Justification report

Justification

This essay sets out to act as a justification report concerning a Melbourne community program and its implementation mechanisms. The program, which is aimed at enabling high school students to offer computer and internet training to senior citizens is justified in this essay through supporting evidence from Locker and Kaczmarek’s PAIBOC principles (2006) as well as other references. All the sources used in this essay highlight the areas of understanding that are persuasive to the report’s target audience.

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The purpose of this report is clear and consistent with the requirements of the POIBAC principle. The audience, in this case, is the Chief Executive Officer of Powerlink Technologies, John Smith.

Locker and Braun (2007) stress the need for reports to be audience-oriented. This entails adherence to the objective of the information given and maintaining the most suitable line of argument in order for the communication situations to suit the right needs. Effective communication skills also entail knowledge of context and tailoring the message to fit into the context rather than the other way round.

            The POIBAC principle is important for people who would like to communicate something that will influence the outcome of a landmark decision like the one that John Smith will make. No wonder this report does not leave anything to chance as far as the mechanics of business communication are concerned.

Other important principles incorporated into this report are an appreciation of merits and demerits, harmony, avoidance of private motives and envy, adherence to matters of public interest and collective decision-making. In other words, the report does more than just presenting information; it exposes utilitarian themes.  

            The report shows awareness of the audience; it has ensured that only the most relevant information is provided, which is what is of utmost importance to the CEO. The report is not merely a combination of words that make up a message but also an exploration of thoughts in a manner that makes the audience understand the message better. This makes it difficult, if not impossible, for any misunderstandings to arise.

Adherence to purpose

This report focuses only on the intended audience, the CEO. Every piece of information is presented in a manner that he will understand. Information that he would consider very redundant, owing to his experience in matters of community programs, is left out. Matters that require his comments are left unattended for his comment to be encouraged. An example of such a matter is the issue of what needs to be done in order for the $4000 to be generated. Only the CEO can know everything about the budgetary adjustments that are relevant for the company depending on aspects of priority. This is because matters of strategic financial planning fall squarely on his desk

            The reader profile is very important in every report. In the case of this report, it has been considered that the CEO might not appreciate being addressed directly by the manager of a retail outlet rather than the Public Relations Manager on such an important matter. The report clarifies that a discussion on this matter with the public relations manager had already taken place and indeed the public relations manager would have provided the funds were it not for budgetary constraints.

            The simplicity of the language used is in tandem with the need for clarity on the matter being discussed. With no room for factual or analytical errors, the report touches on every aspect of proper use of language for proper communication. The executive summary is concise. It wraps up everything contained in the entire report in only one easy-to-read paragraph. It contains no meaningless frills.

The success of every communication strategy in a project is a guarantee if no flaws are allowed to pass the editor’s eye. In this case, the editor also happens to be the writer of the project report. The most dramatic flaws are those that make the report fail to live up to the expectations of the audience in terms of project definition, outline, benefits and logistics Ober (2005).

Sometimes, expectations change. A good report should create room for such possible changes. The issue of budget is often subject to very many factors. In this case, it depends on the availability of donations. This is why the report does not expounds on the budget. It would be wiser to highlight the areas that will be given priority when budgetary allocations are being made. This is precisely how this issue has been handled in the report.

            Timelines are important in every report since they show some sense of urgency in the implementation of the program being proposed. This is exactly what this report has achieved by describing the duration when the program is expected to start and spread to other Australian cities.

Proper project report communication is about making the audience aware what the current status of the project is. Providing just enough quantities of quality information is important since this way, the report triggers questions as well as provides satisfactory answers to them. Poor communication results in a scenario where the participants never get to know the real sense of what will happen after the present moment is over. In such projects, progress is rarely achieved and leaders are always at a loss. In this report, the Chief Executive Officer of Powerlink Technologies, John Smith is made aware of the financial position of the community program for training senior citizens.

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The funding proposal presents all the information that is needed for the reader to identify the real effects of the program. In case anything has been overlooked, it would be easy for the CEO to point it out and raise the matter with the sender of the funding proposal. This way, the report seems justified, and therefore worth discussing further. In this case, the build-up of reputation might seem like the main reason why the funding proposal was written. However, the biggest justification is on the issue of doing something for senior citizens and high school students alike. This, in itself, is enough justification for a company to engage in community programs. If some sales increases are realized along the way, this is what real corporate social responsibility is all about: mutual coexistence.

In today’s business environment, multitasking has become a very important skill (Reijswoud, 2007). This skill has been employed in this report whereby this funding proposal doubles as a status report. Focus has been maintained on the receiver rather than the sender. No wonder so much has been communicated within such limited space. The issues raised in this proposal are about both strengths and weaknesses of the program. This measure is used to express the strong conviction among the participants that they deal with funding problems by speaking them out.

Conclusion

It is demonstrated in this essay that the funding proposal was written in the most concise manner owing to the fact that the format used was just the right one for this type of writing. The report also adhered to PAIBOC guidelines in order to persuade the CEO to provide approval for the $4000 for funding a community computer program targeting senior citizens.

References

Locker Kitty O. and Braun Kathryn 2006 Business Communication: Building Critical Skills. Sydney: McGraw Hill.

Reijswoud, V. (2007) The structure of business communication: Theory, model and application.Melbourne: Macmillan Publishers.

Ober, S. (2005) Contemporary Business Communication. Sydney: South-Western College Publishers

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