Chapter 19-Writing Recommendation Reports Minu Jobby

BCOM Area

The Recommendation Report

• Formal link in a chain of documents

• Begins with a proposal or is a freestanding document

• Last report is called Formal Report

• ‘Formal Report’ is also called Final Report, Project Report, Recommendation Report or Completion Report

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Proposal Progress Report

Formal Report

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TYPES OF FORMAL REPORTS

INFORMATIONAL REPORT ANALYTICAL

REPORT

RECOMMENDATION REPORT

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INFORMATIONAL REPORTS

• Presents facts; readers can understand a situation

• Routine and Non-Routine Information

• Major Questions we answer– What is the status of ‘X?’– How do we function ‘X?’– What are the ways of doing ‘X?’– What do people think of situation ‘X’?

(e.g. the number of visitors to COMEX 2013; problems faced by employees)

RESULTS

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ANALYTICAL REPORTS

• What do these results mean?• Why does it happen?• How it happens?• What it means?• Major Questions we answer

– What do you mean by the results of situation ‘X?’

• (e.g. compare the visitors between COMEX 2012 and 2013)

RESULTS + CONCLUSIONS

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RECOMMENDATION REPORTS

• Present recommendation along with results and conclusion

• Major Questions we answer:– What should we do about problem ‘X?’

– Should we do function ‘X?’– Should we use Technology ‘A’ or ‘B’ to do function ‘X?’

(e.g. How can we increase visitors for COMEX 2014?)

RESULTS + CONCLUSIONS + RECOMMENDATIONS

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Example of Recommendation

Reports•Feasibility Reports

•Questions of Possibility•Questions of Economic Wisdom•Questions of Perception

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Analyze Problem or Opportunity

Establish criteria forResponding to the problem

DetermineTheoptions

Study each Option according to criteria

DrawConclusionsfrom Each option

FormulateRecommen-dations

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Recommendation ReportsPROBLEM SOLVING MODEL

FOR RECOMMENDATION REPORTS

1. Analyze the Problem

What is the problem?What is the situation?

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Eg: We don't have specialization programs in Human Resources at CEPS, SQU

2. Establish Criteria to respond to problem

Criteria: standards against which you measure the options (action you take in responding to the problem)

2 types :Necessary Criteria & Desirable Criteria

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Criteria for HR Specialization

Necessary Criteria - Higher Job Employability, Skill demand Desirable Criteria – Current Student demand

3. Determine the Options

Option: potential course of action you take in responding to a problem

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Should we have an HR specialization?

We should have HR specialization major for Bachelors Program

We should have HR specialization major for Masters Program

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Analyze Problem or Opportunity

Establish criteria forResponding to the problem

DetermineTheoptions

Study each Option according to criteria

DrawConclusionsfrom Each option

FormulateRecommen-dations

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Recommendation Reports

PROBLEM SOLVING MODEL FOR RECOMMENDATION REPORTS

FORMAL & INFORMAL REPORTSINFORMAL REPORTS FORMAL REPORTS

Letter or memo format Standard format organized into separate sections - Front matter, body, back matter

Minimal use of headings/visuals

A great number of headings, sub-headings and visuals

Personal pronouns (We completed the project three weeks early)

Third person pronouns (The project was completed three weeks early)

Few paragraphs up to 5-7 pages

Lengthy/detailed (10-100 + pages)

For internal audiences Internal/External audiences

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THE PARTS OF A RECOMMENDATION (FORMAL)REPORT

FRONT MATTER

BODY BACKMATTER

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FRONT AND BACK MATTER OF REPORT

• Helps readers find the information they seek

• Helps readers decide whether to read the document

• Substitute for the whole document

• Helps readers understand the document

• Protects the document16MINU JOBBY

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THE FRONT MATTER OF THE REPORT

LETTER/MEMO OF TRANSMITTALCOVER PAGETITLE PAGE**ABSTRACT

TABLE OF CONTENTSLIST OF ILLUSTRATIONS/TAB

LES**EXECUTIVE SUMMARY

THE LETTER/MEMO OF TRANSMITTAL

• Introduces the purpose and content of document to the principal reader

• Memo format- internal audience; Letter format for External audience

• Attached to document OR a separate entity

• Courteous and professional tone

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The Letter/Memo of Transmittal

• Introduces the – title of the report, recalls interests or

authorization, provides overview of report and main points discussed

• Body – summarizes conclusions and

recommendations• Conclusion

– offers appreciation to reader, discussion with reader, offers contact information

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Sender AddressDate

Receiver’s name & address

Dear Dr. _______________

As requested by ABC International, our consulting firm prepared a report to recommend a

corporate strategy for maintaining either its healthcare equipment line or fire and security products. The decision to drop the healthcare line was based upon the following criteria:

· Industry overview/growth · Porter’s Five Forces model · Current position within the industry · Synergies between divisions · Financial data

The fire and security line has a larger industry influence, as illustrated by its presence as a global leader in three of the five product lines and by its current contracts in the industry.

