商务公文写作-进度报告.ppt

第十一讲第十一讲 商务写作训练商务写作训练 -Progress Report-Progress Report进度报告的概念进度报告的功能进度报告的格式进度报告的写作程序进度报告的结构What is a progress report?You write a progress report to inform a supervisor,associate,or customer about progress youve made on a project over a certain period of time.The project can be the design,construction,or repair of something,the study or research of a problem or question,or the gathering of information on a technical subject.You write progress reports when it takes well over a long-term period to complete a project.进度报告是定期汇报某一项目的进展状况。须包括如下内容：进度报告是定期汇报某一项目的进展状况。须包括如下内容：报告主题，上次报告以来完成的工作，未完成部分，须采取报告主题，上次报告以来完成的工作，未完成部分，须采取的措施及原因。的措施及原因。Functions and Contents of Progress ReportsIn the progress report,you explain any or all of the following:How much of the work is complete What part of the work is currently in progress What work remains to be done What problems or unexpected things,if any,have arisen How the project is going in general Progress reports have several important functions:Reassure recipients that you are making progress,that the project is going smoothly,and that it will be complete by the expected date.Provide their recipients with a brief look at some of the findings or some of the work of the project.Give their recipients a chance to evaluate your work on the project and to request changes.Give you a chance to discuss problems in the project and thus to forewarn预先告知 recipients.Force you to establish a work schedule so that youll complete the project on time.Format of Progress Reports写作形式写作形式In a year-long project,there are customarily three progress reports,one after three,six,and nine months.Depending on the size of the progress report,the length and importance of the project,and the recipient.the progress report can take the following forms:MemoA short,informal report to someone within your organization LetterA short,informal report sent to someone outside your organization Formal reportA long,formal report sent to someone outside your organization Organizational Patterns for Progress Reports 进度报告写作的程序进度报告写作的程序The recipient of a progress report wants to see what youve accomplished on the project,what you are working on now,what you plan to work on next,and how the project is going in general.To report this information,you combine two of these organizational strategies:time periods,report topics,or project tasks.Time periods.A progress report usually summarizes work within each of the following:Work accomplished in the preceding period(s)Work currently being performed Work planned for the next period(s)Report topics.You can also organize your progress report according to the work done on the sections of the final report.In a report project you would need information on some topics.For each of these topics,youd explain the work you have done,the work you are currently doing,and the work you have planned.Project tasks.Practically every project breaks down into individual tasks:Studying the assignment Selecting a topic Identifying the audience of the report Narrowing the topic Developing a rough outline Gathering information Writing one or more rough drafts Documenting the report Revising and editing the report draft Typing and proofreading the report Putting the report in its final package The structure of a Progress ReportIn your progress report,you need(a)an introduction that reviews the history of the projects beginnings as well as the purpose and scope of the work(b)a detailed description of your project.(c)an overall appraisal全面评估全面评估 of the project to date,which usually acts as the conclusion.Introduction.Review the details of your projects purpose,scope,and activities.This will aid recipients who are unfamiliar with the project,who do not remember certain details,or who want to double check your approach to the project.The introduction can contain the following:Purpose of the project Specific objectives of the project Scope,or limits,范围或限制of the project Date the project began;date the project is scheduled to be completed People or organization working on the project People or organization for whom the project is being done Overview of the contents内容回顾 of the progress reportI am now submitting to you a report on the progress that I have made on my research for your