COMM 2293 SMU Umbrella Production Vs Environmental Problems Memorandum

TO:FROM:
DATE:
SUBJECT:
COMM 2293 Students
COMM 2293 Instructors
October 23, 2019
Assignment 4 Instructions
For this assignment, you will write a two-page, direct strategy analytical report using memo
format.
Who you are: the administrative assistant at Jax Umbrellas (refer to case scenario)
Who your reader is: Jaqi Horowitz, your employer
Background: After watching Greta Thunberg’s impassioned speech at the UN Climate Action
Summit last month, Jaqi started thinking about how Jax Umbrellas is contributing to the global
pollution problem. She has asked you to research and write an analytical report about which
aspect(s) of your products may be especially damaging for the environment and three or four ways
that Jax Umbrellas could become more sustainable.
Your task:
1. Find a minimum of three credible sources published within the past ten years to gather
information for your report. Credible sources include relevant national news media, trade
journals and magazines, etc.
2. Write a full two-page (plus reference list), direct strategy analytical memo report for Ms.
Horowitz. After your introduction, logically organize the body of the report to identify and
discuss potential environmental problems with any aspect of the umbrella’s life cycle and
your proposed changes or innovations. Conclude your report by summarizing your
research, highlighting the most relevant information for your reader, and justifying your
recommended action.
3. Revise your drafts to ensure your message follows the instructions given here, in your
COMM class, and on the checklist.
Referencing your research: Please be sure to correctly acknowledge all your sources using
APA style. Examples are shown in the Business Communication textbook.
Use your own words to express your thoughts and paraphrase the words and ideas of other
sources. Do not copy any material from the text book, class slides, other students’ work, or
any sources you consult. Do not work with other students on this assignment.
Apply the evaluation criteria on the reverse side of this memo.
Evaluate the completeness of your report using this checklist:
Opening and Introduction (no heading):
□ Use the direct response strategy opening to state purpose of report
□ Indicate types of research sources used for the report
□ Preview topics to be discussed
□ State your recommendation
Body:
□ Use “talking” parallel headings
□ Organize topics logically, using transitions and topic sentences
□ Ensure content is clear, understandable, and relevant to your reader
□ Use correct and complete APA style in-text citations throughout
Conclusions and Recommendation:
□ Use functional heading
□ Summarize main points
□ Recommend action (with justification)
□ Include forward-looking close
Professional Business Style and Presentation:
□ Apply all the grammar and style points assigned so far in the course
□ Proofread and revise for correctness
□ Use correct short report and memo format
□ Use single-spaced, full block format, 11- or 12-pt font, and a ragged right margin
Citations and References:
□ Ensure all researched material is properly cited in APA style
□ Paraphrase researched material wherever possible
□ Create correct and complete APA style reference list on separate and final page
Keep a list of your research and sources:
Reports – Pt. 3
Pronouns
Format
Introductions & Conclusions
Pronouns
Pronouns
• A pronoun is a word that takes the place of a noun.
Subject
Object
Adjective
Possessive
I
me
my
mine
you
you
your
yours
she
her
her
hers
he
him
his
his
we
us
our
ours
they
they
their
theirs
it
it
its
its
Identify the Unclear Pronoun Referent
Park sign
Unclear Pronoun Reference Summary
• What is it?
– When it isn’t clear to what the pronoun in the
sentence refers.
• How do we catch it?
– Look for all pronouns. Is it clear what each pronoun
refers to? If not, revise for clarity.
• How do we fix it?
– Reorder the sentence to make the antecedent
clearer.
– Revert to the noun if necessary.
Clear Pronoun Reference
Use a pronoun only if a reader can
easily identify its antecedent.
These pronouns do NOT have clear
antecedents:
Anne asked Selima if she was eligible.
In some restaurants they demand coats
and ties.
Pronoun-Antecedent Agreement
Whenever a pronoun substitutes for a
noun, the pronoun must agree with
(match) its antecedents.
Agreement in Number
One member of the women’s team
forgot her shoes.
(singular antecedent and pronoun)
Several applicants were given their
tests at once.
(plural antecedent and pronoun)
Copyright © 2016 by Nelson Education Ltd.
8
Pronoun Agreement
Pronoun and antecedent must agree in person, number and gender.
x Plural with singular
Let the customers know that he is important to your business.
✓ Singular
Let the customer know that he or she is important to your business.
✓ Plural
Let the customers know that they are important to your business.
Common Pronoun Errors
1.
Use it to refer to a company:
–
–
2.
Wrong: Honda will be posting their earnings today.
Revised: Honda will be posting its earnings today.
Use myself only when I appears in the same sentence:
–
–
Wrong: Myself and my staff are ready to serve you.
Revised: My staff and I are ready to serve you.
My staff and I, myself, are ready to serve you.
3.
Use you only when addressing your specific reader:
–
–
4.
Wrong: Two centuries ago, you didn’t have the legal rights you have today.
Revised: Two centuries ago, people didn’t have the legal rights they have today.
