ENN1504: PREPARATION FOR

ASSIGNMENT 2

SEPTEMBER 2020
For enquiries:
Dr TP Shandu- Phetla: shandtp@unisa.ac.za

Mr MM Ralushai: ralusm@unisa.ac.za

Ms C Tabane.com: tabannc@unisa.ac.za
 Agenda
• Opening and introductions

• The language of business

• The investigative report

• Questions
Informal Formal

Flexible language use Accurate grammar required

Contractions used No contractions

Emotional and biased tone Neutral tone

Estimated and assumed/implied Factual

Non-standard English allowed Standard English required

Time and space bound Transcends time and space

Aided communication (body language, facial features)
Text should be self-sufficient

Allows for non-technical vocabulary Technical

Immediate feedback on misunderstanding Delayed or no feedback on misunderstanding

Negotiation where stakes are high Serious repercussions, stakes are high

Wordy Concise
 The investigative report
You have to analyse the question, background and instructions and then include relevant
information and adhere to the format below:
 TITLE

 Terms of reference
 Procedures

 Findings
 Conclusions

 Recommendations
 Compiler’s details (name, designation, signature and date)
 TITLE
Essence of the report
 What?
 Where?
 Why?

Example:
REPORT ON AN INVESTIGATION INTO THE LATE COMING AND ABSENTEEISM
OF STAFF MEMBERS IN THE DEPARTMENT OF COMMUNICATIONS
 1.Terms of reference
Background information
• Who commissioned whom (name and designation)

• Where and when

• Purpose of the report
• Submission date

• NOTE: We use fictitious (made up) companies and scenarios so as

to contextualise questions.
 Example

1. Terms of reference
On 08 June 2020, Professor B Chanti, Chief Director at the Department
of Communications, requested Ms N Chawe, Public Relations Officer, to
investigate the complaints about absenteeism and late-coming among
staff members in the department. The full report, including
recommendations, was to be submitted to Professor Chanti by 30 June
2020.
 2. Procedures
2. Procedures
• Past tense
• Various actions taken
• Reasons for actions taken

• Number accordingly
• Allow students to be creative within the parameters of the background
• Check for action words.

• Check that the actions are justified and linked to the purpose of the report.
• Check numbering
2. Procedures Example
The following procedures were followed to gather relevant information.
2.1 Clocking system records were collected from the security personnel to
determine if the complaints levelled against the staff members were
legitimate.
2.2 CCTV footage of the open plan area, parking bays and exit points of the
office block were reviewed to determine whether staff members were
adhering to their office hours.
2.3 Interviews were held with managers of the various divisions within the
department to obtain more information on the nature of the challenges
experienced by the department due to the unavailability of staff members.
2.4 Interviews were held with staff members to determine the extent to
which they neglected their duties.
 3. Findings
This is the information that was discovered.
• State FACTS and not opinions and interpretation.

• Think of your senses: what did you hear? What did you see?
• Directly related to procedures
• Numbering is aligned with procedures
• Past tense

• Specific information
• Objective facts
• Avoid emotive language
 Example

3. Findings
The procedures led to the following findings.

3.1 The clocking system records indicated that 35% of staff members came to work late every
morning. The records further indicated that from the 35% of late staff members, 20% were late
by over 45 minutes while 15% were over an hour late.

3.2 CCTV footage showed an empty open-plan area with fewer staff members after lunch-time.
The CCTV footage further revealed empty parking bays and video footage of staff members
leave the office park at the various exits points.
 Findings Cont’d
3.3 Interviews with the line managers revealed that the department was behind on their
obligations to the various departments, which was a result of staff coming to work late and
leaving early. The line managers expressed their dissatisfaction with the conduct of staff
members because the department was forced to delay projects due to fewer staff members
being available to carry out new tasks.

3.4 Interviews with staff members revealed that late coming led to some community projects
being abandoned. In addition, staff members said they saw nothing wrong with their misconduct
as they were never briefed about the issue of time and office hours before. They said they had
no idea that arriving at work late and leaving early had a negative influence on the department’s
functionality.
 4. Conclusions

• This is where you interpret your findings and present the current state
of affairs. What do the findings tell you about the situation that you are
investigating?
• Because Conclusions are a synthesis of the Findings, they need not
be matched, number for number, with the Findings. Apply your mind
here, assess the situation.
• Conclusions are what is deduced from the situation.
 Example
4. Conclusions
The following conclusions are based on the findings above.
4.1 Staff members do not keep to the time set by the government and ministers as
official working hours and this affects the department's functionality and success.
4.2 The departments’ functionality is influenced by the misconduct of the staff
members and the department is losing important clients as projects take longer than
they should and staff members fail to prioritise being at their work stations and
respect protocol.
 5. Recommendations

• The recommendations need not be matched, number for number, with

previous sections.
• Make ssuggestions- do not give instructions.

• Always use ‘should’ to make a recommendation- do not use ‘can’, ‘will’,

‘to’, ‘may’.
• Indicate actions that should be taken or implemented.
5. Recommendations
Example

5.1 The departments’ legal team should draft a code of conduct document for
approval by management and staff members. If any staff member contravenes these
rules, they should be issued with a written warning, face suspension or their
employment should be terminated.
5.2 The department should communicate the importance of being on time and the
effect it has on the revenue and functionality of the department.

Compiled by:
NChawe
Nomabandla Chawe
Public Relations Officer
30 June 2020
Questions