skills for success after graduation

Men: 251 10. Attention to hair length: little attention little attention much attention considerable attention little attention little attention 11. Attention to hair cleanliness: little attention little attention much attention considerable attention little attention little attention 12. Attention to hair style and neatness: little attention much attention considerable attention 13. Attention to nail care: much attention considerable attention 14. Attention to shaving: much attention considerable attention 15. Facial-hair trends among co-workers: much attention considerable attention 16. Attention to clothing cleanliness and neatness: much attention considerable attention 17. Attention to appearance and style: much attention considerable attention 18. Attention to personal hygiene: much attention considerable attention

252 E. Dress Standards How employees dress might seem a superficial measure of company culture, but do not dismiss its importance. If you notice that employees tend to follow a similar pattern of dress, then it is definitely part of the culture. Sometimes there is more than one “code” even if it is unstated in writing. For example, some employers have “dress down” days once a week, like every Friday. Some employers have a higher standard of dress when clients visit or the public is being greeted. Try using this checklist and see if you can find a pattern. How do women dress? 1. Conservative dress: business suits, dress suits, conservative dresses and accessories solid colors: Navy Brown Beige Black other: ________________________________ skirt length: mid-knee below knee mid-calf 2. Semi-conservative dress: conservative dresses, skirts, blouses, jackets and accessories clothing design: __ solid colors only __ subtle stripes or prints clothing colors: Navy Brown Beige Black Red other: ________________________________ skirt length: mid-knee below knee mid-calf 3. Semi-casual dress: skirts, pants, blouses, sweaters, and casual dresses (prints and solids) clothing colors: neutral colors pastel colors bright colors skirt length: above knee mid-knee below knee mid-calf

253 4. Casual dress: jeans, T-shirts, casual blouses, sweatshirts, tennis shoes no color or design restrictions How do men dress? 5. Conservative dress: suits and ties, dress shoes and accessories suit colors: navy brown dark gray black other: ________________________________ dress shirt colors: white light blue dark blue other: ________________________________ tie style: solid color striped small pattern paisley jacket trend: men keep their jackets on all day men take their jackets off during the day 6. Semi-conservative dress: casual suits and ties suit colors: navy brown gray tan other: ________________________________ shirt colors: white light blue dark blue other: ________________________________ tie trend: men loosen their ties while working men don’t loosen their ties while working jacket trend: men take off their jackets during the day men keep their jackets on during the day

254 7. Semi-casual dress: slacks and shirts with jacket (no tie) slacks and shirts with tie (no jacket) slacks and shirts with tie (casual jacket) pant colors: tan navy brown other: ________________________________ shirt colors: white light blue dark blue beige other: ________________________________ 8. Casual dress: jeans, casual shirts, T-shirts, sweatshirts, tennis shoes References: Taken from: Portland Communit College. (n.d.). Learning the corporate culture. Retrieved December 22, 2011 from http://spot.pcc.edu/~rjacobs/career/learning-the-corporate-culture.htm. http://spot.pcc.edu/~rjacobs/career/learning_the_corporate_culture.htm (22.12.2011)

255 APPENDIX C BUSINESS SKILL: REPORT WRITING WHAT IS A REPORT? A report is a very formal document that is written for a variety of purposes in the science, social sciences, engineering and business disciplines. Generally, findings pertaining to a given or specific task are written up into a report. Reports can cover a wide range of topics, but usually focus on transmitting information with a clear purpose, to a specific audience. It should be noted that reports are considered to be legal documents in the workplace and, thus, they need to be precise, accurate and difficult to misinterpret. I. Report types Different types of reports are written depending on the field of study and the task assigned. Engineering Reports can outline a proposal for a project; report on the progress of a Education and project; present research and findings from a project; detail the technical Health Science aspects of innovations; present results from a study or cost-benefit analysis. Science and Practicum reports are based on experiences at practicum school or hospital. some Social Ongoing journal entries are written up into a report at the end of the term. Sciences There are also field and research reports. Laboratory reports outline, analyze and evaluate results from experiments. Business Research or field reports are findings from the field and make recommendations based on this. Feasibility studies report investigations into the feasibility of something and make recommendations accordingly. Case study reports are found especially in the areas of social welfare, social work, and psychology. Report writing is frequently used in business. Reports can range from short memos to lengthy documents such as cost-benefit analysis reports; research and field reports; financial reports; proposals; progress reports; health and safety reports; quality reports; case study reports. Report Writing Task 1 Read the following assignment given to Belinda Gibson and choose the type of report she should prepare from the list below. laboratory report health and safety report financial report research report case study report instruction manual field study report cost-benefit analysis report technical report

