Quiz 8 (Over Ch. 11-13)

Describe the formatting typically used for charts.

"Figure 1: _______________" <-Usually flush left -Ariel -12pt font -Headline Style Punctuation Source: ___________ in the bottom right See slide 6 in chapter 12 powerpoint!

What is the closing section of a report labeled as?

"Summary" or "Conclusions and Recommendations"

What is visual literacy?

The ability to create visual images and interpret visual messages. It has become an essential business skill. "Make it pretty!"

What are three questions you can ask yourself to verify the quality of your visuals?

● Is the visual accurate? Be sure to check visuals for mistakes such as typographical errors, inconsistent color treatment, confusing or undocumented symbols, and misaligned elements. Does each visual deliver your message accurately? For data presentations, particularly if you're producing charts with a spreadsheet, verify any formulas used to generate the numbers and make sure you've selected the right numbers for each chart. (Accuracy) ● Is the visual properly documented? (Citation) ● Is the visual honest? (Ethics)

Typical analytical reports fall into what three basic categories?

1) Reports to assess opportunities 2) Reports to solve problems 3) Reports to support decisions

What are four keys to designing effective visuals?

1) Style and Quality 2) Balance Illustrations and Words 3) Integration with Text Elements 4) Reference Visuals

Visual Literacy.... Creating effective visuals requires the use of six basic principles:

1. Consistency-- Audiences view a series of visuals as a whole and assume that design elements will be consistent from one page to the next. You can achieve visual parallelism through the consistent use of color, shape, size, texture, position, scale, or typeface. 2. Contrast-- Readers expect visual distinctions to match verbal ones. To emphasize differences, depict items in contrasting colors. To emphasize similarities, use more subtle colors. 3. Balance-- Images that appear to be out of balance can be unsettling. Balance can be formal, in which the elements in the images are arranged symmetrically around a central point or axis. Balance can also be informal, in which stronger and weaker elements are arranged in such a way that achieves an overall effect of balance. 4. Emphasis-- Make sure that the visually dominant element really does represent the most important information, and visually downplay less important items. 5. Convention-- Visual communication is guided by generally accepted rules or conventions, just as written communication is guided by spelling, grammar, punctuation, and usage conventions. Many conventions are so ingrained in a given culture that people do not even realize they are following them. 6. Simplicity-- Keep business communication visuals simple. Remember that you are conveying information, not creating artwork. Furthermore, avoid chartjunk - decorative elements that clutter documents without adding any relevant information.

What questions should we ask ourselves about the sources of our information in order to verify their quality?

1. Does the source have a reputation for honesty and reliability? 2. Is the source potentially biased? 3. What is the purpose of the material? 4. Is the author credible? 5. Where did the source get its information? (try to find out who collected the data, the methods they used, their qualifications, and their reputation) 6. Can you verify the material independently? 7. Is the material current and complete? 8. Do the source's claims stand up to scrutiny?

None of our paragraphs should be over what?

3/4 of a page (preferably no longer than half a page)

What is a caption?

A caption usually offers additional discussion of the visual's content and can be several sentences long, if appropriate.

What is a descriptive title?

A descriptive title identifies the topic of the illustration, such as "Relationship Between Petroleum Demand and Refinery Capacity in the United States" which provides a better idea of what the chart is all about.

What is a conclusion?

A logical interpretation of the facts in your report. Reaching good conclusions based on the evidence is one of the hallmarks of innovative business leaders Interpretation of the facts in the report

Describe Surface/Area Charts:

A surface chart, also called an area chart, is a form of line chart with a cumulative effect; all the lines add up to the top line, which represents the total. This form of chart helps you illustrate changes in the composition of something over time. When preparing a surface chart, put the most important segment against the baseline, and restrict the number of strata to four or five.

What is a title?

A title is similar to a subheading, providing a short description that identifies the content and purpose of the visual, along with whatever label and number you're using to refer to the visual.

Explain the structure of the direct approach to conclusions:

Advantages: Direct Approach, Presents Main Idea Disadvantages: Ignores Questions, Potential for Oversimplification This structure communicates the main idea quickly, but it does present some risks. Even if audiences trust your judgment, they may have questions about your data or methods. Moreover, starting with a conclusion may create the impression that you have oversimplified the situation. To give readers the opportunity to explore the thinking behind your conclusion, support that conclusion with solid reasoning and evidence.

What is an informative title?

An informative title tells even more by calling attention to the conclusion that ought to be drawn from the data, such as "Refinery Capacity Declines as Petroleum Demand Continues to Grow."

How can you simplify report writing?

By breaking the job into three main sections: an introduction (or opening), a body, and a close

Chapter 11 Notes Start Here Planning Our Report!

Chapter 11 Notes Start Here Planning Our Report!

Chapter 12 Notes Start Here Writing Our Report!

Chapter 12 Notes Start Here Writing Our Report!

