BUSINESS ENGLISH LECTURE 16. Synopsis Report Writing Detailed talk: From process to product.

BUSINESS ENGLISHLECTURE 16

Synopsis

Report Writing Detailed talk: From process to product

REPORT WRITINGFROM PROCESS TO PRODUCT

A Brief Introduction

Business reports are systematic attempts to answer questions and solve problems. They include the following activities.

PlanningPlanning

What Are Business Reports?


PlanningPlanning ResearchResearch



PlanningPlanning ResearchResearch OrganizationOrganization



PlanningPlanning ResearchResearch OrganizationOrganization PresentationPresentation


Ten Truths About Business Reports

1. Everyone writes reports.

2. Most reports flow upward.

3. Most reports are informal.

4. Three report formats (memo, letter, and manuscript) are most common.

5. Reports differ from memos and letters.

6. Today’s reports are written on computers.

7. Some reports are collaborative efforts.

8. Ethical report writers interpret facts fairly.

9. Organization is imposed on data.10. The writer is the reader’s servant.

Ten Truths About Business Reports

Report Functions Informational reports Analytical reports

Report Formats Letter format Memo format Manuscript format Printed forms

Writing Style

Formal Informal

Audience Analysis and Report Organization

If readersare informed



Direct PatternDirect Pattern





Report

-----Main Idea ---------------------------------------------------------------------------------------------------------------------------------------------------------------------

Report

-----Main Idea ---------------------------------------------------------------------------------------------------------------------------------------------------------------------




If readersare supportive



Direct PatternDirect PatternIf readersare supportive




Report

-----Main Idea ---------------------------------------------------------------------------------------------------------------------------------------------------------------------

Report

-----Main Idea ---------------------------------------------------------------------------------------------------------------------------------------------------------------------




If readersare eager to

have results first


have results first




have results first


have results first



Report

-----Main Idea ---------------------------------------------------------------------------------------------------------------------------------------------------------------------

Report

-----Main Idea ---------------------------------------------------------------------------------------------------------------------------------------------------------------------If readers

are eager tohave results first


have results first







have results first


have results first



Report

-----Main Idea ---------------------------------------------------------------------------------------------------------------------------------------------------------------------

Report

-----Main Idea ---------------------------------------------------------------------------------------------------------------------------------------------------------------------






have results first


have results first


If readersneed to beeducated



Indirect PatternIndirect Pattern






If readersneed to beeducated Report

----------------------------------------------------------------------------------------------------------------------------------------------------------------------Main Idea ----

Report

----------------------------------------------------------------------------------------------------------------------------------------------------------------------Main Idea ----


If readersneed to bepersuaded



Indirect PatternIndirect PatternIf readersneed to bepersuaded



Indirect PatternIndirect PatternIf readersneed to bepersuaded


Report

----------------------------------------------------------------------------------------------------------------------------------------------------------------------Main Idea ----

Report

----------------------------------------------------------------------------------------------------------------------------------------------------------------------Main Idea ----


If readersmay be hostileor disappointed






Report

----------------------------------------------------------------------------------------------------------------------------------------------------------------------Main Idea ----

Report

----------------------------------------------------------------------------------------------------------------------------------------------------------------------Main Idea ----

Applying the Writing Processto Reports Step 1 Step 2 Step 3 Step 4 Step 5

Step 6 Step 7

Analyze the problem and purpose.Anticipate the audience and

issues.Prepare a work plan.Implement your research strategy.Organize, analyze, interpret,

illustrate the data.

Compose the first draft.Revise, proofread, and evaluate.

Work Plan for a Formal Report Statement of problem Statement of purpose Sources and methods of data

collection Tentative outline Work schedule

Researching Report Data

Locating secondary print data• Books – card catalog, online catalog• Periodicals – print indexes, CD-ROM indexes


Locating secondary electronic data• Electronic databases• The Internet• World Wide Web search tools Google MSN search

Ask Jeeves Yahoo!

• Evaluating Web sources How current is the information?

How credible is the author or source?

What is the purpose of the site?

Do the facts seem reliable?


Tips for searching the Web• Use two or three search tools.• Understand case sensitivity.• Prefer uncommon words.• Omit articles and prepositions.• Use wild cards.• Know your search tool.• Learn basic Boolean search strategies.• Bookmark the best pages.• Be persistent.• Repeat your search a week later.


