Bài giảng Business Communication - Chapter nine: Writing Short Reports

McGraw-Hill/IrwinCopyright © 2012 by The McGraw-Hill Companies, Inc. All rights reserved.nine“The shorter report forms are by far the most common in business.”Writing Short ReportsOverviewOverview of report componentsCharacteristics of short reportsForms of short reports (based on medium)Types of short reports (based on purpose)9-*Overview of Report ComponentsLong problems and formal contexts require a more elaborate makeup.Short problems and informal contexts need a simpler makeup.9-*THE REPORT PROPERTHE REPORT PROPERLETTER REPORT3rd Level4th LevelTitleFlyTitle PageTitle PageTitle PageTitle PageTitle PageCombinationTransmittal/Exec.Sum.LetterofTrans.LetterofTrans.TableofContentsTableofContentsTableofContentsExecutiveSummaryExecutiveSummaryCombinationTransmittal/Exec.Sum.EMAIL REPORTTHE REPORT PROPERTHE REPORT PROPERTHE REPORT PROPER1stLevel5th Level6th Level7th LevelLowHigh2nd LevelformalityPossible Prefatory Elements for a Long, Formal ReportTitle pagesTitle flyTitle pageTransmittal messageTable of contentsExecutive summary9-*Executive Summary Diagram9-*Characteristics of Short ReportsLittle need for introductory informationPredominance of direct orderMore personal writing styleLess need for a structured coherence plan9-*My investigation of the quality of fire protection at the plant supports thefollowing recommendations:1. That the Safety Supervisor conduct training sessions for each fire brigade until it is thoroughly trained.2. That monthly practice runs be scheduled for all fire brigades.That an alarm bell be placed outside the Shift Maintenance office in Building 135.That four standard fire extinguishers be placed in Building 135.That the entire plant be inspected to determine the adequacy of fire extinguishers.Purpose of investigation.These recommendations are based on information gathered from my investigation following the fire in the Calcination Department, Building 133, last July 14. As you will recall, you asked me to look into the quality of our fire protection. Following are my findings.Jeff T. KoontzQuality of Plant Fire ProtectionIllustration of an Email Report,Direct OrderKara LenaghanTraining deficiency of fire brigade.Although they worked hard to put out the fire, the fire brigade was not effective. It was obvious to all present at the scene (including brigade members) that the brigade had not been trained properly. Brigade members had difficulty working the pump and generally did not perform as a coordinated unit.Inadequacy of alarm system. The plant alarm was not heard in Building 135 (the fire brigade work area). A telephone call was needed to alert brigade members. Thus, about seven minutes were lost before fire-fighting work began.Shortage of fire extinguishers. The supply of fire extinguishers in the fire area was inadequate. So brigade members had to go to other work areas to find the fire extinguishers. The result was a loss of valuable fire-fighting time and unnecessary fire damage. Informal reports received from workers in other parts of the plant indicate that the shortage of fire extinguishers is plantwide.The actions I have recommended should bring us into compliance with federal fire safety regulations and ensure a safer plant.Jeff T. KoontzQuality of Plant Fire ProtectionIllustration of an Email Report, Indirect Order Following the fire in the Calcination Department on July 14, you instructed me to investigate the quality of our fire protection. My investigations revealed the following deficiencies.Training deficiency of fire brigade. Although they worked hard to put out the fire, the fire brigade was not effective. It was obvious to all present at the scene (including brigade members) that the brigade had not been trained properly. Brigade members had difficulty working the pump and generally did not perform as a coordinated unit.Inadequacy of alarm system. The plant alarm was not heard in Building 135 (the fire brigade work area). A telephone call was needed to alert brigade members. Thus, about seven minutes were lost before fire-fighting work began.Kara Lenaghan Shortage of fire extinguishers. The supply of fire extinguishers in the fire area was inadequate. So brigade members had to go to other work areas to find the fire extinguishers. The result was a loss of valuable fire-fighting time and unnecessary fire damage. Informal reports received from workers in other parts of the plant indicate that the shortage of fire extinguishers is plantwide.Recommended actions. Based on the information reported , I recommendation the following:1. That the Safety Supervisor conduct training sessions for each fire  brigade until it is thoroughly trained.2. That monthly practice runs be scheduled for all fire brigades.3. That an alarm bell be placed outside the Shift Maintenance office in Building 135.4. That four standard fire extinguishers be placed in Building135.5. That the entire plant be inspected to determine the adequacy of fire extinguishers.These actions should bring us into compliance with federal fire safety regulations and ensure a safer plant.Forms of Short ReportsShort ReportLetter ReportEmail and Memo ReportsOther Forms9-*Common Types of ReportsRoutine Operational ReportProgress ReportProblem-Solving Report Audit ReportMeeting Minutes9-*“We are drowning in information, while starving for wisdom. The world henceforth will be run by synthesizers, people able to put together the right information at the right time, think critically about it, and make important choices wisely.”--E. O. Wilson, Pulitzer Prize WinnerProfessor, Harvard University