BC: Ch 5 & 9
Chapter 5
Communication in the Digital Age
Messages are shorter and more frequent, and response time is much speedier.
Social media platforms such as Facebook, YouTube, Instagram, and Twitter have transformed communication from one-on-one conversations to one-to-many transmissions.
Powerful mobile devices access data and applications stored in the cloud, in remote networks, not individual computers.
Virtual private networks (VPNs) offer secure access to organizations’ information from any location in the world. For better or for worse, businesspeople are increasingly connected 24/7.
E-mail: a mainstay of business communication for messages transmitted within organization as well as with customers and suppliers
Podcasts: a digital media file that is distributed over the Internet and downloaded on portable media players, personal computers, and other devices; may also be called webcasting with audio content or vcasting with video content
Wikis: a Web-based tool that employs easy-to-use collaborative software allowing multiple users collectively to create, access, and modify documents
E-mail in the workplace is unlikely to go away. Despite the growing importance of social media for business, most workplace messages are still sent by e-mail, the most effective digital tool for Internet-using workers.
Trailing only text messaging, e-mail is a more widely used smartphone feature than social networking, watching videos, or using navigation.
However, some workers get overwhelmed with how many eamils they receive. Currently, the average worker receives 121 e-mails per day or more than 44,000 e-mails per year and checks e-mail 77 times per day; some people peek at their inboxes as often as 373 times daily. Each day approximately 215 billion e-mails are sent across the globe
Down-editing: A skillful e-mail technique for inserting responses into parts of an incoming message.
Interoffice memorandum: A paper-based internal communication channel used primarily to convey confidential information, emphasize ideas, deliver lengthy documents, or lend importance to a message.
Memos are necessary for important internal messages that
Are too long for e-mail,
Require a permanent record,
Demand formality, or
Inform employees who may not have work e-mail
Memos and Emails are similar
Similarities
E-mails and memos both generally close with
action information, dates, or deadlines;
a summary of the message; or
a closing thought.
An effective memo or e-mail closing might be Please submit your written report to me by June 15 so that we can review your data before our July planning session. In more detailed messages, a summary of main points may be an appropriate closing. If no action request is made and a closing summary is unnecessary, you might end with a simple concluding thought (I’m glad to answer your questions or This sounds like a useful project).
Differences
You need not close messages to coworkers with goodwill statements such as those found in letters to customers or clients. However, some closing thought is often necessary to avoid sounding abrupt. Closings can show gratitude or encourage feedback with remarks such as I sincerely appreciate your help or What are your ideas on this proposal?
Other closings look forward to what’s next, such as How would you like to proceed? Avoid closing with overused expressions such as Please let me know if I may be of further assistance. This ending sounds mechanical and insincere.
Instant messaging (IM): A communication tool that allows people to use the Internet or an internal intranet to “chat” in real time by exchanging brief text-based messages.
Text messaging (or texting): A communication tool used to exchange brief messages in real time, usually delivered by smartphone.
SMS: Abbreviation for short message service; a service supplied by cell phone service providers that allows texting.
Presence functionality: A benefit of instant and text messaging that enables coworkers to locate each other online, thus avoiding wild goose chases hunting someone who is out of the office.
Phishing: The fraudulent use of email to persuade recipients to disclose personal information.
Malware: Malicious software designed to disrupt the operation of a network or computer.
Spim: Spam (unsolicited advertisements) sent via instant messaging.
Netiquette: Rules of etiquette for polite interaction on the Internet.
Guidelines for IM
Follow company policies: netiquette rules, code of conduct, ethics guidelines, as well as harassment and discrimination policies.
Don’t disclose sensitive financial, company, customer, employee, or executive data, and don’t say anything that could damage your reputation or that of your organization.
Steer clear of harassment and discriminatory content against classes protected by law (race, color, religion, sex, sexual orientation, national origin, age, and disability).
Don’t forward or link to inappropriate photos, videos, and art.
