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Communication Skills

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8 views3 pages

Communication Skills

Topic 2

Uploaded by

BRIAN
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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Reports

In a report, you give your audience am account of what you’ve learnt or done.
Reports come in an almost endless variety. Some are internal, given to audiences
within an organization. Others are external, delivered to outsiders such as clients,
agencies or the general public. Some reports are long and some are brief. Some
are presented formally and others informally. They can be delivered either in
person or writing.

Common types of reports


• Status/Progress reports
This is the most common type. They are a brief, clear summary of the situation.
The following format is usually used:

1. Review the project’s purpose

2. State the current status of the project. When relevant, include the people
involved (giving credit of their contributions) and the actions you’ve taken.

3. Identify any obstacles you have encountered and attempts you have made to
overcome those obstacles. If appropriate, ask for assistance.
4. Describe your next milestone. Explain what steps you will take and when
they’ll happen

5. Forecast the future of the project. Focus on your ability to finish the job as
planned by the scheduled completion date.

• Final reports
These are delivered upon completion of an undertaking. The length and formality
of this report will depend on the scope of the undertaking. If you are describing
a weekend conference to a colleague, it would most likely be short and informal.
On the other hand, a task force reporting to top management or the public on a
year-long project would most likely give a detailed and formal report.
The following guidelines are important:

1. Introduce the report. State your name and your role unless everyone in the
au- dience already knows you. Briefly describe the undertaking you are
reporting on

2. Provide necessary background. Tell your listeners what they need to know
to understand why the project was undertaken, why you and others became
involved, and any other factors that affected your approach.

3. Describe what happened. Explain what happened during the undertaking.


Aim this discussion at the level of interest appropriate for your audience.

4. Describe the results. Report on the outcomes of the undertaking. Include a


discussion of successes and failures. Describe any future events related to
your topic.

5. Tell listeners how to get more information

• Feasibility reports
This evaluates one or more potential action steps and recommends how the or-
ganization should proceed. Many feasibility reports should contain the following
elements.

1. Introduction

2. Criteria. Introduce the standards you used to evaluate courses of action.


3. Methodology. Describe the process you used to identify and evaluate the
plan(s) under consideration.

4. Possible solutions. Provide a detailed explanation of each solution you con-


sidered.

5. Evaluation of the solutions. Measure the suitability of each solution against


the criteria you listed earlier.

6. Recommendations. Describe the solution that best fits the criteria provided
earlier. If you have done a good job evaluating solutions using the crite-
ria already introduced, the recommendation should be relatively brief and
straightforward.

7. Conclusions. Briefly summarize your findings, showing how they can help
solve the problem at hand.

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