Summary
Highlights
The lecture introduces Chapter 8, focusing on informative reports, which is the final chapter before the midterm exam. It outlines the topics to be covered: summaries and abstracts, mechanism descriptions, periodic reports, progress reports, and news releases.
Summaries are condensed versions, while abstracts are even more condensed, often reducing an entire document to a few paragraphs. They act as standalone documents or parts of longer technical documents, saving time for readers who need a quick overview or to decide if the full document is relevant. Summaries and abstracts should be proportional to the original, written in the present tense, avoid direct quotes, and provide transitions, covering the introduction, conclusion, and data.
Mechanism descriptions detail the parts of a device or machine, explaining its purpose, overall design, and the function of each part. They are found in catalogs, manuals, and training materials, but do not include operating instructions. These descriptions should use spatial order (e.g., left to right, top to bottom), provide an overall description first, use separate headings for each part with proper names, offer precise physical descriptions and functions, and include graphics. The active voice should be used.
Periodic reports review events over a specific time period (e.g., quarterly reports), used by organizations to inform stakeholders like clients, employees, and shareholders about accomplishments and challenges. When writing, consider the time period, audience concerns, and organize information into lists or sections. Provide an overview, highlight key ideas, refer to subsequent reports in the conclusion, ensure accuracy, avoid personal opinions, and use lists for clarity.
A progress report details what has been achieved on a single project during a specific time. Unlike periodic reports that cover multiple projects, progress reports focus on one specific endeavor. An outline typically includes an introduction with the topic, purpose, and reporting period, detailing completed work, remaining tasks, and any problems or future projections.
News releases, also known as press releases, are prepared for the media to inform the public. Public Service Announcements (PSAs) are a type of press release offering beneficial facts. Public relations departments often write these to maintain a positive company image. When crafting a news release, analyze the audience, answer who, what, when, where, why, and how questions, check for accuracy and credibility, use active verbs in headlines, open with a hook, and order ideas by importance (most important first). Formatting includes 'News Release' (all caps, flush left), contact info, date, release time ('for immediate release' or 'please hold until X'), suggested headline, city and state, and content that reads like a news story. Pagination is indicated by 'more' at the bottom of a page, and the ending is marked by '###' or a page number centered at the bottom.
The assignment involves rearranging four paragraphs into an effective news release, prioritizing important information and headlines. The instructor reminds students to study for the upcoming midterm exam.