company,Ginseng Cola.Immediately following the January 15 acceptance of my firms bid投标 to study the advantages of bottling your soft-drink product in plastic bottles,I began investigating all areas of the project.In the following sections of this progress report,you will be informed on the work that I have already accomplished,the work I am now involved in,the work left to do,and finally an overall appraisal of how the project is going.Project description.In most progress reports,a project description is included to review the details of your project for the recipients:PROJECT DESCRIPTION Here is a review of the purpose and scope of this project.Purpose.The original investment plan of this corporation included only long-term,low-risk investment in corporate bonds and U.S.securities.This project was designed to answer questions about the potential of short-term,high-dollar investments,particularly those suited to the future expansion of this companys investment plan.Scope.The report will cover basic definitions of stocks and options as well as reasons for and against these two investment strategies.The report will be broken down into four areas:Mechanics of stocks and options Comparisons of stocks and options Example investment scenarios Recommendations for an investment planConclusion.The final paragraph or section usually reassures audiences that all is going well and on schedule.It can also alert recipients to unexpected changes or problems in the project.OVERALL APPRAISAL The project to recommend PET production is coming along well.I have not run into any major problems and have found plenty of material on this subject.However,I have not heard from Mr.Simon Juarez of PET Mfg.,who is sending information on PET production methods used in several plants in the Southwest.I can foresee no major problems that will keep me from submitting my report to you on the contract date.In fact,I may be able to get it to you a few days earlier than planned.In general,I am finding that the PET bottle is an even more attractive packaging idea than had seemed in our earlier discussions.Full details on this,however,will appear in the final report.Sincerely,Steven C.Crosswell Process Engineer Revision Checklist for Progress ReportsAs you reread and revise your progress report,watch out for problems such as the following:Make sure you use the right format.Remember,the memo format is for internal progress reports;the business-letter format is for progress reports written from one external organization to another.(Whether you use a cover memo or cover letter is your choice.)Write a good introduction-in it,state that this is a progress report,and provide an overview of the contents of the progress report.Make sure to include a description of the final report project.Use one or a combination of the organizational patterns in the discussion of your work on the final report.Use headings to mark off the different parts of your progress report,particularly the different parts of your summary of work done on the project.Use lists as appropriate.Provide specifics-avoid relying on vague,overly general statements about the work youve done on the final report project.Be sure and address the progress report to the real or realistic audience-not your instructor.Assume there will non-specialist reading your progress report.But dont avoid discussion of technical aspects of the projectjust bring them down to a level that non-specialists can understand.练习：根据自己制定的一年学习计划（2012年9月-2013年6月），给自己的导师写一封学习进度汇报。公文写作：怎样写请示公文写作：怎样写请示 1、请示的含义及特点请示：是用于向上级机关请求指示、批准的一种上行公文。请示具有以下特点：请示事项一般时间性较强。请示的事项一般都是急需明确和解决的，否则会影响正常工作，因此时间性强。应一事一请示。一般主送一个机关，不多头主送，如需同时送其他机关，应当用抄送形式，但不得在请示的同时又抄送下级机关。应按隶属关系逐级请示，一般情况不得越级请示，如确需越级请示，应同时抄报直接主管部门。2、请示的分类根据请示的不同内容和写作意图分为三类：请求指示的请示。此类请示一般是政策性请示，是下级机关需要上级机关对原有政策规定作出明确解释，对变通处理的问题作出审查认定，对如何处理突发事件或新情况、新问题作出明确指示等请示。请求批准的请示。此类请示是下级机关针对某些具体事宜向上级机关请求批准的请示，主要目的是为了解决某些实际困难和具体问题。请求批转的请示。下级机关就某一涉及面广的事项提出处理意见和办法，需各有关方面协同办理，但按规定又不能指令平级机关或不相隶属部门办理，需上级机关审定后批转执行，这样的请示就属此类。3、请示的写作要求请示一般由标题、主送机关、正文、发文机关、日期五部分组成。请示的正文，主要由请示的原因、内容、要求三部分组成，请示时应将理由陈述充分，提出的解决方案应具体，切实可行。请示的注意事项除其特点中所述之外，还应注意请示与报告的区别，切忌用报告代请示行文；请求的内容若涉及其它部门或地区时，在正常情况下应事先进行协商，必要时还可联合行文，如有关方面意见不一致，应如实在请示中反映出来；另外请求拨款的应附预算表；请求批准规章制度的，应附规章制度的内容；请示处理问题的，本单位应先明确表态；正式印发请示送上级机关时，应在文头注明签发人姓名。