written communication the communication process and written communication written communication...
TRANSCRIPT
Written Communication
The Communication Process and Written Communication
Written communication differs from oral communication in that :
It is more likely to involve creative effort
It has longer cycles
It usually has fewer cycles
Plan-Write –Revise Approach
Plan your writing
Need for Planning-Planning answer us the following questions:
What do we want to accomplish?
How can it best be accomplish?
We prepare both routine and non routine messages
Routine Message
Daily activities; accepting an invitation; commending an employee, responding to a customer’s request; requesting for additional information
Non-routine Message
Employee performance appraisal, a grievance response, a proposal for a new product, and a progress report
Routine message are easier to write than non-routine message .
Non-routine message are not written in response to ordinary daily activities.
Routine Message Non-routine Message
Writers who have developed good writing habits can complete routine messages in one draft
No one should expect to write non-routine messages quickly or in one draft.
If the message is non-routine or difficult, w should make complete notes during the planning stage, followed outline.
If the message is routine or simple , we may not need to put our planning steps in writing at all; with experience we may be able to plan the entire message mentally
Steps in Planning
• To read the correspondence carefully
• Annotate by underlining or highlighting key points
• If necessary , we can make notes or develop an outline on a separate sheet• Obtain previous correspondence or other necessary information before begin to write
Write Why am I writing?
How shall I present my message?
What background information do I need?Where shall I tell my reader the unpleasant news?
Who needs to have this information?
We should also check the arrangement of the information within the message to be sure that the information appears in the order of its importance or in the order in which you want the reader to receive the information.
Revise Revision means being objective about our writing and analyzing the message in order to strengthen it . It means being critical, even when we think we have written masterpiece
45%
25%
10%
15%
5%
Revising
Proofreading
Worrying
Planning Draft
Writing Draft
Writing process time
Principles of effective writing
Effective writing use the five C’s of writing Clear Concise Complete
Correct
Courteous
Is the Message Clear
Have we clarified in our own mind what we want to say before we begin to write?
Will our reader understand what we are trying to communicate?
Unclear I can recommended him as an employee without qualification
Clear I can recommend him as a highly qualified employee
Is the Message Concise
Eliminate irrelevant and unnecessary words. Business writing should convey messages as efficiently as possible. The message should be brief, as long as clarity and courtesy are not sacrificed in the process.
Have I used only the essential words ?Have I included the information necessary
for my reader understanding?Have you as yet had an opportunity to
make a decision regarding the job offer we spoke about by phone several weeks ago
Wordy
Concise Have you decided to accept our job offer?
Is the Message Complete?
Complete writing involves thinking about your reader and the reader’s purpose. We must also consider how much information the reader require to have his or her questions answered or to understand the intended message.
Incomplete We plan to meet on Tuesday at 8 in the conference room.
Complete
We will meet at 8 a.m. Tuesday. April 16 in the conference room in Sonargaon Hotel
Is the message Correct?
Is the information factual? Is the message grammatically correct? To ensure that the message is correct, pay attention to details. Learn and practice proofreading techniques. Check for typical errors, including errors about time, place, and people. Refer to any previous correspondence and verify information.Incorrect You will not be effected by his change.
Correct You will not be affected by this change.
Is the message courteous?
Letters convey the company’s image as well as the writer’s to people outside the organization. Letter must convey the same tone of courtesy and respect that would be expressed in face-to-face communication.
Discourteous I do not believe you have made an attempt to pay your bill. If you have a good reason, you certainly have not communicated it to us.
Courteous You undoubtedly have a good reason for being unable to meet your obligation. If you wish to arrange a payment schedule, please phone me . If not, may we expect your check for the balance by July 31st.
Suggestions for selecting word
Selecting the right words depends on :
• Our ability to use
language
• Our knowledge of the
reader
• Our good judgment
“Simplicity in writing .” Reason-
First: Many of us tend to write at too difficult a level. Instead of being ourselves we change our character when we write. Rather than being friendly, normal people, we become cold and stiff. We work to use big words and complex structure.
Second : The writer usually knows the subject of the message better than the reader. Thus, the two are not equally equipped to communicate on that matter. If the writer does not work at reducing the message to the reader’s level, communication will be difficult.
Third: According to the readability research writing slightly below the reader’s level of understanding communicates best.
Use Familiar WordsEvery day word- use in every day conversation
The words with sharp and clear meaning .We should avoid the stiff, more difficult word that do not communicate so precisely or quickly.
