WRITING THE EXECUTIVE SUMMARY
Executive summaries are much like other summaries in that their main goal is to provide a condensed version of a longer report's content. The key difference, however, is that executive summaries are written for someone who most likely DOES NOT have time to read the original. The dramatic increase in the sheer amount of information available on most topics has spawned a corresponding growth in the size and number of reports. Unfortunately, there has not been a similar expansion in the amount of time available to executives or policy makers to read these increasingly lengthy reports. The solution to this problem is the executive summary.
An executive summary may be called an abstract when it accompanies a scholarly document, although there are differences. The definition of an abstract is helpful: An abstract is a shortened form of a work that retains the general sense and unity of the original. Generally, this definition could be applied to an executive summary with one major difference. An abstract is basically a miniature version of the original...it looks like the original. An executive summary goes beyond this: it seeks to let the reader in on what the real significance of the report is--what is the reader expected to respond to? The reader is a decision maker who will have the responsibility of deciding on some issue(s) related to the report. The executive summary must be written with this need in mind.
The executive
summary is usually no longer than 10% of the original document. It
can be anywhere from 1-10 pages long, depending on the report's
length. They are a self-contained, stand-alone document. Although
this may not always be the case - for this assignment executive
summaries make recommendations. Accuracy is essential because
decisions will be made based on your summary by people who have not
read the original.
Functions of an Executive Summary
Gives readers the essential contents of your document in 1-10 pages.
Previews the main points of your document enabling readers to build a mental framework for organizing and understanding the detailed information in your document.
Helps readers determine the key results and recommendations reported in your document.
Processes
for Writing an Executive Summary
Executive summaries are typically written for longer reports. They should not be written until after your research is finished. Before writing your summary, try to:
Scan your research to determine what the content, structure and length of the report would be.
Highlight key points; determine purpose/central theme of the report.
Review your research and determine what the key ideas or concepts are.
Group ideas in a logical fashion and prepare a point form outline of the summary.
Edit the outline to eliminate secondary or minor points; use your judgement to keeping the summary concise.
Determine whether subtitles, bullets, selective bolding or some other type of organizational structure will add to the clarity of your summary.
Write the summary in your own words, using a professional style.
Read it aloud or even tape record yourself reading your summary.
Elements
of an Executive Summary
Following is a list of elements that may be included in an Executive Summary. The elements that you include in your Executive Summary and the amount of space that you give to each element will depend on the purpose and nature of your document. Therefore, you should choose the elements that make sense for your document and omit the ones that don't.
1.Purpose and scope of document
2.Methods
3.Results
4.Conclusion
5.Recommendations
6.Other supportive information
Questions to Ask Yourself as You Write
1. What is your research about?
2. Why is it important?
3. What is included in the
research?
4. What is
included in each section?
Concise
Statement of your Findings
As a cover sheet to
a document, an executive summary need not go into ANY mention of how
you conducted your analysis and/or what you're basing your
conclusion(s) on. Instead, begin with a concise statement of the
conclusion(s) you reached after conducting your analysis and/or
research in the paper that would normally be attached. How you word
the conclusion will differ depending on your audience and what they
care most about. The wording must change given an audience's needs.
Writing Recommendations
After beginning
with a summary statement of your findings, the executive summary
should go on to provide a specific recommendation for action geared
toward your audience. Finally, an executive summary provides an
analysis and/or justification for the proposed action in terms the
audience will consider important. In many cases, this might involve
an economic or ethical, but actions can be justified many ways,
depending on the concerns of the audience and the topic of the
research.
Include
justification for the recommendation by referring to information
summarized. A recommendationís justification is usually based
on a reference to material already provided in the summary. In other
cases, the justification for the recommendation might be complicated
enough to justify a summary of causes for the justification. In this
case, the recommendation paragraph usually begins with a summary of
how the writer reached the conclusion that leads to the
justification.
For Writing Policy Recommendations
Key Elements of an Socia Policy Sltatement
A call to action (the policy)
A justification for the policy
Those to whom the policy should apply
Those responsible for implementing the policy
How the policy should be implemented and evaluated
Include guiding principles if necessary