Unit 3张.docx
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Unit 3张.docx
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Unit3张
UnitThreeReports
1.DefinitionofReport
Areportisaformofcommunicationinwhichthewritergivesinformationtosomepersonororganizationbecauseitishis/herresponsibilitytodoso.Asthisdefinitionindicates,thecommonelementinallreports,whichsetsthemapartasadistinctspecies,istheelementofresponsibility.Areportmaybemadebyacommitteetoitsparentorganization.Itmaybemadebyaconsultanttoaclient.Itmaybemadebyanindividualtohis/hersuperior.Itmaybeshort,simple,andintendedforasinglereaderoritmaybelong,elaborate,andprintedatgreatexpense.
Therearecertainkindsofwritingsocommonlyidentifiedasreportsthatacquaintancewiththemisvaluable.Outstandingexamplesarerecommendationreports,proposals,andprogressreports.Otherscouldeasilybeaddedtothelist:
feasibilitystudies,programevaluations,jobdescriptions,environmentalimpactstatements.Logically,therearenoverycleargroundsfordesignatinganyofthesekindsofwritingasreportsexceptwhendefining“report”,inthemostfundamentalwaypossible,asapieceofwritingintendedtoservesomepracticalpurpose.
Thewordreportissoneutralthatitcanmeananytypeofresearchpaper.Areportcanbeabookreview,acriticalinterpretationofsomeissueorhistoricalevent,adetailedexplanationofascientificexperiment,anargumentinfavorofapoliticalorsocialprogram,acomparisonofdifferentsetsofideas,oradescriptiveessayaboutapersonorplace.
2.ContentofReport
Reportsareusuallyexpectedtoincludethefollowing:
(1)Informationorthedatathatthewriterhasbeenabletocollect,whichmaybegeneralordetailed.
(2)Calculationswhichthewriterhasbeenabletoworkoutafterconsideringallthedatathathe/shehasbeenabletocollect.
(3)Conclusionsattheendofthereportinadditiontothosereferredtoabove.Thepurposeofthelatteristomakeiteasierforthereadertofollowthelineofargumenttheauthorhaschosen,and,iftheseconclusionsareincluded,theyshouldalsobereferredtoorsummarizedinthemainconclusiondivisionattheendofthereport.
(4)Arecommendedcourseofaction,withtherecommendationsclearlybasedontheconclusionsthattheauthorhaspreviouslymentioned.
3.ClassificationofReports
Ifwestartwiththisfundamentaldefinitionofreport,thentheideaoftypesofreportsrequiresustofindagenerallyacceptablebasisofclassificationofreports--anattemptatwhichnoonehaseversucceeded.
Anyway,wemaystilltaketheformasthecriterionforclassifyingreports:
informalreports,semiformalreportsandformalreports.Eachofthemcanbesub-dividedintoseveralkinds.
3.1InformalReports
Informalreportsareshort,eachcontainingonetothreepagesofnarrativeandoccasionallyattachmentssuchasdrawings,photographs,andstatistics,etc.Oftentheyareissuedinamemorandumorletterform.Theygenerallyfallintothefollowingkinds:
incidentreports,fieldtripreports,inspectionreports,progressreports,andshortinvestigationreports,etc.
3.2SemiformalReports
Semiformalreportsrefertoreportsofthefollowingkinds:
testandlaboratoryreports,investigationorevaluationreportsandsuggestionsandproposals,etc.
3.3FormalReports
Formalreportshaveamuchmorecommandingpresencethaninformalorevensemiformalreports.Usuallyboundwithinasimplebutdignifiedjacket,theyimmediatelycreatetheappearanceofanimportantdocument.Internally,theirinformationiscompartmentalizedandcarefullyspacedtoconveyconfidencefromstarttofinish.
Thetermformalreportreferstothetypeofdocumentratherthanitstitleanditneverappearsonthetitlepage.Aformalreportismorelikelytobereferredtoasafeasibilitystudy,aninvestigationorevaluationreport,aproductanalysis,oraprojectreport.Sometimesoneofthesenamesmayprecedethereport’smaintitle,butmoreoftenthenameisomittedandthetitlestandsalone(e.g.,thewordsEvaluationReportorInvestigationReportdonotappearonthetitlepage.)
4.LinguisticFeaturesofReports
4.1VariousPatterns
Classifiedaccordingtotheirdifferentforms,reportsaredifferentinstylesandpatterns.
4.1.1Letterformreport
Aletterformreportisusedwhenonlyonepointofviewneedstobepresentedandwhenthereisanobviousandprobablechronologicalorderforthepresentationofthematerial.
4.1.2Schematicformreport
Aschematicformreportisdiametricallyopposedtotheletterform,andprovidedwithaclearpresentation.Thereportiswrittenaccordingtoadefiniteschemeandtheinformationordatainitareclearlystated,classifiedandplacedinclearlyheadedsectionsofthereport.
4.1.3Shortreport(orSummaryreport)
Itisnotverydifferentfromthepatternofschematicreportbutisverymuchshorterthantheschematicreport.
4.1.4Mixedformreport
Thepatternofthisreportstartsoffasifitwasaletter,butchangestoschematicpresentationwhenfindingsarementioned.Itoftenhappensthattheschemefollowedisnomorethannumberingthefindingsandincludingheadingsandsubheadingsasnecessary.Attheendofthereporttheauthoragainreturnstoaletterstyle.
