Business Communication Report Writing Gurudutt R Kamath

Business Communication Report Writing Gurudutt R. Kamath

How We Communicate 3 • • • CVs, Resumes Email, Web site, FAQs Letters, Newsletters, Brochures, Articles, Catalogs Advertisements, Notice Board, Pamphlets, Signs, Press Release Presentations, multimedia, talks Reports, Manuals, Proposals, Books

Which Reports? Sales Reports Inspection Reports Annual Reports Audit Reports Feasibility Reports Progress Reports White Papers

Technical Writing Reports n n Proposals User Manuals Technical Manuals White Papers

Classification of Reports n n Formal Reports and Informal Reports Information Reports Analytical Reports Recommendation Reports

5 Steps to Report Writing 1 1. 2. 3. 4. 5. Define the problem Gather the necessary information Analyze the information Organize the information Write the report

Organizing Reports n n n n Comparison/contrast Problem-solution Elimination of alternatives General to particular Geographic or spatial Functional Chronological

Words, Words n UK English and US English • International English and Indian English n n Denotation and Connotation • Let me know when you’re free next week for a meeting. • Could you let me know what times you have free? Tone • Terry is hung up on trivial details. • Terry is meticulous and takes care of details that others sometimes ignore.

Writing Style n Brief writing style • • Omit needless words Combine sentences Rewrite Campus Jewelers’ main objective is to increase sales. Specifically, the objective is to double sales in the next five years by becoming a more successful business. • Campus Jewelers’ objective is to double sales in the next five years.

We do IT in Style! n n n Chicago Manual of Style Elements of Style by Strunk & White Dictionary Microsoft Manual of Style AMA Style Guide

Anatomy of a Report n n n n Cover Page Title Page Letter of Transmittal Table of Contents List of Illustrations Executive Summary Report Body

Report Body n Introduction • Purpose and Scope; Limitations, Assumptions, and Methods n n Background/History of the Problem Body • Presents and interprets data n n n Conclusions and Recommendations References or Works Cited Appendixes • Interview transcripts, questionnaires, question tallies, printouts, and previous reports

Letter of Transmittal n n n Background Summarize conclusions and recommendations Minor problems. Thank those who helped. Additional research necessary Thank the reader. Offer to answer questions.

Sales Proposal 2 n n n Budget Objectives Strategy and Tactics Schedule Results Closing

Document Design n n n Use no more than 5 fonts. Use no more than 5 colors. Use glossy paper. Use white space. Use templates. Use parallelism. Avoid double emphasis.

Reference 1. 2. 3. Business Communication, Kity O Locker and Stephen Kyo Kaczmarek, 2004 “A Decent Proposal” by John Fellows, www. sellingpower. com, 2002 Better Business Writing, The Sunday Times

Scientific Communication Gurudutt R. Kamath

Scientific Papers n n Publish to complete research Communicate well to be published n How to Write a Paper 1 (3 rd edition) • Edited by George M Hall (Byword. Viva) n Scientific Writing: Easy when you know how

Why Publish? 1 n Readers can • Assess the observations you make • Repeat the experiment if they wish • Determine whether the conclusions drawn are justified by the data

IMRAD Abstract – brief summary) Introduction – What question was asked? Methods – How was it studied? Results – What was found? And Discussion – What do the findings mean? (

Introduction n n n Why you have undertaken the study? Clarify what your work adds Keep it short Make sure you are aware of earlier studies Convince the reader Don’t baffle the reader

Methods n Study Design • Who, what, why, when, and where? • Randomisation, blind assessment • Inclusion and exclusion criteria n Analysis of the Data • What hypothesis was tested?

Results n n n What was found? Organize the presentation Avoid • The results are presented in tables X-Z and in figures A-C. n n Differentiate clearly between data and results Republishing figures (copyright)

Discussion – So What? n Summary of the field of enquiry • • • n Finishing off • • n n We conclude … This study found … Context of literature studied Perhaps … Possibly … More research is needed … Here’s another problem solved Conclusion to be backed up by data Acknowledgements

General Points n n Instructions to Authors Wrong length • 400 word abstract • 600 word length n Audience • Generalist • Specialist n Structure and Format • • Words Structure

Titles n n Interesting, concise, precise, not misleading, informative, descriptive, and appropriate for classification Developing a title in 4 steps – Lileyman, 1988, p 441 • Nuclear reprocessing, radiation exposure, and childhood leukaemia: an epidemiological study

Abstracts n n 200 -300 words Structured • Context, objectives, design, setting, participants, interventions, main outcome measures, results, and conclusions

References n n Foundation on which the work is built Large number • Read review articles • Take Expert help n Vancouver and Harvard formats • Numbered consecutively (1) • Name of the author (Year) n Sloppy – reviewers will …

Uniform Requirements • • Double spacing Margins Sequence (25 mm) • Title, abstract, key words, text, acknowledgement, references, tables, legends to figures • • IMRAD New page – section, table Permissions (previous material) Required number of copies Electronic copy

Style n n Clear, Accurate, Concise Short sentences, simple words, simple structures Jargon only if required. Noun clusters Obstetric complication frequency n Frequency of obstetric complications n n Say Who did What n We compared the treatment group. . .

