenneutralorpositivematerialProblem-SolutionIdentifyproblem:ExplainbackgroundorhistoryDiscussextentandseriousnessIdentifycausesDiscussfactorsthataffectthedecisionAnalyzeadvantagesanddisadvantagesofpossiblesolutionsProvideconclusionsandrecommendationsEliminationofAlternativesDiscusstheproblemanditscausesDiscusstheimpracticalsolutionsEndwiththemostpracticalsolutionSWOTAnalysisStrengthsWeaknessesOpportunitiesThreatsDeductiveandInductiveGeneraltoParticularStartwithproblemasitaffectstheorganizationEndwithdiscussionofthepartsoftheproblemandsolutionstoeachofthesepartsParticulartoGeneralStartwithproblemasaudiencedefinesitEndwithlargerissuesofwhichtheproblemisapartGeographicalorSpatialDiscussproblemsandsolutionsbyunitsaccordingtotheirphysicalarrangementUnit2Unit1Unit3Unit4FunctionalDiscussproblemsandsolutionsofeachfunctionalunitMajorAccomplishmentsFY18RegulationEducationResearchInternationalcoordinationChronologicalRecordseventsintheorderinwhichtheyhappenedorareplannedtohappenWorkcompletedinJanuaryWorkcompletedinFebruaryWorkcompletedinMarchWorkcompletedinAprilPatternsforSpecificReportVarieties(1of3)InformativeandClosureReportsIntroductionsummarizesproblemsorsuccessesofprojectPurposeandscopesectionsgivepurposeChronologicalaccountoutlieshowtheproblemwasdiscovered,whatwasdone,andtheresultsConclusionofferssuggestionsforlateractionPatternsforSpecificReportVarieties(2of3)RecommendationReportsEvaluatetwoormorealternativesandrecommendoneExplaindecisiontobemade,listthealternatives,andexplainthecriteriaEachalternativeisevaluatedwithcompare/contrastpatternRecommendationsareatbeginningorendPatternsforSpecificReportVarieties(3of3)JustificationReportsJustifyapurchase,investment,hiring,orchangeinpolicyUseorganization’sformatTwodifferentpatternsdependingonaudience’sreceptivenessAmountofdetailvariesReportStyleUseafairlyformalstyle,withoutcontractionsorslangAvoidthewordyouIncludedefinitionsanddocumentsneededtounderstandtherecommendationsExplainacronymsandabbreviationsExplainhistoryorbackgroundAddappendicesReportHeadings(1of2)Headings:singlewords,shortphrases,orcompletesentencesthatindicatethetopicineachsectionCoversallmaterialuntilnextheadingSubheadingsifseveralpagesarebetweenheadingsTopicheadingsfocusonthestructureofthereportTalkingheadsprovideaspecificoverviewofsectionandentirereportReportHeadings(2of2)MakeheadingsparallelUsesubheadingsonlywhentwoormoredivisionswithinamainheadingAvoidsubheadingsimmediatelyafteraheadingAvoidheadingsorsubheadingsbyitselfatbottomofpageDon’tuseheadingsastheantecedentforapronounSourceCitationandDocumentationCitation—attributinganideaorfacttoitssourceinthebodyofthetextDocumentation—providingthebibliographicinformationreadersneedtogototheoriginalsourceReferencelistBibliographyFailuretociteanddocumentsourcesisplagiarismWritingProgressReports(1of2)Reassuresfundingagencyoremployeryou’remakingprogressAllowsyouandagencyoremployertoresolveproblemsastheyarise:FloatstrialballoonMinimizespotentialproblemsEnhancesyourimageWritingProgressReports(2of2)EmphasizemajordetailsTrytoexceedexpectationsMakesubjectlinesstraightforwardNumberprogressreportsforlongprojectsBeaspositiveasyouhonestlycanUserestraintwithpositivetoneChronologicalProgressReportsSummarizeprogressintermsofgoalsandoriginalscheduleUnderWorkCompletedheading,describewhatyouhavedoneUnderWorktoBeCompletedheading,describeworkthatremainsExpressconfidenceinhavingreportreadybyduedateTaskProgressReportsAppropriateforlargeprojectswithdistincttopicsorprojectsOrganizeinformationunderthevarioustasks:UseheadingsthatdescribemajortasksprojectentailsUndereachheading,discussworkcompletedandwhatremainstobedoneRecommendationProgressReportsUsewhenyouneedtorecommendactionOrganizationpatterndiffersdependingonaudience:Wheneasyforaudiencetoaccept,usedirectpatternWhenlikelytomeetstrongresistance,useproblem-solvingpatternOralProgressReportsEffectiveforface-to-faceWhenaquestion-and-answersessionwillbehelpfulfortheaudienceFollowsameorganizationpatternsaswritten(chosenforaudience,purpose,context)ProvidevisualsasneededWritingFormalReportsJumptolongimagedescriptionTitlePageContainsfouritems:ReporttitleAtthetopinlargefontPreparedforPreparedbyCompletionorreleasedateLetterorMemoofTransmittal(1of2)LetterifexternalaudienceMemoifinternalaudiencePurposes:TransmitreportOrientreaderstoreportBuildgoodimageofreportandwriterLetterorMemoofTransmittal(2of2)TransmitthereportSummarizeconclusionsandrecommendationsMentionpointsofspecialinterestPointoutanyadditionalresearchthatisnecessaryThanktheaudiencefortheopportunitytodotheworkandoffertoanswerquestionsTableofContentsListtheheadingsexactlyastheyappearinthereport:Ifreportisfewerthan25pages,listalllevelsofheadingsIfreportislonger,pickalevelandlistallheadingsatthatlevelTIP:SomesoftwareprogramsautomaticallygenerateatableofcontentsandlistofillustrationsListofIllustrationsHelpsreaderrefertovisualsComprisesbothtablesandfiguresShowsnumber,title,andpagenumberofeachvisualListsinorderofappearanceExecutiveSummaryAlsocalledanabstract,ittellsreaderwhatreportisaboutSummarizesrecommendationsandreasonsordescribesthetopicsShouldbeclear,concise,andeasytoreadMoreformalthanotherformsofbusinesswritingIntroduction(1of4)PurposeProblemreportaddressesTechnicalquestionsitanswersRhetoricalpurposesScopeIdentifieshowbroadanareareportcoversAllowsreadertoevaluatereportonappropriategroundsIntroduction(2of4)AssumptionsStatementsassumedtobetrueandusedtodrawconclusionsWrongassumptionsmaymakerecommendationsinvalidMethodsHowyouinvestigatedproblemHowyouchosesubjects,whensubjectsweresurveyed,whatformofsurveywasusedIntroduction(3of4)LimitationsMakemoreorlessvalidonlyundercertainconditionsOftencausedbytimeormoneyconstraintsIntroduction(4of4)CriteriaOutlinesfactorsorstandardsandimportanceofeachDefinitionsDefinekeytermsifsomereadersmaynotunderstandthemGlossaryinanappendixBackgroundorHistoryGivesthebackgroundand/orhistoryoftheproblemMaycovermanyyearsorjustimmediateproblemIncludeevenifcurrentaudienceknowsproblemLengthdependsonhowmuchtheaudienceneedstounderstandtoactonyourreportBodyLongestsectionofreportAnalyzescausesofproblemandofferspossiblesolutionsPresentsargumentwithevidenceUsesheadings,forecastingstatements,andtopicsentencesUsesclear,concise,andengagingproseCitesallsourcesConclusionsandRecommendationsConclusions—summarizekeypointsmadeinmainpartofreportRecommendations—actionstosolveorlessenproblemBasedonconclusionsCombinerecommendationsandconclusionsif:BothsectionsareshortNeithercontainnewinformationAppendixesAppendixes—additionalmaterialsthatcarefulaudiencesmaywantCommonitemsare:TranscriptsofinterviewsCopiesofquestionnairesTalliesofanswers