Because Tyco is not a global leader in the healthcare industry, it would be more beneficial to drop the healthcare product line. By selling the healthcare equipment line, Tyco can focus on

strengthening its remaining business operations.

Thank you for the opportunity to analyze Tyco’s portfolio and to recommend its strategic direction. Please call when we can be of further assistance.

Sincerely,

Mahmood Al Farsi Ali Al Saadi Junaid Al Mahrouqi

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Sample Memo of Transmittal M EM O RANDUM DATE: January 18, 2003 TO: Cheryl Bryant, Director, Recycling Program Office of Associated Students FROM : Alan Christopher SUBJECT: INCREASING PARTICIPATION IN SUN COAST UNIVERSITY’S

RECYCLING PROGRAM Here is the report you requested December 10 about the status of Sun Coast University’s recycling program , along with recom mendations for increasing its use. The study included both prim ary and secondary research. The primary study focused on a survey of m embers of the Sun Coast University campus com m unity. The cam pus recycling program is strong. Yet, m y research shows that we should be able to increase participation and achieve our goal of setting an excellent example for both cam pus residents and the local comm unity. Recom mendations for increasing cam pus participation in the program include educating potential users about the program and m aking recycling on cam pus easy. M y focus group, especially Suzy Quartz and Joe Sm ith, m ade this research stronger by assisting me in questionnaire development. M y business comm unication class helped m e to pilot test the survey instrum ent and collect the research data. The enthusiasm and support of m y peers contributed greatly to the success of this OAS research project. Please call, M s. Bryant, when I m ay provide additional inform ation or answer questions. Also, let m e know when I can assist you in implem enting some of the recomm endations in this report by developing prom otional materials for our recycling campaign.

First paragraph announces report and gives broad overview of research.

Second paragraph highlights report findings and recom m endations.

This paragraph acknowledges others’ help.

Final paragraph establishes warm tone by using the nam e of the receiver, including first-person pronouns and volunteering to help. Offers to answer questions and looks forward to follow-up actions.

Always initial your m em os above the end of your last nam e.

Optional heading; can be om itted.

1 to 1½ inch top m argin before date.

THE COVER• Protects the document from normal wear and tear

• Consider binding types

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THE TITLE PAGE• Be concise• Title should be focused and significant

• Must be simple and dignified• Every line is suggested to be centered

• Leave a large margin at the left of the page

• Side of the page is usually covered by a binder or punched for multiple ring binders

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Margin-1 inch

1.5inch

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1” Line 4 header # Line 7

1”

1.25” 1”

Formal Report

F ormatting Guidelines

Designing Title Page• the full title (centred, in bold or upper case)

• the person/organization it was prepared for (optional)

• the person or people who prepared it (and student numbers where required)

• the due date • the lecturer/tutor’s name• the name of the subject (and its code)• no page number (but is counted/represented as a page- i)

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IMPLEMENTING E-BOOKS IN SQU:

A RECOMMENDATORYREPORT

Prepared for:

Ms. Minu Jobby, Lecturer, Business Communications Area College of Economics & Political Science, Sultan Qaboos University

Prepared by:

Sanaa Ahmed (ID # 85467), College of Economics & Political Science, Sultan Qaboos University

MARCH 10, 2014

THE ABSTRACT• To inform reader what is discussed in report

• Technical summary of document in complete sentences

• 2 types of abstract: Descriptive Abstract & Informative Abstract

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Difference between Informative and Descriptive Abstracts

• Informative Abstract is another name for Summary

• IA gives readers conclusions and indicates the results or causes

• DA also called as topical/indicative/table of contents abstract

• DA-short; it provides information on what topic a work discusses.

