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Writing ReportsGood reports deliver. They deliver information and ideas that people need in order to complete projects, understand developments, evaluate outcomes, and advance the company’s goals. Specifically, reports can
In this chapter
184 Guidelines ReportsYour goal is to provide clear, accurate information and analysis about an incident, a time period, a project, a trip, or another business activity.
“This report, by its very length, defends itself against the risk of being read.” 185 Organizing ReportsOrganized reports deliver information in manageable pieces. You can organize your reports by following the three-part structure outlined below. Opening
MiddleOrganize findings according to one or more of these patterns:
Note: Present your data with the help of headings, lists, tables, spreadsheets, and other graphics. Closing
186 Writing Incident ReportsCopy this template. 1 of 2 Maintainer Corporation of New Mexico
Opening: Identify the type of incident and preview the report. This report details a recent event in the undercoating bay. You will find (A) a description of the incident, (B) conclusions about the causes, and (C) recommendations for fixing the problem. Middle: Divide the report into logical sections with clear headings. A. The Incident: Tangled Air Hose During a routine inspection of work on Thursday, March 18, 2019 at 10:45 a.m., I found undercoater Bob Irving struggling to breathe underneath the truck he was working on. While spraying liquid-rubber sealant on the undercarriage, he had rolled his dolly over his air hose, cutting off the air supply. Provide context, describe the incident, and explain what followed.I immediately pulled him out, untangled him, and took the following steps:
2 of 2 B. Conclusions: Probable Causes Middle: Develop clear cause-effect thinking. Presently, undercoaters maneuver under trucks and spray liquid-rubber sealant on the undercarriage while lying on their backs. Maintainer provides oxygen suits to protect their skin and oxygen supply from this sealant that (a) produces noxious fumes, (b) causes choking if swallowed, and (c) injures skin upon contact. However, this incident shows that our safeguards are inadequate: Use strong transitional words.
C. Recommendations: New Safety Measures Closing: Suggest solutions that clearly match the problem. To further protect undercoaters from these hazards, I recommend the following actions:
Stress benefits of action.With these measures, undercoating incidents such as the one with Bob Irving should not happen again. Please contact me with any questions and with your response to these recommendations. My phone number is 555-1222, and my email address is <>. 188 Writing Periodic ReportsCopy this template. 1 of 2 STEWART PLASTICS, INC. JOLIET ANNUAL REPORT
State the purpose of the report and what it covers. The following report reviews 2018–2019 activities at Stewart Plastics’ Joliet facility. Topics covered include manufacturing, safety, and quality. Based on this review, the report projects sales and production needs for 2019–2020. Summary Provide main points in a summary. (The summary may be placed at the end.) Major projects involved plastite screws for Fimco, spray-on graphics for Newland, Kelch steel clamps on EcoLab molds, and soda blasting to clean molds. Safety remained a priority through consultation with Liberty Mutual. First-Time Quality improved from 96.8 to 97.5 percent. Anticipated sales should be $6.4 million. To reach maximum output of $6.8 million, purchase a 5-axis router and hire a process engineer. Year-End Operations Report Middle: Divide information into logical categories with clear headings. Manufacturing and Process Engineering
2 of 2 Safety and Maintenance
Quality
Middle: Shift from looking back to looking forward. 2019–2020 Goals Sales Overview Anticipated production output is $6.4 million, based on the following:
Manufacturing Goals and Production Needs
Conclusions and Recommendations Closing: Summarize the report and the suggested follow-up. The Joliet Plant is capable of $6.8 million in sales. Roadblocks include the lack of a 5-axis router for custom-trimmed products and training for the use of this router. Therefore, I recommend the following:
190 Writing Progress ReportsCopy this template. July 16, 2019 Mr. Anthony Jenson Contract Compliance Officer Community Planning and Development 473 Maple Street Reading, PA 19608-3361 Dear Anthony: Opening: Give a title and a reference number if appropriate. Subject: Hope Services Annual Progress Report (CDBG 2368-08) Please accept this Annual Progress Report concerning Hope Services’ work with minorities for fiscal year July 1, 2018, through June 30, 2019. Clarify the period and preview the report. I have included these statistics: (1) total number of minority persons assisted, (2) the number of households and their ethnic origin, and (3) their status as low- or moderate-income households. In addition, I have included a narrative describing highlights of culturally specific services for the past fiscal year. Middle: Provide precise project data. Client Numbers (July 1, 2018–June 30, 2019) The following is client information for the minority households served by the Hope Services’ staff through the Cultural Diversity Program at the shelter:
2 of 2 Middle: Explain key developments. Outreach Highlights of the Cultural Diversity Program In addition to the previous statistics, here are two illustrations of our progress on cultural-diversity issues:
Conclusions and Projections Closing: Summarize the project’s status, and look forward to the next stages. As shown above, Hope Services (HS) continues to improve its services to minority clients and communities in Reading.
