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13-6: Producing Formal Reports [LO-2] You are president of the Friends of the Library, a nonprofit
group that raises funds and provides volunteers to support your local library. Every February, you send a
report of the previous year’s activities and accomplishments to the County Arts Council, which provides
an annual grant of $1,000 toward your group’s summer reading festival. Now it’s February 6, and you’ve
completed your formal report. Here are the highlights:
• Back-to-school book sale raised $2,000.
• Holiday craft fair raised $1,100.
• Promotion and prizes for summer reading festival cost $1,450.
• Materials for children’s program featuring local author cost $125.
• New reference databases for library’s career center cost $850.
• Bookmarks promoting library’s website cost $200.
Write a letter of transmittal to Erica Maki, the council’s director. Because she is expecting this report,
you can use the direct approach. Be sure to express gratitude for the council’s ongoing financial support.
ANS:
13-9 to 13-18
The following exercises help you improve your knowledge of and power over English grammar,
mechanics, and usage. Turn to the “Handbook of Grammar, Mechanics, and Usage” at the end of this
book and review all of Sections 2.10 (Quotation Marks), 2.11 (Parentheses), and 2.12 (Ellipses). Then
look at the following 10 items. Circle the letter of the preferred choice in the following groups of
sentences
1.
a. Be sure to read (How to Sell by Listening) in this month’s issue of Fortune.
b. Be sure to read “How to Sell by Listening” in this month’s issue of Fortune.
c. Be sure to read “How to Sell by Listening . . .” in this month’s issue of Fortune.
2.
a. Her response . . . see the attached memo . . . is disturbing.
b. Her response (see the attached memo) is disturbing.
c. Her response “see the attached memo” is disturbing.
3.
a. We operate with a skeleton staff during the holidays (December 21 through January 2).
b. We operate with a skeleton staff during the holidays “December 21 through January 2”.
c. We operate with a skeleton staff during the holidays (December 21 through January 2.)
4.
a. “The SBP’s next conference . . .” the bulletin noted, “. . . will be held in Minneapolis.”
b. “The SBP’s next conference,” the bulletin noted, “will be held in Minneapolis.”
c. “The e SBP’s next conference,” the bulletin noted, “will be held in Minneapolis”.
5.
a. The term “up in the air” means “undecided.”
b. The e term “up in the air” means undecided.
c. The term up in the air means “undecided.”
6.
a. Her assistant (the one who just had the baby) won’t be back for four weeks.
b. Her assistant (the one who just had the baby), won’t be back for four weeks.
c. Her assistant . . . the one who just had the baby . . . won’t be back for four weeks.
7.
a. “Ask not what your country can do for you,” begins a famous John Kennedy quotation.
b. “. . . Ask not what your country can do for you” begins a famous John Kennedy quotation.
c. “Ask not what your country can do for you . . .” begins a famous John Kennedy quotation.
8.
a. Do you remember who said, “And away we go?”
b. Do you remember who said, “And away we go”?
9.
).
a. Refinements may prove profitable. (More detail about this technology appears in Appendix A
b. Refinements may prove profitable. (More detail about this technology appears in Appendix
A.)
10. a. The resignation letter begins, “Since I’ll never regain your respect . . .,” and goes on to
explain why that’s true.
b. The resignation letter begins, “Since I’ll never regain your respect, . . .” and goes on to explain
why that’s true.
c. The resignation letter begins, “Since I’ll never regain your respect . . .” and goes on to explain
why that’s true.
13-19: Message Strategies: Analytical Reports:
you’ve been in your new job as human resources director for only a week, and already you have a major
personnel crisis on your hands. Some employees in the marketing department got their hands on a
confidential salary report, only to learn that, on average, marketing employees earn less than
engineering employees. In addition, several top performers in the engineering group make significantly
more money than anybody in marketing. The report was passed around the company instantly by email,
and now everyone is discussing the situation. You’ll deal with the data security issue later; for now, you
need to address the dissatisfaction in the marketing group. Case Table 13.1 lists the salary and
employment data you were able to pull from the employee database. You also had the opportunity to
interview the engineering and marketing directors to get their opinions on the pay situation; their
answers are listed in Case Table 13.2.