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Descriptive Abstract• Used when you do not have much

space• Only summarizes the kinds of

information in the report• Does not provide summary of

findings• Parts– State the problem– State the purpose of the study/research– The scope of the study (what is covered and what is

not covered)– Keywords

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Informative Abstract• Presents the main findings

in brief• Parts– Background – The problem (Main Question) – What the report does • Research type• Report type: informative, analytical,

recommendatory• Lists the main conclusions or findings

– Keywords• Some important concepts in the report

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ABSTRACTThis report examines the nature and disposition of 3,458 ethics caseshandled companywide by CGF Aircraft Corporation’s ethics officers andmanagers during 20--. The purpose of this annual report is to provide theEthics and Business Conduct Committee with the information necessary forassessing the effectiveness of the Ethics Program’s first year of operation.Records maintained by ethics officers and managers of all contacts werecompiled and categorized into two main types: (1) major ethics cases, orcases involving serious violations of company policies or illegal conduct,and (2) minor ethics cases, or cases not involving serious policy violationsor illegal conduct. This report provides examples of the types of caseshandled in each category and analyzes the disposition of 30 substantiatedmajor ethics cases. Recommendations for planning for the second year ofthe Ethics Program are (1) continuing the channels of communication nowavailable in the Ethics Program, (2) increasing financial and technical supportfor the Ethics Hotline, (3) disseminating the annual ethics report insome form to employees to ensure employees’ awareness of the company’scommitment to uphold its Ethics Policies and Procedures, and (4) implementingsome measure of recognition for ethical behavior to promote andreward ethical conduct.

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THE TABLE OF CONTENTS

• Helps readers find information they want

• To help readers find the scope and organization of the document

• A list of all the contents of the report with page numbers

• Table of Contents is always constructed last……Why?

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THE TABLE OF CONTENTS• Does not have an entry itself, although it represents as a page - iii

• Front matter is numbered using Roman numerals i,ii,iii centered at bottom of page. Body of report is numbered 1,2,3- upper outside corner of page

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Table of Contents Sum m ary i Introduction 1 Second M ajor Heading X First Subheading (If Subheadings Exist) X Second Subheading (If Subheadings Exist) X Third Subheading (If One Exists) X Third M ajor Heading X First Subheading (If Subheadings Exist) X Second Subheading (If Subheadings Exist) X Third Subheading (If One Exists) X Fourth M ajor Heading X Conclusions X Appendix A: Title of Appendix A X Appendix B: Title of Appendix B X References X

TABLE OF CONTENTSACKNOWLEDGEMENTS................................................................................ ii

ABSTRACT .................................................................................................... iv

LIST OF ILLUSTRATIONS............................................................................... xi

LIST OF TABLES........................................................................................... xii

CHAPTER 1. Introduction

1.1. Research Problem Definition ………………………………………… 1

1.2. Purpose, Goals, and Main Research Hypothesis ………………… 3

1.3. Methods…………………………………………………………………… 5

1.4. Potential Contribution …………………………………………………. 6

1.5. Structure …………………………………………………………………. 8

CHAPTER 2. Leadership: Literature Review

2.1. Review Structure

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CHAPTER 3. Research Model of Daoist Leadership 3.1. Research Model Development 3.2. Antecedents of Daoist Leadership 3.3. Determinants of Daoist Leadership 3.3.1. Altruism 3.3.2. Modesty/Humility 3.3.3. Flexibility 3.3.4. Transparency/Honesty 3.3.5. Gentleness with Perseverance 3.4. Outcomes of Daoist Leadership 3.4.1. Job Satisfaction 3.4.2. Affective Commitment 3.4.3. Trust in Leader 3.4.4. Organizational Citizenship Behavior 3.4.5. Intention to Quit

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CHAPTER 4. Research Design and Methods 4.1. Hypotheses 4.2. Research Design 4.3. Preliminary Qualitative Research 4.4. Questionnaire Development 4.4.1. Operationalization of Constructs 4.4.2. Measures 4.4.2.1. Measures of Daoist Leadership Determinants 4.4.2.2. Measures of Daoist Leadership Process 4.4.2.3. Measures of Daoist Leadership Outcomes 4.5. Data Collection

CHAPTER 5. Results 5.1. Reliability and Validity Assessment 5.1.1. Reliability 5.1.2. Construct and Content Validity 5.1.3. Discriminant and Convergent Validity 5.1.4. Predictive Validity 5.2. Hypotheses Testing 5.3. Significance 5.3.1. Statistical Significance 5.3.2. Practical Significance

