Today’s Agenda
Interpreting for the Readers
Fallacious interpretation procedures
Sound interpretation practices
Homework: recommendation report final check
BEIT 336: Week 2 – Class 3
1
BEIT 336: Week 2 – Class 3
Interpreting for the Readers (Chapter 9)
Report writing requires more than effective writing skill.
You must
Analyze your audience – so you know what they expect from your report and tailor your report style, tone, order / arrangement of idea, etc. accordingly
Use coherence plan -- so your report appears to be a coherent unit with a clear message, instead of a random collection of sentences and paragraphs
Explain results in meaningful context -- we don’t “just present the facts” we must first make sense of or understand the meaning of the findings ourselves, then tell our readers what the numbers or figures mean!
Interpreting Information
Common errors made when interpreting information are explained in Chapter 9. Review the information and test your knowledge in the following slides.
Fallacious Interpretation Procedures
Bias in interpretation
Comparison of noncomparable data
Cause-effect confusion
Unreliable data
Unrepresentative data
Neglect of important factors
Interpreting Information
A student organization at ISU surveyed students living in dorms about their opinions on a policy change. Eighty percent of the respondents were in favor of the policy. The student organization concluded that most ISU students are supportive of the policy; therefore, the policy should be adopted.
Error(s) in interpretation:
Unrepresentative data
Interpreting Information
You want to know which personal computer manufacturer has the largest share of the public school market. You asked 100 college students to identify the type of PC they used when they were in grade school. Based on the results, you declared Macintosh dominates the public school market.
Error(s) in interpretation:
Unreliable data
Unrepresentative data
Interpreting Information
In an analysis of consumer purchasing habits, you found that customers often include diapers and beers in the same purchase. Hence, you conclude that consumption of diapers leads to consumption of beer.
Error(s) in interpretation:
Cause-effect confusion
Interpreting Information
Other errors when interpreting information are based on false expectations/beliefs. Review each in Chapter 9 and test your knowledge in the following slides.
Expectation & Interpretation Errors
Desire for the spectacular
“Conclusions are essential” belief
Acceptance of lack of evidence as proof to contrary
Interpreting Information
Based on an analysis of hospital ER records, you found that there was a 35 percent increase in the number of heart attack patients in January and February. You conclude that cold weather leads to heart attack.
Error(s) in interpretation:
Cause-effect con ...
ISYU TUNGKOL SA SEKSWLADIDA (ISSUE ABOUT SEXUALITY
Business Reports Require Analytical Skills
1. Today’s Agenda
Interpreting for the Readers
Fallacious interpretation procedures
Sound interpretation practices
Homework: recommendation report final check
BEIT 336: Week 2 – Class 3
1
BEIT 336: Week 2 – Class 3
Interpreting for the Readers (Chapter 9)
Report writing requires more than effective writing skill.
2. You must
Analyze your audience – so you know what they expect from
your report and tailor your report style, tone, order /
arrangement of idea, etc. accordingly
Use coherence plan -- so your report appears to be a coherent
unit with a clear message, instead of a random collection of
sentences and paragraphs
Explain results in meaningful context -- we don’t “just present
the facts” we must first make sense of or understand the
meaning of the findings ourselves, then tell our readers what the
numbers or figures mean!
Interpreting Information
3. Common errors made when interpreting information are
explained in Chapter 9. Review the information and test your
knowledge in the following slides.
Fallacious Interpretation Procedures
Bias in interpretation
Comparison of noncomparable data
Cause-effect confusion
Unreliable data
Unrepresentative data
Neglect of important factors
Interpreting Information
A student organization at ISU surveyed students living in dorms
about their opinions on a policy change. Eighty percent of the
respondents were in favor of the policy. The student
organization concluded that most ISU students are supportive of
the policy; therefore, the policy should be adopted.
4. Error(s) in interpretation:
Unrepresentative data
Interpreting Information
You want to know which personal computer manufacturer has
the largest share of the public school market. You asked 100
college students to identify the type of PC they used when they
were in grade school. Based on the results, you declared
Macintosh dominates the public school market.
