Professional and Technical Writing/Reports/Planning
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[edit] Planning Reports
The first thing to do before starting any report is to figure out what needs to be addressed. According to Paul V. Anderson's text, Technical Communication: A Reader-Centered Approach, the basic superstructure for a report and the questions to be answered in each section is (p. 541):
- Introduction- What will the readers gain from reading the report?
- Method of obtaining facts- Are the facts reliable?
- Facts- What have you found that is useful for the readers?
- Discussion- How do the facts work from the readers point of view?
- Conclusions- Why are the facts significant to the readers?
- Recommendations- What do you think the readers should do?
This is only a basic superstructure, not an outline, and some of these elements may be in a different order, addressed together, or completely omitted for shorter reports. An effective report includes these elements to improve the usability and usefulness of the report. If the report isn't easy to navigate, the persuasiveness of the report will be lost and it will be thrown out.
[edit] Introduction
For some reports, introducing what will be in the report may only need a sentence or two, but for longer reports it may take multiple pages. The introduction should contain the main points of your document without elaborating, that is what the document is for. Also, the introduction should not have any information that is not in the main body of the document to avoid confusion.
[edit] Method of Obtaining Facts
The purpose of this section is to show the readers where you obtained your information and where your readers can find more information. Where you obtained your information will also tell the readers if the facts are reliable.
[edit] Facts
The facts are what can make or break the reports persuasiveness. If the facts are not presented well they may not make sense to the readers and it may look like you put some random information into the report. Worst case scenario is if you gather information that has no relevance to your report at all. Make sure you check the date of your information, where it comes from, and who wrote or said it. Information can change fast so having the latest information from the most reliable source for your needs is important.
[edit] Discussion
The discussion section is to explain the facts, how they relate to the report and the company, and what they mean. Here you interpret the facts and put them into easier to understand vocabulary. In some reports, mainly shorter ones, the discussion and facts sections may be put into one to make reading the report shorter and easier.
[edit] Conclusion
The conclusion section explains why the facts should persuade the readers to believe your goal for this report is important and worth implementing. Summing up all your facts is important so the reader has a better understanding of what you are trying to persuade them to do.
[edit] Recommendation
Here is where you state the purpose for the report and what you want to be accomplished after the readers are done with your report. This section may not be in some reports because the decision to be made may be beyond your knowledge and power.
[edit] References
Anderson, Paul V. Technical Communication: A Reader-Centered Approach. 2008. Thompson Wadsworth Publishers. 2008. Pages 541-545.
