I am in the process of responding to all of your email memos re: progress reports.
- The most common error among the reports I received is the form of the document. The instructions ask for an email memo; yet many people sent me email messages. Following instructions, and indeed designing your documents accordingly, is important. If my instructions are unclear, I very much appreciate when you alert me on Face book.
- Missing introductions to Surveys and Interviews questions: I was surprised with how few people presented surveys and interview questions that were correctly composed. Most were missing titles and proper introductions. As well, as missing some discussion on how you will conduct your surveys and interviews: Email, in person, or online surveys? At the top of your questionaries you need to introduce the survey’s purpose and assure your respondents that their answers are confidential. Please do review the check-list for questionnaires and interview introductions. p 146 – 147.
- And finally, many people appeared to rush through this very important part of the process; there were many errors in expression, and indeed I found myself repeating the same notes as many people received on their Unit One evaluations.
Notes like:
- Always put your name and date on an attachment
- Correctly naming attachments
- Initials belong beside your name on memos
- Avoid the word ‘it’ – use nouns in place of verbs. Nouns name things – verbs talk about actions.
- Avoid unnecessary words: take out the verbs and the people and replace with noun phrases
Example: One student described the problem his report is addressing in this way:
“when a senior member left and will now have to be replaced by a new graduate”
- How can you name this problem?
- Take out verbs and people and use nouns:
- This report investigates solutions to the problem of replacing senior management with inexperienced graduates
- Even better:
- This report provides recommendations for management replacement training of new graduates.
- Note how there is a single verb in the above sentence: “provides.”
- One more time: this is the trick; take out the verbs, take out the ‘people’ and replace with noun phrases. I expect all future work to be carefully proofread with a focus on creating noun phrases and removing verbs. Thank you.
An Example of an excellent Progress Report Memo:
MEMORANDUM
To: Dr. Erika Paterson, Instructor ENGL 301 Technical Writing UBC
From: Excellent Student, Student ENGL 301 Technical Writing UBC ES
Date: October 10, 2014
Subject: 301 Formal Report Progress
As requested, here is my progress report for my formal report regarding improving pedestrian crossing safety at L’École Bilingue Elementary School. I have outlined my progress to date, challenges and proposed methods for obtaining the most reasonable and effective outcomes within the allotted time.
Purpose of Report
The purpose of this report is to provide recommendations to increase pedestrian crossing safety at L’École Bilingue Elementary School.
Intended Audience
L’Ecole Bilingue school administrators: Robert Smith, Lucy Sage & Doreen Little
For any project that directly impacts traffic flow and pedestrian safety, approval will be determined by city and police officials. This report is intended to provide school administrators adequate information to positively influence these decisions.
Report Objectives
The objectives of this report are to:
- identify unsafe pedestrian crossing areas at L’École Bilingue Elementary School
- establish the most effective method for improving pedestrian safety at these crossing
- confirm economic feasibility within city and traffic safety guidelines
Report Outline
Please see attached document,
301 Formal Report Outline.
Research Plan
In order to present a reasonable and effective outcome, I plan to:
- identify and photograph high pedestrian crossing routes thru observation
- observe traffic at these routes during drop off pick up times, over 1 week, keeping track of incidents of unsafe practices
-
survey parents, administrators and neighbours arriving on foot and by car
-
research City of Vancouver & Vancouver Police Traffic Safety policies and protocols to determine guidelines
- observe other schools in the neighbourhood for alternate crossing safety methods
- review previously complete bike safety survey
- compile cost analysis
- data analysis from surveys
- produce visuals based on survey analysis
Writing schedule
A detailed breakdown of my writing schedule is attached.
301 Formal Report Research Writing schedule.
Challenges
- I have asked for but not yet received a copy of a report regarding bicycle safety at the school. A copy of this report is due to me on Tuesday.
- I will create my survey questions with the assistance of the results found in this report.
- I have contacted the City of Vancouver and Vancouver Police Department regarding guideline but have not received confirmation yet.
Thank you in advance for your review and professional insights that will assist me in strengthening this report.
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