Don’t text or IM while driving a car; pull over if you must read or send a message.
Separate business contacts from family and friends; limit personal messaging.
Avoid unnecessary chitchat and know when to say goodbye.
Keep your presence status up-to-date, and make yourself unavailable when you need to meet a deadline.
Use good grammar and correct spelling; shun jargon, slang, and abbreviations, which can be confusing and appear unprofessional.
Influencers: Well-connected bloggers who boast large audiences.
TED talks: Thought-provoking podcasts on topics in technology, entertainment, and design (TED); delivered by a mix of entrepreneurs, scientists, and other opinion leaders.
Crowdsourcing: The practice of tapping into the combined knowledge of an online community to solve problems and complete assignments.
Blog: A website with journal entries usually written by one person with comments added by others.
Engagement: Relationships and interactions between companies and customers thought to be created through blogging and online networking resulting in goodwill and brand loyalty.
Viral marketing: The rapid spread of messages online, much like infectious diseases that pass from person to person.
Cloud computing: Storing and accessing information and software applications in remote network clusters, or “clouds”.
Practice Quiz:
An e-mail message would be most appropriate to schedule a meeting.
Which of the following statements about memos is most accurate?
a. Memos should be used to communicate with outside entities such as buyers, customers, and financial institutions.
b. Memos are used more often than e-mail messages in today's workplace.
c. Memos are inappropriate for complex, lengthy messages.
d. Memos are necessary for messages that require a permanent record.
Because most e-mail messages and memos cover nonsensitive information, they should be written using a(n) direct organizational pattern.
Which of the following statements about instant messaging and texting is most accurate?
a. Users of instant messaging and text messaging, unlike e-mail users, do not need to worry about fraudulent schemes, viruses, malware, or spam.
b. Some organizations forbid employees to use instant messaging and texting.
c. Although popular among teens, instant messaging is rarely used by employees to conduct business.
d. Texting allows users to use the Internet to communicate in real time in a private chat room with one or more individuals.
What is the best advice for using instant messaging or texting on the job?
a. Use jargon, slang, or abbreviations freely to save time.
b. Make yourself available at all times.
c. Feel free to use instant messaging or texts to send sensitive information.
d. Learn about your organization's messaging policies
Brianna just started a new job that requires her to use texting to communicate with clients and coworkers. To display proper texting etiquette, Brianna should avoid sending texts in public areas such as performance venues, restaurants, and meetings.
News professionals, educators, and corporate trainers create digital audio or video files; receivers then download the files to view or hear the file contents. What are these digital audio or video files called? Podcasts
A wiki is a Web-based tool that employs easy-to-use collaborative software to allow multiple users collectively to create, access, and modify documents.
One of the biggest advantages of a wiki is that it reduces the confusion that often results from many file versions.
A website or a social media platform that contains informal posts and articles on a variety of topics is called a blog.
Companies use blogs for all of the following reasons except __________.
a. recruiting
b. crisis communication
c. payroll
d. public relations
Which is the best tip to follow when creating a blog?
a. Minimize white space by developing long paragraphs.
b. Avoid contractions and conversational language.
c. Avoid the use of visuals because words are more important than pictures.
d. Use vivid examples, quotations and testimonials, and statistics.
Which statement about social networking is most accurate?
a. Businesses use social networking exclusively for customer input.
b. Very few Fortune 500 companies use social networking sites.
c. The only social networking site used by businesses today is Facebook.
d. Businesses can use social networks to connect dispersed employees.
Which of the following statements best describes the use of social networking by businesses today?
a. Today's companies use social networking sites only for brainstorming and teamwork.
b. Very few businesses use social networking to market themselves.
c. Only young adults use social networking sites.
d. Companies struggle with finding the right balance between permitting access to the Web and protecting security and ensuring productivity.
