Producing the “A” Report
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Transcript of Producing the “A” Report
Feb. 20, 2001 1/41 Sponsored by
SMSU Student Chapter
Producing the “A” Report
Thomas L. Warren, Professor and Director
Technical Writing ProgramOklahoma State University/M205
Stillwater, OK 74078
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Overview
• Talk will coverSituationReadersStyleStandards
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Document
consists of
Research Information Requirementsprocess about subject
Know what Data about Specifications data to use. subject.
Reader Collect it. Unique expectations Analyze it.
to this Organize it assignment.Process similareach time use it.
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What drives the process?
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Document consists of
Research Information Requirementsprocess about subject
Know what Data about Reader data to use. subject. Specifications Collect it. Unique expectations Analyze it. to this Organize it assignment.Process similareach time use it.
Reader’s need for information
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Never Forget:
The reader's need for information drives the entire
reporting process!
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2 Rules• The reader's needs for
information are more important than the writer's needs to express that information.
• The writer must provide the information that supplies the reader's needs in a form that the reader can easily understand.
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And then . . .
Given the opportunity to misunderstand,
the readeralways will.
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Readers
• Purpose of any report is to communicate
• Readers come to the report seeking information
• Rare to find casual readers
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Readers Rate Reports
• Three classes of documentsUnacceptableAcceptableExcellent
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Report Reception: Industry
20
60
20
Unacceptable Acceptable Excellent
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Report Reception: Academic
10
80
10
A B/C D/F
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Unacceptable (F/D) 20%
• Fails to solve reader's problem
• Inaccurate• Incomplete• Poorly organized• Errors in expression
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Unacceptable: Example
The Income approach, used in calculating the final estimate of value of the property in question, is the process of capitalizing the resulting net income into an indication of value, estimating the subjects gross income, arriving at an appropriate capitalization rate, and to estimate a realistic schedule of expenses that are associated with the property in question.
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Unacceptable, cont.: Characteristics
• Do over and over• Information is not
SoundReliableValidMay be untruthful
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Unacceptable, cont.The Income approach, used in calculating the final estimate of value of the property in question, is the process of capitalizing the resulting net income into an indication of value, estimating the subjects gross income, arriving at an appropriate capitalization rate, and to estimate a realistic schedule of expenses that are associated with the property in question.
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Acceptable (C/B) 60%
• Useful—contributes to solving the reader's problem
• Accurate• Complete• Orderly• Correct in expression
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Acceptable, cont.: Revising Example
The Income Approach is the process of (1) estimating the subject's gross income, (2) estimating a realistic, typical schedule of expenses, (3) arriving at an appropriate capitalization rate, and (4) capitalizing the resulting net income into an indication of value.
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Acceptable, cont.: Characteristics
• Will not embarrass you• Accepted and passed along
by the reader• Won't hurt you to advance• Won't help you to advance
OUTGOING
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Acceptable cont. Areas to Revise
The Income Approach is the process of (1) estimating the subject's gross income, (2) estimating a realistic, typical schedule of expenses, (3) arriving at an appropriate capitalization rate, and (4) capitalizing the resulting net income into an indication of value.
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Excellent (A) 20%
• Acceptable in all ways• Excellent/outstanding in
some areas• Easy to read• Interesting• Easy to remember
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Excellent, cont.: Revision of Acceptable
The Income Approach (1) estimates gross income and a realistic expense schedule, (2) produces an appropriate capitalization rate, and (3) indicates value based on net income.
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What Sections are Important?
• What parts do people read?Asked at Westinghouse
CorporationAsked mid-level managers
• Should tell you what is important
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Audience Analysis (Pearsall)
100
60
15
50
10
0
20
40
60
80
100
Summary Introduction Body Conclusion Appendix
%
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Audience Analysis (Turner)
87
43
12
55
5
0102030405060708090
Summary Introduction Body Conclusion Appendix
%
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Audience Analysis (Combined)
87
43
12
55
5
100
60
15
50
10
0102030405060708090
100
Turner Pearsall
Summary Introduction Body Conclusion Appendix
%
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HOW many read the body?
