buisness

Progress Report Assignment –

Progress reports are written periodically to keep the person who assigned the report or project informed about the status of the work. Information in a progress report helps managers 1) monitor the progress of a project, 2) determine budgetary status, and 3) respond to any unforeseen problems.

Progress reports can be written for internal or external audiences. For example, your boss may request progress reports periodically during a project. You may have a contract with another company and be required to report periodically concerning your progress in meeting the terms of the contract.

When writing a progress report either topic or talking headings may be used. This is a decision that the writer must make. The topic headings of Work Completed (what has been done already – was it done on time or behind schedule), Problems Encountered (this covers any issues that have kept the work from being done on schedule) and Work Scheduled (work that will be completed in the future along with the timeline and names of persons assigned to specific tasks) are appropriate when discussing the progress of a single project.

If your progress report concerns multiple projects you should use the name of each of the projects in your reporting process. When you use the project names as headings, discuss the work completed, problems encountered, and work scheduled for each project under each project name creating a single heading for each of the projects. Remember to use good paragraph development techniques. Include a general topic sentence followed by supporting sentences in short paragraphs.

Constructing the Report

Like any report a key criterion of a clear progress report is its organization. The report communicates effectively when facts and parts are arranged in an orderly manner. Utilizing a workable approach such as an outline will simplify the process of developing the final report even with a simple progress report. Organization is a key factor in making your report readable and meaningful.

Report Parts:

Introduction (no heading): This is the WHAT, WHY, BACKGROUND (if necessary), SCOPE (for example, dates for which progress is being reported), and REPORT PREVIEW.

Work completed (heading when discussing the progress of a single project only): In this section the writer describes what steps (tasks) have been completed toward the completion of the project during the time period. This is a place where people who have worked on or contributed to the project can be recognized.

Problems Encountered: This section contains a discussion of problems and issues that were confronted and how they were solved. This section can stand alone or be included in the “Work Completed” section. If the project is behind schedule placing this information with the Work Completed section can assist the reader(s) in understanding what has occurred to delay completion of the project. In some cases the project may require in influx of cash or other resources. In such a case as this it is advisable to combine work completed and problems encountered discussing each individual task and its problem together in order to create clarity and understanding.

Work Scheduled (heading when discussing the progress of a single project only): This section provides information about what steps will be taken (still need to be completed) toward the completion of the project. Often a schedule is included with specific dates of completion for each individual task and a clear statement about who is assigned to each task. The writer would make reference to an attached schedule (calendar or Gantt Chart), in this portion of the report. The calendar or Gantt Chart would be attached to the report and labeled as an “attachment.”

Closing (no heading): This section of the report encourages feedback from the reader. Allowing you as the writer to become aware of their reaction to the progress on the project and your reader to have a clear understanding of any adjustments you need to make in the tentative schedule. Also the closing should include your goodwill statement and contact information.

Progress Report Due Date:

The Progress Report Due at the beginning of class Monday, June 23, 2014

Planning the Progress Report:

Planning is the first step in preparing any report or presentation.

Determine the goal of progress report and how to reach it. The first step is to identify the objective of the report. This is what we covered for all written reports in Chapter 5 of the textbook.

1. Organize the content of the report. The content of the report will be organized in either direct or indirect order. Even though this is a fairly simple report creating an outline will assist you in assuring that you have included everything you need to include in order to clearly report on the progress of your project.

2. Direct versus indirect order. The same report problem may have been presented in the indirect order for any number of reasons however, the writer would realize that if time is an issue the reader always has the option of skipping to the end and reading the conclusion. Indirect order is more common in progress reports. In most cases indirect order is more widely utilized because it is logical as the audience may not know that there are any problems with the project. Additionally some introductory comments are helpful in order to prepare the listener to receive the message if there are a number of issues that are delaying the work of the project.

3. Introductory remarks position the listener. Introductory remarks can be used to arouse interest, stimulate curiosity, or impress the audience with the importance of the report. Introductory remarks are used to 1) state the purpose of the report; 2) define unfamiliar terms that will be used in the report; 3) explain any limitations; 4) describe the scope of the report; and 5) generally cover all the necessary introductory subjects. (See the discussion of introduction in Chapter 10 of the textbook).

