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Direct strategy (organizational strategy):

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When the purpose for writing is presented close to the beginning. info without analysis. intro-facts-summary. useful when readers are supportive or familiar with topic. many businesses execs prefer this strategy. immediate results.

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Indirect strategy (organizational strategy):

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when conclusions and recommendations, if requested, appear at the end of the report. intro-description of problem- facts and interpretation-conclusions and recommendations. useful when readers are unfamiliar, need to be persuades, or disappointed in report findings. explaining- justifying-analysing- then recommending. follows the normal thought process: problem, alternatives (facts), solution.

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The indirect strategy is appropriate for:

answer

analytical reports that seek to persuade or that convey bad news.

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How you format a report depends on:

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its length, topic, audience, and purpose.

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Letter format:

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this is for short (usually 8 or fewer pages) informal reports addressed outside an organization. companies letterhead stationary, date, inside address, salutation, and complimentary close.

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Begin the report-writing process by:

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determining your purpose for writing the report.

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One of the most important steps in the process of writing a report is that of:

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gathering information (research)

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A good report is based on:

answer

solid, accurate, verifiable facts.

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Factual information falls into two broad categories:

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primary and secondary

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primary data:

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results from first hand experience and observation.

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secondary data:

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results from reading what others have experienced or observed and written down. easier and cheaper to gather.

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Typical sources of factual information for informal reports are often obtained by:

answer

company records, observation, surveys- questionnaires-inventories, interviews, printed material, and electronic resources.

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Company records:

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analysis of company records and files, observe past performance and methods used to solve problems and collect facts to determine course of action.

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printed material:

answer

still visible in libraries despite movement to electronic data. a lot of info is only available in this. includes books, newspapers, and periodicals such as magazines and journals.

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electronic resources:

answer

web, electronic databases, and other online resources. also using blogs, Facebook, and twitter to conduct research. short informal reports will probably find the most usable data in online resources.

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observation:

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logical source of data for many problems in the absence of secondary sources.

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surveys, questionnaires, inventories:

answer

if no previously gathered info exists, data from groups of people can be collected most efficiently and economically from this.

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Interviews:

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talking with individuals directly concerned with the problem provides excellent first hand info if published sources aren't available. allows for one-on-one communication, thus giving you an opportunity to explain q's and ideas.

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interviews provide:

answer

rich, accurate firsthand information because questions can be explained.

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informal business reports generally fall into

answer

one of six categories. in many instances the boundaries of the categories overlap; distinctions are not always clear-cut.

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informal reports:

answer

reports that collect and organize information are informational or investigative. do not analyze that info. ex: trip report

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Progress reports:

answer

monitor the headway of unusual or non routine activities. answers three questions: 1) is the project on schedule? 2)are corrective measures needed? 3)what activities are next

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Justification/recommendation reports:

answer

similar to informational reports in that they present information. BUT these reports offer analysis. attempt to solve problems by evaluating options and offering recommendations. solicited info (writer was asked to investigate)

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feasibility reports:

answer

when a company must decide whether to proceed with a plan of action. examine the practicality of implementing the proposal.

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minutes of meetings:

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a record of the proceedings of a meeting. kept by a secretary or recorder.

question

summaries:

answer

this condenses the primary ideas, conclusions, and recommendation of a longer report or publication.

question

justification/recommendation reports attempt to solve problems by:

answer

presenting data, drawing conclusions, and making recommendations.

question

minutes of meetings and summaries:

answer

organize and condense info for quick reading and reference.

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six categories of informal business reports:

answer

informational reports, progress reports, justification/recommendation reports, feasibility reports, minutes of meetings, and summaries.

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writers of informational reports provide information without:

answer

drawing conclusions or making recommendations.

question

informational reports generally containg three parts:

answer

introduction, body (findings), and conclusion.

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Examples of informational reports:

answer

letter report (personalized), police reports, hospital admittance reports, monthly sales, govenerment regulatory reports.

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Organize information for informational reports by:

answer

chronologically, alphabetically, topically, geographically, journalistically, from simple to complex, or from most to least important.

question

Project reports tell:

answer

management whether projects are on schedule. These reports may be external (telling customers how their projects are advancing) or internal (informing management of the status of activities).

