Chapter 15

1. Chapter 15 Informal Reports Strategies for Technical Communication in the Workplace Laura J. Gurak John M. Lannon

2. Two Categories Informational • Provide data and other information to answer basic questions • Progress reports • Activity reports • Trip reports • Meeting Minutes

3. Two Categories (cont.) Analytical Reports • Offer both information and conclusions based on the information • Feasibility reports • Recommendation reports • Peer review reports

4. Progress Reports Progress Reports provide regular status updates that focus on accomplishments on a specific project Strategies for Progress Reports • Choose an appropriate format. • Provide a clear subject line. • Present information effectively. • Make sure your report answers the anticipated questions.

5. Periodic Activity Reports Periodic activity reports are regular status updates that focus on general activities during a specific period of time Strategies for Periodic Activity Reports • Choose an appropriate format. • Provide a clear subject line. • Present information effectively. • Make sure your report answers the anticipated questions.

6. Trip Reports Trip reports focus specifically on business-related travel. Strategies for Trip Reports • Take good notes and make accurate transcriptions of interviews. • Write down the names of people and places • Account for times and locations. • Provide a clear title and purpose statement. • Use a format that is easy to navigate. • Describe findings completely and objectively. • Offer to follow up.

7. Meeting Minutes • Meeting Minutes are a record of meeting proceedings • Strategies for Meeting Minutes • Take good notes during the meeting. • Complete the minutes immediately after the meeting. • Include a clear title, with the meeting date. • List attendees. • Describe all agenda items. • Record all decisions or conclusions. • Make sure the minutes are easy to navigate. • Make sure the minutes are precise and clear. • Keep personal commentary, humor, and “sidebar” comments out of the meeting.

8. Feasibility Reports Feasibility reports analyze whether an idea or plan is realistic and practical. Strategies for Feasibility Reports • Make sure the subject line is clear. • Provide background information. • Offer the recommendation near the beginning of the report. • Provide the details, data, and criteria after the recommendation. • Explain why your recommendation is the most feasible of all the possible choices. • End with a call to action.

9. Recommendation Reports Recommendation reports interpret data, draw conclusions, and recommend a course of action Strategies for Recommendation Reports • Provide a clear subject line. • Keep background information short. • Discuss the problem or situation prior to making recommendations. • Use an authoritative tone. • Use headings and make them as informative as possible. • End with a list of benefits for taking action.

10. Peer Review Reports Peer review reports are written by employees, providing a way for people to give each other constructive criticism and feedback. Strategies for Peer Review Reports • Start with the positives. • Organize by topic area. • Always provide constructive criticism. • Support your criticisms with examples and advice. • Close positively.

11. Any questions? For additional help reviewing this chapter, please visit the Companion Website for your text at http://www.pearsonhighered.com/gurak.