Anticipate further contact. Thank you for supporting our work with minorities through Hope Services. If you need additional information, please contact me. My phone number is 555-665-377; my email address is . Yours sincerely, Melissa S. Drummond Resource Development Director 192 Writing Trip ReportsCopy this template. 1 of 2 PACIFIC PIPELINE CORPORATION
Provide trip background. Crew #3 and I (Chris Waterford, crew chief) responded to a call from the Eugene District crew asking for help on repairing a leak. Based on their request, we took the emergency trailer and a 24-inch Plidco clamp. Our response time was 6.5 hours (2 hours loading, 4.5 hours driving). We arrived about 2:30 p.m. Middle: Divide trip activities into logical categories. Assessment of Problem The Eugene crew had exposed the leak area on the pipe. Then Crew #3 and I assessed damage and conditions:
2 of 2 Repair Plan and Decisions Middle: Condense key trip and events and issues. With conditions in mind, we considered three issues: the possibility of more leaks, clamp selection, and safety precautions. Highlight decisions and developments. More Leaks? Eugene crew members probed three-foot sections of pipe on each side of the two quarter-inch cracks and found no more leaks. Best Clamp? Laura indicated that the clamp would not need to be welded, so we decided to use the 24-inch bolt-on clamp. Safety Precautions? We decided not to use the air systems for these reasons:
Based on these considerations, we installed the 24-inch bolt-on clamp in 1.5 hours. The Eugene crew took responsibility for site cleanup. We packed up, returned home in 4.5 hours, and unloaded in 1 hour. Closing: Summarize work done. Summary The February 2, 2019, repair trip for Crew #3 aimed to help the Eugene District crew repair two leaks on the Camas Eugene Lateral near Mollala. Based on the small leak size, the muddy site, and the poor weather (rain), we decided to repair the leak without using protective air systems while installing a 24-inch bolt-on clamp. As a result, we completed the repair with these benefits:
Total time spent on this repair was 13.5 hours, including travel, repair, loading, and unloading. 194 Checklist Writing ReportsYour goal is to provide clear, accurate information and analysis about an incident, a time period, a project, a trip, or another business activity.
“The report of my death was an exaggeration.” —Mark Twain What is the common goal of all informational reports?- Even though all reports present information, simply put, the purpose of Informational Reports is to provide information in an organized, objective way, without analysis or recommendations; in other words, to report the facts. The writer is then expected to summarize that information.
What is the difference between a progress report and a status report quizlet?A progress report communicates the current status of an ongoing project, whereas a status report is an update on the entire range of operations of a department or division of an organization.
What is the purpose of a progress report select all that apply?Purpose of a Progress Report
Provide a brief look at preliminary findings or in-progress work on the project. Give your clients or supervisors a chance to evaluate your work on the project and to suggest or request changes. Give you a chance to discuss problems in the project and thus to forewarn the recipients.
Why is it important to be honest in an informational report when you have to share bad news?Why is it important to be honest in an informational report when you have to share bad news? Withholding bad news can mislead readers. Being honest is the ethical thing to do. Sponsors or supervisors of a project have a right to know what is going on.
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