Don’t start an independent clause with this:
–
–
Wrong: Einstein was a brilliant mathematician. This is how he was able to explain the universe.
Revised: Einstein, who was a brilliant mathematician, used his ability with numbers to explain
the universe.
Pronoun Exercise
Rewrite each sentence making each pronoun agree with its
antecedent.
1. My main writing problem is wording my ideas so it sounds good.
2. I am sending this letter to you because your company takes pride
in their snowshoes.
3. Security cameras are worth installing because it leads to a safer
workplace.
4. If you would like to attend, please contact Jim or myself.
5. The team presented their report this morning.
Answers
1. My main writing problem is wording my
ideas so they sound good.
2. I am sending this letter to you because your
company takes pride in its snowshoes.
3. Security cameras are worth installing because
they lead to a safer workplace.
4. If you would like to attend, please contact Jim
or me.
5. The team presented its report this morning.
How did you do?
• 5 correct:
• 3-4 correct:
• 1-2 correct:
Pronoun Powerhouse!
Passably Proficient
Please Practice Pronouns
Sources
•
Acadia University. Unclear Pronoun Reference. Retrieved from:
http://english.acadiau.ca/tl_files/sites/english/resources/4UnclearPronounRef.pdf
•
Forgarty, Mignon. Generic Singular Pronouns. Quick and Dirty Tips. Retrieved from:
http://www.quickanddirtytips.com/education/grammar/generic-singular-pronouns?page=all
•
Fruhlinger, J. (2008, Dec 17). Unclear Pronoun Reference. The Comics Curmudgeon. Retrieved from

Unclear pronoun referent follies

•
Pennington, M. (2013, July 6). Vague Pronouns. Pennington Publishing. Retrieved from:
http://penningtonpublishing.com/blog/tag/english-grammar/
Review: Unclear Pronoun Reference
• Chomp Chomp on Pronoun Reference
– http://www.chompchomp.com/hotpotatoes/proref05.htm
Remember, next class
is the assignment 4
Workshop.
Workshop draft will be marked for
◼ FORMAT: memo; page headers; headings in report
◼ DIRECT REPLY opening/closing
◼ RESEARCH: with complete signal phrases
◼ APA: (in-text citations & References list)
◼ REPORT CONTENT: introduction; BODY (three+ full
paragraphs); conclusions
→Due in class, no late submissions.
Bring TWO COPIES.
Assignment 4:
memo format and report content
TO:
reader’s name, position
FROM:
your name, position
DATE:
due date
SUBJECT: specific to purpose of report
Introduction (including direct reply opening)
Body (divided into three+ sections with headings)
Conclusions (including direct reply closing)
→See page 2 header on Figure 12.11 (p. 374)
18
Parts of a Report
Headings
◼ “talking headings”
◼ Descriptive, parallel
Introduction
◼ Descriptive subject line
◼ Direct strategy opening
◼ Research and preview
◼ Recommendation
Body
◼ Relevant information
◼ Logical organization
◼ Correct APA citations
◼ Clear, understandable writing
Conclusion
◼ Summary of main points
◼ Recommendation and justification
◼ Forward-looking close
References
◼ Consistent APA format
◼ Alphabetical
◼ Minimum three credible sources
Header
TO:
reader’s name, position
FROM:
your name, position
DATE:
the due date
SUBJECT: specific to purpose of report
Tab to
line up
No salutation. Include a direct reply.
Assignment #4: Introduction
content
◼
◼
◼
◼
>direct opening & purpose of
report
>research sources used
>preview of content &
organization
>recommendation
21
Direct opening & purpose
◼ answers reader’s questions: what
is this report about? What will it
help me do?
◼ includes key words identifying
subject
◼ incorporates direct reply (i.e.
“requested”)
22
Example:
Direct opening & purpose
statement
◼ As requested, here is my
report on three potential
locations in Queens County,
to help you choose where to
film our company’s upcoming
production.
23
Research sources
◼ answers reader’s questions: how
much does the writer know about
this subject? what sources were
consulted for this report?
◼ includes print sources (including
news media and/or magazine
titles), website names (not
URLs), surveys and interviews
conducted, etc.
24
Examples:
Research sources statement
◼ The report is based on research
found in Magazine Title and
Newspaper Title and on the
Association Name website.
◼ In conducting research for this
report, I used the websites of the
Association Name and
Association Name and Magazine
Title.
25
Preview
◼ answers reader’s questions: what
are the major sections of the
report? how is the rest of the
report organized?
26
Example:
Preview statement
◼ I will first describe the geographic
features of Queens county and
then discuss the merits of three
specific locations within the
county: the town of Caledonia,
Kejimkujik National Park, and the
old meeting house in Port
Medway.
27
Recommendation
◼ Answers the reader’s question: what does the report-writer
think we should do?
Recommendation: Example
◼ Finally, this report recommends that the filmmakers take
advantage of Kejimkujik’s scenic surroundings.
