Chapter 7 Business Report 2

B2000 B2000 Business Business

CommunicationsCommunications

Chapter ThirteenChapter Thirteen

TYPICAL BUSINESS TYPICAL BUSINESS REPORTSREPORTS




What Is a Business Report?What Is a Business Report?

Oral presentation or document that—Oral presentation or document that—– Gives informationGives information– Requests funding or approvalRequests funding or approval– Analyzes company or market dataAnalyzes company or market data– Makes recommendations for changeMakes recommendations for change




What Are Business What Are Business Reports?Reports?

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

PlanningPlanning ResearchResearch OrganizationOrganization PresentationPresentation




Functions Functions And Purposes ofAnd Purposes of

ReportsReports




Functions of ReportsFunctions of ReportsThere are Two Types of There are Two Types of

Business Reports Business Reports 1. Information reports1. Information reports

Are written to present data without Are written to present data without analyses or recommendations.analyses or recommendations.

Examples:Examples:– Trip reportsTrip reports– Compliance reportsCompliance reports



Chapter ThirteenChapter Thirteen Analytical reportsAnalytical reports

Analytical reports provide data analyses and Analytical reports provide data analyses and conclusions on the issue that the writer has conclusions on the issue that the writer has been asked to investigate. been asked to investigate.

Such reports often provide recommendations Such reports often provide recommendations for the readers to consider, but only on for the readers to consider, but only on request. request.

ExamplesExamples– Feasibility reportsFeasibility reports– Justification or recommendation reportsJustification or recommendation reports– Yardstick reports Yardstick reports



Chapter ThirteenChapter Thirteen Purposes of ReportsPurposes of Reports

Provide Provide informationinformation

InformationalInformational report contains report contains objective statistical data or facts. objective statistical data or facts. Writer does not interpret or draw Writer does not interpret or draw conclusions from dataconclusions from data

Analyze data Analyze data and and informationinformation

AnalyticalAnalytical reports may suggest reports may suggest possible interpretations of data or possible interpretations of data or offer solutions to problemsoffer solutions to problems

Persuade Persuade

PersuasivePersuasive reports present reports present andand interpret data and suggest a interpret data and suggest a course of actioncourse of action

Type of Report Purpose of Report




Types of Informational Types of Informational Reports Reports

(1 of 2)(1 of 2)

Memos Memos

Written by one person, sent Written by one person, sent internally to one or more peopleinternally to one or more people

Give brief, Give brief, generalgeneral information information

Progress or Progress or interiminterim

Describe Describe statusstatus of projects of projects State work done, to be doneState work done, to be done Identify Identify potentialpotential problemsproblems

ComplianceCompliance

Offers Offers proofproof that business that business meets government regulationsmeets government regulations




Types of Informational Reports Types of Informational Reports (2 of 2)(2 of 2)

Annual Annual

Describe developments of Describe developments of organization during past yearorganization during past year

Valuable public relations toolValuable public relations tool

Policy and Policy and procedureprocedure

Outlines, explains, and setsOutlines, explains, and sets terms for company policiesterms for company policies

States how to complyStates how to comply

MinutesMinutes

Details actions, discussions in Details actions, discussions in business meetingsbusiness meetings

Reminds meeting participants; Reminds meeting participants; updates non-participantsupdates non-participants



Chapter ThirteenChapter ThirteenTips for Creating Tips for Creating Good Business Good Business

ReportsReports




Ten Truths About Business Ten Truths About Business ReportsReports

Everyone writes reports.Everyone writes reports. Most reports flow Most reports flow upward.upward. Most reports are informal.Most reports are informal. Three report formats are most common:Three report formats are most common:

Memo formatMemo format Letter formatLetter format Manuscript Manuscript formatformat

Reports differ from memos and letters.Reports differ from memos and letters.




Ten Truths About Business Ten Truths About Business ReportsReports

Today’s reports are written on Today’s reports are written on computers.computers.

Some reports are Some reports are collaborativecollaborative efforts.efforts.