What are the two types of titles?

Descriptive Title Informative Title (We are NOT using informative titles)

When writing for audiences that are likely to accept your conclusions -- either because they have asked you to perform an analysis or they trust your judgement -- consider using the ___________ by focusing immediately on your conclusions.

Direct Approach

For our report, what would conclusion be?

Either good to work for or not good to work for

Describe Reference Visuals:

Even if you created the visual, reference where the data used came from Have to create a visual for our section. Unless a visual element clearly stands on its own, visuals should be referred to by number in the text of your report. Some report writers refer to all visuals as "exhibits" and number them consecutively throughout the report; many others number tables and figures separately (in which case everything that isn't a table is regarded as a figure). In a long report with numbered sections, illustrations may have a double number (separated by a period or a hyphen) representing the section number and the individual illustration number within that section. Whatever scheme you use, make sure it's clear, consistent, and easy to follow.

Describe Analytical Reports to assess opportunities:

Every business opportunity carries some degree of risk and requires a variety of decisions and actions in order to capitalize on the opportunity. You can use analytical reports to assess both risk and required decisions and actions. For instance, market analysis reports are used to judge the likelihood of success for new products or sales. Due diligence reports examine the financial aspects of a proposed decision, such as acquiring another company.

What are "Solicited Proposals"?

Expected, Strict Instructions Generally prepared at the request of external parties that require a product or a service, but they may also be requested by internal sources as management or the board of directors.

Describe Analytical Reports to support decisions:

Feasibility reports explore potential ramifications of a decision that managers are considering. Justification reports explain a decision that has already been made.

Writing analytical reports presents a greater challenge than writing informational reports, for what three reasons?

First, you are doing more than simply delivering information—you are also analyzing a situation and presenting your conclusions. Second, when your analysis is complete, you need to present your thinking in a compelling and persuasive manner. Third, analytical reports often convince other people to make significant financial and personnel decisions, and these reports carry the added responsibility of the consequences of such decisions.

What three tools are useful for giving readers a sense of the overall structure of your document and for keeping them on track?

Headings/Subheadings, Smooth Transitions, and Previews & Reviews

Closing with Indirect Approach:

If you haven't done so at the end of the body, present your conclusions or recommendations

Describe Pie Charts:

Illustrate Distribution Highlight Dominance Compare Percentages A pie chart is a commonly-used tool for showing how the parts of a whole are distributed. Although pie charts are popular and can quickly highlight the dominant parts of a whole, they are often not as effective as bar charts or tables. For example, comparing percentages accurately is often difficult with a pie chart but can be fairly easy with a bar chart. Making pie charts easier to read with accuracy can require labeling each slice with data values, in which case a table might serve the purpose more effectively. -Limit the slices to no more than 7 slices! -Look at the pie chart as if it was a clock face. Starting at "12 o'clock!", arrange the slices from largest to smallest. -Percentages can go in chart or out of it -Meanings in legend -Can emphasize slices by making one a brighter color or "pulling it out"

Describe Integrating Visuals with Text:

In addition to being well designed, visuals need to be integrated with the text in the document. First, try to position visuals so that your audience will not have to flip back and forth (in printed documents) or scroll (on-screen) between the visuals and the text. Second, clearly refer to visuals by number in the text of your report before readers encounter them in the document or on-screen. Third, write effective titles, captions, and legends to complete the integration of your text and visuals. Some options include: Putting the visual right below the paragraph that talks about it and wrap text

Describe Line Charts:

Line charts are commonly used to show trends over time or the relationship of two or more variables. In line charts showing trends, the vertical (y-axis) shows the amount, and the horizontal (x-axis) shows the time or other quantity against which the amount is being measured. You can plot just a single line or overlay multiple lines to compare different entities. Two or three lines on a single chart are usually easy to read, but beyond that, things can get confusing, particularly if the lines cross.

Describe Analytical Reports to solve problems:

Managers often assign troubleshooting reports when they need to understand why something isn't working properly and how to fix it. A variation, the failure analysis report, studies events that happened in the past, with the hope of learning how to avoid similar failures in the future

Describe Bar(s) Charts:

Portraying Numbers (Using height or length of bars to show a series of numbers) Depicting Relationships (Showing and comparing quantities over time) A bar chart portrays numbers by the height or length of its rectangular bars, making a series of numbers easy to grasp quickly. Bars can be oriented vertically (as in column charts) or horizontally. Bar charts show a variety of relationships among two or more variables. Bar charts are particularly valuable when you want to show or compare quantities over time. -Can be a single bar chart or a bars chart -gives reader a picture -doesn't count in length of paper -Reference in paragraph before it. Don't reveal all data from it, instead say what you can draw from it. Also, give reference below (i.e. "Source:")

What is plagiarism?

Presenting someone else's words as your own, without proper credit.

What is "Quoting"?