More Style n Avoid This, these, he, she, or it • If the baby does not thrive on raw milk, boil it. n Make comparisons clear (subgroup or whole population) • More women were alive five years after diagnosis. • More women [than men] were alive five years after diagnosis.

Simple Words 1 before prior to more than in excess of depends on also is dependentant upon additionally indicates is indicative of

Say What You Mean n n n After five days, the symptoms had improved. After five days, the symptoms had abated. Dermatitis is less often diagnosed … Dermatitis was less prevalent … …symptoms are not well correlated with clinical disease severity. …symptoms are not related to disease severity.

House Style n n Director General or director general Beta-carotene or ß carotene Moslem or Muslim Mumbai or Bombay

Some Tips n n Instructions to authors Study a few model papers, letters Read it out aloud Spell-check finally and Proof-read (missing not, or note)

References 1. How to Write a Paper (3 rd edition) Edited by George M Hall (Byword. Viva) 2. Scientific Writing: Easy when you know how Jennifer Peat, Elizabeth Elliott, Louise Baur, Victoria Keena 3. Science & Technical Writing General Editor Philip Rubens (Foundation) 4. Scientific Style and Format (6 th edition) Council of Biology Editors (life sciences, physical sciences, mathematics)

References Gurudutt Kamath

Documenting Sources n Convincing research • Site sources (out of thin air) n List of references • Collect them as you go along n What? • Quotes, ideas, numbers, facts, graphics, statistics, tables 1 • Websites, webpages, documents, pamphlets, film or video recording, CD-ROM, newspaper articles, songs, TV or radio programs, personal correspondence, email. n Author-year and citation-sequence

Documentation Style n Chicago Manual of Style • Different situations, languages, subjects n APA (American Psycological Assn) • Publication Manual of the American Pscyhological Association, 5 th ed. (2001) n CBE (Council of Science Editors) • Scientific Style and Format: The CBE Manual for Authors, Editors, and Publishers, 6 th ed. (1994) n MLA (Modern Language Assn) • MLA Handbook for Writers of Research Papers, 6 th ed. (2003)

In-text Citations (APA) n n n Our study reports a significant rise in HIV cases in south Africa in one year (Brindle, 2000). Our study reported a 12. 2% rise in HIV cases in only one year (Brindle, 2000, p. 843) Brindle (2000) reports a significant … (Wu, Gyno, Young & Reims, 2003) As reported by Wu, Gyno, Young & Reims (2003) … (Wu et al. , 2003) or As reported by Wu et al. (2003)

In-text Citations (APA) n n (National Science Foundation [NSF], 2004) (NSF, 2004) Studies have shown … (Johnson & Smith, 2001; Tamili, 2002; Hinson & Kim, 2004). Bathers (personal communication, December 5, 2003)

References (APA)1 Houghton, J. (1997). Global warming: The complete briefing (2 nd ed). Cambridge, MA: Cambridge UP. Kadlecek, M. (1991). Global climate change could threaten U. S. wildlife. Conservationist 46 (1), 54 -55 Sherwood, K, & Ido, C. (2003). Is the global warming bubble about to burst? Retrieved March 4, 2004, from the World Wide Web: http: //www. co 2 science. org/edit/v 6_edit/ v 6 n 37 edit. htm

Citation-Sequence (CBE) 1 n n n This bacteria has been shown 2 to … Several studies 3 -8, 10 have … Several studies (3 -8, 10) have … Reference List (order of citation) Less disruptive vs refer to back for author, source

References 1. 2. Technical Communication Today by Richard Johnson-Sheehan, 2005 Chicago Manual of Style

Business Communication Letters & Email Gurudutt R. Kamath

Correspondence Costs Money 1 n Dartnell Institute, 10 -minute message • $13. 60 • $20. 52 n Plan, compose, revise 1 -page letter • 54 minutes n Average Proposal (engg firm) • $500, 000 • $1, 000 Rwitgin wastes time and damages relationships.

