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Class Exercise 1: Organising your report
Class Exercise 2: Writing the Introduction and Conclusion
Portfolio Exercise 1: Write a memo report
Writing style exercises 2: Active vs Passive voice

1. Define the purpose
2. Consider the reader
3. Determine the ideas
4. Collect the information
5. Sort and evaluate the information
6. Organise the information
7. Write the draft
8. Revise it
9. Submit a final copy

Note that it takes until step 7 before you should begin to write. Once you have written your initial draft, take a break (preferably overnight) and then go through your report again. Use the checklist in your reader to assist you.

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For a detailed overview, read Chapter 12 of your textbook (pp. 328-343).

 

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Organising your report

Your report will have the following five steps:

• Provide identifying information (eg a title page with the title, 'prepared for', 'prepared by' and 'date')
• Define the project, problem or purpose of the report): this should be stated in the introduction and repeated in the summary ie "the purpose of this report is to … "
• Describe the scope of your report: what aspects of the topic will your report cover?
• Give the background details to the problem or issue: this allows the reader to know where you're coming from. This is usually either part of the introduction or at the beginning of the body/discussion section.
• Give the supporting data: facts, figures, pros, cons, for and against arguments presented logically
• State your conclusions and recommendations: summarise the main arguments of the reports for the reader. Give them a series of action steps which relate to the conclusions you've made.

Here's a sample report that we showed last week. Remember that you should use this as a guide only. Your report does not have to look exactly the same or use the same headings.

How do I do this?

• Create a "skeleton" outline of the main things your report will cover
• Fill in the information from your gathered material that would fall into each category.
• Give your relevant sections a meaningful heading
• Order the categories logically. Remember that the order of information influences the reader.
• Use a decimal or alpha-numeric numbering system. This allows the reader to see the relationships and sub relationships of the different parts and sections for themselves.

Class Exercise 1: Draw up a draft organisational structure for your report

Using the steps above, create a draft organisational structure for your report. Check that each one fits your purpose statement. Your tutor will discuss this with you when you have finished.

Here's an example of an organisational structure for a report on the facilities offered by a retail computer store.

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Writing the Introduction and Conclusion to your report

The introduction and the conclusion are key elements in the structure of your report. They are the bookends that frame the report. The Introduction tells your reader where you will go (so they can decide if they want to go there). The Conclusion tells your reader where you've been (so they can tell if you've achieved your stated objective).

In the Introduction there are some important things you need to do:

• You need to define what you are going to talk about. Otherwise your reader can't tell if you've talked about it meaningfully or not.
• You need to show your reader what you are trying to do with your topic - your direction. This is the purpose of your report.
• You need to show your reader what you are going to cover (and what you're not, if need be) .This is the scope of your report.
• You need to give your marker background information necessary to their understanding.

This example is from Monash University ''Language and Learning Online'.

Here is a sample introduction to a report on banking in Australia. It has both strengths and weaknesses. Read it through and discuss these with your class.

See the feedback comments here.

When you finish writing, leave yourself time to stand back from your report so you can get some perspective on it. Read the whole thing through again, making notes before you start the conclusion.

In the Conclusion there are some important things you need to do:

• You need to link it to the rest of your report.
• You need to highlight the significant elements from your report (from both parts).
• You need to draw out the main points you want to make about the topic - and make them at a general level.
• You need to avoid introducing new material.

Read the following sample conclusion from a comparative marketing report on Coca Cola and Pepsi. Note how it is organised and see where you think the strengths and weaknesses lie. Read it through and discuss these with your class.

See the feedback comments here.

Sample Report Conclusion

7.0 Conclusion It can be seen then that differences do exist between Coca-Cola and Pepsi Cola. This can be seen in the marketing variables which are the basis for segmentation such as age and geographic variables. In a competitive market, both companies must identify and target different market segments in order to remain at the cutting edge. Differences between the companies are evident with respect to product, pricing, place and promotion. Coca-Cola relies heavily on value: quality is more than something we see or taste. (http://www.coca-cola.com). Pepsi, on the other hand, relies on its success resulting from superior products and high standards of performance (http://www.pepsico.com).