Error(s) in interpretation:
Unreliable data
Unrepresentative data
5. Interpreting Information
In an analysis of consumer purchasing habits, you found that
customers often include diapers and beers in the same purchase.
Hence, you conclude that consumption of diapers leads to
consumption of beer.
Error(s) in interpretation:
Cause-effect confusion
6. Interpreting Information
Other errors when interpreting information are based on false
expectations/beliefs. Review each in Chapter 9 and test your
knowledge in the following slides.
Expectation & Interpretation Errors
Desire for the spectacular
“Conclusions are essential” belief
Acceptance of lack of evidence as proof to contrary
7. Interpreting Information
Based on an analysis of hospital ER records, you found that
there was a 35 percent increase in the number of heart attack
patients in January and February. You conclude that cold
weather leads to heart attack.
Error(s) in interpretation:
Cause-effect confusion
Neglect of important factors (e.g., excitement of enthused sports
fans, over exertion from snow shoveling, etc.)
“Conclusions are essential” belief
Interpreting Information
When questioned about their feelings concerning a certain
personnel policy, 14 percent of the employees strongly
8. supported the policy, 62 percent were indifferent, and 24
percent disproved. A management report concluded that the
policy should be continued, since only 24 percent opposed the
policy.
Error(s) in interpretation:
Acceptance of lack of evidence as proof to contrary
Interpreting Information
To avoid interpretation errors, follow the following advice in
Chapter 9.
Sound interpretation practices:
Cultivate a critical point of view
Maintain judicial attitude
Consult with others
Test interpretations
Use statistical aids
9. Business Reports Require Analytical Skills!
To sum up, you must apply your analytical skills in preparing
business reports.
An effective report must be based on clear and logical reasoning
You must avoid “false” conclusions
You must include ethical considerations in your analysis and
interpretation
What are ethical considerations? Ask yourself the questions on
the next slides.
10. Interpreting Information – Ethical Considerations
Is information gathered true? Is it objective?
How would you define the problem if you stood “on the other
side of the fence”?
Which alternative respects the rights and dignity of the
stakeholders and can be universally applied?
Which alternative will produce the most good and the least
harm?
Do any of the alternatives violate a conventional moral rule?
11. Which alternative can you personally live with?
For each alternative:
Will adopting this decision allow you to be at peace with
yourself?
How would you feel when you share your decision with your
most respected mentors, family members, or friends?
How would you feel if your actions were reported on the front
page of The Wall Street Journal?
Interpreting Information – Ethical Considerations
12. Recommendation report Assignment
BEIT 336: Week 2 – Class 3
BEIT 336: Week 2 – Class 3
To help you with the Individual Recommendation Report
Assignment, follow the self check list on the next few slides
13. BEIT 336: Week 2 – Class 3
Report Format (block style letter )
Does your report include all of the following? Are all of them
aligned left?
Date
Receiver’s name, title, address
Salutation
Headings (Use level 1 heading style)
Second page (include header: page #, date)
Signature block- include complimentary close, leave space (3
blank lines) for your signature, your name and title
14. BEIT 336: Week 2 – Class 3
Introduction (no heading)
Heading 1 (must be talking heading)
Heading 2 (must be talking and parallel to first heading)
Heading x (must be talking and parallel to previous headings)
Conclusion & Recommendation (talking heading)
Closing (no heading)
Report Structure & Content
15. BEIT 336: Week 2 – Class 3
Introduction
Included authorization?
Explained what the report is about?
Explained why this report requested?
Explained how information was gathered?
Mentioned area investigated for the report?
Included a report preview?
BEIT 336: Week 2 – Class 3
Writing Quality Questions:
Are there grammatical/spelling errors?
16. Are the sentences clear and concise?
Are there wording problems (confusing or inappropriate for the
context)?
Are the sentences arranged in a clear and easy to follow
sequence?
Are the transitions smooth or abrupt?
BEIT 336: Week 2 – Class 3
Graphic Aids (if used)
Did you introduce the graphic aid?