Opening: putting it all together
◼ As requested, here is my report on three potential
locations in Queens County, to help you choose
where to film our company’s upcoming production. I
know you are interested in showing off the rustic
esthetic of Queens. In conducting research for this
report, I used the websites of the Association Name
and Association Name and Magazine Title. I will first
describe the geographic features of Queens county
and then discuss the merits of three specific locations
within the county: the town of Caledonia, Kejimkujik
National Park, and the old meeting house in Port
Medway. Finally, this report recommends that the
filmmakers take advantage of Kejimkujik’s scenic
surroundings.
Direct Introduction: Example
As you requested, I have examined measures that encourage
employees to quit smoking. As our company records show,
approximately 23 percent of our employees still smoke, despite the
antismoking and clean-air policies we adopted in 2015. To collect
data for this report, I studied Innovative Magazine, The Wall Street
Journal, and Business Vision. This report first explains the
significance of the problem before describing three common
measures taken by business to help employees quit smoking. Finally,
I recommend offering employees a cash incentive to quit smoking.
Direct Introduction: Practice!
◼ Scenario: I am worried about students sleeping in my class. I have
requested a report on methods students can use to get more sleep. You
found helpful data in The Globe and Mail and Life and on the Mayo
Clinic website. In completing this research, you identified three methods
to help students improve the length and quality of their sleep.
◼ Write a direct introduction to your report (you can make up the effects, if
necessary). Include a recommendation (i.e. best method for improving
sleep).
Direct Introduction: Practice!
Check for:
1.
direct opening & purpose of report
◼
◼
◼
2.
research sources used
◼
◼
3.
answers reader’s questions: what is this report about? What will it
help me do?
Includes key words identifying subject
incorporates direct reply (i.e. “requested”)
answers reader’s questions: how much does the writer know
about this subject? what sources were consulted for this report?
includes print sources (including news media and/or magazine
titles), website names (not URLs), surveys and interviews
conducted, etc.
preview of content & organization
▪
answers reader’s questions: what are the major sections of the
report? how is the rest of the report organized?
4. state recommendation
Direct Introduction: Practice
◼ Make sure to print your name on your practice introduction
and hand in at the end of class.
Body
◼ Headings
◼
◼
Talking
Parallel
◼ Transitional words and phrases within paragraphs
◼ Research
◼
◼
◼
Signal phrases
Paraphrase
Citation
Practice!
◼ Come up with three talking, parallel headings for the “sleep”
report to which you just wrote an introduction.
◼ Check:
◼
Are they talking (e.g.: “The Rising Expectation of Customers in
Social Spaces”) or functional (e.g.: “Background,” “Findings,”
“Personnel,” and “Production Costs.”)?
◼
Are they written in parallel (e.g. all written in the same
grammatical form: all begin with nouns, verbs, etc.)
Signal Phrases
◼ Wrong: In an article by Jung-woo Park (2018), suggests that smart security
measures, such as smart locks and motion-sensor hallway cameras, are a
cost-effective way to keep tenants safe (“It’s Smart to Be Smart”).
◼ Wrong: An article entitled “It’s Smart to Be Smart,” published in The Globe and
Mail. Suggests that smart security measures, such as smart locks and motionsensor hallway cameras, are a cost-effective way to keep tenants safe (Park,
2018).
◼ Revised: An article entitled “It’s Smart to Be Smart,” published in The Globe
and Mail, suggests that smart security measures, such as smart locks and
motion-sensor hallway cameras, are a cost-effective way to keep tenants safe
(Park, 2018).
Figure 12.11
Best example of format
Note:
• Memo format
• Headings
• Second page
header
How will I know that the body of my report is
fully developed?
◼ Clear topic sentences and transitions
◼ Research!
◼ Research doesn’t just “stand on its own”! You need to explain
to your reader what the research tells you and why it’s
significant! Practice your summarizing and paraphrasing skills.
◼ Conclude each paragraph by highlighting what is most
important/offering a final thought.
REMEMBER: You’re writing a 2 page report! The body of your
report will be worth half of your overall grade (10 out of 20)
Test your knowledge!
◼ What is the difference between conclusions and
recommendations, and what do business readers expect
from a report writer’s recommendations?
Drawing Conclusions and
Making Recommendations
Conclusions
◼ Explain what the problem is.
Recommendations
◼ Explain how to solve it.
Arriving at Conclusions
Conclusions
◼ Summarize and explain the findings.
◼ Explain what the problem is.
◼ Represent the heart of the report.
◼ Present sensible analysis without exaggerating or
manipulating data.
The goal is to remain objective.
Preparing Report Recommendations
Recommendations
◼ Are always of the result of prior logical
analysis,
◼ Tell how to solve the problem,
◼ Should be specific and practical,
◼ Should provide details on how to implement
suggestions,
◼ Should be written as a commands, and
◼ Should avoid hedging words, such as maybe
and perhaps.