Shawn has asked you for some advice regarding the use of social networking in the workplace. Which of the following is good advice?
a. Know the policies of the employer.
b. Refuse friend requests or "unfriend" people to avoid jeopardizing professional relationships.
c. Assume that the content posted on a social networking site is protected.
d. Freely share sensitive information.
(T/F) The most important part of an e-mail message is the salutation. False
(T/F) Like e-mail messages, memos can be sent to internal or external audiences. False. Memos are used for important internal messages that are too long for e-mail, require a permanent record, demand formality, or inform employees who may not have work e-mail.
(T/F) Some benefits of instant messaging and texting in the workplace include speed, cost savings, and presence functionality. True
(T/F) Like e-mail, instant messages and texts are subject to discovery in legal cases. True
(T/F) Podcasts are easy to produce and require simple, cheap hardware. False
(T/F) Companies can use wikis to connect offices, collect and disseminate information to large audiences, and facilitate feedback from employees. True
(T/F) The biggest advantage of business blogs is their ability to reach a large audience. True
(T/F) When creating or responding to a blog, you need not worry about grammar and spelling. False
(T/F) Many organizations use social media sites to recruit employees. True
(T/F) Privacy settings on social networks always allow individuals to hide their comments and content from unintended audiences. False
Chapter 9
9-1 Prepping Reports in the Digital Age
Business Reports
Because organizations face intense competition and constant technological change, efficient reporting plays a critical role in helping managers sift through huge amounts of data to make decisions.
Decisions are usually based on information submitted in reports.
Routine reports keep managers informed about work in progress.
Focused reports help managers analyze the challenges they face before recommending solutions.
In the digital age, the amount of data expands exponentially by the minute; report writers are challenged to make sense of it.
Reports are meant to convey information, answer questions, and solve problems.
Types of reports
Informational reports: A report that collects and organizes information without analysis or recommendations.
Examples: trip reports, status reports, monthly sales reports, status updates, and government compliance reports
Analytical reports: a report that provides data, analyses, and conclusions; may also provide recommendations and may intend to persuade readers to act or to change their beliefs.
Examples: yardstick report, feasibility studies, and justification reports
Organizational Strategies
The reader’s anticipated reaction and the content of a report determine its organizational strategy. (Long reports might switch between the two)
Direct: when you place the purpose for writing close to the beginning of a report
Reasons to organize directly: readers are supportive of or familiar with the topic, gives readers the results of the report immediately
Usually informational reports
introduction, the facts, and a summary (a report that compresses the main points from a book, report, article, website, meeting, or convention; also offers more sources)
Headings used to direct audience to main points.
In the subject line, refer to previous inquiry to connect it
In intro, clarify main ideas and present background info
The facts are given in a bulleted list with no commentary
Indirect: when the conclusions and recommendations, if requested, appear at the end of the report.
Structure: an introduction or description of the problem, facts and explanations, and finally conclusions and recommendations
Helpful when readers
Are unfamiliar with the problem
Must be persuaded
May be disappointed or hostile toward the report’s findings
The writer is more likely to retain interest by explaining, justifying, and analyzing the facts and then making recommendations. (problem, alternatives (facts), solution)
Formal and informal writing styles
Style depends on their purpose, audience, and setting.
Formal: a writing style that projects objectivity, authority, and impartiality; it may use third-person, passive-voice verbs, complex sentences, and long words.
Examples: Research reports from consultants to their clients.
Informal: a writing style that projects friendliness and casualty
First or second person
Example: trip report to boss
9-2 Formats and Heading Levels
Format
Design should be visually appealing and professional looking
Include a hierarchy (the level of importance of the parts or headings in a document) of meaningful headings that highlight major points, allowing readers to see the flow of ideas
Templates (a prepared form used for repetitive routine reports such as sales reports, performance appraisals, merchandise inventories, and personnel matters) or reporting software standardize the look of reports
The format of a report depends on its length, topic, audience, and purpose.
