analytical report.ppt.department of civi

analytical report.ppt.department of civil.

1. © Pearson Education Limited 2015
Technical Communication,
13
th
Edition
Global Edition
John M. Lannon
Laura J. Gurak
Chapter 22
Formal Analytical Reports

2. Appreciate the role of formal analytical
reports in the workplace
Understand the role of audience and purpose
for such reports
Identify three major types of analyses: causal,
comparative, and feasibility
Know the criteria for sound analytical
reasoning
Learning Objectives

3. Identify the parts that typically accompany a
long report (front matter and end matter)
Write a formal analytical report
Learning Objectives (continued)

4. Formal reports, unlike informal reports,
are always analytical, rather than simply
informative. They answer big questions and
usually provide recommendations.
Written as hard copy documents rather than
as a memo or email attachment, a formal
report typically includes a title page, table of
contents, a system of headings, a list of
references or works cited, and other front-
matter and end-matter supplements.
Formal Reports

5. Because of their major impact on the
decision-making process, formal reports are
almost always written for an audience of
decision makers such as government officials
or corporate managers.
To determine the purpose of the report,
consider what question or questions it will
ultimately answer. Also, consider why this
particular topic is timely and useful to the
intended audience.
Audience and Purpose
Considerations

6. A formal analytical report may involve any of
three types of analysis (or a combination):
Causal Analysis: “Why does X happen?”
Comparative Analysis: “Is X or Y better for our
needs?”
Feasibility Analysis: “Is this a good idea?”
Combined: Analytical categories overlap
considerably. For example, a formal report may
answer a more complex question like, “Why did X
happen? Having considered that, is it a good idea to
go with Y instead?
Typical Analytical Problems

7. Follow these guidelines when writing a formal
report exploring causal analysis (“Why does X
happen?”):
Be sure the cause fits the effect.
Make the links between effect and cause clear.
Clearly distinguish between possible, probable, and
definite causes.
Guidelines for Casual Analysis

8. Follow these guidelines when writing a formal
report exploring comparative analysis(“Is X or
Y better for our needs?”):
Base the comparison on clear and definite criteria.
Give each item balanced treatment.
Support and clarify the comparison or contrast
through credible examples.
Follow either a block pattern (item-by-item) or a point-
by-point pattern.
In an evaluative comparison (“X is better than Y”),
offer your final judgment.
Guidelines for
Comparative Analysis

9. Follow these guidelines when writing a formal
report exploring feasibility analysis (“Is this a
good idea?”):
Consider the strength of supporting reasons.
Consider the strength of opposing reasons.
Recommend a realistic course of action.
Guidelines for Feasibility Analysis

10. Consider all of the following elements when
writing a formal analytical report:
Clearly identified problem or purpose:Always
begin by defining the main questions and thinking
through any subordinate questions they may imply.
Adequate but not excessive data:Worthwhile
analysis, in contrast, examines an issue in depth,
but filters out material that isn’t necessary for the
audience’s understanding.
Accurate and balanced data:Always strive for
accuracy and avoid stacking the evidence to support
a preconceived point of view.
Elements of An Effective Analysis

11. Fully interpreted data:Interpretation shows the
audience what is important and what is unimportant,
what belongs together and what does not.
Subordination of personal bias:To arrive at the
truth of the matter, evaluate your data (Is this reliable
and important?) and interpret it (What does it mean?)
at every stage, without letting your personal opinions
get in the way.
Appropriate visuals:Graphs are especially useful in
an analysis of trends. Tables, charts, photographs,
and diagrams work well in comparative analyses.
Elements of An Effective Analysis
(continued)

12. Valid conclusions and recommendations:
Conclusions are valid when they are logically derived
from accurate interpretations.
Self-Assessment:Continually ask yourself if you are
on track. You may need to backtrack if your goal isn’t
clear enough, you haven’t uncovered the right
information, or you don’t agree with your anticipated
recommendation.
Introduction:Identify your topic’s origin and
significance, define or describe the problem or issue,
and explain the report’s purpose. Briefly identify your
research and explain any limitations or omissions.
Elements of An Effective Analysis
(continued)

13. Body: Describe and explain your findings in detail.
Present a clear and detailed picture of the evidence,
interpretations, and reasoning on which you will base
your conclusion. Divide topics into subtopics, and use
informative headings as aids to navigation.
Conclusion:Summarize, interpret, and recommend.
Although you have interpreted evidence at each
stage of your analysis, your conclusion presents a
broad interpretation and suggests a course of action,
where appropriate.
Elements of An Effective Analysis
(continued)

14. Most formal reports or proposals consist of the front
matter, the text of the report, and the end matter. Include
the following in this order:
Letter of transmittal: This letter on top of the
document signals its formality and can provide a
variety of details, but keep them brief.
Title page: The title page provides the document
title, the names of all authors and their affiliations,
and the date the report was submitted. The title itself
should exactly spell out the purpose of the report and
use descriptive words, but it should not be overly long.
Front Matter and End Matter
Supplements

15. Table of contents: The table of contents helps
readers by listing the page number for each major
section, including any front matter that falls after the
table of contents.
List of Tables and Figures:On a separate page
following the table of contents, list the tables and
figures in the report, if there are more than a few.
Abstract or Executive Summary:The purpose of
this summary is to provide a brief overview of the
report for busy readers, explaining the issue,
describing how you researched it, and stating your
conclusions.
Front Matter and End Matter
Supplements (continued)

16. Glossary: Use a glossary as the first item after the
text of the report if your report contains more than
five technical terms that may not be understood by all
intended readers.
Appendices: If you have large blocks of material
or other documents that are relevant but will bog
readers down, place these in an appendix.
References or Works Cited List:If you have used
outside sources in your report (and typically you
should), you must provide a list of References (per
APA style) or of Works Cited (per MLA style).
Front Matter and End Matter
Supplements (continued)

17. 1. How is a formal report different from an
informal report?
2. Who is nearly always the audience for a
formal report?
3. What question does a causal analysis
answer?
4. What question does a comparative analysis
answer?
5. What question does a feasibility analysis
answer?
Review Questions

18. 6. What are three considerations to keep in
mind regarding the data in a formal report?
7. What types of visuals are useful in formal
reports?
8. Why is self-assessment important when
writing a formal report?
9. What are the five front matter elements that
typically appear in formal reports?
10. What are the three end matter elements that
typically appear in formal reports?
Review Questions (continued)