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Progress reports
1.
Progress Reports and
the Public ENG 3302 Chapter 17. Writing Informational Reports © 2012 by Bedford/St. Martin's
2.
Table of Contents Topic
Slides Progress Reports 3-16 Public Connections 17-29 Chapter 17. Writing Informational Reports © 2012 by Bedford/St. Martin's
3.
Progress Reports Chapter 17.
Writing Informational Reports © 2012 by Bedford/St. Martin's
4.
Informational reports can
take many forms: • e-mails • memos • forms • reports • Web pages Chapter 17. Writing Informational Reports © 2012 by Bedford/St. Martin's 4
5.
The writing process
for informational reports includes six steps: • Analyze your audience. • Analyze your purpose. • Research the subject and compile your information. • Choose an appropriate format. • Draft the report. • Revise, edit, and proofread the report. Chapter 17. Writing Informational Reports © 2012 by Bedford/St. Martin's 5
6.
Consider three questions
when writing reports for multicultural readers: • How might your readers react to your informational report? • Will your readers be comfortable with your choice of application? • Do you need to adjust your writing style? Chapter 17. Writing Informational Reports © 2012 by Bedford/St. Martin's 6
7.
You likely will
have to write five types of informational reports: • directives • field reports • progress and status reports • incident reports • meeting minutes Chapter 17. Writing Informational Reports © 2012 by Bedford/St. Martin's 7
8.
Use this strategy
when writing directives: • Explain why the new policy is desirable or at least necessary. • Present clear, compelling evidence. • Consider opposing arguments effectively. • Present yourself as cooperative, moderate, fair-minded, and modest. • If appropriate, include arguments that appeal to readers’ broader goals of security, recogni- tion, professional growth, and connectedness. Chapter 17. Writing Informational Reports © 2012 by Bedford/St. Martin's 8
9.
Use this strategy
when writing field reports: • Describe inspections, maintenance, and site studies. • Explain the problem, methods, results, and conclusions. • Deemphasize methods. • Include recommendations if needed. Chapter 17. Writing Informational Reports © 2012 by Bedford/St. Martin's 9
10.
Answer these six
questions in a field report: • What is the purpose of the report? • What are the main points covered in the report? • What were the problems leading to the decision to perform the procedure? • What methods were used? • What were the results? • What do the results mean? Chapter 17. Writing Informational Reports © 2012 by Bedford/St. Martin's 10
11.
Understand the difference
between a progress report and a status report: • A progress report describes an ongoing project. • A status report, or activity report, describes the entire range of operations of a department or division. Chapter 17. Writing Informational Reports © 2012 by Bedford/St. Martin's 11
12.
Report your progress
honestly when responding to three common problems: • The deliverable won’t be what you thought it would be. • You won’t meet your schedule. • You won’t meet the budget. Chapter 17. Writing Informational Reports © 2012 by Bedford/St. Martin's 12
13.
Two organizational patterns
are typical in progress and status reports: Time Pattern Task Pattern Discussion Discussion A. Past Work A. Task 1 B. Future Work 1. Past Work 2. Future Work B. Task 2 1. Past Work 2. Future Work Chapter 17. Writing Informational Reports © 2012 by Bedford/St. Martin's 13
14.
Project an appropriate
tone in a progress or status report: • If the news is good, convey your optimism but avoid overstatement. • Don’t panic if the preliminary results are not as promising as you had planned or if the project is behind schedule. Chapter 17. Writing Informational Reports © 2012 by Bedford/St. Martin's 14
15.
Use this strategy
when writing incident reports: • Explain what happened. • Explain why it happened. • Explain what the organization did or will do to follow up on the incident. Chapter 17. Writing Informational Reports © 2012 by Bedford/St. Martin's 15
16.
Use this strategy
when writing meeting minutes: • Be clear, comprehensive, objective, and diplomatic. • Report the events of the meeting accurately. • Do not record emotional exchanges between participants; the minutes should reflect positively on participants and the organization. Chapter 17. Writing Informational Reports © 2012 by Bedford/St. Martin's 16
17.
Communicating with the
Public Chapter 17. Writing Informational Reports © 2012 by Bedford/St. Martin's
18.
Tools and policies
for communication have changed: • The old philosophy was top down. For example, a company wanting to publicize a new product would issue press releases, write articles for trade magazines, and place ads in magazines and on TV. • The new philosophy is bottom up. Now, a company uses social media to connect with its various stakeholders. Chapter 22. Connecting with the Public © 2012 by Bedford/St. Martin's 18
19.
Here are four
one-way applications for presenting information to the public: • newsletters • brochures • white papers • podcasts Chapter 22. Connecting with the Public © 2012 by Bedford/St. Martin's 19
20.
A typical newsletter
includes most of these 10 elements: • banner • table of contents • headlines • bylines • jump lines and end signs Chapter 22. Connecting with the Public © 2012 by Bedford/St. Martin's 20
21.
A typical newsletter
includes most of these 10 elements (cont.): • continuation headings • photographs • pull quotes • publisher • postal information Chapter 22. Connecting with the Public © 2012 by Bedford/St. Martin's 21
22.
Follow these four
suggestions when creating a brochure: • Decide where and how your brochure will be reproduced. • Design your information to fit appropriately on the panels. • Use the front panel to attract attention. • Avoid design clichés. Chapter 22. Connecting with the Public © 2012 by Bedford/St. Martin's 22
23.
Follow these seven
suggestions for writing an effective white paper: • Communicate useful information. • Use a subtle approach. • Cite your sources. • Make the white paper easy to skim and navigate. • Help readers who don’t know all the jargon. • Make sure the white paper prints well in black and white. • End with a call to action. Chapter 22. Connecting with the Public © 2012 by Bedford/St. Martin's 23
24.
Practice these six
ethical values when marketing your organization: • honesty • responsibility • fairness • respect • openness • citizenship Chapter 22. Connecting with the Public © 2012 by Bedford/St. Martin's 24
25.
Follow these four
steps when creating a podcast: • Prepare for your podcast. • Record the podcast. • Edit the podcast. • Publish the podcast. Chapter 22. Connecting with the Public © 2012 by Bedford/St. Martin's 25
26.
Three social-media applications
for connecting with the public: • discussion boards • blogs • wikis Chapter 22. Connecting with the Public © 2012 by Bedford/St. Martin's 26
27.
Follow these six
guidelines when posting to discussion boards: • Share your knowledge. • Do your homework before posting a question. • Support your claims with evidence. • Stay on topic. • Avoid personal attacks. • Disclose potential conflicts of interest. Chapter 22. Connecting with the Public © 2012 by Bedford/St. Martin's 27
28.
Follow these six
guidelines when writing a blog: • Know and follow your company’s blogging policies. • Provide good content without saying too much. • Use an authentic voice. • Avoid conflicts of interest. • Manage your time carefully. • Follow up on negative comments. Chapter 22. Connecting with the Public © 2012 by Bedford/St. Martin's 28
29.
Follow these six
suggestions when using a wiki: • Know your audience. • Keep your wiki up-to-date. • Integrate the wiki with other documentation. • Integrate the wiki within your community. • Make organization a high priority. • Help reluctant users get involved. Chapter 22. Connecting with the Public © 2012 by Bedford/St. Martin's 29