Infromal Report.pptx nnnnnnn

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1. Informal Report 1

2. UNDERSTANDING REPORT BASICS Business reports are difficult to define. Business reports may range in size or content. They can be represented by presenting them orally or by sending them through a email. Business reports can be created as memos, letters, numerical data, information, or make recommendations. They all have one thing in common and that is too answer questions and solve problems.

3. FUNCTIONS OF REPORTS There are two categories of reports, Informative Reports and Analytical Reports . Informative Reports present data without analysis or recommendations. Analytical Reports provide data, analyses, conclusions, and if requested recommendations.

4. ORGANIZATIONAL PATTERNS Reports may be organized directly or indirectly . Direct Pattern has the purpose of the writing close to the beginning. Direct Pattern begins with an introduction , then facts , then a summary , and a complimentary close. Indirect Pattern has the conclusions and recommendations , if requested, appear at the end of the report. Indirect Pattern begins with an introduction, then followed by facts, and ends with a conclusion or recommendation. Most people prefer the Indirect Pattern because it follows the normal thought process.

5. FORMATS Letter Format is used for short (usually eight or fewer pages) informal reports addressed outside an organization. Memo Format is used for short reports that stay within organizations. Manuscript Format are for longer, more formal reports. Printed Forms are used for repetitive data.

6. REPORT DELIVERY Reports can be delivered: In person By Mail By Fax By E-Mail Online

7. GUIDELINES FOR DEVELOPING INFORMAL REPORTS The first step in writing a report is understanding the problem or assignment clearly. This includes coming up with a statement of purpose. You then have to gather the data. Some examples are; Company Records Observation Surveys, Questionnaires, and Inventories Interviews Printed Material Electronic Resources

8. After you have gathered your information you have to develop an appropriate writing style. Once all that is done, you must come up with a effective heading. This is important because it is what is going to be very meaning. When writing a report you must be objective. You should do this by presenting both sides of an issue, separate fact from opinion, be sensitive, and cite sources. GUIDELINES FOR DEVELOPING INFORMAL REPORTS

9. KINDS OF INFORMAL REPORTS Information Reports they collect and organize information or investigative . Progress Reports monitor the headway of unusual or nonroutine activities (inform about status of project). Justification/Recommendation Reports are similar to information reports except they offer analysis in addition to data . Feasibility Reports are used when a company must decide to proceed with a plan of action .

10. KINDS OF INFORMAL REPORTS Minutes of meetings are a record of the proceedings of a meeting . Summaries condense the primary ideas , conclusions , and recommendations of a longer report or publication . Analytical Reports present conclusion about an endless array of problem that beset normal operating procedures. Outline Report is a common type of report , set up like resume with distinct headings.

11. KINDS OF INFORMAL REPORTS Outline Report is a common type of report , set up like resume with distinct headings. This form often accompanies an oral presentation Follow these guidelines: Use heads to indicate sections and to function to as introductions. Present information in phrases or sentences not paragraphs.

12. Basic Strategies of Informal Reports The basic strategies of informal reports are to create an effective introduction. develop a consistent visual presentation. follow the expected “thought path,” if there is one.

13. Introduction Introductions orient readers to the content of the document. To create an introduction, you can do one of the following: provide the objective; provide the context; provide an expanded context. Basic Strategies of Informal Reports

14. Provide the objectives:- the basic informal introduction is a one-sentence statement of the purpose of the main point of the project or report, sometimes of both. Provide the context:- explain the situation that caused you to write the report: Include four pieces of information: cause, credibility, purpose, Preview. Basic Strategies of Informal Reports

15. Follow the following guidelines: tell what cause you to write. explain why you are credible. state the reports purpose. preview the contents. Special case: alert the reader to the problem- sometimes the easiest way to provide context is to set up a problem statement; contrast a general truth (positive) with the problem (negative); contrast he problem (negative) with the truth (positive). Basic Strategies of Informal Reports

16. Develop a consistent Visual Presentation Being consistent is the most important strategy in writing an informal report Pay attention to three items in particular headings, page numbers identifying visual aids. Headings- informal reports almost always contain heads. Basic Strategies of Informal Reports

17. Headings:- informal reports almost always contain heads. Follow these guidelines: use a word or phrase that indicates the contents immediately following. at times use a question for an effective head. place head at the left margin, double-spaced above and single-spaced below – use boldface or all caps – or choose a “heading style” from your word processor’s styles menu. do not punctuate after heads (unless you ask a question). Basic Strategies of Informal Reports

18. Page numbers:- if the document is one page do not use a page number; if the document is two pages or more, add them. Follow these guidelines: if you use just page numbers, place them in the upper right corner or in the bottom corner. if your use “Insert page numbers” the processor will put the number in the “Header“ the area at the top of the page. in some situations it is helpful if you add “header information” such as report title and date generally, the page number goes to the far right and other information (report title and/or date appears to the left. Basic Strategies of Informal Reports

19. Consistently identify visual aids handle all these aspects in the same fashion. Choose your caption word (for instance, Figure, Chart, Graph) while these words are important in formal reports, they are not as important in informal reports. place your visuals in the same relative location, at the left hand margin or in the center. develop a “caption style” and use it consistently. Basic Strategies of Informal Reports

20. IMRD Report An IMRD ( Introduction, Methodology, Results, Discussion ) report is a standard way to present information that is the result of some kind research. This approach can present results of any action whose goal to find out about a topic and discuss the significance of what was discovered. Laboratory Reports Questionnaire Results This kind of report allow you to provide new knowledge for reader and to fit that knowledge into a bigger context.

21. IMRD Report Introduction For Introduction tell the question you investigated (the goal of paper) and the point of paper. Consider these questions: What is the goal of this project What is goal of this report

22. IMRD Report Methodology For methodology section, write a process description of your actions and why you performed these action. This section establish your credibility. Consider these questions: What steps or actions did you take to achieve the goal? What did you perform these actions?

23. IMRD Report Results For results section, tell what you discovered usually by presenting table or graph of data. If you add text, tell the reader what to focus on in the results Consider these questions: What are the result of each action? Can I present the results in one visual aid?

24. IMRD Report Discussion For discussion section, explain the significance of what you found. Interpret it by relegating it to some other important concepts or suggest its causes or effects. Consider these questions: Did you achieve your goal? What are the implications of your results? What new questions do your result cause?