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Answer & Explanation:Report Writing & Documentation
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This week you
are assigned Module 5, Report Writing & Documentation. Select
something in that reading that you find particularly useful in
supporting your writing of the rough draft of the persuasive report.
Quote the content in your posting and explain why you found the
information useful in your writing process.
module_5.docx
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Module 5: Report Writing and
Documentation
The topics in this intentionally brief commentary are covered much more fully in your textbook
than they are here. Once again, do not let your reading of this short commentary substitute for
reading the assigned textbook chapters and the invaluable UMUC Online Guide to Writing and
Research.
Topics
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The Role of Reports in Organizations
Planning and Preparing a Report
Organizing Reports and Proposals
Conducting Research
Integration of Source Materials
Resource Documentation
Visual Aid Design
Summary Comments
Questions to Consider
I. The Role of Reports in Organizations
Reports are used for many purposes in organizations, including:
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monitoring operations
implementing policies and procedures
complying with regulations
making proposals
documenting work
making decisions
The purpose and audience of a report will determine its content, format, organization, and style.
Reports can be routine or special-purpose, internal (read within the organization) or external
(sent to outsiders), voluntary (self-initiated) or required. Regardless of the type, reports are
usually categorized as informational or analytical. The purpose of informational reports is
primarily to present facts. An analytical report contains facts as well as interpretations,
recommendations, and conclusions; an analytical report justifies a decision, supports a
recommendation, and backs up a proposal.
II. Planning and Preparing a Report
No matter what the purpose, preparing a long, formal report usually involves these steps:
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planning the report process, including a work plan
outlining issues to investigate
conducting research
documenting and using sources
designing visuals
organizing reports and proposals
completing the components of a formal report
The UMUC Guide to Writing and Research contains excellent advice about planning the
research process, investigating sources, taking notes, documenting sources, and writing the
paper. So does the textbook. None of that advice is repeated here, so be sure to read both the
Guide and the textbook thoroughly and carefully.
The UMUC library home page provides valuable resources. In addition to using the primary
databases for articles and books in the University of Maryland system, be sure to explore the
following topics:
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Secrets of my Research Success
Research Skills Tutorial
Guide to General Academic Research
Business Tutorial
Identify and Locate Scholarly Journals
Search the Web and Evaluate Web Resources
Citation Resources
Academic Integrity
The first step in planning a report is to define the issue, problem, or purpose. Having determined
the issue to investigate, the next step is to decide how to get the needed information: interviews,
surveys, experiments or pilot studies, searches through the organization’s records and databases,
searches through databases of books and articles, or a search of Web resources. Evaluating the
relevance and reliability of the information you discover is the third step in the research process.
Before writing the report you will need to decide how best to organize the report to support your
conclusions. The purpose, likely reaction of the audience, and the context will guide your choice
of organization plan. Your next step is to design reader-friendly visuals (pictures, diagrams,
charts, graphs, tables, and maps) that support your purpose. Most organizations have preferred
formats for long reports; your final preparatory decision is finding out which components of
formal reports are expected in your organization.
III. Organizing Reports and Proposals
As is true of all workplace documents, how a formal report is organized depends on its purpose
and audience—not its subject. As explained earlier, the purpose, likely reaction of the audience,
and the context will guide your choice of organization plan for a formal report.
The best organizational plan for informational reports is usually obvious: whichever way
presents the information most usefully for the readers’ needs. The options for informational
reports are based on how the information is divided into topics:
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sequential order of steps in a process (step 1, step 2, and so forth)
chronological order of a series of events
spatial order (describe from left to right, front to back, top to bottom)
geographical order (by states, regions, cities, districts, designated kinds of areas)
subdivisions of the main topic (by categories, features, aspects)
ordered by importance of the subtopics or categories
The best organizational plan for an analytical report is not as easy to select. The primary
consideration for organizing analytical reports is whether the audience is likely to be receptive or
hostile to your recommendations and conclusions. Use the direct order for an audience likely to
be receptive to your recommendation; use the indirect order for a resistant audience. In the
direct order, the main point (recommendations and conclusions) comes first. If hostile or
skeptical readers know your recommendation at the beginning of a report, they are likely to
mentally counter your reasons as they read and to not read your persuasive support with an open
mind. Using the indirect order places your recommendations and conclusions last, with the facts
and reasons first—thus making it more likely that a skeptical audience will read with an open
mind. In both approaches you support your recommendations with objective data and sound
reasons (not personal opinion); the difference is whether the recommendations precede the
evidence and reasons (direct order) or whether the recommendations follow the evidence and
reasons (indirect order).
But no matter what type of report you are writing (informative or analytical) or whether or not
the audience is receptive, the heart of any report is made up of factual information. To report
means to present facts. So be sure that you clearly present and explain the relevance of the data
that you collected. And be sure that all conclusions and recommendations are fully supported by
data presented in the report.
The following generic outline illustrates how to focus on recommendations by using the direct
approach.
Model Outline for Reports that Support Recommendations
Direct Approach for Receptive Audience
Introduction
Why we need to do something
The benefits gained by following my suggestions (briefly)
Recommendation(s)
1. First recommendation
2. Second recommendation (if there is another)
(Do not support the recommendations in this section; support them in the Analysis/Justification
section below. Just announce your recommendation(s) in this very brief section.)
