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Mary Ellen Guffey,Business Communication: Process and Product, 5eCh. 12, Slide 2

Business reports are systematic

attempts to answer questions and solve

problems. They include the following

activities.

Planning

What Are Business Reports?

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Mary Ellen Guffey,Business Communication: Process and Product, 5eCh. 12, Slide 3

Business reports are systematic

attempts to answer questions and solve

problems. They include the following

activities.

Planning

What Are Business Reports?

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Mary Ellen Guffey,Business Communication: Process and Product, 5eCh. 12, Slide 4

Business reports are systematic

attempts to answer questions and solve

problems. They include the following

activities.

Planning Research

What Are Business Reports?

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Mary Ellen Guffey,Business Communication: Process and Product, 5eCh. 12, Slide 5

Business reports are systematic

attempts to answer questions and solve

problems. They include the following

activities.

Planning Research

What Are Business Reports?

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Mary Ellen Guffey,Business Communication: Process and Product, 5eCh. 12, Slide 6

Business reports are systematic

attempts to answer questions and solve

problems. They include the following

activities.

Planning Research Organization

What Are Business Reports?

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Mary Ellen Guffey,Business Communication: Process and Product, 5eCh. 12, Slide 7

Business reports are systematic

attempts to answer questions and solve

problems. They include the following

activities.

Planning Research Organization

What Are Business Reports?

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Mary Ellen Guffey,Business Communication: Process and Product, 5eCh. 12, Slide 8

Business reports are systematic

attempts to answer questions and solve

problems. They include the following

activities.

Planning Research Organization Presentation

What Are Business Reports?

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Mary Ellen Guffey,Business Communication: Process and Product, 5eCh. 12, Slide 9

Ten Truths AboutBusiness 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.

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Mary Ellen Guffey,Business Communication: Process and Product, 5eCh. 12, Slide 10

6. Todays reports are written oncomputers.

7. Some reports are collaborativeefforts.

8. Ethical report writers interpret factsfairly.

9. Organization is imposed on data.

10.The writer is the readers servant.

Ten Truths AboutBusiness Reports

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Mary Ellen Guffey,Business Communication: Process and Product, 5eCh. 12, Slide 11

Report Functions

Informational reports Analytical reports

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Mary Ellen Guffey,Business Communication: Process and Product, 5eCh. 12, Slide 12

Report Formats

Letter format

Memo format

Manuscript format

Printed forms

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Mary Ellen Guffey,Business Communication: Process and Product, 5eCh. 12, Slide 13

Writing Style

Formal

Informal

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Mary Ellen Guffey,Business Communication: Process and Product, 5eCh. 12, Slide 14

Audience Analysis andReport Organization

If readersare informed

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Mary Ellen Guffey,Business Communication: Process and Product, 5eCh. 12, Slide 15

Audience Analysis andReport Organization

If readersare informed

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Mary Ellen Guffey,Business Communication: Process and Product, 5eCh. 12, Slide 16

Audience Analysis andReport Organization

Direct Pattern

If readersare informed

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Mary Ellen Guffey,Business Communication: Process and Product, 5eCh. 12, Slide 17

Audience Analysis andReport Organization

Direct Pattern

If readersare informed

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Mary Ellen Guffey,Business Communication: Process and Product, 5eCh. 12, Slide 18

Audience Analysis andReport Organization

Direct Pattern

Report

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

----------------------------------------------

If readersare informed

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Mary Ellen Guffey,Business Communication: Process and Product, 5eCh. 12, Slide 19

Audience Analysis andReport Organization

If readersare supportive

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Mary Ellen Guffey,Business Communication: Process and Product, 5eCh. 12, Slide 20

Audience Analysis andReport Organization

If readersare supportive

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Mary Ellen Guffey,Business Communication: Process and Product, 5e

Ch. 12, Slide 22

Audience Analysis andReport Organization

Direct PatternIf readers

are supportive

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Mary Ellen Guffey,Business Communication: Process and Product, 5e