Is it of good quality (legible, not too big, no blank lines,
columns aligned, etc.)?
Did the graphic enhance the writing (communicated complex
data more effectively or added interests)?
Did you explain the content of the graphic by highlighting key
information in the discussion?
17. BEIT 336: Week 2 – Class 3
Closing
Is there a “goodwill” statement?
Did you ask for feedback (request to meet)?
Is the tone appropriate?
18. BEIT 336: Week 2 – Class 3
Modify and improve any “problem areas” you identified from
the self check.
Submit your report (outline and the letter) on Blackboard by 10
A.M. Thursday.
19. Today’s Agenda
Graphic aids: purposes and proper presentation
Two types of graphics aids:
Tables
Charts
BEIT 336: Week 2 – Class 2
1
Graphics for Reports
Business reports often contain a great deal of numbers.
You can use graphic aids (i.e., charts and tables) to organize
and present the numbers in various ways to help your readers
understand the numbers and the meaning and significance of the
numbers.
Graphics serve other purposes also.
BEIT 336: Week 2 – Class 2
Graphics for Reports (Chapter. 14)
Graphics can:
simplify complex data
give emphasis to key point of coverage
20. add interest
Graphics Guidelines:
Use graphics only when relevant to purpose
Use graphics in conjunction with text; not as a substitute
BEIT 336: Week 2 – Class 2
Graphics for Reports – Tables
(p. 48 Study Notes)
Tables present text and/or numbers in rows and columns to
summarize data.
Appropriate sequence of text and table in a report is as
follows:
Introduction: you must introduce the table in the paragraph
before you show the table
Show the table
Provide specific discussion in the paragraph after the table to
help readers understand the key points/ideas contained in the
table
The discussion should not be a restatement of the information in
the table, but a summary or highlight of key points
BEIT 336: Week 2 – Class 2
Graphic Aids for Reports– Table (example 1)
BEIT 336: Week 2 – Class 2
21. Graphics for Reports– Tables (example)
The top five communication skills needed by
information systems (IS) graduates as perceived by IS
professionals are shown in the following table.
Effective listening skill is ranked as the most important
communication skills. This is consistent with the “seek first to
understand, then be understood” principle. Preparing written
and oral instructions and presentations are ranked as the next
highest skills in the survey. … From the findings, one can
conclude that effective oral, written, and interpersonal skills are
essential for IS professionals.
BEIT 336: Week 2 – Class 2
Graphic Aids for Reports– Table (example 2)
BEIT 336: Week 2 – Class 2
The following is an example of a recommendation report
that includes two tables.
Pay attention to the setup (introduction before the table
and discussion after the table) and the value the tables add to
the report’s effectiveness.
22. BEIT 336: Week 2 – Class 2
Recommendation Report – Outline
Introduction (no heading)
About the study (talking heading)
Service Level, Reputation and Cost Among Selection Criteria
Findings (talking heading)
Right Access Service Level Sub Par
Career Plus Most Costly among Three
Conclusion & Recommendation (talking heading)
Gary & Associates Best Choice Among Three Options
Closing (no heading)
BEIT 336: Week 2 – Class 2
Recommendation Report - Introduction
Here is the report you requested on December 18
investigating the possibility of CompuTech’s use of
outplacement services. It discusses the issue of selecting an
appropriate counseling service for discharged staff and provides
a recommendation. The recommendation is based on careful
evaluation of three prospective outplacement agencies: Gary &
Associates, Right Access, and Career Plus.
BEIT 336: Week 2 – Class 2
Recommendation Report– Background
In an effort to reduce costs and increase competitiveness,
CompuTech will begin a program of staff reduction that will
involve releasing up to 10 percent of our workforce. Many of
these employees have been with us for ten or more years, and
23. they are not being released for performance faults. These
employees deserve a severance package that includes counseling
and assistance in finding new careers.
