Kuiper chapter 6

Q. What is formatting the report?

Answer: most business reports are written in memorandum later or manuscript format.

General guide

Applying these guides will help your reader scan the documents quickly determined its content and focus attention on specific information.

Spacing

Since most printed business documents are single spaced

Typography

Your selection of type phase, type style and type size.

Emphasize technique

You may use one of several emphasize technique such as enumeration, bulleted lists or special fonts

Headings

Headings should represent the outline of your report and guide the reader through its content

Memorandum format

Most relatively brief internal reports are written in memorandum formats.

Latter formats

External reports of one to three pages may be written formats. Three standard letter formats are

Block

Modify block

Simplify block

Manuscript format: Internal and external reports that exceed three pages are generally written in manuscript formats.

Kuiper chapter 5

Q. what is the purposes of visual aids?

Answer:  we should use visual aids to

Emphasize

Simplify

Clarify

Rent force

Summaries

Add interest

Improve credibility

Increase coherences

Q. what are the criteria for effective visual aids?

Answer:

Principals of graphics

Simplicity

Contrast

Unity

Balance

Identification and placement

Q. what is choosing and contracting visual aids?

Answer:

Bar charts: a bar chart is a graphic that uses two or more rectangles alone with vertical and horizontal excises two represent information. Bar charts are used to compare discrete quantitative information such as the number of females and males in a training program.

Pie charts: a pie chart is a circle divided in two segments. The circle represents the whole amount and each segment presents a proportion of the whole. A pie chart is effective when you want to emphasize relative proportions.

Line charts: a line chart consists of a vertical exist a horizontal exis or more plotted lines.

Relationship charts: a relationship chart shows house several non-numeric factors act together.

Table: both formal and informal tables are used in report. A table consists of column and rows of quantities data alone with labels to identify date.

Pictograph:

Statistical maps:

Kuiper chapter 4

Q. How to choose a wring style?

Answer: style involves an element of choice. You can select a style for your report that is appropriate for its content context and desired outcome.

Choose report tone

Tone is evident of the sender’s attitude toward the message and receiver

Choose degree of formality

When you write a report you must choose the degree of formality you want to convey.

Write objectively

Objectively requires that all available relevant date be presented

Q. What is frequently occurring wring elapses?

Answer: Some wring elapses are minor others are irritating. The following groups of frequently occurring wring elapses are discussed

Agreement elapses

Problems with nouns and pronouns

Sentence errors

Punctuation problems

Languages elapses

kuiper chapter 3

Q. what are the steps of drafting reports?

Answer; there are three stages each with three steps

Preliminary draft stage

Review draft stage

Near final draft stage

And the steps are:

Write a draft

Review your own draft

Get a helpful reader review

Q. How to revise and edit the report?
Answer: Revise:

Revising a report consists of rewriting sentences, paragraphs or entire section of a report or moving them to different locations, adding or deleting information may also be part of the revision process

Edit:

Editing consists of location of correcting errors at the paragraph, sentence and world levels such as transitions, sentence structure, spelling, punctuation, word use, subject verb agreements, pronoun references and so on.

Q. What is planning the report?

Answer: effective report writers follow a six step plan before begin to write.

Identify purpose

Identify audience

Identify context

Identify content

Select medium

 

Choose report structure

Q. How to choose report structure?

Answer: the appropriate structure for a report depends of the specific purpose content and context of the report.

Direct (deductive)

The direct structure is best on the deductive style of reasoning from general to specific

Indirect (inductive)

The indirect structure is best on the inductive style of reusing which examine facts and forms generalization based on those facts.

Chronological

Chronological structure uses time as the central organizational component of the message.

Problem solution

As the name implies the problem solution structure presents a problem followed by a proposed solution.

Cause effect

When using the cause effect structure the writer identifies and discuss solutions and a predicted outcomes of those conditions.

Spatial

The spatial structure si appropriate anytime your date can be presented logically in terms of geographic units

Topical

In topical structure information is organized around major topics of discussions

Comparison or contrast

Comparison or contrast structure examines two or more items in terms of common criteria.

Combination

Q. What is outlining the report?

Answer: An outline will help you plan the structure of your report. The outline should indicate the relative important of the facts ad their interrelationships

Informal outlines

An informal outline is a list of topic to be included in the report , in often consists of words, short phrases or combination of those elements. Such an outline is a primarily an idea generation tool. For example short reports.

Formal outline

Formal outlines are useful communications tool both before and as you write the report. Report with a supervisor or a colleague before you began writing you can use outline as a guide.

Q. What is collaborative writing?

Answer: the process whereby a group of people work together to produce a finished report such as a report

Forming

During the forming stage the group is usually at its best behavior

Storming

The storming stage is marked by intergroup conflict

Norming

If the group successfully navigates the storming phase it moves into norming

Performing

Having past through the storming and forming stage group should be able to work harmoniously towards achieving their common goal.

Adjourning

At this stage members often fail exhilaration in the successful accomplishment of tasks

A caution