Difficult word are not all bad. Use them when they fit our needs and are understood.
Unfamiliar words
Endeavor
Terminate The conclusion ascertained from a perusal of pertinent data is that a lucrative market exists for the product
Familiar Words
Try
End The data studied show that the products in good demand
Choose Short Words
Generally short words communicate better than long words.A heavy use of long words- even long words that are understood- leaves an impression of difficulty that hinders communication.
All short words are not easy and not all long words are hard.
Example :
Gybe - short word but unknown
Hippopotamus , automobile, bicycle, etc.- long word but known
Long WordsThey acceded to the proposition to terminate business.
Definitive action was effected subsequent to the reporting date.
Short Words
They agreed to quit business.
Final action was taken after the reporting date.
Use technical words and Acronyms with Caution
Avoid
Covered employment
Cerebral vascular accident
Use
Employment covered by social security
Little stroke
Initials ( including acronyms) should be used with caution. Some initials such as IBM, are widely recognized, others, such as XML (extensible markup language), are not.BCS – Bangladesh Computer
Society
BCS – Bangladesh Civil Service
Use Active VoicePrefer the active voice to the passive voice.
In active voice, the subject does the action. In passive
voice, it receives the action.
Active voice is stronger and shorter.
Writing is more interesting and communicates better
when it uses active voice.
Passive
The result were reported in our July 9 letter.
The policy has been supported by our union.
The office will be inspected by Mr. Hall
Active
We reported the result in our July 9 letter.
Our union supported this policy.
Mr. Hall inspect the office.
Sometimes passive voice is preferable.
Passive is better when the doer of the action is not important. Passive voice properly de-emphasizes the doer.
Example: Advertising is often criticized for its effect on price.
Petroleum is refined in Texas.
Passive voice may enable us to avoid accusing our reader of an action.
Example;:
The damaged was caused by exposing the
material to sunlight.
The color desired was not specified in your
order.
Passive voice also may be preferable when the performer is unknown.
Example :
During the past year, the equipment has been sabotaged seven times.
Anonymous complaints have been received.
Passive voice is also better when the write prefers not to name the performer.
Example:
The interviews were conducted on weekdays between noon and 6pm
Two complaints have been made about you.
Use Slang and Popular Clichés with Caution• At any given time in any society some slang
words and clichés are in vogue.
• They may convey a desired effect in a communication. But they are be likely to be meaningful only for the moment.
• We should use such expressions sparingly and always only in informal communication with people who know and appreciate them.
Select Word with Right Strength and Vigor
In a way, word are like people ; they have
personalities. Some word strong and vigorous.
Some are weak and dull. And some fall between
extremes.
Good writer know these differences, and they
use them carefully. They use the words that do
the best job of carrying the intended meaning .
As a rule they make the stronger word stand
out .
Selecting words with just the right personalities requires :
• Learn language well – that we learn to distinguish shades of difference in the meanings of words.
Example:
Tycoon > Eminently successful business person Bear market > Generally declining market Boom > A period business of prosperity
Mother > Female Parent
• We will not always want the stronger
and most vigorous words. Sometimes ,
for good reason, we will choose weaker
ones.
Example :
“Bill” (Strong but has harsh meaning in
some minds) we may prefer
“statement”
The same goes for : debt and obligation,
die and passed on, labor boss and union
official , fired and dismissed.
• We should keep in mind that “verb” is
the stronger part of speech. Second is
the “noun”. Verb are action words, and
action carries interest. Noun are the
doers of action – the heroes of the
sentence. Thus, they also attract
attention.
• “Adjectives” and “adverb” are weak
words. They add length and distract
from the key words, the nouns and the
verbs. So, we should use them
sparingly.
Use Concrete Language
Good business communication is marked by
words that from sharp and clear meanings
in the mind. These are the concrete words.
Concrete is opposite of abstract. Abstract
words are vague. In contrast , concrete
words stand for things the reader can see,
feel, taste, or smell. Concrete word hold
interest, for they refer to the reader’s
experience.
Concreteness also involves how we put
words together. Exact and specific wordings
are concrete.; general and vague wordings
are abstract.
Example :
Abstract Concrete
A significant loss A 53% loss
Good attendance record 100 %
attendance record
In the near future By noon
Thursday
Light in weight A feather light.