4.2Self-sufficient
Areportshouldbeserf-sufficient.Thatis,anyonewhoislikelytoreaditshouldbeabletodosowithouthavingtorelyonhis/hermemoryorconsulthis/herfilesforextrainformation.Thiscouldbeachievedbyaclearopeningofthereport,thepurposeofwhichisclearlyidentified.
4.3MoreActiveVoice
Thepronoun“I”isreadilyevidentintheinformalmemoreports.Sincethereaderofareportisnormallypre-knownbythewriter,forexample,ofafeasibilitystudyreport,aprogressreport,etc.,theactivevoiceisusuallyusedinsteadofthepassiveinthereport.
4.4ClearCitation
Whenthematerialisquoteddirectly,quotationmarksmustbeused.Ifwordsareomittedfromaquotation,ellipses(...)shouldbesubstituted.Ifinformationisquotedindirectly(withoutquotationmarks,asin:
Presidentsoandsobelievedthat...),theoriginalmeaningshouldbeconveyedasexactlyaspossible.Ineithercasecreditshouldbegiventotheinformationsource.
4.5StandardLanguage
Everyreporthasathesis--orpointofview--unlessitispurelydescriptive,andthewritermustmakesurethatthethesisissupportedbytheresearch.
Thelanguageusedisnormallynotcomplexbutstraightforward.Itisbriefyetfullyinformative.Avoidclutteringthenarrativewithunnecessarywordsandexpressions.Presentfactsclearlyandinlogicalsequence.
Theconclusionshouldbegeneralandnottooabrupt,anditshouldfollowlogicallyfromwhathasprecededit.
5.SearchforReports
Informationonreportscanberetrievedfromthefollowingsources:
5.1GRA&IRetrieval
GRA&I为AD报告,PB报告的检索工具.GRA&I=USGovernmentReportsAnnouncementandIndex(美国政府报告通报和索引)(双周刊)。
编号代码AD是ASTIA(=ArmedServiceTechnicalInformationAgency)Documents的缩写;编号代码PB是PublicationBoard(美国商务出版局)的缩写。
5.1.1AD报告的编号,原采用在AD编码后直接跟流水号数字,如:
AD一232560.后改为在流水号前加A,B,C,D,E等英文字母以区别报告的性质,如:
AD—A232560(A232560中的A指公开发行的报告)。
5.1.2和AD报告一样,PB报告的编号原采用PB编码加上流水号,如:
PB一301431,后改为以下三种不同的编号系统:
a.PB80---100,000系列(即PB编码+午号+系列号100,000),100,000系列表示单篇报告的编号。
b.PB80---800,000系列(即PB编码+年号+系列号800,000),800,000系列表示专题检索目录的编号。
c.PB80---900,000系列(即PB编码+年号+系列号900,000),900,000系列表示可以预订的连续出版物和刊物的编号。
5.2ATARRetrieval
ATAR为NASA报告的检索工具。
NASA(=NationalAeronauticsandSpaceAdministration)的前身为NACA(NationalAdvisoryCommitteeforAeronautics)(1915—1958)。
5.3ERARetrieval
ERA为DOE报告的检索工具。
ERA(=EnergyResearchAbstracts)以文摘形式报道美国能源部及其所属机构发表的全部科技报告及其它资料。
6.SampleAnalysis
SampleIInformalReport
MEMORANDUM
TO:
AudreyRiversFROM:
KevinYoung
Manager,HumanResourcesPersonnelAssistant
SUBJECT:
EvaluationoftheRoningGroup’s“Meetings”Seminar
DATE:
March19,1995
IfoundTheRoilingGroup’s“Meetings”seminartobewellworthattendingandrecommendthatitbemadeavailabletoallsupervisoryemployees.
Theattachedfolderdescribestheseminarindetail.Itsfulltitleis“IncreasingtheEffectivenessofBusinessMeetings,”anditisavailableintwoformats:
asapublicseminar,suchastheoneIattended,andasakitforin-housepresentation.Attendancealapublicseminarcosts$85perperson.Thekit,whichcontainssufficientmaterialstotrain48employees,costs$1200,whichisequivalentto$25perperson.
TheseminarIattendedwasheldatthedowntownHolidayInnfrom9:
00a.m.to4:
30p.m.yesterday,March18.YouaskedmetoattendsethatIcouldevaluateitssuitabilityforcompanyadoption.
Duringthemorningtheseminarleaderdemonstratedtechniquesforimprovingmeetingperformanceandthenassignedustotwogroupsandgaveusrolestoplayasmeetingparticipants.
Intheafternoon:
Forthefirsthour,grouponeheldameetingandgrouptwoevaluatedthemeetingparticipants’performanceonaone-to-onebasis.
Forthesecondhour,thegroups’roleswerereversed.
Theseminarleaderthensummedupanddrewattentiontoourstrengthsandweaknesses.
Ifoundtheseminartobeanexcellentlearningexperience.Theatmospherewasrelaxed,theparticipantswereactivelyinvolvedformorethan75%ofthetimeandhadrealistic,recognizablerolestoplay,andthescenariosforthetwomeetingswerebothrelevantandthoroughlydeveloped.Ofparticularvaluewerethecommentswecouldmakeononeanother’sperformanceasmeetingparticipants.
IsuggestwepurchasetheRoilingGroup’s“Meetings”kitanduseittotrainourmanagersandsupervisorstoholdmoreefficientmeetings.TheexperienceIgainedatyesterday’sseminarhaspreparedmetorimin-houseworkshops.
(ThesignatureofKevin)
Notes
1.这是一份非正式报告。
人事助理Kevin在参
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- Unit 3张