EthicalEthical report writers report writers interpretinterpret facts fairly.facts fairly.

The writer is the The writer is the reader’s reader’s servantservant..




Applying the Writing Applying the Writing ProcessProcess

to Reportsto ReportsIn Seven StepsIn Seven Steps

1 Analyze the problem and purpose.1 Analyze the problem and purpose.2 Anticipate the audience and issues.2 Anticipate the audience and issues.3 Prepare a work plan.3 Prepare a work plan.4 Research the data.4 Research the data.5 Organize, analyze, interpret, illustrate 5 Organize, analyze, interpret, illustrate

the data.the data.

6 Compose the first draft.6 Compose the first draft.7 Revise, proofread, and evaluate.7 Revise, proofread, and evaluate.




Structural Cues for Structural Cues for Report ReadersReport Readers




HeadingsHeadings•Write short but clear headings.Write short but clear headings.

•Experiment with wording that Experiment with wording that tells who, what, when, where, and tells who, what, when, where, and why.why.

–Include at least one heading Include at least one heading per report page.per report page.

Structural Cues for Structural Cues for Report ReadersReport Readers



Chapter ThirteenChapter Thirteen Use TransitionsUse Transitions

Transitions are words or phrases Transitions are words or phrases that link ideas together (69)that link ideas together (69)

You should use transitions to You should use transitions to help readers move from one help readers move from one section, one paragraph or one section, one paragraph or one sentence to an other.sentence to an other.



Chapter ThirteenChapter Thirteen How Do You Use TransitionsHow Do You Use Transitions

Giving additional informationGiving additional information– moreovermoreover– in additionin addition– or besides or besides

Show casual relationship between two Show casual relationship between two sentences.sentences.-therefore-therefore-because-because-consequently-consequently



Chapter ThirteenChapter Thirteen Uses of Transitions Uses of Transitions

When comparing two thingsWhen comparing two things– similarlysimilarly– in comparisonin comparison– stillstill

When you want to compare or contrast When you want to compare or contrast two things.two things.

– conversely conversely – whereaswhereas– howeverhowever



Chapter ThirteenChapter Thirteen Uses of TransitionsUses of Transitions

To express intensificationTo express intensification– IndeedIndeed– In any eventIn any event– In factIn fact

To summarizeTo summarize– In briefIn brief– In shortIn short– To sum upTo sum up



Chapter ThirteenChapter Thirteen Uses of TransitionsUses of TransitionsTo summarizeTo summarize

In briefIn brief To sum upTo sum up In shortIn short

When you want to compare or When you want to compare or contrast two thingscontrast two things

ConverselyConverselyWhereasWhereasHoweverHowever




PaPa Essay Coherence: Connections Between Paragraphs

Additional Info

And

Further

Moreover

Again

Next

What’s more

Also

In addition

Equally important

Chronology

Soon

Afterwards

Finally

Then

Previously

Formerly

Next

Immediately

ContrastHoweverButAlthoughNonethelessIn contrastMeanwhileYetOn the other

handConversely

Details/EmphasisIn factFor exampleFor instanceTo illustrateIndeedIn other wordsIn shortObviouslyThat is

Conclusion

Therefore

Thus

In conclusion

Consequently

On the whole

As a result

Hence

In brief

Signposts/Cues for the ReaderSignposts/Cues for the Reader




Writing Short Business Writing Short Business ReportsReports




OverviewOverviewLength and formality Length and formality determine report structuredetermine report structure

Characteristics of short Characteristics of short reportsreports

Direct and indirect order for Direct and indirect order for organizing short reportsorganizing short reports

Forms of short reportsForms of short reportsForms of special reportsForms of special reports




Length and Formality Length and Formality Determine Report Determine Report

StructureStructure

Long problems and formal Long problems and formal contexts contexts require a more require a more complexcomplex structure structure

Short problems and informal Short problems and informal contexts need a simpler contexts need a simpler structurestructure






Direct and indirect order for Direct and indirect order for organizing short reportsorganizing short reports