4. The body of the report. The body of the report should be divided into comparable parts (parts that relate to each other); logical order, introductory paragraphs; and concluding paragraphs. With information about work completed, problems encountered and work scheduled.

5. Concluding the progress report. You may want to end with a summary, a conclusion, a recommendation or a combination of all three; the progress report is likely to have a final summary at its end. A summary or conclusion is used when the progress report is informative and is not calling for action or change in perception. Any of the three endings could be used when the writer is persuading the listener(s) to change perception or take action in some way. The final summary is used in either case to bring all of the important information together such as analyses, conclusions, and recommendations in the report. It is also used to emphasize the points that should stand out and assists the listener(s) recall what was said.

The Progress Report Assignment:

Because reports are developed (assigned) when someone recognized a need for information we must be able to identify:

1. Who needs the information,

2. What information will be most helpful,

3. What change are you seeking to have occur when the information is provided (what result are you seeking)

4. Why is this change needed and what value will the change provide to the organization, and

5. What is the opportunity cost involved for the organization. Knowing this can help you assess the need for the change and the importance of the report.

The need for the report is subjective and the need for the solution is also subjective. Through the report you must provide the information to the audience that will prove that the value of the implementation is greater than the opportunity cost. Opportunity Cost: is the cost of any activity measured in terms of the value of the next best alternative forgone (that is not chosen). It is the sacrifice related to the second best choice available to someone, or group, who has picked among several mutually exclusive choices.

PREPARATION ASSIGNMENT: Start by Reviewing Chapter11 in Lesikar/Pettit and Chapter11 in Nelson Study Notes. Pay attention to the sections that deal with progress reports.

STEP 1: Read through all of this assignment. Read though what you need to do and make sure you print a copy of the Rubric at the end of this assignment that you will attach to the paragraph.

ASSIGNMENT OVERVIEW: As business people we are often asked to write short informal reports. Of course, before you write any report, you will conduct an audience analysis. For this assignment you will use the audience analysis from the scenario in your team assignment. You will want to reread that scenario before you begin this assignment. Using the information you have already gathered you will write this progress report based on the work your team has completed, what problems have been encountered and include what needs to be done prior to the date of the oral report. This assignment is worth 30 points. Remember that a progress report is most likely internal, informal and is written in memorandum form. You will need to include an introduction, message (or body), summary and closing.

Each team will write a progress report that details the work that the team has completed thus far. The report will include information concerning any problems, and work that is still to be completed in order to deliver the oral report to your audience.

STEP 2: Develop the report taking your audience into consideration. You will need to develop a logo for your organization that will appear as part of the memorandum format (at the top of the page). Remember where these logos are placed.

A memorandum is considered informal. A memorandum includes the heading of memorandum, to, from, dated, and subject. With a memorandum you don’t have to worry about the “picture frame” appearance as you do in letters of manuscripts. In other words, the word “Memorandum” can be typed on line one and default margins can be used. Do not include courtesy titles (Mr./Ms.)in memos except when you want to show more respect for the reader (the reader may be the boss). Also, in keeping with the informal format of a memo, you will not include a salutation or complimentary close. You will however, single space the body of the memo with double space (one blank line) between paragraphs.

You will not include the usual signature on the memo (under a complimentary close). You will include your initials after your name on the “From” line. NOTE: that in some cases (not this one – based on the audience analysis), you can even be more informal and write your first name after your typed name on the “From” line.

The report should be addressed to the person(s) that assigned the project.

Step 3: Read your memorandum out loud. The best way to proof is to read out loud. We tend to catch mistakes when we hear them.

Step 4: Print your report. Print your report and attach a copy of your cover sheet and the rubric (found on page 8 of this assignment). You must turn in this assignment at the beginning of class prior to 12:00 on June 20 (no exceptions). Late work will not be accepted!

Your paper:

· Your report should be typed.

· Your report should have standard margins.

· Your report should not have any grammar or spelling errors including typos.

· Your report should be in memorandum format.

Your work should include a cover page. In the upper left-hand corner of the first page:

· Your name

The date that your assignment is due.