Conclusions and Recommendation
◼ Include:
◼
◼
◼
◼
detailed summary
Recommendation
Forward-looking conclusion
Goodwill
◼ Does not include:
◼
Additional research or signal phrases
Conclusions and Recommendation
◼ To achieve goodwill in a forward looking conclusion, you
should offer to do something specific. For example: Please
contact me at brad.congdon@smu.ca if you would like me to
analyze how best to use smart technology in Scotia Estates.
◼ With a report, it is common for the reader to only look at the
conclusion, from which they should be able to learn some of
the main topics that were brought up in the report body.
Conclusions and Recommendation: Example 1
Smokers require discipline, counselling, and professional assistance in kicking the
nicotine habit. Workplace stop-smoking programs on company time are more
effective than literature, incentives, and off-workplace programs. If our goal is to
reduce health care costs and lead our employees to healthful lives, then we
should invest in a workplace stop-smoking program with release time for
smokers. Therefore, I recommend that we begin a stop-smoking treatment
program on company premises with two hours per week of release time for
participants for three months.
Please let me know if you would like me to begin a feasibility study of such a
program. I look forward to discussing my findings with you at our next
management meeting on March 21.
Conclusions and Recommendation: Example 2
Research indicates that green certified businesses experience reduced operating
costs, increased marketing resources, customer confidence and loyalty, and
increased health and wellness of employees. Although the initial costs of
upgrading equipment and systems to become green certified will be significant,
and the certification process itself can be time-consuming, the investment of time
and resources will result in long term, high-yield benefits. A Green Key
membership will signal to our clientele our commitment to the environment, and
we are already close to the minimum requirements for certification. Certification
would reflect our eco-friendly values and long-term plans for sustainability. I
recommend we apply for Green Key certification, and would be happy to start the
process after we meet to discuss the details.
Conclusion: Practice!
◼ Scenario: I am worried about students sleeping in my class. I have
requested a report on methods students can use to get more sleep. You
found helpful data in The Globe and Mail and Life and on the Mayo
Clinic website. In completing this research, you identified three methods
to help students improve the length and quality of their sleep.
◼ Write a conclusion to your report (make up any necessary details)
Conclusion: Practice!
Check for:
◼ Include:
◼
detailed summary of main points
◼
◼
Recommendation
◼
◼
What were the main points discussed in the
report?
Including justification
Forward-looking conclusion
◼
◼
Goodwill
Offer to do something specific
◼ Does not include:
◼
Additional research or signal phrases
For Next Class
Read:
Your assignment draft
Review:
Assignment 4 guidelines
Write:
Assignment 4 draft.
Remember to bring in two copies! One is worth
potential bonus points!
Reports (Pt. I):
Research
COMM 2293
11-1
Interpreting Digital-Age Data
◼You are looking for
◼Meanings,
◼Relationships, and
◼Answers!
Assignment 4 Background
After
watching Greta Thunberg’s impassioned
speech at the UN Climate Action Summit last month,
Jaqi started thinking about how Jax Umbrellas is
contributing to the global pollution problem. She has
asked you to research and write an analytical report
about which aspect(s) of your products may be
especially damaging for the environment and three
or four ways that Jax Umbrellas could become
more sustainable
Assignment 4 Your Task

Find a minimum of three credible sources published within the past ten years
to gather information for your report. Credible sources include relevant national
news media, trade journals and magazines, etc.

Write a full two-page (plus reference list), direct strategy analytical memo
report for Ms. Horowitz. After your introduction, logically organize the body of
the report to identify and discuss potential environmental problems with any
aspect of the umbrella’s life cycle and your proposed changes or innovations.
Conclude your report by summarizing your research, highlighting the most
relevant information for your reader, and justifying your recommended action.

Revise your drafts to ensure your message follows the instructions given here,
in your COMM class, and on the checklist.
Assignment 4 Your Task
 Referencing
your research: Please be sure to correctly
acknowledge all your sources using APA style. Examples
are shown in the Business Communication textbook.
 Use
your own words to express your thoughts and
paraphrase the words and ideas of other sources. Do not
copy any material from the text book, class slides, other
students’ work, or any sources you consult. Do not work
with other students on this assignment.
Assignment 4: Prewriting (answer 1-3 in complete
sentences & submit at end of class)
1.Who is the primary reader of the report? Are there any likely secondary readers?
2.What is your relationship to the readers of the report? How will that affect your
writing (e.g. tone, style)?
3.What is the basic purpose of the report?
4.Report type: informational or analytical?
5.Strategy: direct or indirect?
6.Channel: memo or letter?
7.How many pages should the assignment be, in total?
8.List at least five action words from the assignment, beginning with the “Your Task”
section.
9.When is the Assignment 4 Workshop?
10. When is the final due on Turnitin.com?
11. What is the value of the assignment toward your final grade?
12. How many possible bonus points can you earn for submitting your draft?
1.
Primary and secondary reader of report:
2.
Writer’s relationship with reader:
3.
Basic purpose of the report:
4.
5.
6.
Report type:
Informational or analytical?
