Executive summaries, the second layer of a report,
are complex and multilayered.
Their purpose is to fully summarize a report,
highlighting the major points in a manner that allows your boss's boss
to make an informed decision about a project.
Because of this, carefully examining a sample executive summary
can demonstrate how a short document can effectively fulfill an important role.
We have been looking at four major needs
to craft an efficient executive summary.
1. Directly and clearly state the purpose of the report,
2. Explain the procedures used to fulfill the purpose,
3. Logically present the results,
4. Directly and clearly state the conclusions.
For this comparison,
we will add two more universal points:
be concise and balanced,
use specific terms and details.
Now we will compare two different sample executive summaries.
To start, we will focus on the first point,
directly and clearly state the purpose of the report,
and the two universal points.
Please be aware that this sample is from a specific course at Purdue University.
Therefore, some of the terminology is geared directly at those students.
First version:
[See text above.]
Second version:
[See text above.]
The first version follows the first major need of an executive summary,
while following both of the universal needs.
The project conducts research
into high-end bicycle accessories
to find potential marketable areas.
In one 30-word sentence,
the reader knows the entire focus of the project
and has a couple of specific, concrete details
needed to fully understand the project.
The first version does not meet the first need
or follow either of the universal needs.
It eventually makes a point,
but it is weak and vague.
'Design a bicycle system' takes over twice as many words
and three imprecise sentences to only suggest the purpose.
The first version has a tight focus
on what is being done and why.
The second version has a broad, poorly defined focus.
A poorly defined focus is a red flag to your readers.
If the focus can't be narrowly defined,
it is a good bet that the team working on the project
really doesn't understand what they are doing.
Never give your readers a reason to doubt your work.
A poorly defined focus raises many concerns and doubts.
Look carefully at the description used in each version.
The first version uses specific descriptions:
[See highlighted text.]
The second version is far less specific:
[See highlighted text.]
'Bicycle high-end accessory market' is more descriptive
than 'bicycle market.'
'Potential new product areas that show promise for future development'
is more descriptive than
'a bicycle system that provides improved ride quality
'compared to a conventional bicycle.'
'A bicycle system' and 'improved ride quality'
look and sound descriptive,
but a bicycle system could be anything
from an entirely new bicycle design
to a refined seat.
'Improved ride quality' also sounds specific,
but it could mean using inner tube tires instead of solid rubber,
or it could mean a highly sophisticated suspension system.
Without a context, these statements are worthless.
The difference is accomplished through using specific, concrete terms,
moving rapidly through multiple steps
without using long phrases
to introduce concepts and ideas.
Exactly what was researched, how it was researched,
and why the research was needed is important.
For an executive summary to work its best,
it needs to create a clear image of what was done,
how it was done,
why it was done,
and what it all means.
It does this through presenting concrete details and terms,
highlighting important details,
and moving rapidly to results and recommendations.
To make an informed decision about a product,
readers need to know what has been found and what that means.
The next vidcast will conclude a closer examination
of the executive summary.
If you have any questions, please talk to your TA.
This has been 'Layering Reports: The Executive Summary--A Closer Look, Part 1'
by Zachary Koppelmann, in cooperation with the Purdue Online Writing Lab
and prepared for the Mechanical Engineering Writing Enhancement Program.