EIW UNIT 3 Writing Workplace Reports

EIWUNIT 3 Writing Workplace Reports Tasks1,2,3,4,5,6,7,8,9,10,11,12,13,14,15

Tasks 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12, 13, 14, 15 EIW UNIT 3 Writing Workplace Reports

Learning objectives This unit aims to help you to I understand the nature and purposes of workplace reports and the processes involved in writing them I understand both the overall and sectional organisation of workplace reports and apply this understanding to produce reports which are structured effectively I develop and apply the language skills needed to write clear and accurate workplace reports Tasks 1,2,3,4,5,6,7,8,9,10,11,12,13,14,15

Tasks 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12, 13, 14, 15 Learning objectives This unit aims to help you to: understand the nature and purposes of workplace reports and the processes involved in writing them understand both the overall and sectional organisation of workplace reports and apply this understanding to produce reports which are structured effectively develop and apply the language skills needed to write clear and accurate workplace reports

Objective I I To understand the nature and purposes of workplace reports and the processes involved in writing them Tasks1,2,3,4,5,6,7,8,9,10,11,12,13,14,15

Tasks 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12, 13, 14, 15 Objective 1 To understand the nature and purposes of workplace reports and the processes involved in writing them

Introduction >Workplace reports are usually, but by no means al ways, written documents which are produced to provide information on projects or to address particular issues of interest to an organisation )A report is the result of a process of enquiry and typically includes information on the purposes, procedures, results conclusions and recommendations of the enquiry ) There are numerous kinds of workplace reports and these Include Incident Recommendation Sales Site Progress Case study Feasibility o Proposal Tasks 1,2,3,4,5,6,7,8,9,10,11,12,13,14,15

Tasks 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12, 13, 14, 15 Introduction ➢Workplace reports are usually, but by no means always, written documents which are produced to provide information on projects or to address particular issues of interest to an organisation. ➢A report is the result of a process of enquiry and typically includes information on the purposes, procedures, results, conclusions and recommendations of the enquiry. ➢There are numerous kinds of workplace reports and these include: ⚫Incident ⚫Sales ⚫Progress ⚫Feasibility ⚫ Recommendation ⚫ Site ⚫ Case study ⚫ Proposal

Introduction(2) Many of the report types are common to most workplaces, but some are more frequently found in particular occupational areas e.g. the case study report is common in social work and related professions Reports are produced in different formats: some as letters or memos, others as much longer, more formal documents. However, all reports have certain similar features Purpose: reports are written to solve problems and to recommend action to exploit opportunities Audience: reports are usually written by order of senior staff and are then read by senior staff i. e reports are normally intra-company documents for upward trans/asss'pn2, 3, 4, 5, 6, 3,8,2, 10,11, 2,13,14,15

Tasks 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12, 13, 14, 15 Introduction (2) Many of the report types are common to most workplaces, but some are more frequently found in particular occupational areas e.g. the case study report is common in social work and related professions. Reports are produced in different formats: some as letters or memos, others as much longer, more formal documents. However, all reports have certain similar features: • Purpose: reports are written to solve problems and to recommend action to exploit opportunities • Audience: reports are usually written by order of senior staff and are then read by senior staff i.e. reports are normally intra-company documents for upward transmission

Introduction(3) Nature and Status: reports are highly valued permanent records of processes of enquiry Structure and language: reports are structured in sections: each section follows certain moves or steps and displays certain language features Longer reports often begin with an executive summary or overview of the whole report Tasks1,2,3,4,5,6,7,8,9,10,11,12,13,14,15

Tasks 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12, 13, 14, 15 Introduction (3) • Nature and Status: reports are highly valued, permanent records of processes of enquiry. • Structure and language: reports are structured in sections; each section follows certain moves or “steps” and displays certain language features. Longer reports often begin with an executive summary or overview of the whole report

Business reports in Hong Kong Research has shown that most reports written in Hong Kong workplaces are written in English. The table below displays the results of a recent survey of the use of both English and Chinese for writing g workplace documents. Nearly 1, 500 Hong Kong professionals employed full-time were surveyed. The N/A column shows the percentages of professionals not required to write particular text types. It is interesting because it shows the truly bilingual nature of written communication in the professional workplace in Hong Kong Tasks 1,2,3,4,5,6,7,8,9,10,11,12,13,14,15