Strategy:
direct or indirect?
Channel:
Memo or letter?
7.
Length:
pages
2 pages + reference list

Action words (examples):
Draft in class for workshop due:
 Final submitted to turnitin:


Value:
+
% of final grade
possible bonus points for draft
RESEARCH: FINDING SOURCES,
ASSESSING QUALITY
Identifying Secondary Sources and
Conducting Primary Research
Secondary print sources
◼ Books: card catalogue, online catalogue
◼ Periodicals: print indexes, electronic indexes
Secondary electronic data
◼ Electronic databases: ABI/INFORM,
LexisNexis Academic, Factiva, EBSCO
◼ Web search tools: Google, Bing, Yahoo Search,
Ask.com, Infosearch, Dogpile
Copyright © 2016 by Nelson Education Ltd.
11-11
Apply Internet Search Strategies
and Techniques
◼ Learn Boolean search strategies.
◼ Keep trying if a search produces no result.
◼
◼
◼
◼
Check your spelling.
Try synonyms and variations on words.
Use advanced search features.
Use relevant keywords.
◼ Repeat your search a week later.
Copyright © 2016 by Nelson Education Ltd.
11-12
Useful Internet Search Techniques
◼ Use two or three search tools.
◼ Know your search tool.
◼ Understand case sensitivity.
◼ Use nouns as search terms and up to eight words in a query.
◼ Combine keywords into phrases.
◼ Omit articles and prepositions.
◼ Use wild cards.
◼ Bookmark the best sources.
Copyright © 2016 by Nelson Education Ltd.
11-13
Credibility of Sources
◼How do I assess online research?
◼ Currency
◼ Authority
◼ Content
◼ Accuracy
Documenting Information
◼ Strengthens your argument
◼ Protects you from charges of plagiarism
◼ Instructs readers
◼ Saves time
11-20
Wikipedia and Other Encyclopedias
◼ Should not cite Wikipedia, Ask.com, general encyclopedias,
search engines, or similar reference works in your writing; the
information is too fluid and too general.
◼ Use them for references to employ only in more in-depth
research.
The Fine Art of Paraphrasing
1. Read the original material intently to comprehend its full
meaning.
2. Write your own version without looking at the original.
3. Avoid repeating the grammatical structure of the original.
4. Reread the original to be sure you have covered the main
points.
Copyright © 2016 by Nelson Education Ltd.
11-22
APA FORMAT AND HOMEWORK
11-23
APA Homework:
Due Next Class, in class
◼ Find: two credible sources that you could use in
Assignment #4
◼ Write: one sentence summary of useful content from
each source, with signal phrases, paraphrased
material, and in-text citations
◼ List: create a two item APA References list
◼ Format: typed, direct reply MEMO to Dr. Congdon
Citation Formats
American Psychological Association (APA)
Author’s name, date of publication, and page number placed near the
text reference (Jones, 2009, p. 99). Complete references listed at the
end of the report in “References”
See pages 31-35 in the Style Guide
See also the OWL at Purdue APA guide:
https://owl.english.purdue.edu/owl/resource/560/01/
11-25
Signal Phrases
◼ Some Signal Phrases: adds, admits, agrees, argues,
claims, comments, compares, demonstrates, illustrates,
implies, insists, notes, reasons, says, states, suggests
Signal phrases and in-text citation
Title
◼ Signal phrase should include author (if available), title, and
place of publication (website, magazine, newspaper, etc.)
◼ Ex: An article entitled “How to Use Instagram in Your
paraphrase
In-text
citation
Signal in Forbes Magazine says that guests
Restaurant” published
(“says”)
are more likely to try a new dish if they’ve seen a picture of it
online (McInnis, 2015).
Reference List
Basic Format
Author, A. A., Author, B. B., & Author, C. C. (Year). Title
of article. Title of Periodical, volume number(issue
number), pages. http://dx.doi.org/xx.xxx/yyyyy
Article in a Magazine (example)
Henry, W. A., III. (1990, April 9). Making the grade in
today’s schools. Time, 135, 28-31.
Article in a Newspaper (example)
Schultz, S. (2005, December 28). Calls made to
strengthen state energy policies. The Country
Today, pp. 1A, 2A.
Reference List
Online Newspaper Article (General Format)
Author, A. A. (Year, Month Day). Title of article. Title of
Newspaper. Retrieved from
http://www.someaddress.com/full/url/
Online Newspaper Article (Example)
Parker-Pope, T. (2008, May 6). Psychiatry handbook linked
to drug industry. The New York Times. Retrieved
from http://well.blogs.nytimes.com/2008/05/06/psychiatryhandbook-linked-to-drug-industry/?_r=0
Reminder: APA Homework:
Due Next Class, in class
◼ Find: two credible sources that you could use in
Assignment #4
◼ Write: one sentence summary of useful content from
each source, with signal phrases, paraphrased
material, and in-text citations
◼ List: create a two item APA References list
◼ Format: typed, direct reply MEMO to Dr. Congdon
COMM 2293!
