Long Reports

Long Reports PowerPoint PPT Presentation

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Communicate new informationGuide decisionsPresent complex materialsEmploy principles of effective page design. Similarities to Short Reports. LengthComplexity of subject materialUse of source materialStandard components. Differences. Highlight your ability to organize and present ideas clearly

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Long Reports

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1. Long Reports

2. Communicate new information Guide decisions Present complex materials Employ principles of effective page design Similarities to Short Reports

3. Length Complexity of subject material Use of source material Standard components Differences

4. Highlight your ability to organize and present ideas clearly Highlight your ability to find information Highlight your ability to solve problems Highlight your potential to take on additional responsibility Importance

5. Introduction (about ½ page) Body (about 3 pages) Conclusion (about ½ page) Text of Report (4 pages)

6. Text includes headings, section breaks, and paragraph breaks (which all count toward the required length). Text includes visual or visuals (though they don’t count toward required length).

7. Context—basic background information Purpose—what report is intended to accomplish Scope—what report covers (and perhaps what it doesn’t cover) Procedures—how report was compiled (especially how information was gathered). Limitations—problems, shortcomings, items not covered in report Introduction

8. Problem Explanation and breakdown Background/causes Negative effects Solutions Explanation and breakdown Implementing the solutions Benefits Body

9. Summary of Findings—summary of information about problem and solutions from body of report Recommendations—list of specific steps the reader should now take to implement solutions Conclusion

10. Transmittal Document Title Page Abstract Table of Contents List of Illustrations Glossary Front Matter (prefaces report)

11. Letter or memo that accompanies report Brief summary of report context and contents Thanks reader for cooperation/interest Builds positive relationship with reader Uses standard forms Transmittal Document (1 page)

12. Title of report Name and title of writer Name and title of reader Name of company or organization Date of submission Centered on page Title Page (1 page)

13. NOT: Computer Availability (Where? For whom?) NOT: Compute This: Student Access to Computers at IVCC (too cute/clever, may turn off some readers) GOOD: The Need for Extended Student Computer Lab Hours at Illinois Valley Community College (straightforward and informative) Examples

14. Summary of report’s contents and recommendations Designed to stand alone Formatted as one paragraph Abstract as title Abstract (1 paragraph)

15. List of all headings exactly as they appear in report and starting page numbers Lower case Roman numerals (i, ii, iii, iv, etc.) for front matter, beginning with list of illustrations Arabic numerals (1, 2, 3, etc.) for rest of report Table of Contents or Contents as title Table of Contents (1page)

16. Traditional—headings, page numbers Decimal—numbered headings (whole numbers and decimals), page numbers 1. INTRODUCTION 2. KINDS OF TESTING 2.1. Pre-Employment 2.2. Routine 2.3. Reasonable Suspicion/Post-Accident Types

17. Lists exact titles of visuals and corresponding page numbers in report Figure 1: Student Support for Renovation of Main Campus Buildings Table 1: Project Costs for Renovation Distinguishes between tables and figures List of Illustrations (1 page)

18. Defines all potentially unfamiliar words, expressions, or symbols Need determined by audience Alphabetizes terms Lists symbols in order of appearance Glossary (1 page)

19. Appendixes Bibliography Back Matter—after text of report

20. Supplementary material, such as interview questions, survey questions, additional figures and illustrations, copies of relevant sources, other relevant documents (anything that you want the reader to have access to but that doesn’t fit directly into your report) Includes title listed on Table of Contents (e.g. Appendix A: Interview Questions for Bill Gates) Each appendix a separate page or pages Appendixes

21. List of sources Title and format depend on specific documentation format APA (American Psychological Association)— References MLA (Modern Language Association)—Works Cited Bibliography (1 page)

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