Formal Report
"Formal report: a highly detailed and comprehensive report on an ongoing project or a completed project, often coauthored by several writers" (Beebe & Mottet, 2013, p. 177).
Overview: This written team deliverable represents the organizational communication audit and reports to the client what you have done, what you recommend, and why. In this case, the client is the contact/s at the organization who can make decisions to implement your recommendations (you can pretend to have access to whomever you like for this part). Include what you did and how you went about doing it. Describe what your team found, point out problem areas, and offer justified, supported, and well explained recommendations. Ultimately, the report will identify problems found when auditing the organization and provide solutions to these problems that are backed with solid evidence (theories, models, and concepts, for example) from the course material. The formalreporthas threemain parts:thefrontmatter,the body, and the backmatter.Sincethisis highlyresearched, itis similarto aresearch paperwith a title page, table ofcontents, well-researchedand organized text,and concludingwith appendixes,a bibliography, and glossaryofterms, if relevant. At least one visual aid is required.
See textbook and below for details.
Goal: to thoroughly and professionally communicate the team's processes, findings, and recommendations to the client in a written formal report that reflects standard business style and expectations.
Formal reports include the following sections and elements:
Front Matter prepares the reader for the report and upcoming information it contains. Include the following:
o Title page - lists the title of the project, name of each group member, the date the report is due, group's affiliation, and the organization it is for
o Table of contents - provides the page numbers of where to find each part of the report.
o List of figures and tables, with page numbers
Body - this is where your work and messages are communicated. Page lengths are general guidelines. Number these pages. Include the following sections:
o Executive summary (<1 page) - a one-page (or less) summary of the basic outline of the report. It provides a summary of the purpose, methods, findings, and recommendations. It is extremely important that enough detail is included for the reader to understand the report without including unnecessary information. Any reader randomly picking up the executive summary should be able to read it and have a good idea about what is covered in your report. It is a very formal and dry document. Note: often, executive summaries are found as part of the front matter, either before or after the table of contents. For this assignment, as long as the executive summary is before the introduction, either placement (front matter or at the start of the body) is acceptable.
o Introduction (1 page) - introduces the organization, provides background information, and states the goal of the audit and report. Give all information that is necessary to understand the remainder of the report. What is the purpose of this organization and what do they do? What is its size and organizational structure? Is it affiliated with other organizations? What market is it in and who are the shareholders, clients, customers, members, employees, leaders, etc.? Include what is relevant for your particular organization to show how it fits into the larger world and to convey the team's general understanding of the organization. Have a clear and direct statement/s that answers why the audit was done and the intention of the written report (including a preview of main parts).
o Methods (1 page) - review how the information in the report was obtained. What methods were used to collect data? This section shows that adequate methods of learning about the organization were used to make educated and qualified recommendations (decision-making bodies like to see that those making recommendations have done their homework and know what they are talking about; they don't want to simply take your word for it).
o Discussion and analysis (2 pages) - describe, analyze, and discuss the organization's communication and the implications. Start broad and then narrow in on one or two key issues you will focus on for the recommendations. Describe the different communications that happen within and related to the organization. What are the existing communication structures, purposes, and channels? What messages are being communicated? Are they effective? Why/why not? What are the effects of these communication strategies and operations? Discuss one or two areas for improvement in greater detail. Explain your analysis and why these areas need attention. What are the consequences of leaving them as they are?
o Recommendations (2 pages) - include detailed recommendations for one or two areas needing improvement. What changes do you recommend and why? Are these changes feasible (labor, cost, logistics, etc.)? Include justifications. Support your statements. Back up your proposed solutions. Connect recommendations to what you learned and observed from the organization. Connect these to course concepts (and other outside sources, if you choose). Be clear and complete. Explain the "how" - the steps needed to implement the recommendations.
o Conclusion (1 page) - a summary of the report. Wrap it up and provide a sense of closure. Give a brief review of the report (including discussion, analysis, and recommendations). Be thorough, yet concise.
Back Matter is also always required. Include:
o Appendices (if applicable)
o Bibliography/reference page
o Glossary (if applicable)
Additional Assignment Requirements:
o A visual aid is required. Each report should contain at least one visual aid (chart, graph, diagram, etc.). Choose and/or create visual aid/s wisely. Tables, graphs, flow charts, models, diagrams, maps, and more are all options. Let the information you have from your audit and the content that needs to be communicated guide your selection of visual aids (you are not limited to one). Make it meaningful and label all parts. The report text must refer to any and all visual aid/s that are included in the report.
o The report as a whole will also be considered for content, quality, and professionalism. It should be well polished, aesthetically pleasing and easy to follow visually, clearly written and easy to comprehend, and error-free. Edit for grammar, punctuation, language style, fluidity of writing, proper use of citations, etc.
o Utilize the text and other course materials (and more, if you choose) to back up your claims and support your statements.
o Cite where appropriate, utilize proper citation style guidelines, and list all sources on the reference page.
o 6-8 pages of written text (the body)
o Number the pages of the report (do not number the title page)
o 10-12 point Times New Roman or Arial font
o 1" margins.