256 January 29, 2009 Belinda Gibson, Training Coordinator Freda Smith, General Manager Portable Computers To make the most of the technologies we discussed the other day to provide quality service to our customers, it is essential that our training staff be equipped with portable computers which can be used at client sites. Over the next couple of weeks, please investigate the portable computers which would be most appropriate for our staff, and present your findings in the form of a formal management report. The selected machine needs to be compatible with the Windows software we are currently using. Other factors which should be considered when comparing the brands and models include: • Initial cost; • Weight and size; • Screen size; • Clarity of the screen image; • RAM and hard disk size; • Speed of the CPU; • Battery capability; and • The availability of on-going service agreements and warranties. With our training staff so often out at client sites, it would be useful if the machines also had modern facilities to enable staff to access their email. Please pass the report to me by the end of the month so I can read it over before discussing your recommendations with the equipment committee. Let me know if you have any questions. Freda proposal feasibility study progress report II. A letter of transmittal This is a covering letter which is sent with the report to the person or organisation that requested the report. You do not have to include a transmittal letter unless you are specifically requested to do so. Below is a sample letter of transmittal.

257 Report Writing Task 2 As you read through the letter, fill in the blanks with the appropriate words in the box. assist requested consideration purposes analyzed reviewed To: Freda Smith, General Manager From: Belinda Gibson, Training Coordinator Subject: Portable Computers Date: March 26 2009 Here is the report you a) ______________ on the specifications of various portable computers on the market for our training staff to use at client sites. Two portable computers were 2) ______________ for this report: the Micro-pro 8500 Series and the Hewlett Packard 3000CTX Model 5/233, both suitable for business 3) ______________. The report has 4) ______________ standard features on both computers, taking your specifications into 5) ______________. I am confident that, with the use of portable computers, our training staff will produce a higher standard of training presentations. I would be happy to 6) ______________ with the implementation of the computers for our training staff to use at future courses. Belinda Gibson III. A title page This outlines the name of the report; who prepared the report; for whom the report was prepared; the nature of the report; the date the report was prepared. If the tutor has a specific request as to your title page, you may follow that format. USE OF PORTABLE COMPUTERS FOR TRAINING STAFF MARCH 2009 Prepared for: Prepared by: Freda Smith Belinda Gibson General Manager Training Coordinator

258 IV. An abstract or synopsis An abstract or synopsis outlines, very briefly, the entire report. It contains: the aim or purpose, the procedures followed, the main findings and conclusions and recommendations presented in the report. The abstract or synopsis is like the introduction of an essay. It is better to write Summary Abstract last. By this time you will know the exact content of your report, and will be able to outline its most important features. The purpose of this report was to analyze two portable computers and recommend a suitable machine for training staff to use at client sites. This report has considered two machines suitable for corporate use that can accommodate modern facilities such as e-mail, video conferencing and assist staff with training courses. The Hewlett Packard Omnibook 3000CTX model 5/233 is a well made portable computer with a good size screen and keyboard. For the price of this model you would expect to see more memory, a CD drive and a Windows based power management set up. (Australian PC Authority, April 1998, ‘PCs and Notebooks - Reviews’, p.82) Like the Hewlett Packard model the Micro-pro 8500 Series has a good size screen and keyboard but also comes with a numeric pad. This machine is ideal for the business user who wants usability, comfort and performance. (Australian PC Authority, April 1998, ‘PCs and Notebooks - Reviews’ , p.81) After taking both machines into consideration, it is recommended that the Micro-pro 8500 Series would be the most suitable computer due to its value for money, durability and standard features.