Avoid Overuse of Camouflaged Verbs
Avoid camouflaged verbs. We camouflaged
a verb by changing it to a noun form and
then adding action words.
Avoid camouflaged verbs by
(1) writing concretely
(2) Preferring active voice
(3) make subject persons or things
(4) Write sentences in normal order.
Camouflaged verb
An arrangement was made to meet for break fast .
Amortization of the account was effected by the staff.
Application of the mixture was accomplished.
We must bring about a reconciliation of our differences.
Clear verb form
We arranged to meet for breakfast.
The staff amortized the account.
They applied the mixture.
We must reconcile our differences.
Select Word for Precise Meanings
Writing requires a knowledge of
language .
We study language and learn the shades
of difference in the meanings of similar
words.
Example :
Weary, tired ,pooped, fagged out ,
exhausted
All refer same things. Yet in most minds
there are differences in the meaning of
these words.
For formal message – weary would be
more acceptable than pooped, fagged out.
Money, funds, cash, dough, bread,
finance.
Boy , youth, young man, lad, shaver,
stripling
We should learn the specific meaning of
other words. Knowledge of language also
enable us to use words that carry the
meaning we want to communicate.
Example:
“Fewer” – smaller number of items
“less” - reduce value
Use correct idiom. Idiom is the way ideas are expressed in a language.
Example :
Faulty Idiom Correct Idiom
Careful about Careful withComply to Comply withDifferent than Different fromEqually as bad Equally badIn search for In search of Listen at Listen to
SUGGESTION FOR NONDISCRIMINATORY WRITING
Use gender-Neutral Word
• Avoid Using Masculine Pronouns for Both Sexes
We can avoid the use of masculine pronouns in such cases in three ways:
First: We can reword the sentence to eliminate the offended word.
Second : By making the reference plural.
Third: Use he or she, he/she, s/he, you, one and person ( we should use such expression caution.)
Example :
Avoid: If a customer pays promptly, he is placed on our preferred list.
First : A customer who pays promptly is placed on our preferred list.
Second: If customers pay promptly, they are placed on our preferred list.
Third: If customer pays promptly, he or she are placed on our preferred list.
• Avoid Words Derived from Masculine Words
Our culture was male dominated when our language developed. Because of this, many of our words are masculine even though they do not refer exclusively to men.
Example:Avoid
Chairman
Salesman
Manpower
Businessman [
Fireman
Cameraman
Gender-Neutral
Chairperson, chair, presiding officer, moderator Sales person, salesclerk, sales representative
Personnel, workers
Business executive, businessperson
Fire fighter
Camera operator
• Avoid Word That Lower Status By Gender
ExampleAvoid
Lady lawyer
Authoress
Sculptress
Poetess
Gender-neutral
Lawyer
Author
Sculptress
Poet
Avoid Words That Stereotype by Race, Nationality, etc
Word that stereotype all members of a group
by race, nationality or sexual orientation are
especially unfair and frequently they reinforce
stereotypical beliefs about this group.
It is unfair :
“Jews are miserly”
“Italians are Mafia members”
“ Hispanic are lazy”
“African Americans can do only
menial job.”
“Gays are perfectionist.”
Avoid Word That Stereotype by Age
Be sensitive with term:-
Senior citizens, mature, elderly, golden ager, etc.
Avoid :- Teenagers, adolescents
Use :- young person, young man, young woman.
Some slang term show lack of sensitivity:
Brat, retard, dummy, juvenile delinquent, truant, runaway
Avoid Words That Typecast Those with Disabilities
People with disability are likely to be discretionary words.
Avoid use
Deaf and Dumb Deaf
Fits Epilepsy
CONSTRUCTION OF CLEAR SENTENCES AND PARAGRAPH
• Emphasis on Short Sentences
• Short sentences communicate better
because of mind limitation.
• Short means about 16-18 words for middle
level reader
• The excessive use of short sentences is
also bad.
Short sentence are achieved in two ways:
1) By limiting sentence content.2) By using words economically.
Economizing on Word s:
Economizing on words generally means seeking shorter way of saying things.
Some suggestion:
Avoid cluttering phrases. Substitute shorter expressions.
Avoid : In the event that payment is not made by January, operation will cease.
Short : If payment is not made by January, operation
will cease.
Cluttering Phrase Shorter Substitution
Along the lines of like
At the present time now
For the purpose of for
In accordance with. by
Eliminate Surplus Word
Contain surplus word
There are four rules that should be observed.