Today’s Plan
Review APA homework
Prewriting: Assignment
4
Reports: functions and strategies
Reports: formatting, headings
Parallelism
Signal phrases and in-text citation
Signal phrase should include author (if available), title,
and place of publication (website, magazine,
newspaper, etc.)

Ex: An article entitled “How to Use Instagram in Your
Place of
Restaurant” published
in Forbes Magazine says that
Publication
(italics)
guests are more
likely to try a new dish if they’ve seen
a picture of it online (McInnis, 2015).
paraphrase
In-text
citation
Title

Reference List
Basic Format
Author, A. A., Author, B. B., & Author, C. C. (Year). Title of article.
Title of Periodical, volume number(issue number), pages.
http://dx.doi.org/xx.xxx/yyyyy
Article in a Magazine (example)
Henry, W. A., III. (1990, April 9). Making the grade in today’s schools.
Time, 135, 28-31.
Article in a Newspaper (example)
Schultz, S. (2005, December 28). Calls made to strengthen state
energy policies. The Country Today, pp. 1A, 2A.
Reference List
Online Newspaper Article (General Format)
Author, A. A. (Year, Month Day). Title of article. Title of Newspaper.
Retrieved from http://www.someaddress.com/full/url/
Online Newspaper Article (Example)
Parker-Pope, T. (2008, May 6). Psychiatry handbook linked to drug
industry. The New York Times. Retrieved
from http://well.blogs.nytimes.com/2008/05/06/psychiatry-handbooklinked-to-drug-industry/?_r=0
Did you…
Use a signal phrase to introduce your sentence?
 End with an in-text citation?
 Follow APA format for your entries?

○ Centre the word “References” at the top of the entries
○ Alphabetize works by last name
○ Use a hanging indent for each citation
○ Last name, first initial for all authors
○ Capitalize first word, first word after a colon, proper nouns
and acronyms

Fix it now!
Reporting in the Digital-Age Workplace
Reports
 Keep management informed about completed tasks, projects,
and work in progress;
 Help management to understand and study systematically the
challenges encountered in business;
 Range from informal bulleted lists to 200-page financial reports;
 May be internal or external documents; and
 May be presented orally or digitally as PDF files.
Copyright © 2016 by Nelson Education Ltd.
11-11
Check Your Knowledge!
In
terms of analysis, what are the two
broad report functions or types?
Copyright © 2016 by Nelson Education Ltd.
11-12
Basic Report Functions and Types
 Informational
reports: present data without
analysis or recommendation; writers collect and
organize facts
(e.g., trip, compliance, routine operations report).
 Analytical reports: provide data or findings,
analyses, and conclusions; include
recommendations, if requested (e.g., yardstick,
feasibility report)
Copyright © 2016 by Nelson Education Ltd.
11-13
Check Your Knowledge!
What
is the rationale behind the
direct and indirect strategies when
organizing reports?
Copyright © 2016 by Nelson Education Ltd.
11-14
Audience Analysis and
Report Organization
The direct pattern
If readers
are informed
If readers
are supportive
If readers are
eager to have
results first
Direct pattern
Copyright © 2016 by Nelson Education Ltd.
11-15
Direct pattern
Informational report
Introduction/Background
__________________________________
__________________________________
__________________________________
__________________________________
__________________________________
__________________________________
Facts/Findings
_________
__________________________________
__________________________________
__________________________________
__________________________________
__________________________________
__________________________________
Summary
_________________
__________________________________
__________________________________
__________________________________
__________________________________
__________________________________
__________________________________
Analytical report
Introduction/Problem
__________________________________
__________________________________
__________________________________
__________________________________
Conclusions/
Recommendations
__________________________________
__________________________________
__________________________________
Facts/Findings
__________________________________
__________________________________
__________________________________
Discussion/Analysis
__________________________________
__________________________________
__________________________________
Copyright © 2016 by Nelson Education Ltd.
11-16
Audience Analysis and
Report Organization (cont.)
The indirect pattern
If readers
need to be
educated
If readers need
to be persuaded
If readers may
be disappointed
or hostile
Indirect pattern
Copyright © 2016 by Nelson Education Ltd.
11-17
Indirect pattern
Analytical report
Introduction/Problem
__________________________________
__________________________________
__________________________________
__________________________________
Facts/Findings
__________
__________________________________
__________________________________
__________________________________
Discussion/Analysis
__________________________________
__________________________________
__________________________________
Conclusions/
Recommendations
__________________________________
__________________________________
__________________________________
Copyright © 2016 by Nelson Education Ltd.
11-18
Report-Writing Style (Uses)
Formal writing style
•
•
Research studies
Controversial or
complex reports
(especially to
outsiders)
Informal writing style
•
•
•
•
Short, routine
Reports for
familiar
audiences
Noncontroversial
reports
Most reports for
company insiders
Typical Report Formats
Letter
 Memo and e-mail
 Manuscript
 Forms and templates
 Digital (e.g., PDF)

Copyright © 2016 by Nelson Education Ltd.