Class Exercise 2: Draft the 'Introduction' to your report

Using the hints and examples above, begin drafting the Introduction to your Report. Swap your Introduction with a classmate and ask them to give you feedback.

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Portfolio Exercise: Write a memo report

Scenario: You work in the laboratory of Acme Engineering where dangerous flammable liquids and chemicals are used. To comply with safety regulations, you are required to supply a brief report on the safety provisions of your laboratory. The report should be submitted to your manager Tony White, who will forward the report to the Barnsdale Fire Department. Using the following steps, use the information within the points to write a brief memo report.

• Read the points below and organise the points under two or three descrptive headings – note that the items are not in a logical and coherent sequence.
• Expand on the points under each heading to create brief sentences and paragraphs. It may be better to keep some of these as bullet points. Have a topic sentence at the start of each set of bullet points.
• Include a brief Introduction (what is the memo report about) and Conclusion (summarise your points briefly and maybe allude to 'what's next').
• Address the Memo Report correctly: To, From, Date, Subject.
• Write about 200-250 words.

1. Fire extinguishers are located in prominent positions every five (5) metres around the laboratory walls. They are serviced regularly by the fire department.
2. A ducted exhaust system operates above each of the four work areas in the laboratory. The exhaust system is not linked to any other existing ventilation system.
3. Two fire blankets are located at each of the two entrances to the laboratory.
4. The laboratory has a fume cupboard for odorous substances.
5. The first aid kit is located on the front wall of the laboratory.
6. A respirator is contained in the first aid kit.
7. A stretcher is attached to the wall outside the laboratory.
8. Fire drill is conducted once a month.
9. One member of your staff, Don Sutherland, has been trained in first aid and Red Cross procedures.
10. All new personnel are given a six-hour induction course in safety procedures.
11. Each laboratory attendant is provided with a dust coat and protective eye, hand and footwear for use within the laboratory.

(from Sadler, R. & Tucker, K. (1981). Common Ground: A Course in Communication Melbourne: Macmillan pp.162-163)

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Let's do some more writing!

PASSIVE	ACTIVE
An employees extra efforts should be recognised [by whom?]	Bosses should recognise an employees extra efforts.
Passive voice is appropriate when the identity of the subject or 'actor' is not of vital importance or when the subject is unknown.
The dinosaurs were eliminated from the face of the earth.	[Subject?] eliminated the dinosaurs from the face of the earth.
Passive voice can also be used when you might need to be more tactful and avoid conflict.
This letter needs to be written more precisely. [by whom?]	You need to write this letter more precisely.
Writers sometimes leave out the subject all together
The modem was damaged.[by whom]	I damaged the modem
Mummy, mummy, the window got broken.	Mummy, mummy, Johnny broke the window.

 

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UWS links

 

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Useful news & media websites

 

 

Communicating as Professionals 3e

Our textbook has been newly revised especially for this unit. Most lectures and many class activities will be based on the book, so we recommend that all students have access to a copy and bring it to class every week. Copies will be made available in the Library Closed Reserve.

In addition, class discussions and presentations will be based on more specific readings on the weekly topic. These can be found under the 'Tutorial Readings' tab at the top of this page.

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Professional communication in the news

ABC Sunday 26 May Photographers withdraw from Vivid over censorship claims The Conversation Wed 22 May Social media puts HR ethics under the spotlight Mamma Mia Sun 27 April The gun control posters that stopped us in our tracks: Red Riding Hood banned SMH Sat April 20 Hooked on outrage in the Twitter wars Sun Herald Sun 31 March Social media detox ABC 'The World Today' Mon 25 March Perception of carbon tax hits more than hip pocket SMH Sun 17 March Time to kill the email sign-off SMH Mon 11 March Digital era redefining etiquette SMH Sat 2 March Smartphone users find you are what you tweet …