Digital Formats and PDF Files
Condenses documents while preserving the formatting and graphics
Can include links to external websites, engaging multimedia effects, interactive charts and videos
Digital Slide Decks
Slide decks: A collection of PowerPoint or other slides that may replace print pages of dense report text
Can be sent by e-mail, embedded on the Web, or posted on a company intranet
May have more text than typical presentation slides because they aren’t paired with a speech
Fields that are related to statistics (ex: marketing, technology, media, entertainment, and consulting) use them to summarize findings
Infographics
Infographics: visual representations of data or information; displays complex information quickly and clearly
Affordable
Can be shared on social media easily
Can tell compelling stories and help businesses attract and inform consumers
E-Mail and Memo Formats
Many reports are attached to e-mails, posted online, or, if short, embedded in the body of e-mails.
These short ones use a memo format (format for short, informal reports that stay within organizations; employs standard headings such as Date, To, From, and Subject that give background info)
Shorter, headings, and deliberately organized
Usually sent as PDF
Forms and Templates
Useful for repetitive data (monthly sales reports, performance appraisals, merchandise inventories, and personnel and financial reports)
Save time and ensures that all necessary information is included.
Letter Format
Letter format: an appropriate format for a short (usually eight or fewer pages) informal report addressed to an outside organization; prepared on a company’s letterhead stationery.
Found in government agencies, real estate companies, and accounting firms
Contains a date, inside address, salutation, and complimentary close
Longer and more carefully organized
Can have headings and attachments
Usually sent as PDF
Manuscript Format
Manuscript format: an appropriate format for longer, more formal reports; usually printed on plain paper without letterhead
Title, systematically displayed headings and subheadings
Headings
Descriptive headings help readers comprehend the organization of a report.
Viewers can see major ideas at a glance
Break up large chunks of text into manageable and readable segments
Functional headings: a short heading (such as Introduction, Discussion of Findings, and Conclusion) that describes report functions or general topics
One or two word labels
Don’t tell you much about what is in the report
Useful for routine reports
Talking headings: a longer heading that provides more information and sparks interest
Be careful they actually contribute to ideas and not detract
Guidelines to create effective report headings
Construct a clear hierarchy of heading levels.
Hierarchy: organization that shows the level of importance of the parts or headings in a document
One to three heading levels
Placement, size, and font should match the other headings in that level.
The hierarchy must be clear to the reader
Capitalize and emphasize carefully.
All capital letters for main titles,(ex: a report or chapter title)
For first- and second-level headings:
Capitalize the first letter of main words (anything that isn’t articles, conjunctions, and prepositions unless they are the first or last words in the heading.
Headings generally appear in bold font
Create grammatically equal (parallel) heading levels.
Try to create headings that are grammatically equal, or parallel, within the same level.
Ex: Developing Product Teams and Presenting Plan to Management are parallel headings; they both begin with an action word ending in -ing.
For short reports use one or two heading levels.
First-level headings might be bold and left-aligned
Second-level headings might be bold paragraph headings
Include at least one heading per report page, but don’t end the page with a stand-alone heading.
Headings increase the readability and add visual appeal to report pages
Headings break up blocks of text and reveal the topic.
Move a separated heading to the top of the following page
Apply punctuation correctly.
A stand-alone bold heading does not require end punctuation
A paragraph heading is followed by a period, which separates it from the text that follows
Keep headings short but clear.
One-word headings are emphatic but not always clear (Ex: Project does not describe anything)
A better heading would be [Company name] Internship Expectations.
Keep your headings brief (no more than eight words), but meaningful.
Clarity > brevity
9-3 Identifying the Problem, Defining the Purpose, and Collecting Data
Business reports are systematic attempts to compile data, answer questions, and solve problems.
Determine the Problem and Purpose
The first step: analyze or determine the problem the report will address.
Prepare a written problem statement to clarify the task.
Next: A statement of purpose defines the report’s purpose and scope.
Develop questions that help clarify the purpose:
Should the company compare the costs of buying and leasing cars?