11-20
Is it better to use the direct or indirect
pattern for the following business reports?
A.
An informational report from a travel agent to a sales
executive comparing the costs for hosting a trade show in
three different locations: Las Vegas, Miami, and Toronto.
B.
An analytical report from a city manager to a supportive city
mayor recommending a site for a new city park.
C.
An analytical report from a senior manager to subordinate
employees presenting cost -reduction strategies to be
implemented next month.
Report Functions, Strategies, and Formats

A.
B.
C.
For the following reports, name the report’s primary
function (informational or analytical) and recommend the
direct or indirect strategy of development.
A report submitted by a sales rep to her manager describing her attendance
at a consumer electronics trade show, including interviews with industry
insiders and attendees.
A report prepared by an outside consultant reviewing proposed components
of a virtual municipal library and recommending the launch of its initial
components. The city is eager to read the recommendations.
A report from a national shipping company telling provincial authorities that it
has improved its safety program so that its trucks now comply with provincial
regulations. The report describes but doesn’t interpret the program.
Copyright © 2016 by Nelson Education Ltd.
11-22
REPORT FORMATTING
11-23
Test your knowledge!
◼ What three devices can report writers use to
prevent readers from getting lost in the
text?
Direct Introduction
◼ In addition to beginning with a direct reply, your introduction
needs to do four things:
1.
2.
3.
4.
Explain the purpose of the report;
Identify research sources used;
Preview the main points and the order in which they will be
developed;
State your recommendation.
Direct
reply
Direct Introduction: Example
As you requested, I have examined measures that
encourage employees to quit smoking. Direct
As opening/
of report
company records show, approximatelypurpose
23 percent
of our employees still smoke, despite the
antismoking and clean-air policies we adopted in
2015. To collect data for this report, I studied
Research
Innovative
Magazine, The Wall Street Journal,
sources used
and Business Vision. This report firstPreview
explains
the
of
content
significance of the problem before describing
three common measures taken by business to
help
employees quit smoking. Finally, the report
Recommendation
recommends offering employees a cash reward.
Review
◼ In addition to incorporating a direct reply (e.g. “As you
requested…”), what four things does your introduction need to
do?
Body
The body paragraphs of your report must contain:
◼ Relevant information
◼ Logical organization
◼ Correct APA citations
◼ Clear, understandable writing
Body
◼ Body paragraphs should be organized logically and should
provide your readers with cues to help them follow the report
◼ Providing Reader Cues:
◼
◼
◼
Topic sentences that identify the topic of each paragraph
Transitions enable writers to tell readers where ideas are
headed and how they relate
Headings highlight major ideas/sections of your report.
Topic Sentences
Assume that you are writing a paragraph about the negative effects of
employee burnout on both the company and the employee. A strong topic
sentence could be:
“Employee burnout can have several negative effects to both the company
and the employee, including loss of company money, increased turnover,
low-morale, a suffering personal life, and health problems.”
Of course, in your following paragraph you would go into a greater depth
on each of these subjects, but the topic sentence – as a stand-alone entity
– serves as a clear and concise summary; that is the source of its strength.
Source: https://uwbwacc.wordpress.com/2016/02/17/the-power-of-topic-sentences-inbusiness-writing/
Transitions
◼ Transitions enable writers to tell readers where ideas are headed and
how they relate
◼ Use transitions:
◼ To present additional thoughts: additionally, again, also, moreover,
furthermore
◼ To suggest cause and effect: accordingly, as a result, consequently,
therefore
◼ To contrast ideas: at the same time, but, however, on the contrary,
though, yet
◼ To show time and order: after, before, first, finally, now, previously,
then, to conclude
◼ To clarify points: for example, for instance, in other words, that is.
Transitions (example)
◼ Many parents and students have been complaining about the
program. For example, scores on the end-of-grade tests have
gone down from last year; teachers are not very motivated;
and everyone is frustrated. To sum up, some improvements
in the middle school program need to be made.
Example credit: http://www.gallaudet.edu/tip/englishcenter/writing/guide-to-transition-words-and-sentencesamples.html
Transitions (example)
◼ Many parents and students have been complaining about the
program. For example, scores on the end-of-grade tests have
gone down from last year; teachers are not very motivated;
and everyone is frustrated. Student attendance has actually
improved. To sum up, some improvements in the middle
school program need to be made.
Example credit: http://www.gallaudet.edu/tip/englishcenter/writing/guide-to-transition-words-and-sentencesamples.html
Transitions (example)
◼ Many parents and students have been complaining about the
program. For example, scores on the end-of-grade tests have
gone down from last year; teachers are not very motivated;
and everyone is frustrated. However, student attendance
has actually improved. To sum up, some improvements in
the middle school program need to be made.
Example credit: http://www.gallaudet.edu/tip/englishcenter/writing/guide-to-transition-words-and-sentencesamples.html
Headings
◼ Headings highlight major ideas/sections of your report.