The machine that are damaged by the fire were repaired.
I am prepared to report to the effect that sales increased.
Eliminate surplus word
Four rules should be observed.
The machine damaged by the fire were repaired.
I am prepared to report that sales increased.
Roundabout Constructions
Roundabout
The president is of the opinion that the tax was paid.
It is essential that the income be used to retire the debt.
He criticized everyone he come to contract with.
Direct
The president believes the tax was paid
The income must be used to retire the debt.
He criticized everyone he met.
Unnecessary Repetition of Words or Ideas:
Needless Repetition
Please endorse your name on the back of this check.
We must assemble together at 10:30 am in the morning
Our new model is longer in length than old one
Repetition Eliminated
Please endorse this check.
We assemble at 10:30 am
Our new model is longer than the old one.
Determining Emphasis in Sentences Design
• We should give every items its due emphasis.
• Short sentence emphasize contents.
• Determining emphasize is a matter of good judgment.
• Giving the Sentence Unity
• All parts of a sentence should concern one thought.
There are the three cause of unity error:
1) Placing unrelated ideas in a sentence violates unity
We can avoid this error by:
i) putting unrelated ideas in separate
sentences,
ii) subordinating an idea,
iii) adding words that show relationship
2) Excessive detail is another cause of lack of
unity,
put it in a separate sentence. This means
using short sentences.
3) Illogical Constructions can rob a sentence of unity.
Illogical Construction
Job rotation is when you train people by moving them from job to job.
My education was completed in 2004, and then I began work as a manager for Home Deport.
Improved
Job rotation is a training method in which people are moved from job to job.
I completed my education in 2004 and then began work as a manager for Home Deport.
Arranging Sentences for Clarity
• Clear writing requires that we follow the establish rules of grammar
• This rules are based on custom and logical relationships.
Care in Paragraph Design
Giving the Paragraph Unity
The content of a paragraph should concern one topic or
idea(unity).
But unity can vary in breadth. Paragraph unity concerns a
narrow topic.
Keeping Paragraph Short
Generally, paragraph should be short.
Short paragraph show organization better than long ones.
People simple prefer to read writing with frequent paragraph
breaks. It is more inviting, and it appears less difficult.
Readability research has suggested an average length of eight
lines for longer papers such as reports. But length can, and
should vary with need.
Making Good Use of Topic Sentences
The topic sentence express the main idea of a paragraph, and
the remaining sentences build around and support it. In a
sense, topic sentence serves as a headline for the paragraph,
and all the other sentence supply the story.
But not every paragraph must have a topic sentence.
Leaving out Unnecessary Detail
The chances are that we have more information than a reader needs. Thus, a part of our communication task is to select what we need and discard what we do not need. But deciding what to include is a matter of judgment.
Giving the Paragraphs Movement
Each paragraph should move an additional step toward the goal.
Types of Writing
Effective Writing Skills
E-mails Letters Memos Agendas Reports Promotional Material Academic Documents Research (scientific) manuscripts White Papers
Characteristics Of Business Letter
Purposes of Letters
Inform Instruct Request Inquire Remit Order Advise Correct Question
Underlying Objectives of letter
Get and hold attentionCatching and keeping the attention of your reader are essential to getting action. A letter must begin in a way that appeals to the reader. The very first sentence must get and hold attention, capture interest, and make the reader want to continue reading.
State the case clearly and conciselyMost businesspeople are busy and have little time to waste trying to decipher the meaning of a letter. Nor do they have time to wade through lengthy paragraphs to extract desired information. When you state your message clearly and concisely; you are more likely to achieve the desired results.
Establish confidence and get action
Most people respond positively when they have confidence in the people with whom they are dealing.
FUNCTION OF A FIRST PARAGRAPH
Get favorable attentionIndicate what the letter is aboutSet a friendly, courteous toneRefer to previous correspondence, if
appropriate
FUNCTIONS OF MIDDLE PARAGRAPH
Provide Background InformationProvide Supporting Information
FUNCTIONS OF LAST PARAGRAPH
Request ActionConclude the MessagePresent a Positive Company Image
E-Mails E-mail is fast, convenient and easy Email is now the dominant method of
communicating in business. Convenient for communicating with people
in different places and different time zones Easier to communicate with people who
understand written form but don’t speak it well
Excellent mechanism for follow-up or action items after a meeting
Messages can be saved and retrieved easily
Effective Writing Skills
E-Mails (Challenges)
Effective Writing Skills
USE WITH CARE….