Should the company gather current data on reimbursement costs for those driving personal cars?
Will the report writers evaluate the data and recommend a course of action?
Should the sales reps’ reactions be considered?
Then write a statement of purpose that answers the questions.
A written purpose statement limits the scope and provides a standard that keeps the project on target.
Choose action verbs telling what you intend to do: analyze, choose, investigate, compare, justify, evaluate, explain, establish, determine, etc.
Some reports need a simple statement of purpose (ex: to investigate expanded teller hours). Many reports, though, need expanded purpose statements.
Collect Information From Secondary and Primary Sources
A good report is based on solid, accurate, verifiable facts (research).
Two types of data:
Primary data: data that results from firsthand experience and observation.
Secondary data: data that comes from reading what others have experienced or observed and recorded.
Typical sources for informal reports are
Company records
Begin with an analysis of company records and files
Past performance and methods used to solve previous problems
Printed material
Physical libraries or e-libraries
Includes
Books
Newspapers
Periodicals (magazines and journals)
Digital resources
Extensive current and historical info
Can get info from government sites, news media, periodicals, nonprofits, and businesses
Social media can be used (Facebook comments, Twitter feeds, forum messages, and blog posts)
Most data for short informal posts are digital
Observation
Simply observing people and their habits
A primary source
May yield incomplete results
Surveys and questionnaires
Current user or customer feedback
A primary source
Interviews
Talking with individuals directly concerned with the problem
A primary source
Allow you to gather data from experts in their fields
9-4 Preparing Short Informational Reports
Informational reports often describe periodic, recurring activities (such as monthly sales or weekly customer calls) as well as situational, nonrecurring events (such as trips, conferences, and special projects).
Short informational reports may include safety compliance reports and summaries of longer publications.
Most informational reports have a neutral or receptive audience. (Informative not persuasive)
Nonsensitive data
Conversational, informal, direct, and
Trip, Convention, and Conference Reports
Employees typically submit reports to document trips and events they attended and what they learned.
Documentation to show that their money was well spent in funding the travel.
Inform management about business trends, procedures, legal requirements, or other information that would affect their operations and products.
When writing a trip or conference report, select the most relevant material and organize it directly and coherently.
Focus on 3-5 important topics which will become the body of the report
Add an introduction and a closing, and your report is organized.
General outline for trip and event reports:
Identify the event (name, date, and location)
Preview the topics that were discussed
In the body, summarize the main topics. Use headings and bullets to enhance readability.
Close by expressing appreciation, mentioning the value of the trip or event, and offering to share the information.
Itemize your expenses, if requested, on a separate sheet.
Progress or Interim Reports
Progress report: a report that monitors the headway and status of continuing projects; also called an “interim report”
Continuing projects often require progress reports to give status updates on the project.
May be external (to customers) or internal (to management).
Guideline to progress reports:
Specify the purpose and nature of the project.
Provide background information and context.
Describe the work completed so far.
Explain the WIP, including names, activities, methods used, and locations.
Describe current and anticipated problems and possible remedies.
Discuss plans and completion dates in the closing.
Minutes of meetings
Minutes: a record/summarization of the proceedings of a meeting
Most businesses send out team meeting minutes soon after meetings end.
Companies use templates for recording meeting minutes.
Formal, traditional minutes are written for more formal meetings and legislative bodies.
Guide to taking formal minutes:
Begin with name of the group, as well as the date, time, and place of the meeting.
International Association of Administrative Professionals
Planning Committee Meeting
March 14, 2019, 10 a.m.
Conference Room B. Hilton Gardena Hotel
Identify the attendees and absentees.
Present: Ann Smith, John Lee…
Absent: Dan Lowry
State whether the previous minutes were approved or revised.
Call to Order/Approval of Agenda/Approval of Minutes
The meeting was called to order by Chair Ellen Schlange at 10:05 a.m. The agenda was unanimously approved as distributed. Minutes from the February 1 meeting were read and approved.
