• If the supporting details are understood and believed, the message might be readily accepted and good relationships preserved

• The message might be discarded before this important portion is even read, or the disappointment experienced when reading the bad news might interfere with the receivers ability to comprehend or accept the supporting explanation 

1. Introductory Paragraph
2. Explanation
3. Bad-news statement
4. counterproposal 
5. Closing paragraph

• Message is second refusal to repeated request
• Insignificant matter is involved
• Request is ridiculous, unethical, or illegal
• Writer wants to "shake" receiver
• Relationship is so close that human relations can be taken for granted
• Sender wants to demonstrate authority

• Complement
• Point of Agreement
• Good news
• Resale 
• Review
• Gratitude

• Provide a smooth transition from opening paragraph
• Include concise discussion that is logical to reader
• Show reader benefits and consideration
• Avoid using company policy as reason

• Position bad news strategically
• Use passive voice, general terms, and abstract nouns
• Use positive language to accentuate anything good
• Imply refusal, but only if the receiver can still understand the message

• States what you can do or offer (tangible or intangible)
• Ex: a letter informs the reader that he or she was not selected to fill a job, counterproposal might be an offer to reconsider the readers resume when other appropriate positions are available 

What is the "silverlining"?

• Provides a thought that turns the discussion back into a positive direction

• De-emphasize the negative 
• Unify the message
• Include a positive, forward-looking idea

• Refusal of request or favor 
• Denial of claim
• Denial of credit
• Message of constructive criticism

What are the characteristics of a report?

• Typically travel upward in an organization because they usually are requested by an higher authority
• Logically organized
• Objective
• Prepared for a limited audience

Vertical Report

What is a proposal?

1. Recognize and define the problem

• Using problem statements, statements of purpose and hypothesis
• Limiting the scope of the problems
• Defining terms clearly
• Documenting procedures

2. Select a method of solution

• Primary or Secondary or both

3. collect and organize the data and document the sources

• Collecting secondary data 
• Collecting data through surverys
• Avoid data-gathering errors
• Documenting sources 
• Analyze the data
• Interpret the data

4. Arrive at an answer

Whats the difference between secondary and primary research?

• Primary- data collected for the first time usually for a specific purpose
• Secondary- provides information that has already been reported by others
• Printed sources
• Electronic sources

Reliability

Advantages

• Relatively inexpensive
• Can reach a wide number of people
• Allow anonymity 
• Remove difference-in-status barriers

Disadvantages

• Can be expensive to follow up
• Yield a low response rate
• Are not useful for obtaining detailed info

Advantages

• Provide inexpensive and rapid data collection
• Allow personal contact between researcher and respondent for clarification or follow-up questions

Disadvantages

• Must be relatively short to minimize perceived intrusion and to increase typical small return rate
• May exclude respondents with unlisted numbers and those without telephones

Advantages

• Are useful to obtain in-depth answers and explore sensitive topics
• Allow personal contact between researcher and respondent

Disadvantages

• Time consuming and resource intensive
• Require proper interview
• Vary in value, depending on quality and consistency of interviewer

Advantages

• Inexpensive
• Provides for easy response
• Yields quick results that can be updated electronically as they are received

Disadvantages

• Limited to those with computer

What are the 3 purposes of graphics?

1. to clarify
2. to simplify
3. to reinforce data

What are the questions you should use to help determine whether using a graphic presentation is appropriate and effective?

• Is the graphic needed to clarify, reinforce, or emphasize a particular idea?
• Does the graphic presentation contribute to the overall understanding of the idea under discussion?
• Is the graphic easily understood?
• Is the graphic honest?
• Can a graphic used in a presentation be seen by the entire audience?

• Table- presents data in columns and rows, aid in clarifying large quantities of data in a small space
• Bar Chart- used to compare quantities
• Line chart- depicts changes in quantitative data over time and shows trends
• Pie chart- shows how the parts of a whole are distributed
• Map- graphic that shows geographical relationships
• Flow chart- a step-by-step diagram of a procedure or a graphic depiction of a system or organization

• Number tables consecutively
• Use complete titles to clarify what is included
• Label columns clearly
• Indent the second line of row labels 
• Place a superscript beside entry that needs explanatory note
• Document the source of the data with a source note

Guidelines for pie charts

• Position the largest slice to be emphasized at the 12 o clock position
• Label each slice and include information about the quantitative size of each slice
• Draw attention to one or more slices for desired emphasis
• Avoid 3D formatting 

Identify and describe ALL the parts of a formal report and the contribution each part makes to the reports overall effectiveness

(Preliminary Parts)

Preliminary Parts

• Title Fly- Contains report title
• Title Page- tells who, what, when, where, and why
• Letter of Authorization- provides written authorization to complete report
• Letter of Transmittal- presents report to reader and summarizes main points of analysis
• Table of contents- provides overview of report and order in which information will be presented
• Table of Figures- includes number, title, and page number of tables and graphics
• Executive Summary- Summarizes essential elements in report

Identify and describe ALL the parts of a formal report and the contribution each part makes to the reports overall effectiveness

• Introduction- orients reader to topic and previews major decisions
• Body- Presents information collected
• Analysis- Reviews main points presented in body and may include conclusions and recommendations

Identify and describe ALL the parts of a formal report and the contribution each part makes to the reports overall effectiveness

• References- includes alphabetical list of sources used in preparing report
• Appendix- Contains supplementary information that supports report, but placing this information in report would make report bulky and unmanageable 
• Index- includes alphabetical guide to subjects in report

• Too many divisions might make the report appear disorganized and choppy

• Avoid emotional terms
• Identify assumptions
• Label opinions 
• Use documentation 

• Formal
• Informal
• Lateral
• Vertical
• Periodic 
• Functional
• Internal 
• External
• Informational 
• Analytical

• Research- Primary and Secondary
• Primary- surveys, observations, experiments
• Condensation- compile using notes, cards, or word-processing program
• Combination- charts, tables, graphs, summaries
• Assimilation- analysis 
• Findings, conclusions, recommendations
• Writing- finished report