preparing project #2’s reports
DESCRIPTION
Preparing Project #2’s Reports. CoB Center for Professional Communication. Preparing the Report. Analyze the report problem & purpose Anticipate the audience & issues Prepare a work plan Collect data & document sources Interpret & organize data Prepare graphics Compose first draft - PowerPoint PPT PresentationTRANSCRIPT
PREPARING PROJECT #2’S REPORTSCoB Center for Professional Communication
Preparing the Report1. Analyze the report problem & purpose2. Anticipate the audience & issues3. Prepare a work plan4. Collect data & document sources5. Interpret & organize data6. Prepare graphics7. Compose first draft8. Revise & proofread9. Evaluate the product
Selecting a Report Format
Primarily Text
Text and Graphics
Memo or Email
Formal Reports
Informal Reports
Talking heading
Mix of text and
graphics
Page numbers
Detailed, explanatory
text
Main points
reinforced(optional)
White background
Bullets or text in
graphics
Formatting a Report in Presentation Software
Style Focus on graphical elements:
Tables Charts Images Strong graphical design But, do not ignore text altogether
Every page should contain at least 25-50% text
Narrative text font size 11 or 12 pt.
Style Remember: The report is intended to be
read, not listened to
You will not be present to explain what a graph or table means
Thus, the report must be more explicit than slides accompanying an oral presentation
Style Rule of Thumb
Each slide should have: 25%
white space (margins)
25 to 50% text
25 to 50% graphics
Format & Layout Create a design template
4 rules for designOrganization Elements
Navigation Headings
Portrait versus landscape?
Create the Design Template Use the 4 Rules of Design Make a few basic decisions and stick to them You may use company colors and logo Use PowerPoint to create your report
Use one of the templates Office Button New Presentations Business
Pitchbook
OR create your own using slide master Design View Slide Master
Portrait or Landscape
More familiar reading style
Easier to present textual blocks
Better for double duty (stand-up presentations)
Can be better for graphical elements (complex graphics are often horizontal)
Portrait Landscape
Final Thoughts Think through your design Think through your structure Be consistent Be professional Reports Formatted in Presentation
Software are meant to be read: explain the take away from your graphs
Use the template as a guide EDIT, EDIT, EDIT!
ReferencesAppendix(es)
Project #2’s Report Components
Conclusions
Body
Introduction
Table of contents
Executive Summary
Title Page
Cover
Transmittal document
The letter of transmittal presents your report to its intended audience (in a book this section would be called the preface). Think of the letter of transmittal as the conversation that you would have with your audience (client, boss, etc.) if you were handing the report directly to them. Your letter should have a personal but professional tone to it.
Transmittal Letter/Memo
Report Components: Front Matter Transmittal
document Announce the
topic and explain who authorized it.
Briefly describe the project and preview the conclusions – if the reader is supportive.
Report Components: Front Matter Transmittal
document Close by
expressing appreciation for the assignment, suggesting follow-up actions, acknowledging the help of others, and offering to answer questions.
Formatting Business MemosDate: May 18, 2008
To: LaTonja Williams, title
From: Sharon Montoya (include initials of printed copy)
Subject: Formatting Business Letters
At your request, this memo illustrates and explains business memo formatting in a nutshell. The most important points to remember are these:
1 blank line
1 blank line
1 blank line
2 blank lines
Date: January 12, 2012 To: Flagstaff City Council Members From: Sylvia Hernandez, Del Rio Industrial Consultants Subject: Economic Impact of Coconino Industrial Park The attached report, requested by the Flagstaff City Council in a letter to Goldman-Lyon & Associates dated October 20, describes the economic impact of the Coconino Industrial Park on the city of Flagstaff. We believe you will find the results of this study useful in evaluating future development of industrial parks within the city limits. This study was designed to examine economic impact in three areas:
Current and projected tax and other revenues accruing to the city from Coconino Industrial Park
Current and projected employment generated by the park
Indirect effects on local employment, income, and economic growth Primary research consisted of interviews with 15 Coconino Industrial Park (CIP) tenants and managers, in addition to a 2010 survey of over 5,000 CIP employees. Secondary research sources included the Annual Budget of the City of Flagstaff, county and state tax records, government publications, periodicals, books, and online resources. Results of this research discussed more fully in this report, indicate that Coconino Industrial Park exerts a significant beneficial influence on the Flagstaff metropolitan economy. We would be pleased to discuss this report and its conclusions with you at your request. My firm and I thank you for your confidence in selecting our company to prepare this comprehensive report.
SH
Formatting Business Letters
Email: [email protected] Katella Avenue PHONE: (310) 329-4330Anaheim, CA 92642 FAX: (310) 329-4259
May 18, 2008
Ms. LaTonja WilliamsHealth Care Specialists2608 Fairview RoadCosta Mesa, CA 92627
Dear Ms. Williams:
Subject: Formatting Business Letters
Letterhead
Dateline
Inside Address
Salutation
Subject Line
CYPRESS ASSOCIATES, INC.
2 inches from top of page
2 to 7 blank lines
1 blank line
1 blank line
1 blank line
At your request, this letter illustrates and explains business letter formatting in a nutshell. The most important points to remember are these:
1. Set margins between 1 inch; most word processing programs automatically set margins at 1 inch.
2. Start the date 2 inches from the top edge of the paper or 1 blank line below the letterhead, whichever position is lower.
3. Allow about 5 lines after the date—more lines for shorter letters and fewer lines for longer ones.
The two most popular letter styles are block and modified block. Block style, with all lines beginning at the left, causes the least trouble. In modified block-style letters,
Numbered list for
improved readability
One blank line between paragraphs
Formatting Business Letters
the date and closing lines start at the center. For both styles the complimentary close is followed by three blank lines before the writer’s signature. Reference initials and enclosure notations, if used, appear in the lower left corner, as shown below.
So that you can see additional styles, I’m sending our office style guide. I certainly hope this material is helpful to you and your assistants, Ms. Williams.
Sincerely,
Sharon MontoyaSharon MontoyaExecutive Director
Complimentary Closing
Printed Name and Title
3-4 blank lines
Formatting Business Letters
110 West Route 66 Flagstaff, Arizona 86001
(928) 774-110 www.delrio.com
January 12, 2012 City Council City of Flagstaff 211 West Aspen Avenue Flagstaff, AZ 86001 Dear Council Members: Subject: Economic Impact of Coconino Industrial Park The attached report, requested by the Flagstaff City Council in a letter to Goldman-Lyon & Associates dated October 20, describes the economic impact of the Coconino Industrial Park on the city of Flagstaff. We believe you will find the results of this study useful in evaluating future development of industrial parks within the city limits. This study was designed to examine economic impact in three areas:
Current and projected tax and other revenues accruing to the city from Coconino Industrial Park
Current and projected employment generated by the park
Indirect effects on local employment, income, and economic growth Primary research consisted of interviews with 15 Coconino Industrial Park (CIP) tenants and managers, in addition to a 2010 survey of over 5,000 CIP employees. Secondary research sources included the Annual Budget of the City of Flagstaff, county and state tax records, government publications, periodicals, books, and online resources. Results of this research discussed more fully in this report, indicate that Coconino Industrial Park exerts a significant beneficial influence on the Flagstaff metropolitan economy. We would be pleased to discuss this report and its conclusions with you at your request. My firm and I thank you for your confidence in selecting our company to prepare this comprehensive report. Sincerely, Sylvia Hernandez Senior Research Consultant SMH: mef Attachment
Sylvia Hernandez
Time for Examples