Record briefly the discussions of old business, new business, announcements, and committee reports.
Reports of Officers and Committees
Unfinished Business
New Business
Include the precise wording of motions; record the votes and actions taken.
Conclude with adjournment and the name of the person recording the minutes.
Formal minutes may require a signature.
Summaries
Summary: compresses the main points from a book, report, article, website, meeting, or convention.
Saves time by reducing a report or article by 85 to 95 percent.
Ex: summaries that condense technical reports, periodical articles, or books so that a reader can skim the main ideas quickly.
her report includes headings to highlight the article’s main ideas.
Summary guidelines:
State the main idea or purpose and the source of the piece being summarized.
Explain why the article was written.
Include major points but omit illustrations, examples, and references.
If summarizing a report, highlight its research methods, findings, conclusions, and recommendations.
Organize for readability by including headings and lists.
Paraphrase
If requested to do so, include your reaction or overall evaluation of the document.
Executive summary: summarizes a long report, proposal, or business plan, concentrating on what management needs to know
Preparing Short Analytical Reports
Informational reports generally provide data only, whereas analytical reports present more than information.
Writers of analytical reports evaluate the data and typically try to persuade the reader to accept the conclusions and act on the recommendations.
Informational reports emphasize facts; analytical reports emphasize reasoning and conclusions.
Three common types of analytical business reports:
Justification/recommendation reports
Ex: justifying/recommending buying equipment, changing a procedure, hiring an employee, consolidating departments, or investing funds
Aka internal proposals: a proposal that is written for an internal audience
Often formatted
Feasibility reports
Feasibility reports: a report that examines the practicality and advisability of proceeding with a plan of action
Answer the question, “Will this plan or proposal work?”
Typically internal reports written to advise on consolidating departments, offering a wellness program to employees, hiring an outside firm to handle accounting or social media, etc.
May also be written by consultants called in to investigate a problem.
The focus is on the decision: rejecting or proceeding with the proposed option.
Present information objectively.
Suggestions:
Announce the decision immediately
Tell the background and the problem this will solve
The pros of the proposal
The cons of the proposal
Calculate the costs
Show time frame
Conclude with an action request
Yardstick reports
A report that establishes criteria as a yardstick to compare alternatives in solving a problem
Examine problems with two or more solutions, establish criteria, and compare the alternatives.
Costs
Long-term benefits
Expected participation level
Effective for companies that must establish specifications for purchases and compare each manufacturer.
Also effective when exact specifications cannot be established.
A common decision this helps make is choosing which inexpensive job perk to offer employees (free food and beverages, flexible scheduling and telecommuting options, on-site gyms, and fitness classes)
Perk: nontraditional benefits that appeal to current and future employees
Typical approach:
Description of the problem
Explain possible solutions and alternatives
Establish criteria for comparing the alternatives and tell how the criteria were selected or developed
Discuss and evaluate each alternative in terms of the criteria
Draw conclusions and make recommendations
For some situations, you will organize analytical reports directly (the conclusions and recommendations near the beginning).
Pros of direct style
Saves time
When the reader has confidence in the writer (because of experience or credentials)
When the topic is routine or familiar and the reader is supportive
Cons of direct syle
If you present recommendations too quickly, the reader may immediately object to an idea you had not anticipated would trigger a negative reaction.
A reader may believe that you have oversimplified or overlooked something noteworthy if you lay out all the recommendations before explaining how you arrived at them.
Sequence
Identify the problem
Announce the recommendation, solution, or action concisely and with action verbs.
Explain the benefits of the recommendation or steps necessary to solve the problem.
Include a discussion of pros, cons, and costs.
Conclude with a summary specifying the recommendation and necessary action.
When you must lead the reader through the process of discovering the solution or recommendation, use the indirect strategy
Present conclusions and recommendations last
Reader but oppose a recommendation
Sequence
Refer to the problem in general terms in the subject line.
Describe the problem.
