Prewriting refers to the activities carried out in preparation for the actual drafting of the paper. Research and analysis are important features of this stage of writing as they help in understanding the context of the topic in detail. The pre-writing process entails three steps namely: analysis, anticipation and adaptation. Analyzing a topic ensures that the final report will serve its purpose once finalized and also provides guidance to the way in which the report gets presented. Anticipation refers to the identification of your audience, how much they know regarding the subject and how they are likely to take in the findings in the report. It is also an important aspect of pre-writing as it helps in determining what tone gets used in delivering the findings. Adaptation requires a writer to consider his audience; how the reaction of the audience is likely to be, and be able to select the most appropriate method for effectively presenting the report. It involves modifying a report in such a way that it suits the target audience and facilitates the conveyance of the main purpose of the report (Guffey & Loewy, 2014).
According to Richard Hackman, the use of a team in order to complete a complex project may not be the greatest approach. In our organization, teamwork gets highly valued and known to be the best way to finish projects. Hackman’s comment has brought out possibilities of other methods that are more effective. The purpose of this report entails an analysis of the comment and get to understand the reasoning of Mr. Hackman. My boss needs a well-researched report on the same. The report aims at determining the validity of Richard Hackman’s statement since it contradicts our organization’s modus operandi. The report will provide my boss with facts regarding the use of teams in completing projects, and help him change strategies in an effort to enhance organizational performance, depending on its findings.
Delivery of a report requires careful consideration because not all channels will convey the message as required. In this case, my boss is the one in need of an analysis of a particular subject, and, therefore, the report targets him. The various channels that I would use include email, an open forum where the findings get discussed, as well as use of intranet. All these channels have advantages and disadvantages. For instance, the advantage of using the internet and intranet is that good information gets stored for future reference and a guarantee that the target audience, in this case my boss will receive the report. The disadvantage of it is that it will not provide a forum for discussion. An open forum, on the other hand, is a good channel because it raises a discussion from the findings, and the immediate reaction of the recipient gets noted and the real issues get solved. I would go for an open forum channel because it helps leaders to express themselves genuinely and understand how things occur. The other benefit of the approach is that it provides a chance for clarification in case the boss does not understand some phrases in the report (Heaps, 2014).
In this scenario, my boss is my primary audience. He is the one that requested for the report and, therefore, the report is for him. A secondary audience refers to the audience that may find the report useful even though it was not targeted to them in the first place. The secondary audience in this case may be the teams in the organization, as well as the main policy makers. A business environment is often formal. Therefore, the kind of tone used should be formal. Heaps (2014), a professional writer and editor, advises that it is important to ensure that the tone is not too formal in writing. That is so that it can give that natural feel and conversational kind of writing. She further insists on the importance of maintaining positivity in the report writing, regardless of the negativity in the information. The tone of the report should be courteous and professional at all times. It should also express strength and confidence, appropriate to keep the readers engaged and take your report seriously.
A report is efficient if it conveys a positive tone. There are techniques that writers use to achieve a positive tone, and they include the use of positive statements throughout the report, even on negative data. Recommendations are that ideas be expressed in positive terms, avoid negative trigger words and use more of positive trigger words. Another technique presents ideas as opportunities rather than obstacles that require tackling (Guffey & Loewy, 2014). Originality gets achieved through the use of credible sources from where your research hails. I will ensure that I maintain originality through the use of peer-reviewed journals, viable publications, and books by authors who have conducted research on the dynamics of teamwork and projects. I will also use publications by Richard Hackman so that I can have adequate information for my research.
Making of an efficient report entails a number of stages that need to be carefully planned and approached. First of all, it is prudent to recognize the need for the report on the subject, identify the target audience and ensure that you understand the topic well. The next step is to gather the necessary information from all possible sources. Data collection can be formal or informal. Informal data collection involves talking to the audience to determine their knowledge on the topic, whereas the formal method involves researching electronically or manually from publications regarding the subject. The other step involves arranging the data in a particular sequence doing away with the unnecessary data. Before writing a report, analyze the data collected and match it with the issue at hand to determine its relevance to the report. Point out the limitations, as well as the conclusions that deduced from the data (Guffey & Loewy, 2014).
The actual writing gets characterized by introduction of the main point or subject, explaining it and defining the use of basic terms in the report. At this stage, all evidence gets explained, and its relevance compared to the subject. Every chapter or paragraph is either concluded with a statement explaining the importance of the chapter to the report or providing a connection to the next paragraph. The sixth stage involves reviewing and redrafting the report, pointing out any flaws, and the last stage is the presentation. The presentation is the most crucial stage and, therefore, the report should be catchy (Guffey & Loewy, 2014).
References
Guffey, M. E. & Loewy, D. (2014). Business Communication: Process and Product (8th ed.). Stamford, CT: Cengage Learning.
Heaps, S. (2014). How to Use Tone in Your Writing. Retrieved from http://www.writeexpress.com/tone.html
