Beruflich Dokumente
Kultur Dokumente
March, 1998
the report completion date
MEMORANDUM
To: Belinda Gibson, Training Coordinator
From: Freda Smith, General Manager
Subbject: Portable Computers
To make the most of the technologies we discussed the other day to provide a 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
MEMORANDUM
To: Freda Smith, General Manager
From: Belinda Gibson, Training Coordinator
Subject : Portable Computers
Date: March 26 2003
The opening sentence should remind the client of the subject and date of the
Memo of Authorisation. This sentence should read:
Here is the report you requested on the use of portable computers for our training staff
to use at client sites.
This sentence briefly states what was done. The past simple tense is used here to
describe completed actions.
Two portable computers were reviewed for this report: the Micro-pro 8500 Series and
the Hewlett Packard 3000CTX model 5/233, both suitable for business purposes.
This sentence briefly states what has been done. The present perfect tense is
used here to describe actions which have a present impact. The analysis will lead
to a choice of computer.
The report has analysed standard features on both computers, taking your
specifications into consideration.
Table of contents
Memo of authorisation
Memo of transmittal
Ii
Table of contents
List of tables
Iv
Executive summary
1 Introduction
1.1 Purpose
1.1 Purpose
1.2 Scope
1.3 Method
1.4 Limitations
1.5 Assumptions
1.6 Background
2 Findings
3 Discussion
4 Conclusion
5 Recommendations and
implementation
References
List of tables
Table 1: Comparison of two portable computers
Executive summary
The opening sentence contains a statement of purpose, which is expressed in the
past tense.
The purpose of this report was to analyse two portable computers and recommend a
suitable machine for training staff to use at client sites.
This sentence gives a brief description of what has been done in this report. The
present perfect tense is used here to describe actions which have a present
impact. The analysis has led to a choice of computer..
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.
1 Introduction
The Introduction provides essential background information, including why the
study or project was undertaken and what methods were used to gather the
information. The sections required in the introduction vary, depending on the
type of report and the department to which you belong.
1.1 Purpose
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.
Scope: This tells the reader the extent of the research. Here, two portable
computers were investigated and four features were considered.
1.2 Scope
While investigating these two computers it was important to consider their suitability for
corporate use, standard features, optional benefits and warranties.
Method: This describes how the information was gathered. The student consulted
a computer journal and contacted individual companies for more detailed
information.
1.3 Method
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.
Limitations: This tells the reader what the researcher was not able to do, due to
lack of time and resources. The student has pointed to unavailability of
information as a limiting factor.
1.4 Limitations
1.6 Background
The first paragraph of this section briefly sets the scene, pointing to the company's
plans for expansion.
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.
The second paragraph explains the new requirements which have made this report
necessary.
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
2. Findings
The Findings section presents the basic facts with a minimum of commentary.
The implications of these facts are examined in the Discussion section.
Table form is another useful way to present comparative findings in a report.
3 Discussion
Initial cost
$8245
$7895
Weight
3.1 Kg
4.5 Kg
Screen Size
13.3"
15.1"
RAM
16 Mb
64 Mb
2.5 Hours
2.5 Hours
3 Years
2 Years
Battery Time
Warranty Period
In sections 3.2 - 3.9, the student discusses the differences between the
two models and points to their relative advantages and disadvantages.
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.
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.
There is a notable gap between screen sizes. Micro-pro has a 14.1 inch screen
compared with Hewlett Packards 13.3 inch screen. When using over long
periods a larger screen is preferred to avoid eye strain.
The resolution on both machines is set a 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)
This is a report, not a personal letter, and the word 'you' is not appropriate
to the formal tone you need here. Change this phrase to "will cost $242"
Again, to maintain a formal tone, better not to use 'you' - use the passive
instead: "for the Omnibook this must be bought as an extra, for a cost of
$570."
RAM between 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 Packards
Omnibook comes with 16 Mb RAM, but as most computer applications require
32 Mb, this extra memory will cost you $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)
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.
4. Conclusion
The next two paragraphs refer briefly to the requirements stated in the Memo of
Authorisation.
It is important to consider the long term benefits to the company when considering
which computer was best suited. Apart from initial purchasing expenses, warranty,
speed, size and memory were some factors which have been taken into account.
Software suitability was also considered.
The computers had to be easily adaptable for 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
References
The Reference List includes all sources cited in the report. It should be on a
separate page.
Comments
This reference list requires a number of revisions in order for it to conform to
appropriate style conventions:
References
1. Australian PC Authority, April 1998, PCs and Notebooks - Reviews, p. 81 - 82.
2. Micro-pro, 1998, 8500 Series Brochure, Micro-pro Computer (Imports) Pty Ltd,
Melbourne, Australia.
3. Gray, K. 1998, Director, Turnstone Technologies Pty Ltd, Australia.
4. Stephen, 1998, Customer Service Officer, Hewlett Packard Information Centre,
Hewlett Packard, Australia.
5. Guffey, M. 1997, Business Communication: Process and Product, South Western College Publishing, Ohio, USA.
6. Kimberly, N. and Cotesta, P, 1998, Student Q Manual, Faculty of Business and
Economics, Monash University, Caulfield, Australia.
7. Distance Education Centre, 1998, Business Communication Subject Guide,
Monash University, Churchill, Australia.