Use specific examples, supporting statistics, and authoritative quotes to lend credibility to the seriousness of the problem.
Discuss alternative solutions, beginning with the least likely to succeed.
Present the most promising alternative (your recommendation) last.
Show how the advantages of your recommendation outweigh its disadvantages.
Summarize your recommendation and specify the action it requires.
Ask for authorization to proceed if necessary.
Analytical reports answer specific questions, aid in decision-making, and provide conclusions to help management answer questions.
Practice Quiz
All the following are purposes of reports except __________.
a. to solve problems
b. to comply with governmental regulations
c. to convey information
d. to answer questions
You should organize a report using the indirect strategy when the reader must be educated or persuaded.
You are writing a short report to a familiar audience and plan to use an informal writing style. What can you do to make your writing informal? Use contractions such as won't, it's, let's, and we're.
You are preparing a short informal report to send to a client. You will most likely use a letter format.
Which of the following is an example of a talking heading?
a. Wellness Incentive
b. Study Reveals Higher Insurance Premiums
c. Insurance Costs
d. Problem
Belinda is writing a report and wants to use headings to help her readers understand the organization and to add visual appeal. What advice should she follow?
a. Avoid the use of bolding on any heading.
b. Capitalize the first letter of each word in a heading.
c. Create headings using complete sentences.
d. Include at least one heading per page.
The first step in writing a report is determining the report problem.
Which of the following is an example of a report purpose statement?
a. Research indicates that employees who exercise experience fewer absences.
b. This report will investigate the feasibility of an on-site exercise facility for all employees.
c. An on-site employee exercise facility would improve morale.
d. Many employees would benefit from an on-site exercise facility.
Which statement about primary and secondary research is most accurate?
a. Secondary data result from firsthand experience and observation.
b. Secondary data are easier and cheaper to gather than primary Data.
c. Business reports must include both primary and secondary research.
d. Primary data result from reading what others have experienced or observed and written down.
What advice should you follow when writing a progress report? Explain the work currently in progress, including personnel, activities, methods, and locations.
You are in charge of preparing the minutes for a recent board meeting. All the following should be included in these formal minutes except__________.
a. the names of only the individuals attending the meeting (you should include the absentees as well in their own section)
b. the precise wording of each motion presented
c. a summary of all group discussions
d. your name and signature
Your law firm has just been named co-counsel in a large lawsuit, and you have been given the task of condensing the original 500-page complaint into a shorter report for your partners to read. What kind of report would you most likely write? Summary
Your company needs a new wireless provider, and you have been assigned to research the alternatives and to determine the new provider. After conducting your research, what kind of report would you most likely write to reveal your results? Justification/recommendation report
Which of the following is not included in a feasibility report?
a. The background and problem necessitating the proposal
b. Problems that may result from implementation
c. Persuasive techniques
d. Costs of implementing the proposal
A yardstick report should develop specific criteria to compare alternatives.
(T/F) Informational reports provide data or findings, analyses, and conclusions. False. Informational reports provide data without analysis.
(T/F) The reader's anticipated reaction and the content of a report determine the organizational strategy. True
(T/F) An informal writing style is appropriate for external reports. False. It is always better to employ formal style for external reports unless specified otherwise.
(T/F) The format of a report depends on its length, topic, audience, and purpose. True
(T/F) Smart report writers avoid the use of headings in a report because they know that headings distract readers from the important information. False
(T/F) One of the most important steps in writing a report is gathering information. True
(T/F) A trip report is a type of informational report. True
(T/F) You are serving on a task force that is planning an event that will take place in six months. Management wants to be periodically informed of your group's activities. Your report to management will most likely be a justification or recommendation report. False. These reports will be progress reports.
(T/F) A yardstick report helps a company decide whether to proceed with a plan of action. False. A feasibility report does that.
(T/F) Justification/recommendation reports are written for external audiences. False. Justification/recommendation reports are usually written to internal management.