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Progress report development strategy:

answer

1. specify the purpose and nature of project 2. provide background info if the audience requires filling in. 3. describe the work completed 4. explain the work currently in progress, including personnel, activities, methods, and locations. 5. describe current problems and anticipate problems and current remedies. 6. discuss future activities and provide the expected completion date.

question

Informal report development strategy:

answer

1. explain why you are writing in the introduction 2. describe what methods and sources were used to gather information and why they are credible. 3. provide any special background information that may be necessary. preview what is to follow. 4. organize facts/findings in one the patterns for this type of report. 5. summarize your findings. synthesize your reactions, suggest action to be taken or express appreciation in the conclusion.

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when you are free to select an organizational plan you should:

answer

let your audience and topic determine your choice of the direct or indirect strategy.

question

Define Justification/recommendation reports:

answer

these reports analyze a problem, discuss options, and present a recommendation, solution, or action to be taken. justify or recommend something

question

For nonsensitive topics and recommendations that will be agreeable to readers you would use:

answer

direct strategy

question

Direct strategy organization sequence:

answer

- in the introduction identify the problem or need briefly. - announce the recommendation, solution, or action concisely and with action verbs. - explain more fully the benefits of the recommendation or steps necessary to solve the problem. - discuss pros, cons, and costs - conclude with a summary specifying the recommendation and necessary action

question

when a reader may oppose a recommendation or when circumstances suggest caution, do not rush to reveal you recommendation. this is:

answer

indirect strategy

question

Indirect strategy organization sequence:

answer

- refer to the problem in general terms, not to your recommendation, in the subject line. - describe the problem or need you recommendation addresses. use specific examples, supporting statistics, and authoritative quotes to lend credibility to the seriousness of the problem. - discuss alternative solutions, beginning with the least likely to succeed. - present the most promising alternative (your recommendation) last. - show how the advantages of your recommendation outweigh its disadvantages - summarize your recommendation. if appropriate, specify the action it requires. - ask for authorization to proceed, if necessary.

question

Define Feasibility reports:

answer

analyze whether a proposal or plan will work. usually internal.

question

Reports are more believable:

answer

if the author is impartial, separates facts from opinions, uses moderate language, and cites sources. and is a credible writer.

question

you can build credibility in a # of ways:

answer

-*present both sides of an issue* (remain impartial) -*separate facts from opinions* (always use verifiable facts) -*be sensitive and moderate in your choice of language* (don't exaggerate) -*cite sources*(where info came from)

question

effective report headings do what for the reader?

answer

they serve as an outline of the text, highlight major ideas and categories, guides for locating facts and point the way through the text, resting points for eyes.

question

effective report headings for what for the writer?

answer

they organize the data into meaningful blocks.

question

what are the reports heads?

answer

functional and talking

question

Functional heads:

answer

such as as background, findings, staffing, summary, and projected costs. describes unctions and general topics. show the outline of the report but provide little inside. useful for routine reports. good for sensitive or controversial topics.

question

Talking heads:

answer

such as employees struggle with lack of day-care options. describe the content. provide info to reader. used in informational reports.

question

To create the most effective headings use these guidelines:

answer

- *use appropriate heading levels* (indicates importance/relationships) - *strive for parallel construction within levels* (grammatically similar) - *for short reports use first-and second- level headings*. (first-cntr bolded, 2nd-flush left bolded) - *capitalize and underline carefully*. - *keep headings short but clear*(no more then 8 words) - *dont use headings as antecedents for pronouns* (such as this that these and those) - *include at least one heading per report page* (to break up blocks of text.)

question

whole range of desirable workplace behaviors:

answer

professionalism, business etiquette, ethical conduct, social intelligence, or soft skills.

question

in the workplace we are judge to a great extent on our:

answer

soft skills and professionalism.

question

One dimensional communication technologies (email etc.) ________ replace the richness or effectiveness of face-to-face communication:

answer

cannot

question

What is the most effective of all communication channels?

answer

communicating in person.

question

the voice is a _____ instrument

answer

flexible

question

Like an actor, you can change your

answer

voice to make it a more powerful communication tool.

question

You can use your voice most effectively by learning how to control such elements as:

answer

pronounciation, voice quality, pitch, volume, rate, and emphasis.

