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Executive Summaries; White Papers and Descriptive Headings

This week, please post an updated version of your Executive Summary--the version that reflects your paper by summarizing each of the four main sections, including the descriptive headings you created for the sections.

The white paper title and headings are quite important. You want the descriptive headings to be reflective of the specific content in each section. Have fun with it, and always keep in mind who your target audience is: decision-makers within your own company (internal audience) or outside of your company but within your industry (external audience).

Beyond the four main headings, avoid using subheadings and rely on transitional sentences to help the reader follow your argument. Use graphics in order to help your readers comprehend the information.

And finally, please always double check and make sure your final drafts are indeed posted in the designated "final drafts" folders. That way, I will definitely notice the submission, and your final grade will appear in the grade book.

Writing the Executive Summary An executive summary is a brief document typically directed at top-level managers who sometimes make decisions based upon a reading of this summary alone. As a result, the executive summary must be concise but comprehensive, meaning that it must present in summary form all major sections of the main report, such as:

· purpose

· problem

· methods of analyzing the problem

· results of analysis

· recommendations

To repeat, because of the critical role it plays, the executive summary is often the first and only part read by key decision makers. Therefore, it must be designed so that it can be read independently of the main document. Typically, figures and tables are not referenced in the executive summary. Uncommon terminology, symbols and acronyms are avoided. If the executive summary is sufficiently persuasive, the entire proposal will then be read in full. Therefore, your summary is key to the success of your proposal and should reflect these characteristics:

	Perfect Miniaturization. The executive summary should contain the same sections in the same order as the full report.
	Major Findings Only. Because it is a distilled version of the full report, the summary should include only the proposal's principal points and major evidence. Most charts, tables, and deep-level analysis are reserved for full proposal.
	Proportional. The executive summary should typically be only 10% the length of the full proposal it distills. Therefore, the executive summary for a 10-page proposal would be 1 page or less.
	Stand Alone. The summary should be written in a way that it can be read as a stand-alone document. Before submitting it, allow a test subject to read the summary. The subject should be able to give to you the basics of the full proposal from one reading of the summary.
	Flawless. Like a job resume, even the most minor error of proofreading or grammar can spell rejection.

SAMPLE EXECUTIVE SUMMARY:

Executive Summary

Purpose of Report The City of Savannah’s recycling program was designed and implemented in order to meet the city’s civic responsibilities and to comply with the State of Georgia’s Comprehensive Solid Waste Management Act as it relates to aluminum, glass and plastic containers. The purpose of this report is to:

· Determine the degree of public awareness of the recycling program

· Suggest ways to increase citizen participation in the program

Methods A questionnaire survey was conducted to assess the community’s current recyclying habits and to ascertain the degree of participation in city’s program. A total of 1,041 responses were analyzed. Because Savannah’s recyclying program collects only aluminim, glass and plastic containers, these were the only materials included in the survey. Findings and Conclusions A substantial majority (64%) of respondents rated recycling as “Important” or “Very Important.” A lesser percentage (38%) indicated that they currently recycle at work. An even smaller percentage (17%) particicpate in the city’s program. Two major reasons for their non-participation were highlighted:

1. Not knowing the location of the city’s recycling centers

2. Lack of convenient acccess to the recycling centers

Results of this study indicate that citizens view recycling as important and will do so when convenient. However, locations of the city’s recycling centers are either unknown or too inconvenient for the program to achieve the desired level of participation. A substantial effort needs to be made to overcome these barriers. Recommendations for Increasing Participation Cost-effective, scalable recommendations include:

· Increasing promotion of the city’s recycling program through a coordinated campaign of PSAs.

· Relocating recycling bins and adding attractive signage

· Doubling the number of recycling bins

· Developing an incentive program for business participation

Subheadings The summary’s subheadings should reflect the report’s main divisions. Subheadings of the executive summary should not be worded the same as those of the main report. Purpose Statement Provide purpose of the report in a concise format using present tense. Findings & Conclusions Results are reported in condensed form without reference to tables or appendices. Lists are used when possible. Recommendations Recommendations should also be in list form as much as possible.