Reports

An orderly and objective presentation of information that helps in decision making problem solving

Business Reports

Brief and understandable Appropriate to the purpose and audience Accurate and clear Precise and logically structured

Business report

Progress report Periodic report Justification report

Writing Business Reports

Determine the scope Consider the audience Gather your information Analyse the information Determine the information Organise the report

Scope

Determine the most imp. factors Limit the amount of information to collect Define the boundary

Consider your audience

Think in terms of your audience Primary Audience -who act or make decision

based on reports Secondary Audience- who get affected by the

report or actions of the primary audience Immediate-evaluating the report and sending to

the right people

Gather your Information

Primary Information -gather and record yourself-surveys, observation.

Secondary Information- which you collect from books. Net other reports.

Manage the information

Analysis of your Information

Make sense Interpret objectively Significance No personal bias

Determine the Solution

Based on analysis Recommend solution Should be based on facts and figures

Organize the report

Prepare the outline Separate major and supporting ideas Flesh the major ideas Develop details Create structure of the report from outline

Structure of the Report

Front Section/Introduction Body Text End Section /Conclusion

Front Section

Title Page-title of the report, authors name Covering letter -methodology,

recommendation etc Table of Contents List of annexure Executive Summary Introductory section -purpose, scope and

limits, assumptions data collection methodology etc

Structure

Centre Section –detailed discussion Procedures, methods, criteria Heading must be used for separate ideas

Final Section Conclusion, recommendation Informed opinions, possible actions

Appendix Any additional material for ex copy of questionnaire

Bibliography List of references and sources of information

Report Writing Process

Data Collection Format Order Structure First draft Editing Final draft Business Report

Report writing Stages

Know the purpose Set the outline=Planning Collection of Data Organizing Information Report Structuring

Report Structuring Title Page Acknowledgement Contents Abstract/Summary Introduction Methodology Findings Discussion Conclusion References Appendences

First draft Active/Passive Simplicity Use of subjective language Layout –progressive numbering system

Subsection 1.1 1,2 Presentation

Leave wide margin for binding Paragraph should be short Headings –highlighted/bold All diagrams are numbered and labelled Technical glossary

Final Editing

Check Structure Content Style

Readers assessment

Writers should know the purpose of the report The information of the report can be used

for decision making Writers have identified the users of the report Writers have been able to include the readers

concerns, perspective Possible arguments Possible objections

Discussion