Leadership Documents

Week – 3
(Barret 2014 – chapter 5)
Group presentation:
Application 5.1.
¡  Tahapan apa saja yang diperlukan dalam
membuat sebuah dokumen tertulis?

¡  Komponen apa saja yang perlu ada dalam

membuat sebuah dokumen tertulis, seperti
laporan atau pun ringkasan laporan?

¡  Faktor-faktor apa saja yang mempengaruhi

proses pembuatan dokumen tertulis?
Discussion Topics
¡ Creating a document
¡ Selecting the most appropriate medium
¡ Organizing and formatting a report
¡ Handling exhibits effectively
¡ Documenting sources responsibly
Creating a Document
Phase 1: Phase 2: Phase 3:
Analyzing/ Creating/ Refining/
Planning Developing Proofing

1.  Clarify purpose 6.  Decide on 12.  Reorganize, if

2.  Develop organization necessary
strategy 7.  Generate ideas 13.  Revise
3.  Analyze 14.  Read the
8.  Gather data document
audience 9.  Check for aloud to check
4.  Select medium completeness tone/flow
5.  Determine key 10.  Double check 15.  Print out and
messages proofread the
logic final version
11.  Write draft
Selecting the Most Appropriate
Medium
¡  Text message
Memo

Letter
¡  E-mail
¡  Memo Report

¡  Letter E-mail

¡  Discussion outline
Chart
¡  Chart pack or deck Pack

¡  Reports
Communication Media
Organizing and Formatting a
Document Effectively

¡ Select best structure for the audience and topic

¡ Begin strongly, with the major message early
¡ Ensure overall structure and individual
paragraphs are logically organized
¡ End by clearly establishing closure and, if
appropriate, next steps
¡ Follow standard formatting for type of document
How to write a business report
Including Expected Report
Contents
¡  Letter or memo of transmittal
Front ¡  Cover
Matter ¡  Title page
¡  Table of contents

¡  Executive summary
¡  Introduction
Body ¡  Discussion
¡  Conclusion/next steps
¡  Bibliography

Back ¡  Appendices
Matter ¡  Glossary
Creating a Table of Contents
¡ List major headings in a report
¡ List in order of appearance
¡ Keep parallel and consistent
¡ Make wording in the table of contents match
section headings exactly
¡ Cite page numbers accurately
¡ Create it last!
 Chapter
Conforming to Expectations 2 - 11

for Executive Summaries

¡  Must be a stand-alone summary
¡  Usually runs about 10% of full document length
¡  Contains purpose, scope of work or research, results
of study
¡  Emphasizes conclusions and information the reader
needs to make a decision or agree with your
recommendation

Must be comprehensive since audience may

not read entire report
Recognizing the Difference
between an Executive Summary
and an Introduction
Executive Summary Introduction
¡  Tells purpose, scope, ¡ Gives essential
and results of study background data
¡  Emphasizes ¡ Tells how the work is
conclusions and
information reader
organized
needs to make a ¡ Generally excludes
decision findings or
recommendations
Using Headings Effectively

¡ Use headings to signal a shift to a new topic or

sub-topic
¡ Follow guidelines for effective headings:
¡ Keep headings short, meaningful, and
consistent
¡ Ensure headings are parallel
¡ Use the same font used for rest of document
¡ Write text as if heading is not there
 Making Headings Meaningful
From This . . . To This . . .
§  Introduction ¡  Losing Market Share
§  Product Market Mix ¡  Creating a New
§  SWOT Analysis Market Niche
Strategy
§  Marketing Strategy
¡  Leading in SQL
§  Summary Applications
¡  Selling SQL Services
to Present Customers
¡  Breaking Even after
Five-Years
Handling Exhibits Effectively
¡  Exhibits : table, graph, or diagrams
¡  Exhibit placement: Introduce them in the text
before they appear
¡  Exhibit label: Give them a figure # and a “so what”
title
¡  Insert them directly into your document or place
them in appendix:
Test – Does your reader need to see them to
understand your discussion?
¡  Cut out any chart clutter and keep them simple
 Using Research Information
in reports
Type of
information Description Documentation required
Primary Ø Information Ø Full explanation of your
gathered methods (how, what,
through your when)
own surveys,
interviews, or
observation
Ø Published Ø Correct and complete
Secondary materials in reference (notes and
books, bibliography) for anything
periodicals, used in your report from
or the Web
anywhere, including the
Web
Discussion Summary

¡  Follow a logical process when creating a document as

an individual or as part of a team
¡  Select the most effective medium for your message and
your audience
¡  Organize the document contents coherently
¡  Include the expected contents for the type of report
¡  Use effective formatting
¡  Insert and reference exhibits appropriately
¡  Document all sources of information responsibly