Report writing
-
Upload
wafa-tariq -
Category
Education
-
view
2.121 -
download
1
description
Transcript of Report writing
What is a Business Report
A business report is any factual objective document that serves a business purpose
Business reports help companies to make decisions and solve business problems
Informational Reports
• Informational reports present data and facts without analyses or recommendations
Eg reports on• Monitoring and controlling operations• Statements of policies and procedures• Compliance reports• Progress reports
Reports for monitoring and controlling operations
• Helps managers to find out what is happening in the operations under their control.
• Eg. Plans, operating reports, Personal activity report
Informational reports
Reports for implementing policies and procedures
Managers are unable to talk to everyone firsthand. Therefore reports are available to be read and re-read by any one who has a question.
Some policy reports are preserved as• lasting guidelines • One time position papers
Info report (contd.)
• Reports for complying with government policies
• Eg income tax returns• Annual share holder reports
Analytical Reports
• Analytical reports analyses the data and gives recommendations on the bases of which informed decisions are made
• An analytical reports ends by presenting a solution to a problem or by recommending a number of actions.
• Eg. Of analytical reports• Problem solving, proposals
Report Writing
There are five basic steps to follow while writing any kind of report
•Define the problem and the purpose•Gather necessary information•Interpret and analyze the information•Organize the information•Write the report
Define the problem and the purpose
• The purpose may be to determine, to decide, to develop, or to recommend
• Ask yourself the following questions• Why am I writing this report• What is the problem• What needs to be solved or answered in the report• What goal, function or objective you need to achieve
eg students smoking
How to write a report problem and purpose
• Problem: The possibility of setting up Bahria University campus at Lahore
• Purpose:The purpose of this study is to recommend if it is feasible to open a new campus at Lahore
Problem & purpose
Problem: • Skilled women workers
leaving their jobs after marriage due to child care
Problem:Low productivity of office
workers
Purpose• To determine whether the
company should open on-site day care center
Purpose:To investigate the causes of
low productivity and recommend ways of improving it
Problem & purpose
Problem:• Our current computer
network system is inefficient and cannot be upgraded to meet our future needs
Purpose:• To analyze various
computer network systems and to recommend the system that will best meet our company’s current and future needs
Gathering information
Information can be gathered by two ways• Secondary Sources: derived from books,
magazine, CD , internet etc
Ask the following questions to check the appropriateness of available data
• Does the information relate to the problem• Is the information up-to-date• Is the source reliable and un-biased
Gathering information (contd.)
• Primary Sources: Company records, such as memos, letters, financial records, production reports
• Observation, the researcher can observe the facts himself or use mechanical devices
Gathering information
• Experiments, gathering information through systematic investigation of two groups, experimental group and control group
• Survey, pay special attention to the structure of the question and the procedure to fill out the questions
Gathering Information1. Find out how many students took admission in
BBA12. How many students took admission in MBA3. What are the various MBA programs being
conducted by Bahria University4. Find out the ratio of girls and boys at Bahria
University5. How many faculty members are working at
Psychology Dept Give their names and qualification6. How many people are working at Bahria University
as Peons, who is their supervisor
Rules
• Two groups will have the same topic. Each competing with each other
• The group that submits the report first will get 5 marks extra if the report is correct
• The last date of submission is 5th October• Not more than 6 in each group, but not less
than three in each group.• The report should be in MS word document
Writing method
• Title of the report• Methods of gathering information• Report Text what information did you gather • Analyze the Data
Interpret and analyze data
The three steps of interpreting data1. Interpreting findings by non-statistical
evaluation and statistical evaluations2. After interpreting Draw Conclusions, ensure
that the reader understands how these conclusions were derived by presenting adequate evidence
3. After drawing conclusions develop recommendations
Organizing the Report
The data is organized according to the following report section
• Introduction, which includes problem and purpose statements, scope, research methodology
• Findings• Conclusion • Recommendations
Report Writing Approach
• Indirect Approach: introduction, research findings, conclusions and recommendation
• Direct approach: recommendations and conclusions, introduction, facts, analysis
TYPES Of REPORT
• Two main Types:
• Informal• Formal
Informal
MEMOREPORT
LETTER REPORT
SURVAYREPORT
TYPES CONTD
• FORMAL REPORT:
• More than 10 pages• Written in a formal format
Parts of a formal report• Cover• Title page• Letter of transmittal• Acknowledgement• Table of contents• Executive summary• Introduction• Report body• Appendix • bibliography
Classification of business reports
• Voluntary or authorized• Routine or periodic• Internal or external• Short or long• Informational or analytical