259 V. Contents page This includes the page numbers of each section within the report and any appendices that are attached to the report. It does not indicate the title page or abstract, which are placed before the contents page. Table of Contents Memo of Authorization İ ii Memo of Transmittal iii iv List of Tables 1 1 Executive Summary 1 1 Introduction 1 1 1.1 Purpose 1 2 1.2 Scope 2 2 1.3 Method 3 3 1.4 Limitations 3 3 1.5 Assumptions 3 3 1.6 Background 4 4 Findings 4 4 2.1 Micro-pro 8500 Series 4 5 2.2 Hewlett Packard 3000CTX 5/233 7 Discussion 3.1 Comparison of computers 3.2 Initial cost 3.3 Weight and size 3.4 Screen size 3.5 Clarity of screen image 3.6 RAM and hard disk size 3.7 Speed of the CPU 3.8 Battery capability 3.9 Service agreements and warranties Conclusion Recommendations and implementation References VI. Parts of the report The report is divided into sections and each section and subsection has a heading. Often, a numbering system is used to indicate each section or subsection. Becoming more popular, however, is changing the font size of headings to indicate the importance of each heading. The introduction should not begin with a sentence that is either too broad, or too narrow; it should be specific. When giving the literature review, making comparisons and introducing two different opinions on one topic, and out of them drawing your own point of view/conclusion is suggested.

260 a. Aim In this section, you indicate the purpose of the report. The purpose of this report was to analyse two portable computers and recommend a suitable machine for our training staff to use at client locations. b. Scope This shows what the report includes and excludes. While investigating these two computers, it was important to consider their suitability for corporate use, standard features, optional benefits and warranties. c. Method In this section, you would briefly outline how you collected the data that will provide the basis for analysis that will produce conclusions and recommendations. Even though it may be called by different names, all reports use specific data and ways of collecting it that would be included in this section. The information used in this report was collected by consulting an independent review by the Australian PC Authority magazine and contacting the individual companies for additional information on the technical specifications and warranties on the machines. d. Limitations • Local computer stores did not stock either machine. • Additional information was difficult to locate. • Software packages included with the machine not specified. e. Assumptions It has been assumed that the Microsoft Office software package will be installed on the computers to ensure our training staff have access to PowerPoint. This program will enable them to present effective teaching media. As our staff regularly use computer applications it has been assumed that the implementation of portable computers will cause little delays for the company. As most computer companies offer clients an extended warranty, it is assumed that All Purpose Training Company will have the option to purchase an extended warranty for a period of one year.

261 f. Background to the study This section contains any relevant details regarding the background information that may be needed to make sense of the information in the report. It may outline the history of a project, or major players in the project. The All Purpose Training Company is a well respected supplier of quality executive training courses for the business community. The All Purpose Training Company has statewide representation with plans to expand interstate within the next 12 months. All Purpose Training Company has a demand to supply new clients with numerous training courses. With such demands it is crucial that training staff can have computer access for training presentations and be able to complete day to day operations while mobile. g. Analysis of data This section is perhaps the longest section in most reports and it is where, using visual displays, you outline the data you have collected. Graphs, charts, tables, maps, graphic displays should always be used to summarise the findings you have gathered from the data you have collected. Each set of data may be displayed in more than one way and each diagram or visual should have a title, figure or table number, and should be thoroughly labelled. Results must be presented in a straightforward way. To make the parts of your body paragraph fit together, give a short summary of every sub-section, and provide a smooth transition from one part to another. 2. Findings 2.1 Micro-pro 8500 Series • Cost: $7895 RRP • Weight: 4.5 Kg • Size: (W x D x H) 357 x 275 x 50mm • Screen size: 15.1” • Clarity of screen image: Resolution could be higher, set at 1,024 x 768 you can see the pixels, but very easy on your eyes. (Australian PC Authority, April 1998, ‘PCs and Notebooks - Reviews, p. 81) • RAM: 64 Mb, RAM can be raised to a maximum 128Mb for $1140 • Disk Drive: CD-ROM and 3.5” FDD • Speed of the CPU: Pentium processor • Battery capabilities: Lithium-ion battery, smart battery option available. Lithium-ion battery lasts 2.5 hours without smart battery upgrade. (Australian PC Authority, April 1998, ‘PCs and Notebooks - Reviews, p. 81) • Service agreements and warranties: Two year parts and labour warranty

