Short and Long Reports, Proposals and How to Read Paper

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Short and Long Reports, Proposals and How to Read
Paper

• Melek OKTAY
• www.fatih.edu.tr/moktay
• moktay_at_fatih.edu.tr

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Outline

• Short Reports
• Proposals
• How to read a Paper
• Long Reports

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Short Reports

• Short Reports
• Proposals
• How to Read a Paper
• Long Reports

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Short Reports - Outline

• Short Reports (p207)
• Audience and Purpose Analysis
• Types of Short Reports
• Typical Components of Short Reports
• Usibility Considerations

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Short Reports

• Reports prerent ideas and facts to interested
  parties, decision makers, and other audiences.
• Unlike Long Reports, short ones (5-10 pages) do
  not contain a lot of detail.
• For example, Long report describe something which
  include appendix with detailed comparisons of
  conditions.
• Short report would summarize this information in
  a brief table or, depending on the audiences
  prior knowledge, omit this information altogether.

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Short Reports

• Short reports are appropriate in a variety of
  situations.
• When the purpose of your communication is to
  inform an audience, offer a solution to a
  problem, report progress, or make a
  recommendation, you may wish to use short report
• Short reports often use a memolike(kisa not)
  structure, starting with a memo-style header and
  breaking the text up into chunks separated by
  headings, but they contain more information than
  typical memo.

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Audience and Purpose Analysis

• Short Reports (p207)
• Audience and Purpose Analysis
• Types of Short Reports
• Typical Components of Short Reports
• Usibility Considerations

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Audience and Purpose Analysis

• Do your best to determine who will read this
  report.
• If you can learn about the actual audience
  members in advance, you can anticipate their
  needs as you create the report.
• Before you start the report, be clear about its
  true purpose

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Types of Short Reports

• Short Reports (p207)
• Audience and Purpose Analysis
• Types of Short Reports
• Typical Components of Short Reports
• Usibility Considerations

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Types of Short Reports

• Short reports come in many types, depending on
  the situation.
• Common types include the following
• Recommendations (öneriler) Recommendation
  reports interpret data, draw conclusions, and
  make recommendations, often in response to a
  specific request (sample Figure 10.9)
• Progress Reports Many organizations depend on
  progress reports (also called status reports) to
  track activities, issues, and progress on various
  projects.
• Some professions require regular progress reports
  (daily,weekly, montly), while others may use
  these documents on an ad hoc basis, as needed to
  explain a specificproject or task. (sample 10.10)
  
• Meeting minutes Many team or project meetings
  require someone to record the proceedings.

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Typical Components of Short Reports

• Short Reports (p207)
• Audience and Purpose Analysis
• Types of Short Reports
• Typical Components of Short Reports
• Usibility Considerations

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Typical Components of Short Reports

• Cover memo(kisa not)-style heading
• Heading for major sections
• Body text
• Bulluted lists and visuals

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Usibility Considerations

• Short Reports (p207)
• Audience and Purpose Analysis
• Types of Short Reports
• Typical Components of Short Reports
• Usibility Considerations

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Usibility Considerations

• Use effective page layout and document design
• Perform your best research
• Use visual as appropriate
• Address the purpose
• Use appropriate headings
• Write clearly and concisely

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Proposals

• Short Reports
• Proposals
• How to Read a Paper
• Long Reports

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Proposal - Outline

• Proposal (p. 282)
• Audience and Purpose analysis
• Types of proposals
• Typical Components of Proposals
• Usibility Considerations

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Proposal

• Proposal
• Audience and Purpose analysis
• Types of proposals
• Typical Components of Proposals
• Usibility Considerations

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Proposal - (p. 282-290)

• Proposals encourage an audience to take some form
  of direct action
• Autorize project
• Purchase a service or product
• Or otherwise, support a specific plan for solving
  a problem
• Although proposals often contain the same basic
  elements as reports, they have one specific
  purpose
• To propose an action or series of actions
• Proposal can be called for in a variety of
  situations
• Request to fund a training program for new
  employees
• Academic funding
• Etc.

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Proposal

• Proposal
• Audience and Purpose analysis
• Types of proposals
• Typical Components of Proposals
• Usibility Considerations

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Audience and Purpose analysis

• In science, business, industry, goverment, and
  education, proposals are written for any number
  of audiences
• Managers, executives, directors, clients, board
  members, or community leaders.
• Inside and outside the organization, these people
  review various proposals and then decide whether
  the plan is worthwhile (yapmaya deger).
• At most general level, the purpose is to persuade
  (ikna etmek) your audience
• Proposals often answer questions about nature of
  the problem or product, the benefits of your
  proposal plan, cost, completion dates, schedules,
  and so on.

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Types of Proposals

• Proposal
• Audience and Purpose analysis
• Types of proposals
• Typical Components of Proposals
• Usibility Considerations

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Types of proposals

• Proposals may be solicited (istemek) or
  unsolicited
• Solicited proposals are those that have been
  requested by client or customer.
• Unsolicited proposals have not been specifically
  requested.
• Because the audience for a solicited proposal has
  made the request, you may not need to spend as
  much time introducing yourself or providing
  background on the product or service

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Types of proposals

• Planning proposal
• Research proposal
• Sales proposal

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Typical Components of Proposals

• Proposal
• Audience and Purpose analysis
• Types of proposals
• Typical Components of Proposals
• Usibility Considerations

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Typical Components of Proposals

• Background
• Objective
• Clear statement of what is being proposed
• Budget and costs

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Typical Components of Proposals

• Proposal
• Audience and Purpose analysis
• Types of proposals
• Typical Components of Proposals
• Usibility Considerations

