In this assignment, you will apply your understanding of different types of brief, informational reports by choosing one of three scenarios and writing a report in memo format. This task will help you practice structuring and formatting informational reports, using clear language, and incorporating graphics to enhance understanding. This will be similar to the report you created last week – just with slightly different requirements and scenarios. FYI: You will be creating a memo report with graphics as part of your final exam, so use this as an opportunity to get additional practice for that important assessment later on this term.
Objectives
The primary objectives of this assignment are to:
Develop a well-structured memo report based on one of the given scenarios.
Utilize headings and formatting techniques to make the information accessible.
Incorporate at least one graphic to clarify the text and support your report.
Apply clear and simple language to effectively communicate your message.
Instructions
Follow these steps to complete your assignment:
Study Report Types
Review Chapter 17 to understand different types of brief, informational reports such as Directives, Progress Reports, Field Reports, and Incident Reports.
Choose one of the following scenarios to write your memo report.
Scenarios
Scenario 1: Directive
Role: Manager of Koko’s Copies
Task: Implement a dress code due to client complaints about employees’ appearances. You are going to ask employees to cover their tattoos, remove any facial jewelry except earrings, and wear appropriate clothing. You have noticed that some of your employees’ clothing is too revealing, too casual, and too politically sensitive. Write a directive to your employees in the form of a memo explaining your new dress policy.
Content:
Explain why the policy is necessary.
Present compelling evidence (common-sense arguments, numerical data, and examples).
Include arguments that appeal to employees’ goals of security, recognition, personal and professional growth, and connectedness.
Incorporate at least one effective visual (table, graph, chart, diagram, infographic, etc.) to clarify the text. If you choose this scenario, see the “Special Note” below regarding utilizing infographics.
Reference: See Chapter 17, Directive sample (Figure 17.1) for formatting.
Scenario 2: Progress Report
Role: Crew Chief for a landscape architect project
Task: Report progress on landscaping a four-acre tract around a new Beach Bumz restaurant, noting delays due to rare snow. You are at the halfway point in your timeline, but you are behind in your deadlines because of rare snow delays at the beach. Your job is to plant trees, flower beds, and grass around the new business. The business also will have a porch running across the front and east side of the building and you are responsible for installing planters with different flowers in them all along the porch railings. Write a memo to your boss giving him a progress report on the first half of this 4-week project.
Content:
Announce it is a progress or status report.
Provide a clear account of activities.
Forecast problems and possibilities for future work.
Include an appendix with supporting materials if appropriate.
Incorporate at least one effective visual (table, graph, chart, diagram, infographic, etc.) to clarify the text.
Reference: See Chapter 17, Progress Report sample (Figure 17.4) for formatting.
Scenario 3: Incident Report
Role: Assistant Manager at Computer Guys
Task: Report on damage caused by a roof leak during a storm. The water ruined a $2,000 laser printer, two customer computers valued at $800 each, the ceiling in the workroom of your building, and the carpet in that room. Write an incident report for the manager letting him know what happened and recommending steps that need to be taken to address these issues.
Content:
Explain what happened.
Explain why it happened.
Detail what the organization did or will do about it.
Incorporate at least one effective visual (table, graph, chart, diagram, infographic, etc.) to clarify the text.
Reference: See Chapter 17, Incident Report sample (Figure 17.6) for formatting.
Report Requirements
Length: The body of your memo report must be at least 400 words.
Headings: Be sure you have clear headings throughout your memo, labeling important sections (such as Purpose, Background, Discussion, Recommendations, etc.).
Organization: Cover the subject fully and in an organized manner.
Language: Use clear, simple language.
Transitions: Include clear transitions and/or transitional phrases (e.g. Next, Moving on, First, Last, In conclusion, etc.).
Graphics: Incorporate at least one effective visual (table, graph, chart, diagram, infographic, etc.) to clarify the text. You can choose whatever graphic you feel best works in your scenario.
Proofreading: Ensure there are no typos or grammatical and mechanical errors.
