Post on 22-Jan-2018
Revising, Proofreading and Evaluating
Week 8 and 9 Power Point
Learning Objectives
Consider the important editing issues – Organization of Material, grammar, punctuation, spelling, style
Review informal report format – letter or memo style
Getting That Report Written
Formal or Informal Report
Beginning
Beginning
Use memo or letter format
Beginning
Use all the formatting techniques you learned in Business Communication
Informal Report - Beginning
Do not include a title or a title page Do use letterhead paper for the first page Use a header identifying the reader, title of
the report, and the page number for successive pages
Beginning
Examine the sample reports in your text on pages 241 (letter format) and 243 (memo format). There are also sample reports in WebCT under Item of Interest
Beginning
Note that the first sentence/paragraph tells the reader why he/she is getting the report
Beginning
Flow naturally into the introduction. Some writers include “Introduction” as the first of the headings; others do not
Include the purpose, scope, significance, sources, and limitations
Formal or Informal Report
Body
Body
Move on to the body
Body
Break into logical chunks each with an appropriate heading or subheading
Body
Include any visuals that improve the understanding and quality of the report
Body
Remember to reference any visuals properly Introduce the visual Present the visual Explain the visual
Formal or Informal Report
Ending
Ending
Flow naturally into the conclusions and recommendations
Ending
Revise, proofread, and evaluate carefully
Ending
Watch out for formatting errors
Final Draft
The end is in Sight!
Final Draft
You’ve finally done it.
Final Draft
You’ve finally done it. You’ve reached the point where you are
satisfied with the content and format of your report.
Final Draft
You’ve finally done it. You’ve reached the point where you are
satisfied with the content and format of your report.
Keep these points in mind as you do the final edit.
Editing the Final Draft
Editing the Final Draft
Keep paragraphs to a reasonable length.
Editing the Final Draft
Keep paragraphs to a reasonable length. Readers dislike documents with long paragraphs.
Editing the Final Draft
Use headings and subheadings whenever possible to:
Editing the Final Draft
Use headings and subheadings whenever possible to: help introduce your ideas
Editing the Final Draft
Use headings and subheadings whenever possible to: help introduce your ideas guide the reader through your report
Editing the Final Draft
Break long, complicated passages into point form.
Editing the Final Draft
Break long, complicated passages into point form. Use bullets or numbering to enhance the format.
Editing the Final Draft
Break long, complicated passages into point form. Use bullets or numbering to enhance the format. Begin each list with an Introductory sentence.
Editing the Final Draft
Make sure all pages are numbered.
Editing the Final Draft
Ensure all charts, graphs, and illustrations are properly labelled.
Editing the Final Draft
Ensure all charts, graphs, and illustrations are properly labelled. Example:
Figure 6: Long-term Effects
Editing the Final Draft
Ensure all charts, graphs, and illustrations are properly labelled. Example:
Figure 6: Long-term Effects Centred over figure
Editing the Final Draft
Ensure all charts, graphs, and illustrations are properly labelled. Example:
Figure 6: Long-term Effects Centred over figure Refer reader to figure
Editing the Final Draft
Ensure all charts, graphs, and illustrations are properly labelled. Example:
Figure 6: Long-term Effects Centred over figure Refer reader to figure Display figure
Editing the Final Draft
Ensure all charts, graphs, and illustrations are properly labelled. Example:
Figure 6: Long-term Effects Centred over figure Refer reader to figure Display figure Explain figure
Editing the Final Draft
Figure 6: Long-term Effects
0
2000
4000
6000
8000
10000
12000
1960
1970
1980
1985
1990
1995
2000
# of Suffers
Male
Female
Editing the Final Draft
Go through the entire document paying attention to the consistency of:
Editing the Final Draft
Go through the entire document paying attention to the consistency of: Fonts
Editing the Final Draft
Go through the entire document paying attention to the consistency of: Fonts Size of fonts
Editing the Final Draft
Go through the entire document paying attention to the consistency of: Fonts Size of fonts Style of fonts
Editing the Final Draft
Go through the entire document paying attention to the consistency of: Fonts Size of fonts Style of fonts Spacing
Editing the Final Draft
Go through the entire document paying attention to the consistency of: Fonts Size of fonts Style of fonts Spacing Use of quotation marks
Printing the Final Copy
Printing the Final Copy
Choose a classic paper style that does not detract from your report
Printing the Final Copy
Choose a classic paper style that does not detract from your report
Print the document on a quality printer.
Printing the Final Copy
Choose a classic paper style that does not detract from your report
Print the document on a quality printer. Print at least two copies.
After the Typing is Done
Now is the time for you and/or someone helpful to look carefully at your report.• Spelling and Grammar - hopefully any errors
were corrected before you printed your final copy. Make sure there are absolutely no mistakes
• Typing errors - these are easy to overlook when you are familiar with the work. Ask a fussy friend to proofread your work.
• Mistakes - the solution is simple. Find and correct the error and reprint that page. Only perfection will do
Review
The appearance of your report must convey its professional business approach.
Avoid coffee and other liquids at this point. You never know when Murphy’s Law will take effect.
Review continued
• the cover must be neat and easy to handle
• you have used an appropriate type of paper
• you have chosen a suitable set up for individual pages, for numbering, and for consistency in your use of headings, and sub-headings.
• the final proofreading of your document ensures perfection
Review - Continued
• carefully assemble the report in order and place it in the cover
• paperclip the letter (or memo) of transmittal to the cover of the report
• place the report correctly in an appropriately- sized envelop for smooth and easy delivery to your reader
Remember
The completed informal report is due in week 10. Remember it is to be in letter or memo format.
For letter style, create your own fictitious letterhead for page 1 and an appropriate header for successive pages. Remember to include a closing section (could be called Summary if you wish) as well as a complimentary closing and signatures.
For a memo report, use the expected headings and correct memo format. Remember the closing section of a memo (this is not the same as the Conclusions and Recommendations). However, it might be as simple as “The information in this report should provide your will the information you need/want on . . .
Homework
Begin work on your informal report in letter or memo format.
Complete and practice your part of the Chapter Presentation
Work on Chapter Quizzes
Note:
Chapter presentations are due next week
Informal report is due in two weeks
Final presentations and reports are due soon
Quote of the Day
Call unto me, and I will answer thee, and show thee great and mighty things, which thou knowest not.
Jeremiah 33.3