· Progress Report

Writing in: This is a class clearly focused on report writing in the context of business. Your writing should reflect a professional level which includes proper use of the English language (grammar, punctuation, spelling, verb and subject agreement, etc.) and demonstrates the ability to write an organized, well-developed report that conforms to the guidelines of the assignment. If you have concerns about your writing, ISU has two writing centers one is located in Root Hall and the other is located in Cunningham Library both are available to you for assistance. Papers that are not well written will receive no more than a “C” grade and due to the content may receive a lesser grade in accordance with the guidelines of the assignment.

RUBRIC – Progress Report Gantt chart:

Assignments that do not meet the “threshold requirements” listed below will receive no more than a “C” grade:

1. The report has a cover page that contains the required information: name, date, class with section number and title of the assignment.

2. The report has clearly been edited for grammar, spelling and does not have any typos.

3. The report meets the mechanical requirements spacing, margins etc. is formatted in memorandum or letter format form and has a signature.

4. The report contains a company logo.

5. This rubric is attached to the back of the paper.

This paper is worth 50 points total. Your paper will be graded on the following criteria:

Points
6	The report has a clear introduction that contains: authorization, what you are doing, a statement concerning why you are doing it, background of the problem, the reason for this report and a report preview.
6	The report contains clear information about what steps have been completed so far. Additionally, this section of the report references the attachment that is a schedule of work that has been done in either a calendar format or in Gantt Chart format. This section of the report has a clear heading, a statement of who has done what and when each step was taken.
6	The report contains clear information about what problems were encountered and what has been done to solve any issues. This section of the report has a clear heading.
6	The report contains clear information about what is left to be done on the project when each step will be taken and who is responsible. Additionally, this section of the report references the attachment that is a schedule of work to be done in either a calendar format or in Gantt Chart format. This section of the report has a clear heading.
6	The report contains a summary and closing which includes: statement of goodwill, request for feedback, and helpful information such as contact numbers and email address.

BEIT 336 Report Correction Guide – Group Progress Report

Any number marked on your report correlates to the following error/correction

A. Format Errors 1. Wrong format 2. Inappropriate subject (not clear; too vague) 3. Need initials next to your name 4. Need business memorandum w/logo 5. Wrong block style 6. Wrong heading format (see study notes p. 18) 7. Should be single-spaced 8. Header left at bottom of page w/o text B. Report Structure, Transition & Structural Aid Problems 9. Need preview sentence 10. Poor report structure 11. Poor heading (too general or awkward)/no heading 12. Need parallel phrase/heading construction 13. Awkward topic sentence. Need better setup. 14. Awkward or abrupt transition. Relationship not clear. Need transition word(s) or sentence 15. Incomplete thought 16. Need better summary and/or conclusion 17. Need more concrete recommendation (implementation) 18. Need closing (goodwill and contact information) C. Wording and Sentence Construction Errors 19. Do not use case wording 20. Incorrect word selection: inappropriate, too abstract, cliché or not in proper context 21. Awkward or confusing wording/unclear meaning 22. Redundant or wordy wording 23. Same verb/adjective/adverb in same or adjacent sentences 24. Excessive passive voice

D. Improper Writing Style 25. Too colloquial (improper business report style) 26. Improper tone E. Grammar Errors 27. Missing article 28. Run-on sentence and/or need to make into a separate sentence 29. Incomplete sentence 30. Dangling modifier 31. Incorrect or non use of a pronoun or lack of an antecedent 32. Possessive confusion 33. Tense confusion/inconsistency 34. Plural/singular confusion 35. Incorrect spelling 36. Capitalization error 37. Punctuation error 38. Improper use of numbers in text (See text p. 320) F. Information Interpretation & Presentation Errors 39. Illogical phrase or sentence 40. Contradictory statements 41. Faulty causal inference/logic 42. Basis of comparison not clear or absent 43. Misinterpretation of case information 44. Too vague: be specific (give specific date, task information; explain problems and solutions in detail) G. Graphic Aids Errors 45. Missing or poor lead-in and/or discussion before/after graphics 46. Split graphic 47. Poor graphic aid quality 48. Graphic aid should be used to enhance writing, not substitute it