• 15% of the mid-level managers read the body
• A problem for you?• Consider how you have been
taught to write anythingIntroduction--10% time/materialBody--80% time/materialConclusion--10% time/material
• Something wrong with these numbers?
A+
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So, Why Did They Read the Body?
• Two reasons for reading the body--one was expected; the other was notExpected: Disagree with somethingUnexpected: Want to learn how new
employees think• Does that suggest something to
you about an excellent report?A+
Your name
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So, Organization Really is Important
• Readers read selectively• Is accessibility of information
easy? Then valuable hard? Then of less value
• Readers get information they needbecause of your report?in spite of your report?
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Organization and Your Readers
• Busy readers need specific information
• Where you put it is part of the process
• How you tell them where it is is another partTable of ContentsOverview paragraphsOverview paragraphs
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Report Overview• The subject of this ____________ is
___________________• The purpose of this ____________is ___________________• This ____________ is limited to ______________________• This ____________ is organized by first presenting
________________________________________________• The assumed reader of this ____________ is
_____________• The action I want the reader of this __________ to
take is _______________________________
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Report Overview• The subject of this proposal is computers.• The purpose of this proposal is recommend
purchase of hardware and software• This proposal is limited to micros, software,
IBM, English Dept.• This proposal is organized by first presenting
the problem, then its importance, then the solution, then the method, finally a conclusion. An appendix contains other solutions, various lists, statistics.
• The assumed reader of this proposal is the department head
• The action I want the reader of this proposal to take is to approve the recommendation.
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Opening paragraph: DraftThe subject of this proposal is computers. The purpose of this proposal is to recommend purchase of hardware and software. This proposal is limited to micros, software, IBM, and the English Department. The proposal is organized by first presenting the problem, then its importance, then the solution, then the method by which the solution was developed, and finally the conclusion. An appendix contains various other solutions, lists, and statistics. The assumed reader of this proposal is the department head. The action I want the reader of this proposal to take is to approve the recommendation.
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Identify ScaffoldingThe subject of this proposal is computers. The purpose of this proposal is to recommend purchase of hardware and software. This proposal is limited to micros, software, IBM, and the English Department. The proposal is organized by first presenting the problem, then its importance, then the solution, then the method by which the solution was developed, and finally the conclusion. An appendix contains various other solutions, lists, and statistics. The assumed reader of this proposal is the department head. The action I want the reader of this proposal to take is to approve the recommendation.
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Opening Paragraph—Polished
This proposal recommends that the English Department head purchase IBM-compatible computers for the Writing Center. The proposal first presents the problem and its importance, then provides recommendations, and concludes with the method used to reach the recommendations. The Appendixes present detailed lists of hardware, software, and furniture.
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Organization
• Solve your reader's problem
• Be accurate• Organize• Be correct in expression• Use an effective style (next
topic)
Get an "A“
on this report!
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Document
consists of
Research Information Requirementsprocess about subject
Know what Data about Specifications data to use. subject.
Reader Collect it. Unique expectations Analyze it.
to this Organize it assignment.Process similareach time use it.
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SMSU Student Chapter
Summary I• Reader
What does the reader need to know?What is the reader to do with the
information?• Style
How can I help the reader to understand?• Standards
Does my report conform to ALL standards?Does my report solve the reader's problem?Is my report excellent in several areas?
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Summary II
• The "A" reportMeets its reader's informational
needsIncorporates clear structureDoes not call attention to itselfIs quite possibly interesting and
memorable• Good luck!
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Questions? Contact Information
Thomas L. Warren, Professor & Director
Technical Writing Program/M205English Department
Oklahoma State UniversityStillwater, OK [email protected]
www.okstate.edu/artsci/techwr