Guideline for an Assessor preparing assessment reports for ...
Preparing Business Reports
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Transcript of Preparing Business Reports
PREPARING BUSINESS REPORTSCoB Center for Professional Communication
Appendix(es)
References
Business Report: Components
ConclusionBody
Introduction
Table of contents
Executive SummaryTransmittal Document
Title Page
Report Components: Front Matter Title page
Balance the following parts on the title page: Name of report in all caps Receiver’s name, title, and organization Author’s name, title, and organization Date submitted
Report Components: Front Matter Transmittal
document Announce the
topic and explain who authorized it.
Briefly describe the project and preview the conclusions – if the reader is supportive.
Date: January 12, 2012 To: Flagstaff City Council Members From: Sylvia Hernandez, Del Rio Industrial Consultants Subject: Economic Impact of Coconino Industrial Park The attached report, requested by the Flagstaff City Council in a letter to Goldman-Lyon & Associates dated October 20, describes the economic impact of the Coconino Industrial Park on the city of Flagstaff. We believe you will find the results of this study useful in evaluating future development of industrial parks within the city limits. This study was designed to examine economic impact in three areas:
Current and projected tax and other revenues accruing to the city from Coconino Industrial Park
Current and projected employment generated by the park
Indirect effects on local employment, income, and economic growth Primary research consisted of interviews with 15 Coconino Industrial Park (CIP) tenants and managers, in addition to a 2010 survey of over 5,000 CIP employees. Secondary research sources included the Annual Budget of the City of Flagstaff, county and state tax records, government publications, periodicals, books, and online resources. Results of this research discussed more fully in this report, indicate that Coconino Industrial Park exerts a significant beneficial influence on the Flagstaff metropolitan economy. We would be pleased to discuss this report and its conclusions with you at your request. My firm and I thank you for your confidence in selecting our company to prepare this comprehensive report.
SH
Report Components: Front Matter Transmittal
document Close by
expressing appreciation for the assignment, suggesting follow-up actions, acknowledging the help of others, and offering to answer questions.
Report Components: Front Matter Executive
summary Summarize the
report purpose, findings, conclusions, and recommendations.
Include strategic words and sentences.
Prepare an outline with headings.
Fill in your outline.
Report Components: Front Matter Executive
summary Begin with the
purpose. Follow the report
sequence. Eliminate
nonessential details.
Restrict the length to no more than 10 percent of the original document.
Report Components: Front Matter Table of contents
Show the beginning page number where each report heading appears in the report.
List of figures Include a list of tables, illustrations, or
figures showing the title of each and its page number.
Place the list of figures on the same page with the table of contents if possible.
Report Components: Front Matter Introduction
Discuss purpose and significance of report. Preview main points and order of
development.
Report Components: Body Body
Discuss, analyze, and interpret the research findings or proposed solution to the problem.
Arrange the findings in logical segments that follow your outline.
Use clear, descriptive headings.
Report Components: Back Matter Conclusion
Recap the purpose and review the main points.
Tie the main topics together, and, when appropriate, ask for action and/or goodwill.
Report Components: Back Matter References
List all references cited in the paper. References should be arranged alphabetically.
Appendix(es) Include items of interest to readers, such as
data-gathering tools like questionnaires (these are originally created items).
Each appendix item should be in its own appendix
Selecting the best method for delivering your message is key.
Business Reports: Format
Selecting a Report Format
Primarily Text
Text and Graphics
Memo or Email
Formal Reports
Informal Reports
Talking heading
Mix of text and
graphics
Page numbers
Detailed, explanatory
text
Main points
reinforced(optional)
White background
Bullets or text in
graphics
Business Reports Are Graphical
Style Focus on providing narrative with strong
graphical elements: Tables Charts Images Strong graphical design Do not ignore text altogether
Every page should contain 25-75% text Narrative text font size 11 or 12 pt.
Style Remember: The report is intended to be
read, not listened to
You will not be present to explain what a graph or table means
Thus, the report must be more explicit than slides accompanying an oral presentation
Style Rule of Thumb
Each page should have: 25%
white space (margins)
25 to 75% text
25 to 50% graphics
Format & Layout Create a design template
4 rules for designOrganization Elements
Navigation Headings
Portrait versus landscape?
Create the Design Template Use the 4 Rules of Design
Contrast Repetition Alignment Proximity
Make a few basic decisions and stick to them
You may use company colors and logo
Portrait or Landscape
More familiar reading style
Easier to present textual blocks
Better for double duty (stand-up presentations)
Can be better for graphical elements (complex graphics are often horizontal)
Portrait Landscape
Final Thoughts Think through your design Think through your structure Be consistent Be professional Business Reports are meant to be read:
explain the take away from your graphical elements
EDIT, EDIT, EDIT!
Time for Examples