Email is not always confidential -- emails
can sometime be obtained from central
network even if deleted from personal
computers
Watch Out!
Effective Writing Skills
E-Mails (Challenges)
Email is often sent out without re-reading, proof-reading and other standards applied to written communications. We press the send button too soon!
Emails can be forwarded and sent to others without our approval or knowledge
Effective Writing Skills
E-Mails Many users do not realize the potential
outcome of what is being sent through e-mails
Business e-mails should be concise and to the point
The language used in business e-mails should not be overly informal
Effective Writing Skills
E-Mail Manners
Always include a subject or e-mail title Avoid the “ready, aim, fire” approach Avoid “flaming” Don’t be too-casual Consider if e-mail is the appropriate tool Make one point per e-mail Make the font user-friendly Don’t use all capital or lower-case letters
Effective Writing Skills
Memos
What is Memo?
A memo is a document typically used for communication within a company.
Memos can be as formal as a business letter and used to present a report.
However, the heading and overall tone make a memo different from a business letter.
Because we generally send memos to co-workers and colleagues, we do not have to include a formal salutation or closing remark.
Purpose of a Memo
Usually we write memos to inform readers of specific information. Managers use memos to inform and motivate employees.
We might also write a memo to- persuade others to take action, or give feedback on an issue, or react to a situation.
However, most memos communicate basic information, such as meeting times or due dates.
Before writing a memo, outline what your purpose is for doing so, and decide if the memo is the best communication channel.
Types of Memos
Each memo is written for a specific purpose to a specific audience. The purpose and audience for our memo will help guide what type of memo you will write. There are three basic reasons to write a memo:
1. to persuade action
2. to issue a directive
3. or to provide a report.
The Memo Format
TO: Receiver(s), Title
FROM: Your Name, Title
DATE: Month Day, Year
SUBJECT: BE SPECIFIC
No Dear Sir, and so on
No Yours Sincerely, and so on
Heading
A memo's heading provides information about who will
receive the memo, who is sending the memo, the date,
and the memo's subject. This information may be bolded
or highlighted in some way.
Additionally, you might also initial your name in the
"FROM" line to indicate that you gave the memo a final
approval.
Sometimes organizations specify how to fill out the
headings. If you are unsure, it may be a good idea to
include your job title and your reader's. The memo will
then be informative to someone new to the situation, or
someone who received the memo after it was passed on
from the original reader.
Format and Design
Message
Memos are reproduced and exchanged rather freely,
and it is common for a reader to receive a memo that is
only marginally relevant to him or her.
Opening Segment
This is why it is important that the first sentence of the
memo should answer that question with a purpose
statement. The best purpose statements are concise
and direct.
The gist of a memo should occur in the opening sentences/ paragraphs. It's a good idea to include:
1. The context
The context is the event, circumstance, or background of the problem you are solving or the directive you are giving.
Include only what your reader needs and be sure it is clear.
Consider the following questions:
Is your memo a result of a situation?For instance, "As a result of yesterday's meeting..."
Is your memo a reminder? For example, "The Proposal is due July 2."
2. The task
A statement that describes what you are doing to deal with a situation.
Discussion Segment
The discussion segments are the parts in which you get to include all the juicy details that support your ideas. Keep two things in mind:
1. Begin with the information that is most important. This may mean that we will start with key findings or recommendations.
2. Start with our most general information and move to our specific or supporting facts.
3. For easy reading, put important points or details into lists rather than paragraphs when possible.
4. Be careful to make lists parallel in grammatical form.
Closing Segment
We're almost done. After the reader has read our information, we want to close with a courteous ending stating what action we want our reader to take.
Make sure we consider how the reader will benefit from the desired actions and how we can make those actions easier.
For example, you might say, "I will be glad to discuss this recommendation with you and follow through on any decisions you make."
Tone of A Memo
Since we typically send memos to those working within our company, we can use a more informal tone than we would if we were writing a business letter.
For example, we might refer to our colleagues by their first names or use humor. However, always keep in mind that you still need to be professional. Ask ourselves how the company's president would react to our memo. If we would be embarrassed to have the president read our memo, consider changing or eliminating information.
