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Effective Communication in Management and Business. Seminar 3 ... what was done--indicate the kind of information the report provides. what is included in ...

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Effective Communication in Management and Business

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Effective Communication in Management and Business

Seminar 3

Strategies and plans for writing reports

John Morgan


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The structure of long reports

  • Foreword and/or Summary

    • Commonly called the “Executive summary”

  • Discussion

    • Introduction

    • Proof and development of claims

    • Conclusions and recommendations

  • Appendices

  • References


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Executive summary

  • why something was done and why it is important

  • what was done--indicate the kind of information the report provides

  • what is included in the report: whether it is, for example, a proposal to solve a problem, an evaluation of a particular issue, a feasibility study, etc.

  • present the main results or findings

  • present important recommendations and implications


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Questions a manager may ask of the executive summary

  • What is the importance of this issue/project to the department or organisation?

  • What is the scope of its application?

  • What will it cost?

  • Are any problems associated with it?


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More questions for the executive summary

  • What are the implications regarding…

    • workload

    • resources

    • staff

    • priorities

  • Are there any important dates or deadlines?

  • Are there any important recommendations for future action?


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  • Be selective and only include things that are relevant

  • Adapt the structure to suit the expectations of the reader or audience


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References

  • Huckin, T.N. & Olsen, L.A. (1991). Technical Writing and Professional Communication for Nonnative Speakers of English. New York: Mc Graw Hill.


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