A Basic Outline for Your Report
Your report should contain, at a minimum, the following sections. You might also include additional sections.
Letterhead—Includes your name, mailing address, email address, and phone number.
Memo Heading—Contains all necessary components to let readers know about writer’s role (from), reader’s role (to), date (date), subject (subject), references (ref), attachments (attach.), distribution list (cc and/or bcc),
Overview––Contains three brief paragraphs: problem/purpose statement; summary of conclusions and recommendations, in brief; forecast of what follows in the report.
Methodology—Provides thorough details about how you conducted your research, including why you chose your interview subject in terms of relevance to your report; your tools (questions and any other tools you used); protocol; and any other relevant details.
Background—Explains what led to the current situation and the need for this report
Body paragraphs—Contains details from your interview, arranged in a way that is useful and helpful for your readers.
Conclusion—Answers the question “What do the facts mean [to the reader]?” Do not forget that your purpose was to interview someone in your field to find out about their communication in the workplace. The purpose for your readers is different.
Recommendation—Answers the question “What action should I take [the readers]?” Make it very easy for your readers to take the action you recommend. Don’t just state the action – develop a plan. Always include a deadline in your recommendations (refer to the Details You Really Need to Know).
Follow-Up—Send a brief thank-you email to the person you interviewed, noting briefly what you found particularly interesting or valuable.
Strategies for Effective Interviewing
Resources: Writers at Work, Chap. 8, p.360-373
Business Writer’s Handbook, 6th ed. p. 327-332
Under the general heading of writing in the workplace, these are the main purposes for the assigned interview:
You might have additional purposes.
Keeping in mind the purposes for the interview will help determine the questions you ask and also focus the discussion.
Remember you are counting on the person’s goodwill and you want the interviewee to feel comfortable. Be clear about your general purpose: gathering information about writing and speaking in the workplace for review of writing courses. Verify the date, place, time and length of the interview.
If time permits, you could ask the interviewee if he or she would like a copy of the questions beforehand.
When you schedule the interview, confirm the interviewee’s email address, so that you can send follow-up materials.
Create a climate of trust and appreciation by establishing rapport with the interviewee. “Thank you for your time” is a good beginning!
Ask questions clearly, and then let the interviewee talk–he or she is the expert!
Be attentive to answers and ask follow-up questions where appropriate. For example, if the respondent writes only proposals for clients, you might follow up by asking how information is disseminated, or what other ways he/she communicates with colleagues.
Never record an interview without asking permission! While a transcription is required for this assignment, you should be no means assume that the interviewee is comfortable having their responses recorded. Make this clear in the initial interview request and, if they are uncomfortable being recorded, offer to remove all identifying personal information. Otherwise, find a different interviewee.
Take notes during your interview about your thoughts and reactions to their answers. You will not be able to take down everything, but if you are truly engaged in active listening, you will be able to rely on these thoughts to help flesh out the content of your memo.
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