BEIT 336: Week 2 – Class 2
Recommendation Report– Facts
Service Level, Reputation and Cost Among Selection
Criteria
In order to choose among the three agencies, I established
criteria based on professional articles, discussions with staff at
other companies using outplacement agencies, and interviews
with agencies. Here are the four groups of criteria I used in
evaluating the three agencies:
1. Counseling services
2. Secretarial and research assistance
3. Reputation
4. Costs
BEIT 336: Week 2 – Class 2
Recommendation Report – Facts
Right Access Service Level Sub Par
Although Right Access has the lowest fee, it lacks crisis
management, …, and personal computers. Moreover, it is not
listed by the National Association … . A comparison of
services offered by each of the three agencies is shown in the
following table.
BEIT 336: Week 2 – Class 2
Recommendation Report– Table
24. BEIT 336: Week 2 – Class 2
Recommendation Report – Facts
Career Plus Most Costly among Three
Since Right Access fulfills only one out of the four
criteria, the choice is between Gary & Associates and Career
Plus. Since they have similar services, the deciding factor is
costs.
Career Plus would charge nearly $3,000 more for
counseling an manager than would Gary & Associates. In the
following table is a side-by-side comparison of the costs of
services offered by each of the three agencies.
BEIT 336: Week 2 – Class 2
Recommendation Report– Table
-- End of Report Sample --
BEIT 336: Week 2 – Class 2
Recommendation Report – Recommendation
Gary & Associates Best Choice Among Three Options
Of the three counseling and outplacement agencies, Gary
& Associates fulfills all four of our evaluation criteria. It has
excellent counseling services, readily available secretarial and
research assistance, a national reputation, and reasonable cost.
Therefore, I recommend CompuTech hire Gary & Associates as
25. an outplacement agency to counsel discharged employees.
Comparisons of the strengths and weaknesses of the three
agencies are provided in the following section.
. . .
[end of recommendation report]
BEIT 336: Week 2 – Class 2
Figures & Charts
BEIT 336: Week 2 – Class 2
Graphics for Reports – Figures or Charts
Figures and charts are used to show approximations,
trends, or relationships. Appropriate sequence of text and
charts is as follows:
Introduction (in the text before the figure)
[Graphics] Figure
Specific discussion (highlight the key points in the text after the
figure)
BEIT 336: Week 2 – Class 2
Graphics for Reports– Bar Charts
There are four types of bar charts (pp. 284-288 of textbook)
Simple: to illustrate a single variable
Multiple: to compare multiple variables
Bilateral: to show plus/minus data
Subdivided: to compare proportion changes (versus exact
values)
26. BEIT 336: Week 2 – Class 2
Bar Charts (example)
In 1990, 28% reported doing database for literature
searching; by 1994, 54% used computers. The following chart
illustrates the rates of use of computer-based tools.
The use of e-mail had shown the most dramatic growth
from 1990 to 1994. Another computer-based tool that had
become very popular was … .
BEIT 336: Week 2 – Class 2
Graphics– Pie Charts
Pie charts can show proportions effectively
You should limit the maximum number of slices to 4 – 7 (too
many slices makes it hard to differentiate the proportions)
Label all the slices and show slice percent
Arrange the slices in descending order so the largest slice
begins at 12 o’clock and clockwise from largest to smallest
BEIT 336: Week 2 – Class 2
27. Pie Charts (example)
In a survey conducted in 1995, over 75% of the
county residents above the age of 18 had at least a high school
diploma or GED. The education attainment data of Brown
county residents in 1995 is shown in the following chart.
BEIT 336: Week 2 – Class 2
1995
High School Graduate High School Dropout Associate
Degree Bachelor's Degree Advanced Degree 35 22 20
18 5 High School Graduate High School Dropout
Associate Degree Bachelor's Degree Advanced Degree
Graphics – Line Charts
Lines charts show changes over time
They are best for showing fluctuations of prices, sales totals,
percent, etc. over several years
You can compare more than one variable (series) by using
multiple lines to represent several series
Refer to pp. 290-292 (textbook) for examples
28. BEIT 336: Week 2 – Class 2
Writing Guidelines – Graphics
Place graphic aids in the text right after the introduction
(Textbook p. 273).