Length of a Memo
Memos are generally short, concise documents. However, we may have to write longer memos, depending on our topic.
For example, a memo might present the new guidelines for a specific office task.
Obviously, if we have over forty guidelines, the memo will be more than a page. Some memos might even introduce a short report. In this case, we might include the report in the memo, or the memo might be a separate document, introducing the report.
Format Guidelines
Regardless of the style, memos generally have similar format characteristics, unless otherwise specified by the company. Listed below are some basic guidelines that can help us create a memo:
• Memos have one-inch margins around the page and are on plain paper
• All lines of the memo begin at the left margin• The text begins two spaces after the subject line• The body of the memo is single-spaced, with two
spaces between paragraphs• Second-page headings are used, as in business
letters• The second page includes who the Memo is to, the
page number, and the date• The sender usually signs the Memo using initials,
first name, or complete name
Directive Memo
A directive memo states a policy or procedure we want the reader or co-worker to follow. The length of the memo depends on how much space is required to properly explain the procedure.
The body of the memo should begin with a clear, concise sentence that states the purpose of the memo.
For example:
"The purpose of this memo is to let all members of the ABC department know that doughnuts will be provided every Friday morning at 8 a.m."We then provide statements that explain the rationale for such a decision or procedure.
TO: Design Team #362
FROM: W.B. Working
DATE: May 9, 2011
SUBJECT: Project Schedule
MEMORANDUM
As a result of yesterday's meeting, I suggest we follow the project schedule listed below. Remember, we must submit a Proposal by noon on July 2.
Schedule
Task Completion Date
Divide research into groupsand compile information
June 6
Review designs from Kate and Bill.
June11
Write Proposal June 23
Review Proposal June 26
Submit Proposal for printing June 27
Persuasive Memorandum TO: Barbara Smith, Publication Manager FROM: Hannah Kaufman, Vice President HK DATE: October 14, 2010 SUBJECT: Need for New Memo Format
I’ve noticed that we don’t seem to be able to communicate important changes, requirements and progress reports throughout the company as effectively as we should. I propose developing one consistent memo format, recognizable by all staff as the official means of communicating company directives.
While I know this seems like a simple solution, I believe it will cut down on needless e-mail, improve universal communication and allow the staff to save necessary information for later referral.
Please talk among yourselves to determine the proper points of memo writing and return the input to me by 12 noon. I will then send out a notice to the entire staff regarding the new memo format.
Thank you for your prompt attention to this.
Response Memo
The purpose of this memo is to provide the audience with desired information. It usually has four parts:
purpose statementsummarydiscussionaction
Begin this memo with a short paragraph stating the purpose, which is always to respond to a request for information. Next, summarize the information requested.Third, in a discussion section, point out to the reader any important information that you feel should be highlighted or stressed.Finally, in the action section, state any additional action you are going to take or feel should be taken to properly address the original request for information.
Field Report Memo
Memos are often used to report on inspection and procedures. These memos, known as field or lab reports, include the problem, methods, results, and conclusions, but spend less time on the methods section.
A field or lab report memo has the following structure:purpose of memosummaryproblem leading to the decision to perform the proceduremethodsresultsconclusionsrecommendations
TO: Dean of Journalism
FROM: Steve Nash
DATE: June 27, 1999
SUBJECT: Computer Lab
Purpose: This memo presents the findings of my visit to the computer lab at Clark C252.
Summary: In general, I felt that the lab needs much new equipment and renovation.
Problem:
The inspection was designed to determine if the present equipment was adequate to provide graduate students with the technology needed to perform the tasks expected of them by their professors and thesis research.
Methods: I ran a series of tasks on SPSS and WordPerfect and recorded memory capacity and processing time for each task.
Results: The inspection found that the hardware used to run the computers is outdated and that the computers itself are very slow.
Conclusions: This lab is inadequate for the everyday needs of graduate students in this department.
Recommendations:
Four new computers running on Windows98 and a processing speed of at least 233mhz should be purchased immediately.
MEMORANDUM
REPORT WRITING
Defining report
A business report is an orderly and objectives communication of factual information that serves a business purpose.
Orderly communication – a report is prepared carefully. Care in preparation distinguishes report from casual exchange of information.
Objectives :- quality of a report is its unbiased approach. Report seek truth. They avoid human biases.
Communication :it covers all ways of transmitting meaning : speaking, writing, drawing and such.
Factual information: it is based on events, record, data, and the like.