Researching primary data• Surveys• Interviews• Observation• Experimentation


Illustrating Report Data

Functions of graphics• To clarify data• To condense and simplify data• To emphasize data


Forms and objectives of graphics• Table

To show exact figures and values

Class Agree Disagree Undecided

Seniors 738 123 54

Juniors 345 34 76

Sophomores 123 234 78

Freshmen 45 567 123


Forms and objectives of graphics• Bar chart

To compare one item with others


42

43

44

45

46

47

48

1st Qtr 2nd Qtr 3rd Qtr 4th Qtr

Enrollees

Forms and objectives of graphics• Line chart

To demonstrate changes in quantitative data over time


0102030405060708090

100

2001 2002 2003 2004

Net ($M)

Gross ($M)

Forms and objectives of graphics• Pie graph

To visualize a whole unit and the proportion of its components


Strongly Agree18%

Agree13%

No Opinion

3%

Strongly Disagree

38%

Disagree28%

Forms and objectives of graphics• Flow chart

To display a process or procedure


ReceiveReceive TestTest

FloorFloor

ShelvesShelves ShipShip

Re-boxRe-box Re-stockRe-stock

RepairRepair

Forms and objectives of graphics• Organization chart

To define a hierarchy of elements


William DixonVice President

Sales

John DeleuzeManager

Joan WilliamsVice President

Design

George LaPorteForeman

Charles EubankPresident

ManagerClarice Brown

Vice PresidentWayne Lu

Production

Forms and objectives of graphics• Photograph, map, illustration

To create authenticity, to spotlight a location, and to show an item in use


Pie Graph

2006 MPM INCOME BY DIVISION

DVDs & Videos

Use pie graphs to show a whole and the proportion of its components.

Generally begin at the 12 o’clock position, drawing the largest wedge first. Computer software programs, however, may vary in placement of wedges.

Include, if possible, the actual percentage or absolute value for each wedge.

Pie Graph

Use four to eight segments for best results; if necessary, group small portions into one wedge called “Other.”

Distinguish wedges with color, shading, or crosshatching.

Keep all labels horizontal.

Pie Graph

Vertical Bar Chart

40

30

20

10

0

Scalevalue

Scale captions

Source note

Mill

ions

of

D

olla

rs

Source: Industry Profiles (New York: DataPro, 2002), 225.

ThemeParks

MotionPictures

Videos

$22.0

$32.2

$24.3

Figure 1 Figure number

2006 MPM INCOME BY DIVISION Figure title

Bar Charts

Bar charts make visual comparisons. They can compare related items, illustrate changes in data over time, and show segments as parts of wholes.

Bar charts may be vertical, horizontal, grouped, or segmented. Avoid showing too much information, thus producing clutter and confusion.

Bar Charts

The length of each bar and segment should be proportional.

Dollar or percentage amounts should start at zero.

Documenting Data

Reasons for crediting sources• Strengthens your argument• Gives you protection• Instructs readers

Documenting Data

Learning what to document• Another person's ideas, opinions, examples,

or theory• Any facts, statistics, graphs, and drawings

that are not common knowledge• Quotations of another person's actual spoken

or written words• Paraphrases of another person's spoken or

written words

Documenting Data

Manual notetaking suggestions• Record all major ideas from various sources

on separate note cards.• Include all publication data along with

precise quotations.• Consider using one card color for direct

quotes and a different color for your paraphrases and summaries.

Documenting Data

Electronic notetaking suggestions• Begin your research by setting up a folder on

your hard-drive that will contain your data.• Create separate subfolders for major topics,

such as Introduction, Body, and Closing.• When on the Web or in electronic databases

you find information you may be able to use, highlight (i.e., drag with your mouse) the passages you want to save, copy them (using control-c), paste them (using control-v) into documents that you will save in appropriate subfolders.

Documenting Data

• Be sure to include all publication data.• Consider archiving on a Zip disk the Web

pages or articles used in your research in case the data must later be verified.

Documenting Data

Learn to paraphrase• Read the original material carefully so that

you can comprehend its full meaning.• Write your own version without looking at the

original.• Do not repeat the grammatical structure of

the original, and do not merely replace words of the original with synonyms.

• Reread the original to be sure you covered the main points but did not borrow specific language.

Documenting Data

Two Documentation Formats• Modern Language Association

Author’s name and page (Smith 100) placed in text; complete references in “Works Cited.”

• American Psychological AssociationAuthor’s name, date of publication, and page number placed near text reference (Jones, 2000, p. 99). Complete references listed at end of report.

Documenting Data

LISTENING EXERCISE

Listening activity Answer discussion

Review

Discussion on Report WritingFormatAnatomyParts and proceduresSearch – research: techniques, types and

strategiesReporting researched data

BUSINESS ENGLISH LECTURE 16. Synopsis Report Writing Detailed talk: From process to product.

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