Tasks 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12, 13, 14, 15 Business reports in Hong Kong Research has shown that most reports written in Hong Kong workplaces are written in English. The table below displays the results of a recent survey of the use of both English and Chinese for writing workplace documents. Nearly 1,500 Hong Kong professionals employed full-time were surveyed. The N/A column shows the percentages of professionals not required to write particular text types. It is interesting because it shows the truly bilingual nature of written communication in the professional workplace in Hong Kong

Writing English and Chinese: a survey Written Communication in English and Chinese in Hong Kong Always Usually Both Usually Always Chinese CH n/A English E-mails 53% 189o 1290 13% Reports 50% 18% Legal documents 439 Letters %%%% Memos 20% Minutes 40 159 1790 Agendas 389 16% 18% 21% Records 19% 27 Manuals 34 19% 23% 6% 13 31% 20% 35 5 28% 16% 34% Circulars 19% 129 Promotional materials Journals/magazines 2190 1790 18% Newsletters 20 13% 9% 17 Advertisements 18 l19 189 Source: Green, C.& Evans, S(2000).A survey of language use in the professional workplace in Hong Kong Hong Kong Journal of Applied Linguistics, 5(2), 60-82

Tasks 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12, 13, 14, 15 Writing English and Chinese: a survey Written Communication in English and Chinese in Hong Kong Always English Usually English Both Usually Chinese Always Chinese N/A E-mails 53% 18% 12% 2% 2% 13% Reports 50% 15% 18% 5% 7% 5% Legal documents 43% 16% 17% 3% 3% 18% Letters 41% 21% 25% 5% 5% 3% Memos 40% 20% 23% 7% 7% 3% Minutes 40% 15% 17% 5% 9% 14% Agendas 38% 16% 16% 4% 8% 18% Faxes 37% 21% 28% 5% 5% 3% Records 36% 19% 27% 5% 7% 6% Manuals 34% 19% 23% 5% 6% 13% Forms 31% 20% 35% 4% 5% 5% Notices 28% 16% 34% 7% 8% 8% Circulars 27% 19% 30% 6% 6% 12% Promotional materials 25% 18% 28% 7% 6% 16% Journals/magazines 21% 17% 29% 9% 6% 18% Newsletters 20% 13% 32% 9% 9% 17% Advertisements 18% 11% 37% 8% 8% 18% Source :Green, C. & Evans, S. (2000). A survey of language use in the professional workplace in Hong Kong. Hong Kong Journal of Applied Linguistics, 5(2), 60-82

This unit aims to help The predominant use of English for report writing means that you will need to develop your skills in this area to a high level. To help you do this, work on the common grammatical and vocabulary-related features of reports has been included in this unit The unit, which is divided into three major sections, is designed to take you from understanding the basic processes involved in report writing through the organisational and language features of reports and finally, gives you the opportunity to research and write a business-related report. The major sections are: the report writing process the structure and language of reports researching and writing a report Tasks 1,2,3,4,5,6,7,8,9,10,11,12,13,14,15

Tasks 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12, 13, 14, 15 This unit aims to help… The predominant use of English for report writing means that you will need to develop your skills in this area to a high level. To help you do this, work on the common grammatical and vocabulary-related features of reports has been included in this unit. The unit, which is divided into three major sections, is designed to take you from understanding the basic processes involved in report writing through the organisational and language features of reports and, finally, gives you the opportunity to research and write a business-related report. The major sections are: · the report writing process · the structure and language of reports · researching and writing a report

The Report Writing Process As we have already learned, a report is the product of a process of enquiry, the purpose of which is often to solve a business-related problem or to investigate commercial opportunities. All processes of enquiry consist of a number of steps Task I below offers you the opportunity to become familiar with six basic steps Tasks1,2,3,4,5,6,7,8,9,10,11,12,13,14,15

Tasks 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12, 13, 14, 15 The Report Writing Process As we have already learned, a report is the product of a process of enquiry, the purpose of which is often to solve a business-related problem or to investigate commercial opportunities. All processes of enquiry consist of a number of steps. Task 1 below offers you the opportunity to become familiar with six basic steps