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UALE1113 / MPU32143 English for Information Technology

LECTURE 9:

Short Report
Progress Report
&
Recommendation Report
Prepared by: Ms. Indira

Progress
Report

Definition
To inform a supervisor, associate, or customer
about progress you've made
The project can be .
The design, construction, or repair of
something
The gathering of information on a technical
subject
Especially when it takes well over three or four
months to complete a project.

Definition
An assessment that takes place during a project or
process
Conveys details such as:
What sub-goals have been accomplished
What resources have been expended
What problems have been encountered
Whether the project or process is expected to be
completed on time and within budget.
Used by management to determine whether changes
are necessary to an ongoing effort.

Functions of Progress Report


Reassure recipients that the project will be complete
by the expected date (or inform them of delays in a
project).
Provide recipients with a brief look at some of the
findings or some of the work of the project.
Give recipients a chance to evaluate your work
Force you to complete the project on time.
Project a sense of professionalism

Background on the project itself


The client expects to be updated on the followings:
What your project is
What its objectives are
What the status of the project was at the time of
the last reporting

Discussion of achievements since last reporting


Follows the progress of the tasks presented in the
proposal's schedule.
How much of the work is complete
What part of the work is currently in progress

Discussion of problems that have


arisen
What problems or unexpected things, if any,
have arisen
Progress reports bring benefits for both parties.
Can share or warn your client about problems that
have arisen.
The client might be able to direct you toward
possible solutions

Discussion of work that lies ahead


What work remains to be done
Discuss your plan for meeting the objectives of the
project

Tips for Writing a Good Progress Report


Make sure you use the right format.
Memo format - internal progress reports

Write a good introduction


State that this is a progress report
Provide an overview of the contents
Use headings to mark off the different parts of your
progress report
Your summary of work done on the project.

Tips for Writing a Good Progress Report


Provide specifics avoid relying on vague,
overly general statements about the work
Address the progress report to the real or
realistic audiencenot your instructor
Assume there will be non-specialists reading
your progress report

Types of Formats
Memo:
A short memo
Shared within an organization.
A few copies for your boss and all the project
members.

Recommendation
Report

Definition
A recommendation report:
Firstly, you need to identify the problem.
Proposes a solution to a problem.
Evaluates possible solutions and recommends one.

FACTORS TO CONSIDER WHEN DEVISING A


SOLUTION
Be SPECIFIC.
Survey what is currently known about your subject
through research. SUPPORT your recommendations
with RESEARCH.
Consider ECONOMIC ASPECTS.
1.Do a long-term cost analysis.
2. How would you determine that the
improvement is worth the cost in long term?

FORMAT: PATTERN 1: FEASIBILITY STUDY

Introduction
Background
Conclusions
Recommendations

Tips for Writing a Good


Recommendation Report
Establish credibility:
Demonstrate knowledge of the problem
Show expertise in your recommendation(s)
Integrate research

Show an awareness of readers' needs in your


decisions about organization

Tips for Writing a Good


Recommendation Report
Show an awareness of readers' needs in your
decisions about content.
Tone and style
Descriptions, explanations, or analyses of the
problem, solution, costs or effects.

Tips for Writing a Good


Recommendation Report
Demonstrate your attention to format:
A short memo report addressed to the person
whom you hope will act on your proposal.
Use headings, paragraphing, and spacing
Demonstrate your ability to document a source.

Organization: Heading
In an informal report, you head your report like a memo
Address report to client (by name, designation and
company)
List all team members on the From line.
In the Subject line, use a clear and specific title for
the report
Subject: Recommendation Report: How to Implement a
Web Site at Muinzer Travel

Organization: Overview
In a paragraph or two
(1)Identify the clients problem or need
(2)Identify how your team got involved
(3)Say what this report is doing
Remember to convince the client of the validity of your
recommendation(s).
Provide the client with the information he/she needs to
make an intelligent decision.

Organization: Summary of Findings and


Recommendations
In a paragraph or two (or in a formatted list),
summarize the main findings of your report
and your main recommendations.

Organization: Findings / Data


The largest section
Provide the bulk of your collected information and
make the argument for your recommendation.
Headings, subheadings, and maybe even subsubheadings.
Methodology
The methodology you used in conducting the study
(a more detailed discussion of methodology in an
Appendix).
Collected Information.
Discuss and evaluate each of the possible solutions.
Organize your discussion according to the client's key
sub-questions.
Analysis of findings can be organized in many different
ways.

Organization: Recommendations

In a paragraph or two (or in a formatted list).


Provide a detailed discussion of your
recommendations
Explain any complexities involving implementation of
recommendations
Be willing to admit that further research is needed or
that the results are inconclusive
Do not recommend something hastily.
Include some discussion of
The cost to the client
The expected benefits

Organization: Conclusion
In a short paragraph or two
Clearly state the main action you are urging the
client to take (your main recommendation)
Summarize the argument for implementing the
recommendation

Grammar in Recommendation Report


Often use modal verbs such as should and could,
Should is for recommendations that you are sure about
e.g. 'Sales staff should have completed their
training before they serve customers.'
Could is for ones that you are less sure about.
e.g. 'Experienced sales staff could be
requested to monitor new staff.
I suggest that we should change our procedures.
It is suggested that we should change our procedures.

Grammar in Recommendation Report


It is wrong to use I recommend to change our procedures.
We should use:
I recommend changing our procedures
I recommend that we change our procedures.
To describe the results of your recommendations,
use would or will if you are very confident.
' This would prevent this problem from happening
again.
' This will increase sales.
Would and will can be part of conditional sentences
' If we increase advertising, sales will increase.'
' If we increased advertising, sales would increase.'

Memo Format

TO:

(Receivers name, designation & department)

FROM:

(Senders name and designation)

SUBJECT: (Title of the report)

DATE:

Use some headings or subheadings for longer reports

Block form (No indentation to the right)

(Date it is sent out) (March 6, 2015)

THE END
**next week tutorial
will be revision class.
Week 7: Speaking Test
(No lecture during this