Graphics should be small and not a full page in size.
In short reports, use the informal presentation (Study Notes p.
48).
BEIT 336: Week 2 – Class 2
RankSkillPoints
1Listen Effectively367 points
2Write Clear Directions or Instructions169 points
3Give Clear Directions or Instructions122 points
4Give Briefings to Colleagues/Superiors as Individuals112
points
Sheet1RankSkillPoints1Listen Effectively367 points2Write
Clear Directions or Instructions169 points3Give Clear
Directions or Instructions122 points4Give Briefings to
Colleagues/Superiors as Individuals112 points5Write Software
Documentation100 points
Sheet2
Sheet3
Gary &
AssociatesRight AccessCareers Plus
Counseling Service
Resume adviceYesYesYes
Crisis managmenetYesNoYes
Corporate counselingYesNoNo
Secretarial support
Secretarial staffYesYesYes
Personal computersYesNoYes
29. Listed by National
Association of Career
ConsultantsYesNoYes
ReputationExcellentGood Excellent
A COMPARISON OF SERVICS AND REPUTATIONS FOR
THREE
LOCAL OUTPLACEMENT AGENCEIS
T1A COMPARISON OF SERVICS AND REPUTATIONS FOR
THREE LOCAL OUTPLACEMENT AGENCEISGary &
AssociatesRight AccessCareers PlusCounseling ServiceResume
adviceYesYesYesCrisis managmenetYesNoYesCorporate
counselingYesNoNoSecretarial supportSecretarial
staffYesYesYesPersonal computersYesNoYesListed by
NationalAssociation of
CareerConsultantsYesNoYesReputationExcellentGoodExcellent
T2Table 2A COMPARISON OF COSTS FOR THREE
AGENCIESGary & AssociatesRight AccessCareers PlusGroup
programs$1,500 / session, $45/participant$1,000 / session,
$40/participant$1,400 / session, $50/participantManagers at
$60,000/year$9,000$6,000$11,800Executive services15% of
previous year's salary10% of previous year's salary18% of
previous year's salary
Sheet3
Gary & AssociatesRight AccessCareers Plus
Group programs
$1,500 / session,
$45/participant
$1,000 / session,
$40/participant
$1,400 / session,
$50/participant
Managers at
$60,000/year$9,000 $6,000 $11,800
Executive services
15% of previous year's
salary
30. 10% of previous year's
salary
18% of previous year's
salary
A COMPARISON OF COSTS FOR THREE AGENCIES
T1A COMPARISON OF SERVICS AND REPUTATIONS FOR
THREE LOCAL OUTPLACEMENT AGENCEISGary &
AssociatesRight AccessCareers PlusCounseling ServiceResume
adviceYesYesYesCrisis managmenetYesNoYesCorporate
counselingYesNoNoSecretarial supportSecretarial
staffYesYesYesPersonal computersYesNoYesListed by
NationalAssociation of
CareerConsultantsYesNoYesReputationExcellentGoodExcellent
T2Table 2A COMPARISON OF COSTS FOR THREE
AGENCIESGary & AssociatesRight AccessCareers PlusGroup
programs$1,500 / session, $45/participant$1,000 / session,
$40/participant$1,400 / session, $50/participantManagers at
$60,000/year$9,000$6,000$11,800Executive services15% of
previous year's salary10% of previous year's salary18% of
previous year's salary
Sheet3
0
20
40
60
80
100
120
Word
processing
Home microNet accessDatabase
search
e-mail
1990
1994
Chart1Word processingWord processingHome microHome
31. microNet accessNet accessDatabase searchDatabase searche-
maile-mail
1990
1994
94
98
78
89
49
80
29
55
18
60
Sheet1RankSkillPoints1Listen Effectively367 points2Write
Clear Directions or Instructions169 points3Give Clear
Directions or Instructions122 points4Give Briefings to
Colleagues/Superiors as Individuals112 points5Write Software
Documentation100 points
Sheet2Word processingHome microNet accessDatabase searche-
mail1990947849291819949889805560
Sheet2
1990
1994
Sheet3
Today’s Agenda
In week 2 of this class, we will focus on
Recommendation reports
Letter report format
Block style letter
Modified block style letter
Homework: begin on recommendation report
32. BEIT 336: Week 2 – Class 1
1
Recommendation Reports
Analyze and interpret data
Draw conclusions
Make recommendations
Unlike the informative report, recommendation reports provide
information and recommendation(s). The writer’s tasks when
composing a recommendation report include:
BEIT 336: Week 2 – Class 1
Recommendation Reports
Definition of a Conclusion:
An interpretation of the facts, not a restatement of facts.