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CHAPTER 6. Discussion and Conclusions 6.1. Summary 6.2. Discussion of the Research Results 6.3. Contributions and Conclusions 6.3.1. Theoretical Contributions 6.3.2. Methodological Contributions 6.4. Limitations 6.4.1. Limitations of the Theoretical Framework

6.4.2. Limitations of the Methods Used 6.4.3. Agenda for the Future Research

CHAPTER 7. Recommendations

8. References

9. Appendices

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LIST OF TABLESTable Page

3.1 Leader Educational Level Frequencies……………………………………… 57

3.2 Follower Educational Level Frequencies……………………………………. 58

3.3 Industries Represented in Sample…………………………………………… 59

4.1 Factor Analysis Results: Mediation Test Scale Items……………………….69

4.2 Factor Analysis Results: Follower Outcome Scale Items………………….70

4.3 Descriptive Statistics and Correlations Between Variables……………….75

4.4 Results of Regression Analysis for Leader’s Emotional Intelligence and Leader’s Interpersonal Communication Competence…………………77

4.5 Hierarchical Regression Analysis for Transformational Leadership – Test for Mediation……………………………………………........78

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THE EXECUTIVE SUMMARY• Epitome, Executive Overview,

Management Summary or Management Overview

• The report in a miniature• Includes problem statement (background), analysis, major conclusion and recommendation

• No longer than one page 41MINU JOBBY

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THE BODY OF THE REPORT

1

2

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INTRODUCTION

METHODS

RESULTS

CONCLUSIONS

RECOMMENDATIONS

1. INTRODUCTION• The Subject of your report• The purpose of your report• The background of your report• The sources of information of your report• The scope of your report• The most significant findings of your report

• The most important recommendations of your report

• The organization of your report• The key terms used in the report

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2. METHODS• Answers the question “ what did you do?”– Include research methodology– Primary & Secondary research

details

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3. RESULTS• Answers the question “What did you discover?”– Include data recovered or compiled

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4. CONCLUSION• Answers the question “what do the results mean?”– Present the implication of results

e.g. Survey results show that the biggest student complaint centred on long registration lines.

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5.RECOMMENDATION• Answers the question “What should we do now?”– Provide suggestions for taking

particular action

(e.g. Implement a registration reservation system in which students sign up for specific registration time slots.)

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THE BACK MATTER OF THE REPORT

1

2

3

GLOSSARY & LIST OF SYMBOLS

REFERENCES

APPENDICES

GLOSSARY & LIST OF SYMBOLS

• Alphabetical list of definitions – readers unfamiliar with the technical vocabulary

• Highlight those terms by boldfacing them within document

• Glossary at end of document or after table of contents

• Symbols and abbreviations used within report – list of symbols

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Examples (Symbols)

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1.1 English Sym bols SYM BOL DEFINITION SYM BO L DEFINITION

a speed of sound, acceleration A Area c chord length d diameter D diameter, f, F force D drag force f frequency g acceleration of gravity h height L characteristic length m mass p pressure Q volume flow, rate I radial coordinate

r,,z Cylindrical polar coordinates t time R gas constant, force u,v,w Cartesian velocity

components T temperature U, ,W freestream velocity

components u, ur,uz cylindrical polar x,y,z Cartesian coordinates

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1.1 Greek Sym bols SYM BOL

DEFINITION SYM BO L DEFINITIO N

velocity boundary-layer thickness

* displacement thickness

viscosity kinem atic viscosity, / 3.14159... polar coordinate angle, or

mom entum thickness density shear stress

Examples (Symbols)

REFERENCES• List the bibliography or works cited

• References are called documentation

• It acknowledges your debt to your sources

• Establishes your credibility as a writer

• Helps readers locate and review those sourcesMINU JOBBY 52

APPENDICES• Also known as Appendix• Begin section with a cover sheet that includes a list of all items in appendix

• Items should be numbered and titled (e.g. Appendix A: Volunteer Survey)

• Include items of interest (questionnaires, maps, technical diagrams, computer printouts, detailed budgets, additional graphics etc).

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Structure of the Recommendation ReportFRONT MATTER

• Transmittal• Cover Page• Title Page• *Abstract• Table of Contents

• List of Illustration

• List of Tables

• *Executive Summary

BODY• Introduction• Methods• Results• Conclusion• Recommendation

BACKMATTER

• Glossary• References• Appendix

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