Writing Reports to Get Results Quick, Effective Results Using the Pyramid Method

by Blicq, Ron S.; Moretto, Lisa A.

• ISBN13: 9780471143420
• ISBN10: 0471143421
• Edition: 3rd
• Format: Paperback
• Copyright: 2001-09-06
• Publisher: Wiley-IEEE Press

Summary

The professional's quick-reference handbook for writing business and technical reports Professionals in business, government, and technical fields often need help in organizing and writing reports for associates, clients, and managers. This simple tutorial handbook offers expert tips and useful ideas for organizing ideas, structuring reports, and adding spice to technical papers. Writing Reports to Get Results offers in-depth guidance for writing: * short, informal reports, such as job progress reports and inspection reports * semiformal reports, such as laboratory and medium-length investigation and evaluation reports * formal reports, such as analytical and feasibility studies and major investigations * technical and business proposals of varying complexity The authors use a simple pyramid method to help writers organize their information into the most convenient and simplest structure for any type of document-from single-page proposals to full-length presentations. Rounding out this easy, instructional handbook are helpful tips on a number of other topics, such as: constructing reference lists and bibliographies; the use of numbers, abbreviations, and metric symbols; preparing illustrations for insertion into a report; and working collaboratively as a member of a writing team.

Author Biography

RON BLICQ and LISA MORETTO are Senior Consultants with RGI International Inc., a consulting firm specializing in oral and written communication skills. They travel all over the world teaching the techniques presented in this book to individuals in technical organizations in a variety of industries. Both are active IEEE members and have served on the Administrative Committee of the Professional Communication Society. They have technical backgrounds and are enthusiastic about helping technical professionals learn to write and communicate. Visit them at www.rgilearning.com

