Report

1Why reports ?Readers are busy people who have no time for confused writing Poorly written reports create wrong and unrealistic ideas12Please note In this session emphasis is on report writing skillIt is presumed that you have a fair-to-good knowledge of English language23 Before you put pen to paper, decide who is (are) my primary reader(s)what do I most want to tell the reader i.e. what is the objectiveWrite the above two and keep it in front of you Write for the primary reader-- it gives focus34What does an average manager want?- Tell me right away what I need most to know.- Draw my attention to the results . I dont want to hunt for them .

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Source: The American Heritage Word Frequency Book by John B. Carroll, Peter Davies, and Barry Richman300 most common words in English56Use short simple sentences(Examples given later )Avoid jargonUse the names (including I) , if possibleAny main report longer than 2 pages becomes ineffectiveSome helpful tips67 Make report self-supportingGive source of info. for important bits & piecesPage numbersHeader and FooterSome helpful tips (contd)78ConjunctionThe boss patted the secretary on the shoulder.89Some typical gaffesBe careful of Comma, hyphen, full stop Cut ten foot long pieces 3 6 valves are to be orderedVisit the graveyards where important people are buried on Thursdays.

9What are you trying to say ?1a. An aberration of considerable magnitude significantly influenced the character readout.1b. The font size is too small2a. Being humbly submitted for your kind perusal and approval after due considerations.2b. For your approval please

Words of Low Information Content (LIC)LIC Replace with In order to toeffect an improvement in improvean effort should be made we shouldlocated in the vicinity of nearbrings to a conclusion concludesIn the direction of towards

Misspelt words indicate sloppinessUse Dictionary Use Thesaurus 10

1011What is this?A research team proceeded towards the apex of a natural geologic protuberance, the purpose of their expedition being the procurement of a sample of fluid hydride of oxygen in a large vessel, the exact size of which was unspecified.

One member of the team precipitously descended, sustaining severe damage to the upper cranial portion of his anatomical structure; subsequently the second member of the team performed a self-rotational translation oriented in the same direction taken by the first team member.Translation: Jack and Jill went up the hill 1112What are you trying to say ?

The objective of writing an objective is to clearly state an objective, the object of which is to objectively inform the potential objector of what you want to do (or what you would not object to doing)!1213Short, Yes; Telegraphic, No

Fresh Fish is sold here131410 Tips for Effective E-mailThink before you write. Analyze your readers to make certain that you are sending a message that will be both clear and useful.

You can deny what you said but NOT if you write it. Be careful in language, facts, Syntax and grammar. Show to someone before sending if youre not sure.

Keep your message concise. Readers tend to skip details in longer mails. Save longer messages and formal reports for attachments. But also do not keep your message so short that the reader has no idea what youre talking about. May include a summary in the beginning of your message.

Remember that e-mail is not necessarily confidential. Some companies will retain the right to monitor employees messages. (Refer to #1 and #2, above.) Dont send anything you wouldnt like to be shown later.Dont attempt to discipline your readers. Its unprofessional to lose control in personto do so in writing usually just makes the situation worse. Mind your language141510 Tips for Effective E-mailDont spam your readers. Dont send them unnecessary or frivolous messages. Soon, theyll stop opening any message from you.

DONT TYPE IN ALL CAPS! IT LOOKS LIKE YOURE YELLING AT THE READERS!

dont type in all lower case. (unless youre s.b.sharma) if you violate english grammar and usage, you make it difficult for the reader to read.

Use the Subject line to get the readers attention. Replace vague lines (Information on XYZ Project, or Status Report Q1) with better grabs: Need your input on Refinery Project, or Analysis of recent erection problems)

Take the time to poofread your document before you sent it. send the document thru the spell checker and/or the grammer checker. Even simpl tipos will make you look sloppie and damage youre proffessional credubility.1516prcis writing skillsWhat is prcis? a concise summaryGuidelinesKeep main points intactShorten to one third of original1617prcis writing - ExampleOriginalBecause the ability to communicate effectively plays an important part in an accountant's success on the job, many employers screen prospective accountants for adequate skills in oral and written communication. In fact, one study shows communication skills to be the most important factor in decisions to hire. Employers view the ability to write and speak effectively as even more important than a prospective employee's academic results. (66 words)Prcis Employers recognize the importance of oral and written communication in accounting, and therefore prefer to hire graduates with effective communication skills. (21 words)1718prcis writing Exercise 1Tendulkar is far too experienced to get carried away or to feel insecure if the batsman at the other end is outscoring him and he played yet another capital knock. He got to 11,000 one-day runs quietly with a single but did not miss out on the scoreable balls and he finished the game in style with a boundary and sixer to score yet another emphatic victory for India. Such margins of victories are important from the morale point of view, for it not only gives the winning team the belief that they are that much better but it demoralizes the opposition. The previous two victories have been by close margins, which have given England the hope that they can compete but this victory showed that India were much the superior side. (133words)1819Writing Exercise 3Write an application for 1920 Thank You20