Schematic Style

-professional reports-
 -traditional report styles-

0 The narrative manuscript

0 Memorandum
0 Letter
0 Automated reports

0They are generally text – a lot of text…

 -an alternative form of
presenting information-
0 Schematic Report Style

0 It’s printed and bound like a traditional written report

0 But inside – a big difference!

 -how different?-
0 Present arguments in a visual and creative way
0 The pages have a presentation-like style rather than a
narrative style
0 Mix of narrative and visuals
0 This style emphasizes pictures, tables, charts, and
images rather than relying on words alone

0The pages are produced using

presentation software such as PowerPoint
 -benefits-

0 More concise communication

0 Emphasis on the argument (main idea)
0 Faster production
0 less narrative text to write
0 Less editing

0Does double duty when standup

presentations are also required
 -what are the main structural
elements?-
0 Front matter
0 Title page
0 Table of Contents
0 Executive Summary
0 Other preliminaries –Forward, Authorizations, etc
0 Body
0 Introduction
0 Body
0 Conclusion
0 Back matter
0 References
0 Appendices
 -organization elements-

0 Title pages
0 The reader’s first impression –
0 Take some time with design
0 The title page provides answers to questions:
0 WHAT is report about?
0 WHO wrote it?
0 FOR WHOM?
0 WHEN?
0 Use a picture if necessary
 -organization elements-
0 Title pages
0 Traditional Rule: Title in
center of page
0 Be sure line breaks do
not separate a group of
important words:
BAD
Successful Project
Managers: Leading Your
Team to Success
BETTER
Successful Project Managers:
Leading Your Team to Success
 -organization elements-
0 Table of Contents
0 Provides a visual of the structure of the report
0 Helps the reader navigate the report
0 Reader can find information quickly
0 Includes titles of sections and subsections
0 Indicates page numbers for each section and
subsection
Tips
0 Use indentation to indicate section levels
0 Use complete titles for each heading
-organization -
 -organization elements-
0 Executive Summary
0 Executive Summary is NOT the introduction
0 It summarizes the most important facts from
throughout the report
0 It has 2 main objectives:
0 Make major points to a busy reader
0 Lure the reader into the full report
-organization -
 -what are the main structural
elements of the body?-
0 Front matter
0 Body
0 Introduction
0 Purpose
0 Method
0 Body
0 Analysis and Findings
0 Discussion
0 Conclusion
0 Recommendations
0 Conclusions
0 Back matter
 -what are the main structural
elements of the body?-
0 Focus on the arguments within the body!
0 Example argument structure within the body of the
report:
0 We propose/conclude/recommend…
0 Because
1. Support 1
2. Support 2
3. Support n
0 Qualifiers
0 Unless/this wont work when…
 -how to design and create?-
0 Style
0 Focus on graphical elements:
0 Tables
0 Charts
0 Images
0 Strong graphical design
But, do not ignore text altogether
0 Every page should contain at least 25-50% text
0 Narrative text font size 12 at most
 -how to design and create?-

0 Remember: The report is intended to be read, not

listened to

0 You will not be present to explain what a graph or

table means

0 Thus, the report must be more explicit than slides

accompanying an oral presentation
-4 rules of design-
(adapted from William, 1994)
 -organization elements-
0 An important aspect of the design template is an
area (or areas) designed to help the reader:
0 Assess current location
0 Easily find other locations
0 Organize the sections
0 Page numbers are the simplest example
0 Section numbers, headings, headers and footers
are other examples
0 Navigation bar
0 Fly Pages
-organization elements-Navigation Bar
Heading 1
Heading 2
 -organization elements-

0 Rules for headings

0 Headings are NOT part of the text
0 Headings must never be complete sentences
0 Headings must be self-explanatory
0 Headings must be both precise and concise
0 Headings should not be overly fussy or cute
0 Headings often benefit from a different font
0 Headings should have parallel structure
 -organization elements-

0 Fly Out Pages: Transition

0 Fly pages create a clear break between main sections
of the report
0 Provide a transition between sections
0 Provide overview of the proceeding section
0 Use title slides to create fly pages
0 Same style as title page
 -organization elements-
0 Portrait and Landscape
0 Portrait
0 More familiar reading style
0 Easier to present textual blocks
0 Landscape
0 Better for double duty (stand-up presentations)
0 Can be better for graphical elements (e.g. complex
graphics are often horizontal)
 -organization elements-
0 Final Thoughts
0 Think through your design
0 Think through your structure
0 Be consistent
0 Be professional
0 Schematic reports are meant to be read: explain the
take away from your graphs
0 Use the template as a guide
0 EDIT, EDIT, EDIT…
 Follow this link for X-Culture report writing
https://x-culture.org/x-culture-reports-common-
mistakes-and-writing-tips/
-Good day-