262 2.2 Hewlett Packard 3000CTX 5/233 • Cost: $8245 RRP • Weight: 3.1 Kg • Size: (W x D x H) 304 x 238 x 47mm • Screen size: 13.3” • Clarity of screen image: Resolution is set at 1,024 x 768. Reasonably easy to read with normal working conditions. (Australian PC Authority, April 1998, ‘PCs and Notebooks - Reviews, p. 81) • RAM: 16Mb, upgrade available, $242 for 16Mb. • Disk drives: 3.5” FDD, CD-ROM available for $570 • Speed of the CPU: Pentium processor • Battery capabilities: - 2.5 hours from a lithium-ion battery • Service agreements and warranties: All Hewlett Packard Omnibooks come with a 3 year parts and labour warranty. (Stephen, 7/5/1998, Telephone Interview, Customer Service fficer, Hewlett Packard Information Centre, Hewlett Packard) 3.1 Comparison of computers The following table summarizes the important points of comparison between the two portable computers - Hewlett Packard Omnibook and Micropro 8500 Series. Table 1: Comparison of two portable computers Initial cost Hewlett Packard Micropro 8500 Series Weight Omnibook Size (Dimensions WxDxH) $8245 $7895 Screen Size 3.1 Kg 4.5 Kg RAM 304 x 238 x 47mm 357 x 275 x 50mm Battery Time 13.3” 15.1” Warranty Period 16 Mb 64 Mb 2.5 Hours 2.5 Hours 3 Years 2 Years

263 Report Writing Task 3 Look at the Table above where the two computers are compared. Write a paragraph in the box below in which you compare them using as many of the following comparison markers as possible. the same as similar (not) as…as different (far/a lot/a little/slightly) more/-er than alike (far/a lot/a little/slightly) less/-er than like Report Writing Input Continued 3.2 Initial cost There is a RRP difference between the two computers of $350. In order to have the computers ready for staff use, upgraded memory size would be required on the Hewlett Packard model. 3.3 Weight and size The Micro-pro computer weighs an extra 1.4 Kg. This is substantially heavier, but the Micro-pro is a larger machine with each dimension larger than the Hewlett Packard computer. Micro-pro measures 53W x 37D x 3H mm larger. 3.4 Screen size There is a notable difference between screen sizes. Micro-pro has a 14.1 inch screen compared with Hewlett Packard’s 13.3 inch screen. Over long periods, a larger screen is preferred to avoid eye strain 3.5 Clarity of screen image The resolution on both machines is set at 1,024 x 768. Pixels can be seen on the Micro-pro model, while the Omnibook is reasonably easy to read. (Australian PC Authority, April 1998, PCs and Notebooks - Reviews, p. 81 - 82)