Characteristics of Short Characteristics of Short ReportsReports

Little need for Little need for introductory informationintroductory information

Usually direct orderUsually direct orderMore personal writing More personal writing stylestyle






Direct and indirect order Direct and indirect order for organizing short for organizing short reportsreports





Audience Analysis and Report Organization

Direct PatternDirect Pattern

ReportReport

-----Main IdeaMain Idea ---------------------------------------------------------------------------------------------------------------------------------------------------------------------

If readersIf readersare informedare informed

If readersIf readersare supportiveare supportive

If readersIf readersare eager toare eager to

have results firsthave results first




Audience Analysis and Audience Analysis and Report OrganizationReport Organization

ReportReport

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

Indirect PatternIndirect Pattern

If readersIf readersneed to be need to be educatededucated

If readersIf readersneed to be need to be persuadedpersuaded

If readers may If readers may be hostile or be hostile or disappointeddisappointed






Direct and indirect order Direct and indirect order for organizing short for organizing short reportsreports




Chapter ThirteenChapter Thirteen Forms of Short ReportsForms of Short Reports

Short ReportShort ReportLetter ReportLetter ReportEmail ReportEmail ReportSpecial Special ReportReport



Chapter ThirteenChapter Thirteen Special Report FormsSpecial Report Forms

Staff ReportStaff ReportMeeting MinutesMeeting MinutesProgress ReportProgress ReportAudit ReportAudit ReportProposalProposal




Writing StyleWriting Style

FormalFormal

InformalInformal



Chapter ThirteenChapter Thirteen Styles of ReportsStyles of Reports

Informal reports–Informal reports– – Usually briefUsually brief– Use Use directdirect strategy strategy – Include personal pronounsInclude personal pronouns

Formal reports– Formal reports– – Usually longer Usually longer – Often use Often use indirectindirect strategy, strategy,

impersonal styleimpersonal style– Designed in prescribed formatDesigned in prescribed format




Writing Formal Writing Formal ReportsReports




Components of Formal Components of Formal ReportsReports

Prefatory PartPrefatory Part– Cover (page 73)Cover (page 73)– Title fly and title page (page 73)Title fly and title page (page 73)– Executive summary (page 75)Executive summary (page 75)– Table of contents (page 76)Table of contents (page 76)– List of illustrationsList of illustrations




Work Plan for a Formal Work Plan for a Formal ReportReport

Statement of problemStatement of problem Statement of purposeStatement of purpose Sources and methods of data Sources and methods of data

collectioncollection Tentative outlineTentative outline Work scheduleWork schedule




Writing Informational Writing Informational ReportsReports




Types of Informational Types of Informational ReportsReports

Periodic Reports Periodic Reports – Summarize regular activities and Summarize regular activities and

eventsevents– Describe unusual events to which Describe unusual events to which

the management should pay the management should pay attentionattention

– Highlight problem and needsHighlight problem and needs– See example on page 84See example on page 84



Chapter ThirteenChapter Thirteen Informational ReportsInformational Reports

Situational reportsSituational reports– SummarySummary– Statement that answer questionsStatement that answer questions– Other information neededOther information needed– RecommendationsRecommendations

– See page 86-87See page 86-87



Chapter ThirteenChapter Thirteen Investigative Reports Investigative Reports

Investigative reports are written Investigative reports are written in response to a request for in response to a request for information.information.

The purpose of such report is to The purpose of such report is to provide data for a specific provide data for a specific situationssituations

See page 88-89See page 88-89



Chapter ThirteenChapter Thirteen Informational ReportsInformational Reports

Progress Reports Progress Reports

IntroductionIntroduction

BodyBody

Conclusions and Conclusions and recommendationsrecommendations

See page 87-88See page 87-88




Writing Informational Writing Informational ReportsReports





Identify the report and its purpose.Identify the report and its purpose.

Present a brief overview of the Present a brief overview of the report’s organization, especially for report’s organization, especially for longer reports.longer reports.