A report must serve a business purpose.
Reports
Define the main point Define the goals and objectives Collect the evidence needed to support
the main point Organize the report State the conclusions and
recommendations
DETERMINING THE REPORT PURPOSE
The Preliminary Investigation
Getting our problem clearly in mind is largely a matter of gathering all the information needed to understand it and then applying our best logic to it.
Need for a Clear Statement of the Problem
We should express the problem clearly, preferably in writing.
The problem statement normally takes one of three forms:
1. Infinitive phrase: “ To determine the causes of decreasing
sales at
Store
X.”
2. Question: “What are the causes of decreasing sales at
Stores X?”
3. Declarative statement: “ Store X sales are decreasing,
and management wants to know why.”
DETERMINING THE FACTORS
Use Of Subtopics In Information Report
For example :
Problem Statement : To review operation of company X from January 1 through March 31.
Subtopics: 1. Production2. Sales and promotion3. Financial status4. Computer systems5. Product development6. Human resources
Hypothesis For Problems Requiring Solution
Hypothesis (possible explanations of the problem) may be the factors in problems requiring solution.
Bases of Comparison in Evaluation Studies
GATHERING THE INFORMATION NEEDED
The next step is to conduct the research needed. A personal investigation is usually appropriate.
INTERPRETING THE FINDINGS
Advice for avoiding human error
1.Report the fact as they are.
2.Do not think that conclusions are always
necessary.
3.Do not interpret a lack of evidence as proof to
the contrary.
4.Do not compare non comparable data.
5.Do not draw illogical cause-effect conclusions.
6.Beware of unreliable and unrepresentative
data.
7.Do not oversimplify
Appropriate Attitude and Practices
1. Maintain a judicial attitude.
2. Consult with others.
3. Test the interpretations
Statistical Tools in Interpretation
• Statistics permit us to examine a set of
facts.
• Descriptive statistics should help the
most.
• Do not allow statistical calculations to
confuse the reader, they should help
interpret.
ORGANIZING THE REPORT INFORMATION
The Nature and Extent of Outline
Introductory and Concluding Parts
Organization by Division
Division by Conventional Relationships
Combination and Multiple Division
Possibilities
Wording of the Outline
WRITING THE REPORTIn writing the report, communicate clearly and quickly.
Also give it these characteristics:ObjectivityTime consistencyTransition and Interest
Requirement Objectively Good report writing is objective.Keep out all bias. Seek truth.
Objectivity As Basis For Believability
Objective writing is believable.
Objectivity And The Question Of Impersonal Versus Personal
Writing
Objective writing has meant writing impersonally ( no I’s, we’s, you’s).
Recently, some writers have argued that personal writing is more interesting than impersonal writing and just as objectives.
Good advice is to use personal style for routine reports and impersonal style for more formal reports.
Consistency in time viewpoint
Keep a consistent time viewpoint throughout the report.
There are two time view point: past and present.Select one, and do not change.
The past-time viewpoint views the research and finding as past, and prevailing concepts and proven conclusions as present.
The present-time viewpoint present as current all information that can be assumed to be current at the time of writing.
Need for Transition
A well-written report reads as one continuous story. The parts connect smoothly. Much of this smoothness is the result of good , logical organization
We should use transition to connect the parts of the report.Transition means a “bridging across.”
Transition should be used where there is a need to connect the parts of the report. For connecting large parts, transition sentences may be used.
Use topic sentences also helps improve thought flow.
Transitional words show relationships between lesser parts.
Maintaining Interest
Report writing should be interesting. Interesting writing is necessary for good communication.
Interesting writing is the result of careful word choice, rhythm, concreteness- in fact, all the good writing techniques.
But effort to make writing interesting can be overdone. The writing style should never draw attention away from the information.
An overview of report structure
Title Fly
Title Page
Letter of transmittal
Table of content
Executive Summary
The Report Proper1st step
Title Page
Letter of transmitt
al
Table of content
Executive
Summary
Title Page
Table of content
Combination transmittal/ Executive Summary
2nd step
Title Page Combination
transmittal/ Executive Summary
Title Page
3rd step
5th step
4th step
6th step
7th step
Letter ReportEmail
Report
The Report Proper
The Report Proper
The Report Proper
The Report Proper
Characteristics of Shorter Reports
These are the everyday working report – those used for the routine information reporting that is vital to an organization’s communication. The shorter report forms are the most common in business. Their need for introduction and conclusion varies.