Definition of a Recommendation:
A suggested action a company should take and how that
33. action should be implemented – based on the conclusion.
BEIT 336: Week 2 – Class 1
From Facts to Recommendations
Case:
What caused employee tardiness and absenteeism and what
should we do about the problem?
Here is an example showing the process of (1) analyzing and
presenting facts, (2) drawing conclusions, and (3) making
recommendations
BEIT 336: Week 2 – Class 1
Present Facts
Facts:
90% of employees have children in childcare age range.
85% of employees who use childcare have difficulty finding
adequate facilities.
75% of our employees who use childcare have been absent
because of childcare problems.
90% of our employees who use childcare facilities have been
34. late to work at least once a month because of childcare
problems.
BEIT 336: Week 2 – Class 1
From Facts to Conclusions
Based on the facts, these conclusions are drawn:
Employees’ childcare problems negatively influenced the
company’s overall productivity.
Childcare is one cause of our increase in tardiness and
absenteeism rates.
There is a need for helping employees with child care.
BEIT 336: Week 2 – Class 1
From Conclusions to Recommendations
Conclusions tell the reader the meaning of the facts.
Recommendations focus on actions :
Company should explore options for aiding employees with
childcare.
Option 1: Explore the possibility of operating an on-site
childcare program.
35. Option 2: Investigate flextime and telecommuting options.
BEIT 336: Week 2 – Class 1
Recommendation Report Organization
Introduction (no heading)
Include appropriate elements
Body/Analysis Section
Organize information under subtopics (headings)
Include facts, conclusions and recommendations
You have two options: include conclusions and
recommendations within each section of discussion of facts or
at the end (more on next slide)
Choose from inductive, deductive or modified deductive order
(depending on reader-writer relationship and the subject matter)
Summary and Closing (no heading)
May need to restate main facts
Include appropriate elements
BEIT 336: Week 2 – Class 1
Recommendation Report - Indirect Order
36. Introduction
Introduction
Message
Heading 1
Facts, Facts, Facts
Conclusion
Recommendation
Heading 2
Facts, Facts, Facts
Conclusion
Recommendation
Message
Heading 1
Facts, Facts, Facts
Heading 2
Facts, Facts, Facts
Summary
Conclusion & Recommendation
Closing
Closing
When content in sections1 and 2 are related, conclusions are
based on both sections, and the recommendation applies to both
37. sections, use this structure
Use this structure when the sections are independent of one
another, and the conclusion and recommendation only apply to
the specific section
BEIT 336: Week 2 – Class 1
Letters
Report Format
BEIT 336: Week 2 – Class 1
Letter Report Format
The following slides provide a quick review of the letter report
formats.
A letter contains several standard components.
The layout of the components varies depending on the style:
block style: all components align along the left margin
modified block style: some components align along the left
margin while other components are off set (use the tab key so
the component begins about midpoint of the page).