question

Pronunciation

answer

*saying words correctly and clearly with the accepted sounds and accented syllables*. you can help it by listening to educated people, looking up words in dictionary, and practice.

question

voice quality:

answer

sends a nonverbal message to listeners. it identifies your personality and your mood. you can fix by recording your voice and listening to it critically.

question

pitch:

answer

refers to sound vibration frequency; that is, the highness or lowness of a sounds.

question

Proper pronunciation means:

answer

saying words correctly and clearly with the accepted sounds and accented syllables.

question

Speaking in a moderately ___- ______ voice at about _____ words a minute makes you sound pleasing and professional.

answer

low-pitched, 125

question

Volume:

answer

the loudness or the intensity of sound

question

rate:

answer

referes to the pace of your speech.

question

Emphasis:

answer

by doing this or stressing certain words, you can change the meaning you are expressing.

question

uptalk:

answer

in which sentences sound like questions, makes speakers seem weak and tentative. rising inflection at the end of a sentence.

question

face-to-face conversation helps people

answer

work together harmoniously and feel that they are part of the larger organization.

question

Business etiquette guidelines:

answer

- use correct names and titles (ms. mr. memory hook) - choose appropriate topics (avoid controversy) - avoid negative remarks (no complaining it could get back to boss or person its about) - listen to learn (expect to learn from what you are hearing) - give sincere and specific praise (look for ways) - act professionally in social situations (can help or harm career. dress appropriate avoid alcohol.)

question

You will be most effective in workplace conversations if you:

answer

use correct names and titles choose appropriate topics avoid negative and judgmental remarks give sincere and specific praise

question

When you are being criticized you should

answer

listen, paraphrase, and clarify what is said: if you agree, apologize or explain what you will do differently.

question

Some tips to help you respond positively to criticism:

answer

-listen with out interrupting. -determine speakers intent. -acknowledge what you are hearing. -paraphrase what was said . -ask for more information if necessary. -agree- if the comments are accurate. -disagree respectfully and constructively if you believe the comments are unfair. -look for a middle position -learn from criticism

question

if you feel you are being criticized unfairly,

answer

disagree respectfully and constructively; look for a middle position.

question

offering constructive criticism is easier is you:

answer

plan what you will say, focus on improvement, off to help, be specific, discuss the behavior and not the person, speak privately face-to-face, and avoid anger.

question

suggestions helpful when you must deliver constructive criticism:

answer

-mentally outline you conversation. -generally, use face-to-face communication. -focus on improvement. -offer to help. -be specific. -avoid broad generalizations. -discuss the behavior, not the person. -use the word we rather than you. -encourage two-way communication. -avoid anger, sarcasm, and a raised voice. -keep it private.

question

Businesses are forming teams for the following reasons:

answer

-better decisions. -fast responses. -increased productivity. -greater buy-in. -less resistance to change. -improved employee morale. -reduced risks.

question

virtual teams:

answer

groups of people who work interdependently with a shared purpose across space, time, and organization boundaries using technology. local or global

question

Professional team members:

answer

follow team rules, analyze tasks, define problems, share information, listen actively to others, and try to involve quite members.

question

team members who are committed to achieving the group's purpose contribute by

answer

displaying positive behavior.

question

Negative team behavior includes:

answer

insulting, criticizing, lashing out at others, wasting time, and refusing to participate.

question

Positive team behavior from the chart:

answer

setting rules and abiding by them, analyzing tasks and defining problems, contributing information and ideas, showing interest by listening actively, encouraging members to participate, synthesizing points of agreement.

question

Negative team behavior from the chart:

answer

blocking the ideas and suggestions of others, insulting and criticizing others, wasting the group's time, making inappropriate jokes and comments, failing to stay on task, withdrawing, failing to participate.

question

the use of teams has been called

answer

the solution to many ills in the current workplace.

question

TEAM stands for

answer

together, everyone achieves more

question

Small diverse teams often produce

answer

more creative solutions with broader applications than homogeneous teams do.

question

what is the optimum # of members for teams?

answer

4-5

question

Effective teams:

answer

exchange information freely and collaborate rather than compete.

question

effective teams have ____ formal leader

answer

no

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