Recommendation Reports PDF

Technical Writing for Success Introduction Audience 13 Structure Example Steps Detailed Organization Assigment  Chapter 13 1 Intro Recommendation 6 Reports A...

Technical Writing for Success Introduction Audience 13 Structure Example Steps Detailed Organization Assigment  Chapter 13 1 Intro Recommendation 6 Reports A recommendation report: is a problem-and-solution report, a written answer to a need that arises in the workplace. e.g. which computers to buy / where to locate a new building etc Compares and contrasts each possible solution to find the best one. 2  Chapter 13 1 Audience 1 Recommendation 6 Reports Aimed at management / decision makers A recommendation report can be solicited (asked for) or unsolicited (not asked for). A solicited report has a receptive audience. ○ Recommendations mentioned early. An unsolicited report has an unreceptive audience ○ Requires more careful research and supporting information before recommendations 3  Chapter 13 1 Audience 2 Recommendation 6 Reports Persuasive - written to convince So Convince using: Researched facts Opinions of authorities and experts Logical thinking Proper structure 4  Chapter 13 1 Structure 1 Recommendation 6 Reports OUTLINE A recommendation report consists of 4 parts: 1. Introduction 2. Recommendation (summary of discussion) 3. Scope (what the report covers and why) 4. Discussion (analysis of criteria—the factors used in making the decision) But the order can vary according to whether the report is solicited or not. 5  Chapter 13 1 Structure 2 Recommendation 6 Reports Variations 6 13 1 6 7 13 1 6 8 13 1 6 9 13 1 6 10  Chapter 13 1 Steps Recommendation 6 Reports After you have analyzed your audience and before you can begin writing, you must: 1. Define the problem (What is the problem?) 2. Brainstorm solutions (What are some possible solutions?) 3. Devise criteria (what are the most important factors to consider when making our decision?) 11  Chapter 13 1 Step 1 Recommendation 6 Reports 1. DEFINE YOUR PROBLEM In a solicited report, the person or group who requested the recommendation has already identified the problem. The problem is usually evident, but write it in the report anyway. In an unsolicited report, the problem may need more explanation. Be sure that readers will understand the problem and see its importance clearly. 12  Chapter 13 1 Step 2 Recommendation 6 Reports 2. BRAINSTORM SOLUTIONS Seek as much information as you need to brainstorm solutions. Ask others to help you generate possible solutions to the problem. The search for solutions may require research. Take notes as your ideas emerge. Narrow your choices down to two or three. 13  Chapter 13 1 Step 3a Recommendation 6 Reports 3. DEVISE CRITERIA Criteria are the factors on which you base a decision. The criteria you choose depend on what you, your audience, and your colleagues think is important. Get input from all stakeholders. If you have more than four or five criteria, reevaluate their importance to limit your list to no more than five. The more criteria and choices you have, the longer the report will be. 14  Chapter 13 1 Step 3b Recommendation 6 Reports 15  Chapter 13 1 Detailed Organization 1 Recommendation 6 Reports 1. INTRODUCTION The introduction section: Gives the purpose of the report. Briefly explains the problem. Narrows the choice to two or three items. Gives a criteria list. Previews the rest of the report. May describe the investigation method. 16  Chapter 13 1 Detailed Organization 2 Recommendation 6 Reports 17  Chapter 13 1 Detailed Organization 3 Recommendation 6 Reports 2. RECOMMENDATION The recommendation section: Makes the recommendation. Uses criteria to summarize reasons for the recommendation. 18  Chapter 13 1 Detailed Organization 4 Recommendation 6 Reports 3. SCOPE The scope section: Lists criteria, in descending order from most important to least important, that were given in the introduction. Explains why the criteria were chosen and why they are ranked as they are. 19  Chapter 13 1 Detailed Organization 5 Recommendation 6 Reports 20  Chapter 13 1 Detailed Organization 6 Recommendation 6 Reports 4. DISCUSSION Each criteria is used as a sub-heading, followed by a detailed discussion that: Analyzes each of the criteria thoroughly. Draws conclusions about which item is better for each criteria. 21  Chapter 13 1 Detailed Organization 7 Recommendation 6 Reports COMPARISON/CONTRAST DISCUSSION Most recommendation reports follow a point- by-point organizational plan. A point-by-point organizational plan goes from one item to the other, comparing or contrasting some aspect of one item to the same aspect of another item. For example: 22  Chapter 13 1 Detailed Organization 8 Recommendation 6 Reports Criteria 1 Item 1 Item 2 Conclusion Criteria 2 Item 1 Item 2 Conclusion Criteria 3 Item 1 Item 2 Conclusion 23 13 1 6 24  Chapter 13 1 Detailed Organization 9 Recommendation 6 Reports Technical Writing for Success © South-Western Cengage Learning 25  Chapter 13 1 Detailed Organization 10 Recommendation 6 Reports 26  Chapter 13 1 Detailed Organization 11 Recommendation 6 Reports 27  Chapter 13 1 Detailed Organization 12 Recommendation 6 Reports APPENDIXES (used in longer documents) Appendixes are supplementary materials that appear at the end of a document. Report writers may decide to attach any information, documents, or supporting materials they think will help the audience understand the report. Each item is a separate, lettered appendix. Some readers may refer to the appendixes, while other readers may skip them. 28  Chapter 13 1 Assignment Recommendation 6 Reports Write a recommendation report in memo format. You can choose your own topic and audience. Some examples are given on the next slide. Compare two choices and use three criteria. It does not need to be as long as the examples.Two pages should be enough. Include the main four sections and headings (in the proper order, depending on audience) 29  Chapter 13 1 Example Topics Recommendation 6 Reports A) You have decided that your family needs to take a family vacation. Recommend where your family should go. B) Your friend has asked your advice on which new car (or computer, phone, shoes, etc.) to buy. C) The SIIT Executive Committee has decided to open a new restaurant on campus and has asked you to recommend which restaurant or type of restaurant to open. 30  Chapter 13 1 Checklist Recommendation 6 Reports 31 Questions?