264 3.6 RAM and hard disk size RAM for the two machines varies greatly. The Australian PC Authority states that the Micro-pro comes with 64 Mb of RAM standard, with an option of buying the maximum 128 Mb for $1140. They also state Hewlett Packard’s Omnibook comes with 16 Mb RAM, but as most computer applications require 32 Mb, this extra memory will cost $242. Both machines come with a standard 3.5” FDD. Only the Micro-pro machine comes with a CD-ROM drive, you must buy this as an extra for the Omnibook for a cost of $570. (Australian PC Authority, April 1998, PCs and Notebooks - Reviews, p. 81- 82) 3.7 Speed of the CPU With 32 Mb of RAM fitted the Omnibook is one of the fastest portable computers the Australian PC Authority magazine has ever seen, They also found that with 64 Mb RAM the Micro-pro was not exceptionally quick but for word processing and other office tasks it was quite acceptable. 3.8 Battery capability Both machines come with a standard lithium-ion battery which can support the computers for up to 2.5 hours. The computers come with power management tools that will save battery power. A smart battery option is available on the Micro-pro for $60. (Australian PC Authority, April 1998, PCs and Notebook - Reviews, p. 81) 3.9 Service agreements and warranties Micro-pro supplies their clients with a two year parts and labour warranty, while Hewlett Packard supplies a three year parts and labour warranty. It is assumed that when the machines are purchased, a service agreement will be negotiated with the option to extend the warranty. h. Conclusions The conclusions are dot pointed and are drawn directly from the analysis section of the report. Dot points are used when the sequential order is not important. Do not introduce any new information. Before writing a conclusion, make a draft of it. Go over your report, and underline all the important information that has to be repeated. Your conclusion has to stress the importance of the research. Make a smooth transition from the Body to the Conclusion. After investigating the Hewlett Packard Omnibook 3000CTX 5/233 and the Micro-pro 8500 Series portable computers, it was found that both models are suitable for corporate use and would meet All Purpose Training Company requirements. It is important to consider the long term benefits to the company when considering which computer is best suited. Apart from initial purchasing expenses, warranty, speed, size and memory were some factors taken into account. Software suitability was also considered. The computers had to be easily adaptable to new technology such as e-mail, video conferencing and presentation aids, for future company requirements. Both computers are distinct from each other and, although both companies have the corporate user in mind, Micro-pro appears to be offering an exceptional package.

265 i. Recommendations These are suggestions for further action based on your conclusions. Not all reports will present recommendations. Some will have a section where both conclusions and recommendations are given. For example: The findings and conclusion in this report support the following recommendations: 1. The Micro-pro 8500 Series portable computer is purchased at a rate of one computer per training staff member. 2. The smart battery option is purchased with each computer. This will assist with heavy workloads and long training programs. 3. Staff must have e-mail access on their computers to enable them to be in contact with the company. 4. All Purpose Training Company should negotiate price, warranty and ongoing service agreements with Micro-pro directly. 5. To reduce the long term expenses of the company: • The company could investigate the viability of staff leasing the computers; • A staff option of buying the computers for personal use after the warranty period expires should be presented. 6. Computers should be available to staff within a maximum of 6 weeks. j. References A reference list with publication details of sources used should be included after the conclusions/recommendations section. Any appendices follow the reference list. References 1. Australian PC Authority, April 1998, PCs and Notebooks - Reviews, pp. 81 - 82. 2. Distance Education Centre, 1998, Business Communication Subject Guide, Monash University, Churchill, Australia. 3. Gray, K. 1998, Director, Turnstone Technologies Pty Ltd, Australia. 4. Guffey, M. 1997, Business Communication: Process and Product, South - Western College Publishing, Ohio, USA. 5. Kimberly, N. and Cotesta, P, 1998, Student Q Manual, Faculty of Business and Economics, Monash University, Caulfield, Australia. 6. Micro-pro, 1998, 8500 Series Brochure, Micro-pro Computer (Imports) Pty Ltd, Melbourne, Australia. 7. Stephen, 1998, Customer Service Officer, Hewlett Packard Information Centre, Hewlett Packard, Australia.

266 k. Appendices Appendices include things like raw data sheets, extra or supplementary information or diagrams, maps of regions and the like. You draw your reader’s attention to the appropriate appendix by indicating this briefly at the appropriate place in the report. l. Glossary Sometimes, when there is a lot of ‘jargon’ contained in a report (as in Science or Engineering), a glossary of terms should also be included. This ensures that those reading the report understand the way you have used the terms or jargon in your report. Sometimes words can have different meanings in different disciplines. If you need to include a glossary, it would generally be placed just after the contents page. Language style The style of language used in reports is concrete, active and formal as a rule. The rules of plain English definitely apply most of the time. Layout The use of white space is very important in report writing. Spacing between headings, subheadings, paragraphs, ends of sections, diagrams and the like. need to be uniform. As a guide - one line-space between heading and subheading, one space between paragraphs, and two spaces between the end of a section and the next heading. Whatever you choose, make sure you aim for consistency.

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