Memo Reports -and- Designing Documents, Slides, and Screens.
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Transcript of Memo Reports -and- Designing Documents, Slides, and Screens.
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Memo Reports -and- Designing Documents, Slides, and Screens
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Memo Reports: Overview
What is a Memo Report?
What is it about?
What is it like?
Contents:Introduction, Body, Conclusion, End
Sample Introduction
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What is the difference?
Letter ReportAn informal report mailed to a colleague or client outside your office
Printed on letterhead and physically signed
Memo ReportAn informal report printed, duplicated or emailed for a colleague or supervisor within your company
Often duplicated or sent electronically
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What is a memo report about?
Progress on a project, especially as regards a specific portion
Results of one portion of a project
Results that may affect the remainder of a project
Results that require a response before a project can move forward
Results of a small project
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CharacteristicsContains 3-5 pages
Contains 0-3 tables or figures
Contains no separate sections
Does not provide a written background or theoretical basis
Contains no nomenclature section
Defines symbols as they are introduced
Provides only the most pertinent equations
Does not contain a “Literature Cited” list at the end
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Characteristics, continued
Concise Writingchoose words carefullyavoid repetition
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Contents: Address
Memorandum TitleTo: CC:
Make sure you include everyone!
From:Date:RE: Title
CHEN4903(1)F07 Memo Rpt 1 Tm 1
Cc:No Salutation (Dear: )
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Contents: Introduction Introductory paragraph/s
Contains a brief explanation of the experiment and its objective, but does not delve into details already known by the recipient (like where the lab is, who gave the assignment, etc.)
Provides a summary of the results
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Contents: BodyBody paragraph/s
Describes pertinent equipment
Narrates important points of procedure
Explains problems encountered
Provides an analysis and discussion of results
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Contents: Conclusion
Closing paragraph/s
Makes recommendations based on the discussion
Clear reasoning must explain why you are making the recommendations and conclusions you make
Contains references as footnotes (provide publication information in footnote)
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Sample IntroductionDuring the period from January 6 to January 27, 1992, the members of Group F calibrated and evaluated the performance of an Omega Model HX93V relative-humidity and temperature transmitter (Omega Engineer, Stamford Connecticut). The transmitter was calibrated with an Omega HX92-CAL relative-humidity calibration kit, and its accuracy was tested with various solutions of ethylene glycol and water ranging from 10% to 100% relative humidity (RH).
The transmitter was accurate to within 5% RH at higher relative humidities (>50%) but was not accurate to within 5% RH at humidities lower than 50%. The transmitter's performance in a moving airstream at temperatures greater than room temperature was also investigated. A cardboard tube and an air blower containing a heating element supplied a suitable stream of heated air. A brief summary of the calibration and the results of our performance evaluation follow.
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Contents: End Matter
After the endnotes (appendix)
Background tables or figures
Raw data
Calculations
Error analysis
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Designing Documents, Slides, and Screens
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Design: Part of Writing
Think about design at each step
As you plan, think about readers
Skilled or poor?Straight through or skip around?
As you write, use lists, headingsGet feedback from your audienceAs you revise, check following 8 design guides
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Why Design MattersCreating inviting, easy to read pages makes it more likely that your document will be read and understood
Grouping ideas visually shows structure
Good design also: Saves time and moneyReduces legal problemsBuilds goodwill
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8 Page Design Guides
1.Use white space
2.Use headings
3.Limit words in ALL CAPITALS
4.Use no more than 2 fonts per document
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8 Page Design Guides, continued
5. Justify margins selectively
6. Put key items at top left or bottom right
7. Use a grid for visual unity
8. Limit attention-getters: bold, bullets, colors
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Use White SpaceMakes message easier to read
To create white space, use—HeadingsMix of paragraph lengthsLists of parallel items Use bullets
Use numbers instead of bullets when order matters
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Use HeadingsHeadings - words, phrases, or sentences
Group points; divide document Show organizationHelp readers; save readers’ time Make page look more interesting
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Limit Words in ALL CAPITALS
We recognize words by shape
Words in ALL CAPITALS
Have same rectangular shapeOften lack ascenders and descenders
Causes reader to slow downCauses more reading errors
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Use 1 or 2 Typefaces—No More
Typeface – unified styles of type
Serif typeface – letters have feetEasy to read; used for paragraphsEx: Courier New, Times New Roman
Sans serif typeface – letters lack feetHarder to read; used for headings, tablesEx: Arial, Tahoma, Verdana
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Use 1 or 2 Fonts, continued
Fixed Fonts – every letter takes up the same amount of space
typewriter fonts are fixedEx: Courier, Monaco
Proportional Fonts – wider letters take up more space than narrower letters
most computer typefaces are proportional Ex: Times New Roman, Garamond, Arial
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Use 1 or 2 Fonts, continued
Some documents use just one font Bold Italics Varied sizes
Font size12-point: good for readers over 40 (and many under 40, too)11-point: ideal for memos, letters, reports
headings may, and often should, be larger
10-point: often too small
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Justify Margins Selectively
Full justification – text even at left and right margin
Want formal lookWriting to skilled readers Using proportional fontWant to use fewest pages
Use in these cases
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Justify Margins Selectively, continued
Left justification – text even on left, uneven on right
Want informal lookUse very short linesWriting to less-skilled readers Not using proportional fontWant to revise selected pages
Use in these cases
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Put Key Items at Top Left or Bottom Right
Readers’ eyes move in Z patternStarts at upper left corner of pageReads to the right and down
Quadrants in order of importance 1. Top left2. Bottom right3. Bottom left4. Top right
1
2
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Use a Grid for Visual Unity
Grid – 2 or 3 imaginary columns on page; may be subdivided
All elements lined up in columns
Creates pleasing symmetryUnifies long documents
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Designing Presentation Slides
Use a big font44 to 50 point for titles32 point for subheads28 point for examples
Use bullet-point phrases, not sentences
Use clear, concise language
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Designing Presentation Slides, continued
Make only 3 to 5 points per slide
Customize your slides
logo photo chart
Use animation to control flow, build interest
Too much distracts the audience
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Final Design Tips
Limit attention getters
Test designs on actual audiences
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Limit Attention-Getters
Add interest with dingbats, clip artDingbats – small pieces of line art
Clip art – larger images inserted in text
Use “highlighters” sparingly
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Limit Attention-Getters,
continued
Create unified look—Repeat text color in bullets, linesUse same colors throughoutMake text, background contrast
Use glossy paper for vivid colors
Note, colors look brighter on screen than on paper
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Limit Attention-Getters: Color
Limit colors to 4 per page—2 main colors, 2 accents
Use color for main headings, not details
BlueGreenViolet
Text colors for readers under 50
In North America, red means danger
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3 Design TestsWatch someone use document to do a task
Ask reader to think aloud during taskInterrupt at key points to find out what reader thinksAsk reader to describe thought process afterwards
Ask reader to put + and - signs in margins to show likes and dislikes