Module 06 Flashcards
is an acronym for Keep It Short and Simple. This concept highlights the use of simple but concise words rather than the use of jargon and complex words. This concept also emphasizes expressing rather than impressing.
- The K-I-S-S Concept
is the exact copying of a portion of an original text. In doing this, certain punctuations must be observed.
Quoting
is recapitulating author’s ideas or words. This is a shorter restatement of the original text in your own words.
is like paraphrasing but differs on the number of words.
Summarizing
you will need to use your own words in restating author’s ideas or words. In doing this, the same number of words like the original is observed.
Paraphrasing
may be classified as tables or figures. Tables are compact summary of data or information which is systematically presented in columns. Furthermore, figures may include graphs and charts in presenting the data or information.
Use of graphic organizers
These are ethical practices used in developing your report. These are the proper acknowledgment of references or sources that you used. It is composed of the author’s last name and the date of publication placed within parentheses.
Documentation and Citation
The two most commonly used citation styles are
American Psychological Association (APA) Style and Modern Language Association (MLA) Style.
Every report follows the four basic components:
heading, introduction, discussion, and conclusions/ recommendations.
can range from a few paragraphs several pages. Whether an ____ is written a a letter, memo, or email message, it generally includes an introduction, body, and conclusion/recommendations. This report may function to inform, sell, direct, clarify, or recommend.
Informal report
is generally lengthy. It may include title page, executive summary, table of contents, list of figures and tables, list of abbreviations and symbols, body, conclusions or recommendations, appendixes, index, and more. This report may function to inform, document, direct, clarify, examine, analyze, propose, and recommend. are A report should be long enough to be thorough and short enough to be concise. To ensure that your report is thorough, cover all the key issues. To ensure that it’s concise, KISS, (keep it short and simple).
Formal report
- Sales reports (sales figures for the week or month)
- Quarterly reports (figures showing a plant’s productivity and profits for the quarter)
Information only
- Annual reports (financial data and an organization’s accomplishments during the past year)
- Audit reports (interpretations of the facts revealed during an audit)
- Make-good or pay-back reports (calculations of the point at which a new capital investment will pay for itself)
Information plus analysis
*Feasibility reports (evaluate two or more alternatives and recommend which alternative the organization should choose)
* Justification reports (justify the need of a purchase, an investment, a new personnel line, or a change in procedure)
* Problem-solving reports (identify the causes of an organizational problem and recommend a solution)
Information plus analysis plus a recommendation
include project proposals, progress or status reports (half-yearly, annual etc), state-of-the-art reports and review reports, trend or critical evaluation reports, feasibility reports, etc.
Formal reports
usually present the results of investigations and convey information of products, methods and equipment. The informal nature makes these more accessible, and easy to be adapted to any situation. These are generally meant for immediate superiors and colleagues in an institution. These include memoranda brief analysis reports, trip reports, laboratory reports, field reports, inspection reports, etc.
Informal reports
Many a time when a major decision is to be taken, the government or its department constitutes committees to go into various aspects of the issue (for example, the Abid Hussain Committee of CSIR, Committee on Bhopal Gas Tragedy etc). These issues include policy formulation, restructuring the organization, prevention of losses due to hazards, etc. Usually, all the members in such committees will be experts in their fields and these reports provide very valuable information, including the pros and cons of an issue and a plan of action.
Committee reports
These reports discuss the practicality, in physical and economic terms, of a new project (for example,_______ on the establishment of DELNET, CALIBNET etc), new product development of a new program, purchase of a new equipment/ plant or machines, or reallocation of a factor?; site. A ______ generally includes explanation of the problem, present standards on criteria, subject-items to be analyzed, examination of the scope of analysis. presentation and interpretation of the data, and conclusions and recommendations
may also include cost-effective analysis. alternative routes available to complete the project and a minimum time required to achieve a break-even point in cases where returns are expected.
Feasibility reports
These reports describe the activities and progress of projects undertaken by an institution or establishment. These include technical information on programs, details of infrastructural and manpower resources, and summaries of research undertaken during the period of the report. As such these reports provide valuable information not available elsewhere. The annual reports of the government departments and agencies, private and public R&D laboratories, and professional societies belong to this category of reports.
Institutional reports
These can be taken as the informal reports of individual authors. These are circulated to the colleagues or professionals who are working in the same field for their comments. The relevant comments made by them, if any, are incorporated and then submitted to a primary journal or presented in a conference/symposium. The format of the ____ will be that of a research paper published in a professional periodical.
Preprints
include a letter of transmittal. title. executive summary, table of contents. introduction, overview and analysis of the problem. statement of the problem. methodology. infrastructural facilities needed to complete the project. financial and manpower considerations, duration and summary.
are chiefly prepared for getting sanction of projects or approval of a developmental works or getting grants and contracts. These are not circulated before or after the purpose for which they were prepared. Most of the times, the information included is proprietary in nature. These are different from other types of reports because they deal with future plan of action and method of implementation of a project. The main characteristics of a proposal are the statement of intention, willingness, and qualifications and expertise to accomplish a task as per a definite time schedule. This may also include information about the capabilities of existing facilities, financial, infrastructural and manpower considerations. As these are to be professionally credible. subject knowledge is necessary to prepare project proposals. Convincing the peers to obtain financial support or sanction of project is a hidden function of a proposal.
Project proposals
In any R&D organization, _____ are the most frequently written documents. Once sanctioned, the project leader is bound by the schedule mentioned in the proposal. Often, one has to submit periodical progress reports-half-yearly or annual-to the institution or sponsoring or funding agency for evaluation purposes. By the time the project is completed, a few technical papers would also have been published
This is a valuable source of primary information on the project. This may include a letter of transmittal, title, abstract or executive summary, contents, background material including introduction and objectives, methodology, results and discussion, conclusions, acknowledgements, references, appendices and list of abbreviations used in the report, if any.
Project reports
These are prepared to keep the management or project leaders abreast of the latest developments in a subject field. These are similar to review articles and can be prepared by a person having general knowledge in the field. Here the relevant literature published in a specific subject during a particular period is collected and is grouped into the various sub-topics of the subject. This grouped material is presented after careful study of the different facets and arranging them in a logical sequence. Generalization of the treatment of the contents and delimitation of the time are main characteristics of this report.
State of the art reports
describes overall subject areas or problems for enquiry and breaks it down into component areas or problems. Conclusions are given leading to future course of action which also serve as a spring-board for the introduction of succeeding status reports. These are also known as preliminary reports, interim reports progress reports
These are written to contain specified topics for a select and definite group of readers; hence it is very timely.
Status reports
These are value-added documents. The main characteristics of this kind of report is the evaluation (of published research) component, assessment of present status and prediction of the future trend the research may take. The positive aspects and shortfalls of the research already reported are also identified by the author.
can be written by subject experts or peers only. A trend report includes title, abstract or executive summary, introduction, review of published literature, critical evaluation of the R&D, conclusions, and references and appendices.
Trend reports
It is a simple report which aims to inform the masses. This report focuses on any general interest. This is like the magazine article we read on regular days.
Article report
It is a comprehensive report written to communicate laboratory works and observations to management. It also focuses on the question, “How did we do it?”
Laboratory report
are a written record of the conversation and decisions that are made over the course of a meeting. These are applicable to any kind of group within a company, including boards of directors, leadership teams and investors.
Meeting minutes
it comes from the Latin term “minutia” (which means trifles or details). According to some sources, the term “meeting minutes” first appeared in the 18th century, directly from the Latin “minuta scriptura,” meaning “small notes.”
Minutes
Who is responsible for taking meeting minutes?
Secretary or secretary’s assisstant