Table of Contents

Preface	xi
PART 1 A Practical Approach to Report Writing	1	(16)
How to Use These Guidelines	2	(2)
The Report Writer's Pyramid	4	(13)
Getting Started	4	(3)
Identifying the Reader	5	(1)
Identifying the Message	6	(1)
Using the Pyramid Method	7	(10)
Focusing the Message	8	(2)
Developing the Details	10	(3)
Expanding the Details Section	13	(4)
PART 2 Informal Reports	17	(38)
Incident, Field Trip, and Inspection Reports	18	(20)
Incident Reports	18	(2)
Incident Report: Reporting a Project Delay	20	(2)
Field Trip Reports	22	(2)
Reporting an Installation	24	(2)
Reporting a Site Evaluation	26	(2)
Reporting Conference Attendance	26	(2)
Inspection Reports	28	(4)
Inspecting a Contractor's Work	32	(2)
Inspecting Electronic Equipment	34	(4)
Progress Reports, Project Completion Reports, and Short Investigation Reports	38	(17)
Progress Reports	38	(2)
Occasional Progress Report	40	(2)
Occasional Progress Report	42	(2)
Periodic Progress Report	44	(1)
Periodic Progress Report	45	(4)
Headings and Paragraph Numbering	49	(1)
Project Completion Report	49	(1)
Project Completion Report: Reporting a Project Is Finished	50	(2)
Short Investigation Reports	52	(1)
Short Investigation Report: Correcting am Electrical Problem	53	(2)
PART 3 Semiformal Reports and Proposals	55	(66)
Test and Laboratory Reports	56	(13)
Industrial Laboratory Reports	56	(2)
Industrial Laboratory Report: Testing a Water Stage Manometer and Digital Recorder	58	(9)
Academic Laboratory Reports	67	(2)
Investigation and Evaluation Reports	69	(15)
Semiformal Investigation Report: Study of High Gas Consumption	70	(10)
Comparison between Semiformal and Letter-Form Investigation Reports	80	(4)
Suggestions and Proposals	84	(37)
Informal Suggestions	85	(1)
Informal Suggestion: Proposal for a Study	86	(1)
Semiformal Proposals	86	(2)
Proposals That Present an Idea	88	(2)
Proposal to Install Videoconference Facilities in Three Capilano Group Divisions	90	(15)
Proposals That Offer a Service	105	(1)
Semiformal Proposal No. 2: Offering to Provide a Service	106	(11)
The Formal Proposal	117	(4)
Letter of Transmittal	119	(1)
Summary	119	(1)
Introduction	119	(1)
Description of Work, Problem, and Situation	119	(1)
Approach to Doing Work, Resolving Problem, or Improving Situation	119	(1)
Organization and Planning	119	(1)
Exceptions	120	(1)
Price Proposal	120	(1)
Experience	120	(1)
Appendixes	120	(1)
Proposal Appearance	120	(1)
PART 4 Formal Reports	121	(34)
The Formal Report	122	(33)
Traditional Arrangement of Report Parts	122	(2)
Alternative Arrangement of Report Parts	124	(1)
Analysis of a Formal Report	125	(29)
Cover Letter	125	(3)
Title Page	128	(2)
Summary	130	(2)
Table of Contents	132	(2)
Introduction	134	(2)
Discussion	136	(10)
Conclusions	146	(2)
Recommendations	148	(1)
References/Bibliography	148	(2)
Appendix	150	(4)
Dan Rogerson's Report Writing Sequence	154	(1)
PART 5 Report Writing Techniques and Methods	155	(74)
Appearance and Format of Memorandum, Letter, and Semiformal Reports	156	(10)
Sample Reports	158	(4)
Notes about Figures 9-2 and 9-3	158	(3)
Notes about Figure 9-4	161	(1)
Improving the Body of the Report	162	(4)
Redesigning the Page	162	(1)
Choosing a Font	162	(2)
Justifying Text Only on the Left	164	(1)
Avoiding All Caps	164	(1)
Using Tables to Display Information	164	(2)
Developing a Writing Style	166	(14)
Get the Focus Right	166	(2)
Identify the Reader	167	(1)
Identify the Purpose	167	(1)
Write to Inform	168	(1)
Write to Persuade	168	(1)
Be Direct	168	(6)
Use the Pyramid Structure	169	(1)
Write in the First Person	170	(2)
Use the Active Voice	172	(2)
Avoid ``Clutter''	174	(4)
Use Simple Words	174	(1)
Remove Words of Low Information Content	175	(2)
Eliminate Overworked Expressions	177	(1)
Avoiding Gender-specific Language	178	(2)
Be Consistent When Referring to Men and Women	178	(2)
Writing a List of References or a Bibliography	180	(10)
How to Write References	181	(5)
Bibliographies	186	(1)
Footnotes	187	(2)
Planning for Reference/Bibliography Entries	189	(1)
Inserting Illustrations into Reports	190	(16)
Some General Guidelines	191	(1)
Using Computer Software to Produce Graphics	191	(1)
Tables	192	(1)
Graphs	193	(4)
Bar Charts	197	(2)
Histograms	199	(1)
Surface Charts	200	(1)
Pie Charts	201	(1)
Flowcharts, Site Plans, and Line Diagrams	202	(2)
Photographs	204	(1)
The Size and Position of Illustrations	204	(2)
Guidelines for Spelling and Handling Abbreviations and Numbers	206	(4)
Spelling	206	(1)
Abbreviations	207	(1)
Numbers	208	(1)
Metric (SI) Units	209	(1)
References	209	(1)
The Report Writing Process	210	(12)
Preparing to Write	210	(2)
Organizing the Information	212	(2)
Writing the Words (Draft)	214	(2)
Editing the Information	216	(4)
Initial Proofreading	216	(1)
Detailed Editing	217	(3)
Revising the Text	220	(2)
Doing a Second (or Subsequent) Edit	220	(1)
Obtaining an Objective Opinion	220	(2)
Guidelines for Working with a Report Production Team	222	(7)
Working with Management	223	(1)
Working with Other Writers	223	(2)
Using Email to Communicate with Others	225	(1)
Working with Illustrators, Draftspersons, and Graph Artists	226	(1)
Working with a Printer	227	(2)
Index	229