Your task: The CEO has asked for a short report, summarizing the data and information you have on
engineering and marketing salaries. Feel free to offer your own interpretation of the situation as well
(make up any information you need), but keep in mind that as a new manager with almost no
experience in the company, your opinion might not have a lot of influence.
CASE TABLE 13.1
Selected Employment Data for Engineers and Marketing Staff
Employment Statistic
Engineering Department
Marketing Department
Average number of years of
18.2
16.3
17.8
8.6
work experience
Average number of years of
experience in current profession
Average number of years
12.4
7.9
with company
Average number of years
6.9
4.8
of college education
Average number of years
between promotions
6.7
4.3
Salary range
$58–165K
$45–85K
Median salary
$77K
$62k
CASE TABLE 13.2
Summary Statements from Department Director Interviews
Question
1. Should engineering and marketing professionals receive roughly similar pay?
2. Why or why not?
3. If we decide to balance pay between the two departments, how should we do it?
Engineering Director
1.In general, yes, but we need to make allowances for the special nature of the engineering profession.
In some cases, it’s entirely appropriate for an engineer to earn more than a marketing person.
2. Several reasons: (1) Top engineers are extremely hard to fi nd, and we need to offer competitive
salaries; (2) the structure of the engineering department doesn’t provide as many promotional
opportunities, so we can’t use promotions as a motivator the way marketing can; (3) many of our
engineers have advanced degrees, and nearly all pursue continuing education to stay on top of the
technology.
3. If we decide to balance pay between the two departments, how should we do it?
Marketing Director
1.yes
2. Without marketing, the products the engineers create wouldn’t reach customers, and the company
wouldn’t have any revenue. The two teams make equal contributions to the company’s success.
3. If we can’t increase payroll immediately to raise marketing salaries, the only fair thing to do is freeze
raises in engineering and gradually raise marketing salaries over the next few years.
ANS:
13-20.Message Strategies: Analytical Reports:
Spurred on in part by the success of numerous television shows and even entire cable networks
devoted to remodeling, homeowners across the country are redecorating and rebuilding like never
before. Many people are content with superficial changes, such as new paint or new accessories, but
some are more ambitious. These homeowners want to move walls, add rooms, redesign kitchens,
convert garages to home theaters—the big stuff. With many consumer trends, publishers try to create
magazines that appeal to carefully identified groups of potential readers and the advertisers who’d like
to reach them. The e do-it yourself (DIY) market is already served by numerous magazines, but you see
an opportunity in those homeowners who tackle the heavy-duty projects. Case Tables 13.3
through 13.5 summarize the results of some preliminary research you asked your company’s
research staff to conduct.
Your task: You think the data show a real opportunity for a “big projects” DIY magazine, although
you’ll need more extensive research to confirm the size of the market and refi ne the editorial direction
of the magazine. Prepare a brief analytical report that presents the data you have, identifies the
opportunity or opportunities you’ve found (suggest your own ideas based on the tables), and requests
funding from the editorial board to pursue further research.
CASE TABLE 13.3: Rooms Most Frequently Remodeled by DIYers
Room
Percentage of Homeowners Surveyed Who
Have Tackled or Plan to Tackle at Least a Partial Remodel
Kitchen
60
Bathroom
48
Home office/study
44
Bedroom
38
Media room/home theater
31
Den/recreation room
28
Living room
27
Dining room
12
Sun room/solarium
8
CASE TABLE 13.4: Average Amount Spent on Remodeling Projects
Estimated Amount
Percentage of Surveyed Homeowners
Under $5K
5
$5–10K
21
$10–20K
39
$20–50K
22
More than $50K
13
CASE TABLE 13.5: Tasks Performed by Homeowner on a Typical Remodeling Project
Task
Percentage of Surveyed Homeowners Who Perform or
Plan to Perform Most or All of This Task Themselves
Conceptual design
90
Technical design/architecture
34
Demolition
98
Foundation work
62
Framing
88
Plumbing
91
Electrical
55
Heating/cooling
22
Finish carpentry
85
Tile work
90
Painting
100
Interior design
52
ANS:
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