38. BEIT 336: Week 2 – Class 1
Letter Formats - Block Style (p. 37 Study Notes)
All lines start at left margin
Return address or letterhead (letterhead may be left aligned or
centered)
Date
Reader’s name, title, company, address
Salutation
Subject line (if use deductive order)
Body
Signature block (complementary close, 3 lines, sender name and
title)
Enclosure (if enclosing additional documents)
2. Single space within paragraph, double between
BEIT 336: Week 2 – Class 1
Letter Formats – Modified Block Style (p. 38 SN)
Lines start at left margin
Reader’s name, title, address
39. Salutation
Subject line (if use deductive order)
Body
Enclosure (if enclosing additional documents)
2. Exceptions: lines start at midpoint of page
Return address (letterhead may be left aligned or centered)
Date
Signature block (complementary close, 3 lines of blank space
for signature, typed sender name and title)
BEIT 336: Week 2 – Class 1
Sample Recommendation Reports
BEIT 336: Week 2 – Class 1
Sample Recommendation Reports
(direct & indirect order)
Convention Hotel (textbook, Ch.11, p. 215-216)
Parking Lot Problems (Study Notes, p. 32)
Temporary Employee Problem (Study Notes, Appendix B, p. 50-
52)
40. Read the following recommendation report samples. Ask
yourself these questions when reading each report:
What is the report’s arrangement of ideas (direct or indirect)?
What is the report format (letter or memo)?
If a letter report, which letter format (block style or modified
block style)?
Are the headings topic or talking?
How is the report structured (conclusion & recommendation
under each individual heading or together)?
BEIT 336: Week 2 – Class 1
15
Sample Recommendation Reports
Answers
1. Convention Hotel (p. 215-216 textbook)
Direct order (recommendations in the first paragraph, followed
by intro / “Origin and Plan of the Investigation” then facts)
Letter report in modified block style
Talking headings
Conclusions and recommendations in one paragraph
2. Parking Lot Problems (Study Notes, p. 32)
closing)
Memo format
Topic and Talking headings (both versions shown)
41. Conclusions and recommendations under separate headings
since they are independent of one another
3. HR Research International (Study Notes, p. 50-52)
closing)
Letter report in block style
Talking headings
Conclusions and recommendations under one heading
BEIT 336: Week 2 – Class 1
Report Assignment
BEIT 336: Week 2 – Class 1
Individual Recommendation Report Assignment
Read the Individual Recommendation Report assignment case
carefully
Create an outline for your report
42. BEIT 336: Week 2 – Class 1
Individual Recommendation Report Assignment
Here are some questions to help you understand the assignment.
Who authorized this report?
Who is your primary reader?
Is this an internal or external communication?
What is the report about?
Why are your writing the report? Why are you doing this
investigation?
How did you gathered the info?
What are the key areas of information?
Preview: ____________________
BEIT 336: Week 2 – Class 1
Individual Recommendation Report Assignment
Based on your initial analysis, begin to think about how you
want to organize the body of the report
Heading 1: ____________________
43. Heading 2: ____________________
…
…
BEIT 336: Week 2 – Class 1
BEIT 336 SHORT REPORTSRECOMMENDATION REPORT
ASSIGNMENT
Directions
Write a single-spaced, 2-page block-style letter to Mr. James
Frank. In this letter report, analyze the assignment case, draw
conclusions, and make recommendations. DO NOT USE
ASSIGNMENT WORDING IN YOUR REPORT. Mr. Frank
values your input but needs detailed information to be
convinced (i.e., use indirect order). Include section headings
(use talking headings) and a header on page 2; watch sentence
and paragraph construction; include concrete facts, clear
conclusions, and detailed recommendations. You may use
graphic aids to illustrate the survey results. However, graphic
aids should not substitute your writing; you need to introduce
the graphic aids and provide a discussion of the graphic aid
content (rule of thumb: the discussion must capture the
gist/highlight of the graphic aid, in case your reader overlooks
the graphic aid). Upload the letter and planning outline by 10
a.m. on Thursday, July 17.
44. Assignment Case
Assume you are the assistant manager of Sycamore Village, a
250 unit apartment complex less than 10 miles from the ISU
campus. You notice there are a number of units vacant and for
long periods of time in the last 18 months. Currently, 41 units
are vacant, 53 units soon will be vacant (by August 31), and of
these units, only 26 units will be leased. You suspect increased
competition may be one of the reasons for the high vacancy rate
(there are three newly constructed or renovated apartments
within 20 miles of Sycamore Village). However, to learn more
about the reason for the high vacancy rate, you distributed a
tenant satisfaction survey to all current tenants. The survey
results are shown below.