◼ [Your report should have at least four headings: three or more for the
body, one for the conclusions and recommendation]
◼ Use headings
◼ To highlight major ideas, allowing readers to see the “big picture” in
one glance
◼ To provide resting points for the mind and for the eye
◼ To break up large chunks of text into intelligible segments.
Headings
◼ What are the major types of headings, their
characteristics and uses?
Headings
◼ Functional or Talking Headings
◼ Functional headings show the outline of a report but provide little insight
for readers
◼ Ex: “Background,” “Findings,” “Personnel,” and “Production Costs.”
◼ Talking headings provide more information and spark interest. Unless
carefully written, however, talking heads can fail to reveal the
organization of a report.
◼ Ex. “Lack of Parking Reaches Crisis Proportions”
◼ “Survey Shows Support of Parking Fees”
◼ For an example of talking headings, see fig. 12.11 (p. 374)
Headings: Functional or Talking?
1. Overview
2. Suggestions for Energy Savings and Recycling
3. Annual budget
4. How Instant Messaging Can Improve Corporate Communication
5. Solution: Promoting an Employee Carpool Program
6. Solving Our Networking Problems with an Extranet
7. Comparing Copier Volume, Ease of Use, and Speed
8. Summary
Source
Headings (Details)
◼ Centre and bold headings;
◼ Capitalize all words in title (except words like an, the, with,
etc.);
◼ Omit end punctuation;
◼ Make them brief but clear (no more than eight words).
PARALLELISM
Heading Parallelism
x Benefits of Private Accommodation Rentals
x Why Private Accommodation Rentals are Bad
✓ Advantages of Private Accommodation Rentals
✓ Disadvantages of Private Accommodation
Rentals
Heading Parallelism
Parallel
Not Parallel
Implementing a Better
Framework
Implementing a Better
Framework
Set up the Purchase
Setting up the Purchase
Reform Budgets
Budget Reforms
Make a Marketplace
Make a Marketplace
Establish Licenses
What licenses are needed?
Reform the Providers
Reform the Providers
Source
Fix the parallelism in the headings by putting them
into the same structure.
Handling the Transition
Analyze the Current System
Develop the New Institutional Structure
Projecting the Financial Flow
Facilities Improvement
Develop a Project Plan
Source
Direct-Strategy Conclusions and
Recommendation
◼ Functional heading: “Conclusions and Recommendation”
◼ Summarize the report
◼
Briefly review main points
◼ Explain your recommendation
◼ Offer a forward-looking thought
◼
Express appreciation or describe your willingness to provide
further information.
Conclusions and Recommendation: Example 1
Smokers require discipline, counselling, and professional assistance in kicking
the nicotine habit. Workplace stop-smoking programs on company time are
more effective than literature, incentives, and off-workplace programs. If our
goal is to reduce health care costs and lead our employees to healthful lives,
then we should invest in a workplace stop-smoking program with release time
for smokers. Therefore, I recommend that we begin a stop-smoking treatment
program on company premises with two hours per week of release time for
participants for three months.
Please let me know if you would like me to begin a feasibility study of such a
program. I look forward to discussing my findings with you at our next
management meeting on March 21.
Checklist
Fall 2019 Case Scenario for Assignments
For four assignments this semester, you will be creating business
documents as an employee of Jax Umbrellas (Jax), a company that
makes umbrellas and sells them to retailers.
Your supervisor:
Jacqueline (Jaqi) Horowitz, Founder, Jax Umbrellas
(Jacqueline.Horowitz@jax.ca)
Your position:
administrative assistant (your.name@jax.ca)
As an administrative assistant, you will prepare and respond to routine email, such as requests
for information, claims, and adjustments. You will also write reports and other correspondence.
You’ll communicate internally with your employer (Ms. Horowitz) and department managers,
and externally with retailers (your customers), suppliers, and contractors.
Contact information:
Jax Umbrellas
122 Dorey Ave.
Dartmouth, NS B3B 0B1
(902) 555-5271
www.jaxumbrellas.com
About the company, Jax Umbrellas (Jax):
• The company employs two managing directors (manufacturing and sales), 21 employees
working in manufacturing and shipping, and one administrative assistant (you).
• All the hardware and fabric for the umbrellas are currently shipped from overseas.
• Jax contracts a local company to cut and sew the canopies (the fabric covering).
• Jax assembles the umbrellas, packs them for shipping, and sells them to retailers (wholesale)
throughout Canada. Jax doesn’t sell directly to customers (retail).
About your supervisor, Jacqueline Horowitz, Founder:
• Ms. Horowitz founded the company in 2012. She uses her
nickname, Jaqi.
• Jaqi is a very hands-on employer; she supervises all
departments, and is open to suggestions from her staff on ways
to improve the quality of the umbrellas, upgrade the
manufacturing process, or increase sales.
• Recently, Jaqi has become more active in sustainability.
Parts of an Umbrella