When readers are unfamiliar with the When readers are unfamiliar with the topic, briefly fill in the background topic, briefly fill in the background details.details.




BodyBody

Group facts or findings into three to Group facts or findings into three to five roughly equal segments that do five roughly equal segments that do not overlap.not overlap.

Organize by time, component, Organize by time, component, importance, criteria, convention, or importance, criteria, convention, or some other method.some other method.

Supply functional or talking heads Supply functional or talking heads (at least one per page) to describe (at least one per page) to describe each section.each section.




BodyBody

Use an informal, conversational Use an informal, conversational writing style unless a formal writing style unless a formal tone is expected.tone is expected.

Use bullets, numbered and Use bullets, numbered and lettered lists, headings, lettered lists, headings, underlined items, and white underlined items, and white space to enhance readability.space to enhance readability.



Chapter ThirteenChapter ThirteenDrawing ConclusionsDrawing Conclusions




Summary/ConclusionSummary/Conclusion

When necessary, briefly review When necessary, briefly review the main points and discuss the main points and discuss what action will follow.what action will follow.

If relevant, express appreciation If relevant, express appreciation or describe your willingness to or describe your willingness to provide further information.provide further information.




Writing Analytical Writing Analytical ReportsReports



Chapter ThirteenChapter Thirteen What is an AWhat is an A

An analytical report, like An analytical report, like informational reports, collect informational reports, collect and present data; but their and present data; but their emphasis, is placed on emphasis, is placed on analyzing, drawing conclusions, analyzing, drawing conclusions, and proposing and proposing recommendationsrecommendations




Analytical ReportsAnalytical ReportsDirect ApproachDirect Approach

Identify the problem.Identify the problem. Propose the recommendation, Propose the recommendation,

solution or action.solution or action. Explain the benefits of the Explain the benefits of the

recommendation.recommendation. Discuss pros and cons and costs.Discuss pros and cons and costs. Summarize the recommendation and Summarize the recommendation and

action to be taken.action to be taken.





Explain why the report is being Explain why the report is being written. For research studies, include written. For research studies, include the significance, scope, limitations, the significance, scope, limitations, and methodology of the and methodology of the investigation.investigation.

Preview the report’s organization.Preview the report’s organization.

Summarize the conclusions and Summarize the conclusions and recommendations for receptive recommendations for receptive audiences.audiences.




FindingsFindings

Discuss the pros and cons of each Discuss the pros and cons of each alternative. For receptive audiences, alternative. For receptive audiences, consider placing the recommended consider placing the recommended alternative last.alternative last.

Establish criteria to evaluate Establish criteria to evaluate alternatives. In “yardstick” studies alternatives. In “yardstick” studies create criteria to use in measuring create criteria to use in measuring each alternative consistently.each alternative consistently.




FindingsFindings

Support the findings with Support the findings with evidence: facts, statistics, evidence: facts, statistics, expert opinion, survey data, and expert opinion, survey data, and other proof.other proof.

Use headings, enumerations, Use headings, enumerations, lists, tables, and graphics to lists, tables, and graphics to focus emphasis.focus emphasis.




Analytical ReportsAnalytical ReportsIndirect ApproachIndirect Approach

Describe the problem that the report Describe the problem that the report focuses on the datafocuses on the data

Use data to show how serious the problem Use data to show how serious the problem could be.could be.

Start with the one you least want to Start with the one you least want to recommend.recommend.

End with the best solution you proposeEnd with the best solution you propose Discuss the advantages and disadvantages Discuss the advantages and disadvantages

of your recommendation.of your recommendation. Summarize your recommendations.Summarize your recommendations. See page 91-92See page 91-92




Tips for Writing Report Tips for Writing Report ConclusionsConclusions





Interpret and summarize the Interpret and summarize the findings.findings.

Tell what your findings (collected Tell what your findings (collected data) mean.data) mean.

Relate the conclusions to the Relate the conclusions to the report problem.report problem.

Focus only on conclusions that Focus only on conclusions that help solve the original problem.help solve the original problem.