Analysis/Justification
1. First Recommendation
1. Reason One stated as topic sentence of paragraph or section Support with
evidence and explanation of its relevance
2. Reason Two stated as topic sentence of paragraph or section Support with
evidence and explanation of its relevance
3. Reason Three stated as topic sentence of paragraph or section Support with
evidence and explanation of its relevance
2. Next recommendation
1. Reason One stated as topic sentence of paragraph or section (continue as before)
Conclusion
By doing what I recommend, we can …
If resistant or hostile readers know your recommendations at the beginning of your report, they
might mentally counter your evidence and reasons as they read. For such readers the indirect
order is more effective because you present your evidence and reasons first before disclosing
your possibly controversial recommendation.
The outline below illustrates how to arrange a report for a skeptical or hostile audience.
Model Outline for Reports that Support Recommendations
Indirect Approach for Skeptical or Hostile Audience
Introduction
Why we need to do something
The important things to consider (briefly)
Analysis/Justification
1. First issue/problem or set of facts and reasons to consider in deciding what to do
Discuss implications and relevance
2. Second issue/problem or set of facts and reasons to consider in deciding what to do
Discuss implications and relevance
3. Third issue/problem or set of facts and reasons to consider in deciding what to do
Discuss implications and relevance
—and so on
Recommendation(s)
1. First recommendation
Briefly explain how your recommendation is supported by the facts and reasons already
presented
2. Second recommendation (if there is another)
Briefly explain how your recommendation is supported by the facts and reasons already
presented
Conclusion
By doing what I recommend, we can …
The textbook presents variations on these basic models, depending on the purpose, audience, and
workplace context of the report or proposal.
IV. Conducting Research
To optimize the positive results of good research practices, follow these steps:
1. Confirm your Topic: You may not always have control over this step, as your task may
be assigned to you with little leeway for any adjustments. If you are working from an
assigned topic, make certain you meet with the person assigning the task. Discuss your
topic with your instructor to ensure that you understand what is expected of you, and that
your topic meets the requirements of the assignment.
2. Plan Your Strategy: Too often writers jump in and begin random searches without a
clear plan in mind. The Internet and online libraries provide vast resources, some of
which are good references and others which definitely are not. Your goal is to find the
best sources possible, which can be done through careful planning and decision-making.
The UMUC library has a helpful tutorial on the research process titled Secrets of My
Research Success. As part of this module, please complete the tutorial.
3. Evaluate Your Sources: For your report to have credibility and validity, your sources
must be good ones. Examine sources for currency and bias. Web sites designed to sell
products are not going to have the same validity as a college or university Web site, or a
research organization’s site. Wikipedia, although popular among students, is not an
acceptable academic resource and may not be used as a reference source in any college or
university course.
The opinions of experts (also called authorities) can be invaluable. These people have
unique knowledge on the subject and their support lends believability to the author’s
point. For instance, in a paper on why smoking is unhealthy, the U.S. Surgeon General
and the chairs of either the American Lung Association or the American Cancer
Association would be strong authorities. Their authority comes from their professional
experience. People become authorities for different reasons. They may have academic or
professional training and experience, or they may also be people with extensive personal
experience. Another authority on this topic might be a lifelong smoker who now has
extensive health problems.
V. Integration of Source Materials
Integrating sources in your report is the next step and requires careful consideration of your
audience and purpose. You must now decide which sources best support your position, and how
to integrate that source material into your paper. You can quote directly from the source,
paraphrase the source, or summarize its content—but whichever you choose, be sure to cite that
source within the text of your paper at the spot where you use it. Source placement within your
writing is important, as you do not want your sources to dominate your paper, nor do you want
only your ideas presented. Your sources validate the arguments or positions you are presenting.
VI. Resource Documentation
In this course we use the American Psychological Association (APA) documentation format to
cite sources. It is critical that you cite your sources properly within the text of your paper to
ensure credit is given where credit is due. Adhering to the rules of academic integrity is one of
your responsibilities both as a student and as a professional. In the bibliography at the end of
your paper, by using the correct format you will build a reputation as a writer who pays attention
to detail; making mistakes in the format builds a reputation for being sloppy and undermines
your credibility. The Effective Writing Center at UMUC provides exemplary resources for citing
sources according to APA format. After you have completed the APA Tutorial, test your
knowledge with the practice activity below. This is not a graded exercise, but simply an
opportunity for you to practice documentation of your sources. It is critical you take the time to
review this process to ensure you are meeting your obligations as a writer.
VII. Visual Aid Design
Visuals—whether graphs, charts, diagrams, or pictures—are very strong communicators of the
messages within reports. Not only do visuals add interest to a report, they also communicate
important information. They communicate the relative size of numbers, indicate trends,
dramatize reasons, and persuade readers. Decide where the report needs visual support, and then
decide which type of visual (graph, table, chart, diagram, or picture) will provide that support.
Design visuals to emphasize key points and communicate essential information. By following
the advice in your textbook, you can produce sophisticated visuals that not only enhance your
reports but also communicate persuasive information.
VIII. Summary Comments
This brief treatment of report writing demonstrates the scope and variety of documents that fall
into this category. We continue stressing purpose, audience, and context to help guide the writing
of business documents. All three will play critical roles in designing and drafting professional
reports.
IX. Questions to Consider
Now that you have completed this module, consider the following questions and be prepared to
discuss them in a conference:
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How can your written reports influence your professional success?
Why are unsolicited proposals more challenging to write than solicited proposals?
If your report includes only factual information, is it objective? Why or why not?
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