Shared Amenities (cleanliness and availability of laundry
facility, club house, tennis court, etc.)
Very satisfied 12% Dissatisfied 30%
Somewhat satisfied 44% Very dissatisfied 12%
Neutral 2%
Apartment Amenities (condition of apartment amenities such as
kitchen cabinets, appliances, carpet/flooring, bathroom, etc.)
Very satisfied 7% Dissatisfied 27%
Somewhat satisfied 30% Very dissatisfied 36%
Neutral 0%
Apartment Management and Security (speed of management
response to complaints, frequency of security patrol, overall
sense of security, etc.)
Very satisfied 15% Dissatisfied 30%
Somewhat satisfied 42% Very dissatisfied 10%
Neutral 3%
Analyze the survey results (you may supplement details based
on your own experience with apartment living) to determine the
45. reason for the high vacancy rate and recommend solutions
(updating amenities, advertising, etc.). Address this letter
report to your supervisor, Mr. James Frank, manager of
Sycamore Village.
BEIT 336 Individual Recommendation Report Grading Sheet
Deficient
Developing
Satisfactory
Superior
Format
1 pt
Incorrect letter/memo report format. Over four formatting
errors (e.g. wrong/missing header, headings).
2 pts
Incorrect letter/memo report format. Three to four formatting
errors (e.g., wrong/missing header, headings).
3–4 pts
Correct letter/memo report format. Up to two formatting errors
(e.g., wrong/missing header, headings).
5 pts
Correct letter/memo report format. No formatting error.
Content
0–11 pts
The level of detail and depth of analysis are severely lacking,
along with misinterpretation or exclusion of case information.
Graphic aid adds little value to report.
12–14 pts
The level of detail and depth of analysis are lacking in some
areas, w/ misinterpretation or exclusion of case information.
Graphic aid adds little value to report.
15–17 pts
The level of detail and depth of analysis are sufficient; a few
areas need further elaboration, and/or contain misinterpretation
of case info. Minor problems with graphic aid.
46. 18–20 pts
The level of detail and depth of analysis are appropriate and
insightful. Graphic aid enhances report usefulness.
Organization
1 pt
Report organization is illogical and arrangement of ideas
inappropriate. Structural aids (intro., headings, topic sentences,
transitions) mostly absent.
2 pts
Report lacks coherence due to illogical content sequencing and
problems with structural aids (intro., headings, topic sentences,
transitions).
3–4 pts
Report organization is generally logical and the arrangement of
ideas appropriate. Minor problems with structural aids (intro.,
headings, topic sentences, transitions).
5 pts
Report organization is logical and coherent, and the
arrangement of ideas is appropriate. Effective use of structural
aids (intro., section headings, topic sentences, transitions).
Wording & Style
1 pt
Many word choice problems in report. Many sentences are
colloquial, confusing, and wordy. Standards for the use of
numbers not followed.
2 pts
Several word choice problems in report. Some sentences are
colloquial, confusing, and wordy. Standards for the use of
numbers not followed.
3–4 pts
Report wording is generally professional and appropriate. Most
sentences are clear and concise. Standards for the use of
numbers followed.
5 pts
Report wording is professional and appropriate. Writing is
47. clear, direct, and concise. Standards for the use of numbers are
followed.
Mechanics
1 pt
Report needs proofreading; many grammar, punctuation, and/or
spelling errors.
2 pts
Report needs proofreading; a number of grammar, punctuation,
and/or spelling errors.
3–4 pts
Report was proofread prior to submission; a few grammar,
punctuation, and/or spelling errors remain.
5 pts
Report was proofread prior to submission. No grammar,
punctuation, and spelling error.
Comments:
Total points earned: ________ / 40 points
BEIT 336 Recommendation Report page 2 of 2