Little need for introductory information
Shorter report s have little need for introductory materials. Some shorter reports need introductory materials. Include as much introductory material as is necessary to prepare the reader for the report.
Predominance of the direct order
The shorter reports usually begin directly with conclusion and recommendation .
Use the direct order when the conclusion or recommendation will serve as a basis for action.
Most short report are personal, direct, and without formal introductions. Although exceptions exist, they provide everyday working information to organizations that is essential to survival.
Use the indirect order when you need to take the reader through the analysis.
The direct order gives the main message first.Then it covers introductory materials (if any), findings and analysis, conclusions and recommendations.
The indirect order has this sequence : introduction, facts and analysis, conclusions and recommendations.
More personal writing style
Personal writing is common in the shorter reports.
The reasons are that the shorter reports usually :
1) involve personal relationships,2) concern a personal investigation,
and 3) are routine
Writing impersonally :
1 ) when your reader prefers it and 2) when the situations is formal.
Less need for a structured coherence plan
For shorter report a structured plan is not needed.
By structured coherence plan we mean an arrangement of summarizing, forward looking, and backward looking parts that tie together the report presentation.
FORMS OF SHORTER REPORT
The short report
Letter Report
Email Reports
Special Report Forms
Staff Report
Meeting Minutes
Progress Report
Audit Report
Proposal
The Short Report
• The short report consists of title page and report
text.
• Usually it is in a direct order , beginning with a
summary.
• The introduction comes next, followed by the
findings and analyses, and finally conclusion.
Letter Report
• Letter reports are reports in letter form.
• Usually they cover short problems.
• Typically they are written in personal style.
• They may be organized in the indirect order (beginning
with a brief introduction)
• They may be also be written in the direct order, in
which case a subject line gives introductory facts.
• Organizations of letter reports are much like those of
longer reports.
• The letter report ends on a goodwill note.
The Stuff Report
One of the most widely used reports in business is the staff report. It follows a fixed organizational plan that leads to a conclusion.
One typical staff report has these parts:
1. Identifying information: as the company’s staff reports are written on intercompany communication stationery, the conventional identification information (To, From, Subject, Date) appears at the beginning.
2. Summary : For the busy executive who wants the facts fast, a summary begins the report. Some executive will read no further . Other will want to trace the report content in detail.
3. Objectives ( or the problem) : as do all good problem-solving procedures, the report text logically begins with a clear description of the problem.
4. Facts : Next comes the information gathered in the attempt to solve the problem.
5. Discussion: Analysis of the facts and applications of the facts and analysis to problem follow.( frequently, the statement of facts and their discussion can be combined.)
6. Conclusion : From the preceding discussion of facts come the final meanings as they apply to the problem.
7. Recommendations: If the problem’s objectives allows fro it, a course of action may be recommendation on the basis of the conclusions.
The Audit Report
It is a statement verifying an account’s inspection of a firm’s financial record s.
Short – and – long form audit reports are well known in business.
Composition of the long –form audit reports is as varied as the short form is rigid. In fact , a national accounting association, which made an exhaustive study on the subject, found practices to be so varied that it concluded that no typical form exists.
PROPOSAL ORIGINATION
The purpose of a proposal is:-
1. To inform and
2. To persuade
Proposal may originate in two ways:
1. As responses to requests for proposals
2. As writer-initiated proposal
1.As responses to requests for proposals:
A response to an request for proposal places the initiative for proposal origination on the person or organization requesting the proposal . The original idea or need or the proposal , as well as the format, is provided in the request.
2. As writer-initiated proposal: Initiating proposal calls for :-
i) The ability to identify problems, ii) Creativity in developing possible solutions to problems, and iii) The ability to present the problems and solutions in a logical format
PROPOSAL DEVELOPMENT
Define Problem
State Objectives
Develop plan of work
Plan, outline, and design proposal
Draft proposal
First review and go-ahead
Revise, finalize draft
Management review and approval
Final artwork /Final typing
Proofread final proposal
Reproduction and delivery
Pre
pare
D
ocu
men
t
PROPOSAL CONTENT
Preliminaries- A title page- An abstract- A table of contents
Introduction
Body
Appendices
PROPOSAL PRESENTAION
• WRITTEN PRESENTATION
• ORAL PRESENTATION
Effective Writing Skills
Discussion?