©2007 by the McGraw-Hill Companies, Inc. All rights reserved.

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©2007 by the McGraw-Hill Companies, Inc. All rights reserved.

10 The Businessof Reports:

Informaland

FormalReport Writing

McGraw-Hill/Irwin

3

The Business of Reports

• What Is a Report?

Report

◦ oral presentation or written business document that provides information, requests funding or approval, analyzes company or market data, or makes recommendations for innovation and change

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The Business of Reports

• Styles of Reports

Informal reports◦ usually brief and use personal pronouns (I, we, and

you) and a direct style

Formal reports◦ long and are constructed in a prescribed format

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Purposes of Reports

Provide information

Analyze data and information

Persuade

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Purposes of Reports

• Provide Information

Informational reports

◦ provide objective statistical data or facts. Analysis of the data is usually not included

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Purposes of Reports

• Provide Information (continued)

Types of informational reports:

Memos

Progress or interim reports

Compliance reports

Annual reports

Policy and procedure reports

Minutes

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Purposes of Reports

• Writing an Annual Report

• Components of Annual Reports1. yearly financial highlights

2. letter from the president/CEO

3. short- and long-term goals

4. management discussion and analysis

5. financial statement

6. stock price

7. information about officers and directors

8. summary

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Purposes of Reports

• Sample Annual Report

• Analyze or Justify

Analytical reports◦ offer interpretations of information or solutions to

problems

Justification reports◦ offer support for an action or determine the potential

benefit of an action based on a series of reasons

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Purposes of Reports

• Analyze or Justify (continued)

Feasibility study

◦ type of justification report that includes detailed research, analysis, and a judgment on the potential success or failure of an action

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Purposes of Reports

• Writing a Justification Report

1. -Identify as information investigator & gatherer

-Write brief statement of the problem or need

2. Provide brief history or describe problem

3. State recommendations, solutions, or actions

4. Describe benefits

5. Brief summary emphasizing primary benefits

• Sample Justification Report

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Purposes of Reports

• Writing a Feasibility Report1. Give purpose of report & any decision made

2. -Discuss background of issue or problem-Provide history & findings-State recommendations, solutions, or actions

3. Describe benefits

4. Specify any problems or disadvantages

5. State costs that may be incurred & time frames

6. Close with brief summary

• Sample Feasibility Report

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Purposes of Reports

• Persuade and Propose

Persuasive reports◦ propose, request, or recommend specific actions or

problem solutions

Business plan◦ comprehensive report that defines and describes all

the components of a business, including its feasibility, profitability, and marketing environment

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Purposes of Reports

• Persuade and Propose (continued)

Proposal◦ persuasive written report that offers to provide a

service, sell a product, or provide a solution to a problem or need

Solicited formal proposals◦ submitted at the request of a potential funder

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Purposes of Reports

• Persuade and Propose (continued)

Funder◦ business, government agency, or private

foundation that will approve or finance a project

Unsolicited formal proposals◦ submitted to a government agency, company, or

individual without having been requested or invited

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Purposes of Reports

• What Are the Differences between Reports and Proposals?

◊ Reports- provide information, analysis, or recommendations- used to solve problems- monitor or document progress- clarify or implement policies or procedures- guide change, direction, or decisions

◊ Proposals- request funding or acceptance- in exchange for work to be performed

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Organizing Reports

• Determine the Mission

Ineffective problem/mission statement

Productivity is down because employee morale is low

Changes in the market make this a good time to invest in real estate

Meadowvale Health Clinic requires additional funding to maintain its current level of service

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Organizing Reports

• Evaluate Your Audience

Key info for fund raiser proposal:

Funding organization

Type of funder

Financials

Organization purpose and activities

Fields of interest

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Organizing Reports

• Evaluate Your Audience (continued)

Key info for fund raiser proposal (continued):

Types of support

Limitations

Application information

Organization personnel

Funding activity

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Organizing Reports

• Select a Report Structure

• Format the Report

Primary report formats:

Manuscript

Memo

Letter

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Organizing Reports

• Format the Report (continued)

Writing reports:

Use positive language

Use appropriate graphics

Be honest

Be original

Be specific

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Organizing Reports

• Establish the Scope of Information

Scope of the report

◦ the range of issues it addresses

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Organizing Reports

• Assign Tasks and Collaborate

Parts of a workplan:

Mission statement

Plan of investigation

Projection of results

Proposed outline

Task and assignment schedule

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Conduct Research and Collect Data

• Complexity of the Problem

Basic types of data to collect

– Quantitative

– Qualitative

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Types of Problems

• Creative Problems

• Pattern Problems

• Solving Complex Problems

• Solving Creative Problems

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Primary Data Collection Methods

• Surveys

• Experiments

• Observation

• Interviews

• Solving Pattern Problems

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Primary Data Collection Methods

• Secondary Data Collection Methods

Library

Internet search engines

Books

Specific databases

Authoritative websites

Journal articles

Popular publications

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Primary Data Collection Methods

• Analyzing and Interpreting Your Data

• Using and Applying Your Research

• Tone and Point of View in Report/Proposal Writing

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Primary Data Collection Methods

• Practice Report Design

Determine the report goal

Evaluate the audience

Conduct research

Write the report

Check for design flaws

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Questions