Quoting a source means you reproduce it exactly as you found it, and you either set it off with quotation marks (for shorter passages) or extract it in an indented paragraph (for longer passages). However, too much quoting creates a choppy patchwork of varying styles and gives the impression that all you've done is piece together the work of other people

What is a "Request For Proposals (RFP)"?

Some organizations prepare a formal invitation to bid on their contracts, called a request for proposals (RFP), which includes instructions that specify exactly the type of work to be performed or products to be delivered, along with budgets, deadlines, and other requirements. Other companies then respond to the RFP by preparing proposals that show how they would meet those needs.

Closing with motivating action:

Spell out exactly what should happen next and provide a schedule with specific task assignments (put something in there to get them to decide quickly)

Describe Balancing Illustrations and Words:

Strong visuals enhance the descriptive and persuasive power of your writing, but putting too many visuals into a report can distract your readers. If you're constantly referring to tables, drawings, and other visual elements, the effort to switch back and forth from words to visuals can make it difficult for readers to maintain focus on the thread of your message. The space occupied by visuals can also disrupt the flow of text on the page or screen. As always, take into account your readers' specific needs.

What is a recommendation?

Suggests what to do about the facts. To be credible, recommendations must be practical and based on sound logical analysis. Also, when making a recommendation, be certain you have adequately described the recommended course of action so that readers aren't left wondering what happens next.

Closing with direct approach:

Summarize key points (except in short reports), listing them in the order in which they appear in the body. Briefly restate your conclusions or recommendations, if appropriate.

What is "Summarizing"?

Summarizing is similar to paraphrasing but presents the gist of the material in fewer words than the original. An effective summary identifies the main ideas and major support points from your source material, but leaves out most details, examples, and other information that is less critical to your audience. Like quotations and paraphrases, summaries also require complete documentation of your sources.

When quoting directly, take care not to do what?

Take care not to distort the original intent of the material by quoting selectively or out of context.

What is a legend?

Tells us what colors/symbols mean. A legend helps readers decode the visual by explaining what various colors, symbols, or other design choices mean.

Describe the body of the report:

The body of the report presents, analyzes, and interprets the information gathered during your investigation; and it supports your recommendations or conclusions.

Describe the closing of the report:

The closing is the final section in the text of a report or proposal. It emphasizes your main points, summarizes benefits and courses of action, and brings action items together in one place.

Describe the introduction of the report:

The introduction is the first section in the text of any report or proposal. It puts the report in context for the reader, introduces the subject, previews main ideas, and establishes the tone of the document.

Describe style and quality:

The style and quality of your visuals communicate a subtle message about your relationship with the audience. If possible, have a professional designer set up a template for the various types of visuals you and your colleagues need to create.

After you've collected all the necessary information, what is the next step? What can this step involve?

To transform the information into the specific content you need. This step can involve analyzing numeric data; quoting, paraphrasing, or summarizing textual material; drawing conclusions; and making recommendations.

Describe Headings and Subheadings:

Tool useful for giving readers a sense of the overall structure of your document and for keeping them on track Brief titles that cue readers about the content of the section that follows. They improve a documents readability and are especially useful markers for clarifying the framework of a report. In addition, busy readers can quickly understand the gist of a document simply by scanning the headings. Bold, Caps, Ariel

Describe Preview Section & Review Section:

Tool useful for giving readers a sense of the overall structure of your document and for keeping them on track Using a preview section to introduce an important topic helps readers get ready for new information. Previews are particularly helpful when the information is complex or unexpected. Review sections come after a body of material and summarize the information for your readers. Reviews help readers absorb details while keeping track of the big picture.

Describe Transitions:

Tool useful for giving readers a sense of the overall structure of your document and for keeping them on track Words or phrases that tie ideas together, show how one thought is related to another, and help readers move from one section of a report to the next. Depending on the length of the report, such transitions can be words, sentences, or complete paragraphs. Pg. 146 for list of transitional elements

What are "Unsolicited Proposals"?

Unexpected, More Flexibility Offer more flexibility but a completely different sort of challenge because recipients aren't expecting to receive them. In fact, your audience may not be aware of the problem or opportunity you are addressing; so before you can propose a solution, you might first need to convince your readers that a problem or an opportunity exists. Consequently, the indirect approach is often the wise choice for unsolicited proposals.

For our report, what is an example of a recommendation?

Wait two years to apply

Regardless of its format or structure, a good proposal explains what?

What a project or course of action will involve, how much it will cost, and how the recipient and his or her organization will benefit.

What is the most significant factor in planning a proposal?

Whether the recipient has asked you to submit a proposal.

What is "Paraphrasing"?

You can often maximize the impact of secondary material in your own writing by paraphrasing it. Paraphrasing is restating it in your own words. Paraphrasing helps you maintain a consistent tone, present information using vocabulary more familiar to your audience, and avoid the choppy feel of too many quotations. You still need to credit the originator of the information, but not with quotation marks.