How the Report Should Be Organized
Your report will
• be 1200–1500 words in length.
• incorporate at least three references.
o Integrate more than three references if you would like.
o Cite and list them in APA 7th edition style.
• include at least one graphic. The graphic should demonstrate either the current personnel arrangement (and the problems it poses) or your proposed personnel arrangement (and how it addresses the current problems) or both. Of course, if you would like to include more than one graphic, you may do so.
You will need to apply the following Golden Rules of Technical Communication:
• Rule #1: Paper is Permanent. Make sure your word forms are accurate and your grammar and mechanics are correct. Others in the company in addition to Chris might see your memo. It is not only Chris who might be judging your message based on the quality of your writing.
• Rule #2: Know your Audience.
o Keep in mind that you are writing to Chris Taylor. He is your primary audience. He is not an IT expert, nor is he a human resources professional. In addition, consider his education level and his lack of acumen for IT–related matters.
o Note that Chris is your boss. You are writing to a superior about a problem that he does not realize is a problem.
o Understand that, while Chris is your primary audience, other members of the IT team are secondary audiences. They might see your memo eventually.
▪ Consider their level of education. Some of them have bachelor’s or master’s degrees.
▪ Don’t offend them. You don’t want to write anything that would cause a problem between you and members of the IT Department if they see your memo.
• Rule #4: Break It Out. Instead of writing long, thick, dense paragraphs, you want to write readable text.
o Bullet information in places if necessary
o Write short, crisp sentences that are readable.
o Write short paragraphs rather than long ones, as you deem necessary.
Use your judgment about how to break out your text as you consider the rhetorical situation.
• Rule #9: Contemplate Before You Illustrate. As you construct your graphic, make sure it adds to your document and does not simply dress up the document. Consider how best to illustrate the current problem or the possible solution with your graphic(s).
• Rule #10. Cut the Fluff. Chris is a busy business owner. He is not expecting your report. He has not budgeted time in his schedule to read it. You will need to communicate the current problem and suggest an alternative to it without getting wordy or including information that is not helpful to your purpose.