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Usibility Considerations

• Understand the audiences needs
• Maintain a clear focus on benefits
• Use honest and supportable claims(iddalar)
• Use appropriate visuals
• Write clearly and concisely(kisaca)
• Use convincing(inandirma) language

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How to Read a Paper

• Short Reports
• Proposals
• How to Read a Paper
• Long Reports

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How to Read a Paper S.Keskav

• Three-pass approach
• Each pass accomplishes specific goals and builds
  upon the previous pass
• First pass gives you a general idea about the
  paper
• Second pass let you grasp the papers content,
  but not in details
• Third pass helps you understand the paperin depth

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The First pass

• The first pass is a quick scan to get a birds
  eye view of the paper.
• You may also decide whether you need to do any
  more passes.
• This pass should take about five to ten minutes
  and consists of the following steps

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Long Reports

• Short Reports
• Proposals
• How to Read a Paper
• Long Reports

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Outline

• Long Reports
• Audience and Purpose analysis
• Types of proposals
• A General Model for Long Reports
• From Matter and End Matter in Long Reports
• Usibility Considerations

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Long Report (p267-282)

• When your purpose is to inform an audiance, offer
  a solution to a problem, report progress, or make
  a detailed recommendation, you may need to write
  a long report.
• Long report are often structured like a small
  book
• With table of content, appendixes, and index
• Long reports are called for in situations where
  an audience needs detailed information,
  statistics, and background info.
• Whole story

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Audience and Purpose analysis

• Long Reports
• Audience and Purpose analysis
• Types of proposals
• A General Model for Long Reports
• From Matter and End Matter in Long Reports
• Usibility Considerations

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Audience and Purpose analysis

• Do your best to determine who will read the
  report.
• Team members, managers, legal deparment?
• If you can learn about actual audience members in
  advance, you can anticipate their various needs
  as you create the report
• Before you start the report, be clear about true
  purpose
• Document also has a clear purpose, stating
  clearly in the introduction, The purpose of the
  this report is...

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Types of proposals

• Long Reports
• Audience and Purpose analysis
• Types of proposals
• A General Model for Long Reports
• From Matter and End Matter in Long Reports
• Usibility Considerations

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Types of proposals

• Causal (nedensel) Causal reports are used in
  situations where you need to explain what caused
  something to happen
• For example, medical researchers ? cause of
  hearth attacks.
• Comparative (karsilastirmali) Comparative
  reports are used when you need to rate similar
  items on the basis of specific criteria
• For example, which security procedure, firewall
  or encription
• Feasibility (yapilabilirlik) Feasibility reports
  are used when your purpose is to assess the
  practicality of an idea or plan.
• For example, justify the cost of the interactive
  Web sites

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A General Model for Long Reports

• Long Reports
• Audience and Purpose analysis
• Types of proposals
• A General Model for Long Reports
• From Matter and End Matter in Long Reports
• Usibility Considerations

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A General Model for Long Reports

• After analyzing your audience and purpose, do
  some basic research.
• The sketch a rough outline with headings and
  subheadings for the report.
• Introduction The introduction engages and
  orients the audience and provides background as
  briefly as possible for the given situation
• Often, familiar writers (have a background) write
  long introduction....
• But, readers do not generally need long history
  lessons about the topic.

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A General Model for Long Reports

• In the introduction (Figure 12.6)
• identify the topics origin and signifiance
• Define or describe the problem or issue
• Explain the reports purpose
• Briefly identify research methods (interviews,
  literature searches)
• List working definitions, but if the you have
  more than two or three place definitions in a
  glossary
• Finally, briefly state your conclusion

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A General Model for Long Reports

• Body (Figure 12.6)
• The body describes and explains your findings
• Present a clear and detailed picture of the
  evidence, interpretations, and reasoning on which
  you will base your conclusion
• Divide topics into subtopics, and use informative
  headings as aids to navigation
• The body of your report will vary greatly,
  depending on the audience, topic, purpose, and
  situation.

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A General Model for Long Reports

• Conclusion (Figure 12.7)
• Conclusion is important because it answers the
  questions that originally sparked the analysis
• In conclusion you summarize, interpret, and
  recommend
• Your conlusion should provide a clear and
  consistent perspective on whole document.
• Do not introduce new ideas, facts or statistics
  in the conclusion.

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From Matter and End Matter in Long Reports

• Long Reports
• Audience and Purpose analysis
• Types of proposals
• A General Model for Long Reports
• From Matter and End Matter in Long Reports
• Usibility Considerations

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From Matter and End Matter in Long Reports

• Proceeding the report is front matter
• Title page, letter of transmittal, table of
  contents and abstract or summary of of the
  reports content.
• Following the report (as needed )in the end
  matter
• The glossary, appendixes, and list of references
  cited can either provide suppporting data or help
  users follow the technical section.
• Users can refer to any of these supplements or
  skip them altogether, according to their needs.

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From Matter and End Matter in Long Reports

• Page 272 274 Read details (HW)
• Title page,
• Letter of transmittal,
• Table of contents,
• List of tables and figures,
• Abstract or executive summary
• Appendixes,
• Glossary,
• List of references,

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Usibility Considerations

• Long Reports
• Audience and Purpose analysis
• Types of proposals
• A General Model for Long Reports
• From Matter and End Matter in Long Reports
• Usibility Considerations

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Usibility Considerations

• Clear identify the problem or goal
• Provide enough information but not too much
• Provide accurate information
• Use appropriare visuals
• Use informative headings
• Write clearly and concisely

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Sample Long Report

• Page 276-281
• And Checklist for Long Reports
• Page 282
• What will be the your checklist?