Limit the conclusions to the data Limit the conclusions to the data presented. presented.

Do not introduce new material.Do not introduce new material.




Be objective.Be objective. Avoid exaggerating or manipulating the Avoid exaggerating or manipulating the

data to prove a point.data to prove a point.

Use consistent criteria.Use consistent criteria. In evaluating options, use the same In evaluating options, use the same

criteria for each alternative.criteria for each alternative.

Enumerate each conclusion.Enumerate each conclusion. Number and list each item. Present items Number and list each item. Present items

in parallel form.in parallel form.





Conclusions and/or Conclusions and/or RecommendationsRecommendations

Develop reasonable conclusions that Develop reasonable conclusions that answer the research question. Justify answer the research question. Justify the conclusions with highlights from the conclusions with highlights from the findings.the findings.

Make recommendations, if asked. Make recommendations, if asked. Use action verbs. Explain needed Use action verbs. Explain needed action.action.




Tips for Writing Report Tips for Writing Report RecommendationsRecommendations




Suggest actions.Suggest actions.Indicate specific procedures that can help Indicate specific procedures that can help solve the report problem.solve the report problem.

Focus on recommendations that Focus on recommendations that are practical and agreeable.are practical and agreeable.Suggest feasible actions that would be Suggest feasible actions that would be acceptable to this audience.acceptable to this audience.





Present recommendations Present recommendations separately. separately. Enumerate each in a statement Enumerate each in a statement beginning with a verb.beginning with a verb.

If requested, indicate how If requested, indicate how the recommendations may the recommendations may be implemented. be implemented. Some writers present detailed plans Some writers present detailed plans for executing the recommendationsfor executing the recommendations..





Conclusion:Conclusion: Survey results show that the Survey results show that the

biggest student complaint biggest student complaint centred on long registration centred on long registration lineslines..

Recommendation:Recommendation: Implement a registration Implement a registration

reservation system in which reservation system in which students sign up for specific students sign up for specific registration time slots.registration time slots.





Types of Analytical ReportsTypes of Analytical ReportsFeasibility ReportsFeasibility Reports

A feasibility report analyzes the A feasibility report analyzes the available information to determine available information to determine whether the project is worth doing whether the project is worth doing and what is the chance of success. and what is the chance of success.

Answer questions such as:Answer questions such as:– Will the proposal work?Will the proposal work?– If so, what are the costs involved?If so, what are the costs involved?– How soon can the costs be recovered?How soon can the costs be recovered?– Is the staff sufficient?Is the staff sufficient?– Are thee any legal or other special Are thee any legal or other special

requirements?requirements?



Chapter ThirteenChapter Thirteen Feasibility ReportsFeasibility Reports

Present your decision.Present your decision. Describe the background and Describe the background and

problem initiating the proposal.problem initiating the proposal. Discuss the benefits of the proposal.Discuss the benefits of the proposal. Analyze the problems that many Analyze the problems that many

result.result. Calculate the costs associated with Calculate the costs associated with

the proposal.the proposal. Provide the estimated timetable for Provide the estimated timetable for

implementing the proposal.implementing the proposal.



Chapter ThirteenChapter Thirteen Yardstick ReportsYardstick Reports

Yardstick reports examine two Yardstick reports examine two or more solutions to a problem or more solutions to a problem that needs solving.that needs solving.

Each alternative is evaluated Each alternative is evaluated against the same standard, so against the same standard, so that you can select the best that you can select the best solutionsolution



Chapter ThirteenChapter Thirteen Yardstick ReportsYardstick Reports

Start by describing the problem Start by describing the problem or need.or need.

Present possible solutions and Present possible solutions and alternatives.alternatives.

Evaluate each alternative Evaluate each alternative against the criteria.against the criteria.

Summarize the evaluations.Summarize the evaluations. Make the recommendation.Make the recommendation.




EndEnd

Chapter 7 Business Report 2

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Transcript of Chapter 7 Business Report 2