Revising, Proofreading and Evaluating

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


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


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


Keep paragraphs to a reasonable length.


Keep paragraphs to a reasonable length. Readers dislike documents with long paragraphs.


Use headings and subheadings whenever possible to:


Use headings and subheadings whenever possible to: help introduce your ideas


Use headings and subheadings whenever possible to: help introduce your ideas guide the reader through your report


Break long, complicated passages into point form.


Break long, complicated passages into point form. Use bullets or numbering to enhance the format.


Break long, complicated passages into point form. Use bullets or numbering to enhance the format. Begin each list with an Introductory sentence.


Make sure all pages are numbered.


Ensure all charts, graphs, and illustrations are properly labelled.


Ensure all charts, graphs, and illustrations are properly labelled. Example:

Figure 6: Long-term Effects



Figure 6: Long-term Effects Centred over figure



Figure 6: Long-term Effects Centred over figure Refer reader to figure



Figure 6: Long-term Effects Centred over figure Refer reader to figure Display figure



Figure 6: Long-term Effects Centred over figure Refer reader to figure Display figure Explain figure


Figure 6: Long-term Effects

0

2000

4000

6000

8000

10000

12000

1960

1970

1980

1985

1990

1995

2000

# of Suffers

Male

Female


Go through the entire document paying attention to the consistency of:


Go through the entire document paying attention to the consistency of: Fonts


Go through the entire document paying attention to the consistency of: Fonts Size of fonts


Go through the entire document paying attention to the consistency of: Fonts Size of fonts Style of fonts


Go through the entire document paying attention to the consistency of: Fonts Size of fonts Style of fonts Spacing


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


Choose a classic paper style that does not detract from your report



Print the document on a quality printer.



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

Revising, Proofreading and Evaluating

Documents

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