Making Messages Effective Clear Complete Correct Save reader’s time Build good will

PAIBOC Purpose Audiences Information Benefits Objections Context

Audience n n n Writer Initial audience Gatekeeper Primary audience Secondary audience Watchdog audience

Communicate across Cultures n n n n Gender Race and ethnicity Regional and national origin Social class Religion Age Sexual orientation Physical ability

Bias-free Communication n n n Managers and their wives will… Managers and their spouses will… Manpower – Personnel Manhours – Hours or working hours Manning – Staffing Workman – Worker, employee, writer Chairman – Chair, chairperson

Bias-free Communication n Plural nouns and pronouns • Supervisors must…their departments. n Use you. • You must work for your deparment. n Substitute with article or revise sentence • Supervisor. . . time sheet for the department. • The nurse will fill out the accident report.

Emails n n n n Minutes a day - average worker? 49 minutes Hours a day - top managers? 4 hours Formats are still evolving What % felt misunderstood (2000)? 51% (tone)

Subject n Be specific, concise, and catchy. • 28 characters • Will Attend 3 pm Meeting EOM • Travel Plans for Sales Meeting • Your Funding Request Approved

Body of the Email n n n n Brief Important points at the top Bullets and numbering Emphasize (NOT) HTML (letterhead) ASAP, BTW, FYI, IMHO Smileys All rules of good writing

Mailing Lists n n n Your boss could be reading! Posts are archived. Avoid using company email address. Avoid conversations (one liners). Do not rush to lists.

Netiquette n n n Never flame. Use FULL CAPS only to emphasize a word or two. Send messages on a need basis. Recipient’s work practice (one long or several short messages) Quote briefly (B/A) while replying. Attachments

References 1. 2. 3. Business Communication, Kity O Locker and Stephen Kyo Kaczmarek, 2004 Better Business Writing, The Sunday Times, 2002 Model Business Letters, E-mails & Other Business Documents (sixth edition), Shirley Taylor

Technical Communication Gurudutt R. Kamath

Importance n n n n Improved productivity Improved use of product Increased safety Legal protection Reduces cost of training Reduces support Lesser chance of rejection

Audience 3 n Analysis • Surveys, questionnaires, structured interviews, usability tests n Characteristics • • n n Educational, professional background Knowledge, experience level English language Context Objectives and Needs Profile

Information Analysis n n Purpose and Structure Document Type Marketing n Conceptual, Procedural, Tutorial, Job Aid n Referential n n n Frequency and Pattern of Use Textual Features

Textual Features n n n n Overview, summary sections Step-by-step instructions Narrative explanations Conceptual models, analogies, and/or examples Figures, charts, and/or tables Cross-references and/or navigation aids Technical terminology, language conventions, and/or symbolic conventions

Media Characteristics n n n n n Articles – narrative Booklets – conversational Brochures – catchy Newsletters – journalistic Correspondence – formal, informal Manuals – action oriented Reports – formal and objective Help systems – action oriented Wizards – concise and action oriented Websites – catch and easy to use

Document Delivery n n n n Print Facsimile Network Floppy disk FTP (file transfer protocol) Email attachment Website

Technical Writing Process Writing Revising Editing Publishing Reviewing

Writing Process n Document Plan • • • n n Audience Objective Media Resources Table of Contents Schedule Outlining Template

Revising Process n n n n Objective Complete Flow Language Grammar, Spelling, and Punctuation Graphics Format Consistency

Reviewing Process n n Peer Technical Domain Quality

Tools n n n Microsoft Outlook – email Microsoft Word – documents Microsoft Excel – spreadsheets Microsoft Paint. Brush – drawings Adobe Acrobat – PDF Microsoft Front. Page – web pages Adobe Frame. Maker – large, complex documents Adobe Page. Maker – desktop publishing Adobe In. Design – desktop publishing XML editors Macromedia Robo. Help Macromedia Flash

Technical Writing Practices • User Friendly Appealing n Step-by-step instructions n Language and Style n • Easy to Refer n Contents n Headings/subheadings n Cross References n Index

Modular • Easy to maintain n Modular, reusable n Right tools and templates

Language & Style • Language Parallelism n Grammar n Active/Passive Voice n You n • Style Guides Consistency n House style n

User Friendly Design • Format and Structure Headings, table of contents, crossreferences, index n Templates n • Consistent n Headings, language, lists, crossreferences, words

Structured Writing • Lists • Tables • Graphics • Instructions • Tasks • Concrete n Scenarios, Case Studies, Examples

Document Design n Balance White space Maximum of 5 fonts • Serif fonts (Times) – paper • Sans Serif fonts (Verdana) - online n Maximum of 5 colours

Style Guides n Chicago Manual of Style • Grammar, References, Indexing, Punctuation n Microsoft Manual of Style • Usages for the computer industry n Elements of Style • • Strunk & White Grammar and Punctuation Writing tips http: //www. bartleby. com/141