Ch. 12, Slide 23

Audience Analysis andReport Organization

Direct Pattern

Report

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

----------------------------------------------

If readersare supportive

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Mary Ellen Guffey,Business Communication: Process and Product, 5e

Ch. 12, Slide 25

Audience Analysis andReport Organization

If readersare eager to

have results first

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Mary Ellen Guffey,Business Communication: Process and Product, 5e

Ch. 12, Slide 26

Audience Analysis andReport Organization

Direct Pattern

If readersare eager to

have results first

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Mary Ellen Guffey,Business Communication: Process and Product, 5e

Ch. 12, Slide 27

Audience Analysis andReport Organization

Direct Pattern

If readersare eager to

have results first

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Mary Ellen Guffey,Business Communication: Process and Product, 5e

Ch. 12, Slide 28

Audience Analysis andReport Organization

Direct Pattern

Report

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

----------------------------------------------If readersare eager to

have results first

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Mary Ellen Guffey,Business Communication: Process and Product, 5e

Ch. 12, Slide 30

Audience Analysis andReport Organization

If readersare informed

If readersare supportive

If readersare eager to

have results first

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l

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Mary Ellen Guffey,Business Communication: Process and Product, 5e

Ch. 12, Slide 32

Audience Analysis andReport Organization

Direct Pattern

If readersare informed

If readersare supportive

If readersare eager to

have results first

d l d

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Mary Ellen Guffey,Business Communication: Process and Product, 5e

Ch. 12, Slide 33

Audience Analysis andReport Organization

Direct Pattern

Report

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

----------------------------------------------

If readersare informed

If readersare supportive

If readersare eager to

have results first

d l d

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Mary Ellen Guffey,Business Communication: Process and Product, 5e

Ch. 12, Slide 34

Audience Analysis andReport Organization

If readersneed to beeducated

d l d

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Mary Ellen Guffey,Business Communication: Process and Product, 5e

Ch. 12, Slide 35

Audience Analysis andReport Organization

If readersneed to beeducated

A di A l i d

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Mary Ellen Guffey,Business Communication: Process and Product, 5e

Ch. 12, Slide 36

Audience Analysis andReport Organization

Indirect Pattern

If readersneed to beeducated

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A di A l i d

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Mary Ellen Guffey,Business Communication: Process and Product, 5e

Ch. 12, Slide 39

Audience Analysis andReport Organization

If readersneed to bepersuaded

A di A l i d

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Mary Ellen Guffey,Business Communication: Process and Product, 5e

Ch. 12, Slide 40

Audience Analysis andReport Organization

If readersneed to bepersuaded

A di A l i d

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Mary Ellen Guffey,Business Communication: Process and Product, 5e

Ch. 12, Slide 41

Audience Analysis andReport Organization

Indirect Pattern

If readersneed to bepersuaded

A di A l i d

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Mary Ellen Guffey,Business Communication: Process and Product, 5e

Ch. 12, Slide 42

Audience Analysis andReport Organization

Indirect Pattern

If readersneed to bepersuaded

A di A l i d

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Mary Ellen Guffey,Business Communication: Process and Product, 5e

Ch. 12, Slide 43

Audience Analysis andReport Organization

Indirect Pattern

If readersneed to bepersuaded

Report

-----------------------------------------------------------------------------------------------------------------------------------------------------------------

-----Main Idea----

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A di A l i d

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Mary Ellen Guffey,Business Communication: Process and Product, 5e

Ch. 12, Slide 45

Audience Analysis andReport Organization

If readersmay be hostileor disappointed

A di A l i d

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Mary Ellen Guffey,Business Communication: Process and Product, 5e

Ch. 12, Slide 46

Audience Analysis andReport Organization

Indirect Pattern

If readersmay be hostileor disappointed

A di A l i d

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Mary Ellen Guffey,Business Communication: Process and Product, 5e

Ch. 12, Slide 47

Audience Analysis andReport Organization

Indirect Pattern

If readersmay be hostileor disappointed

A di n An l i nd

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Mary Ellen Guffey,Business Communication: Process and Product, 5e

Ch. 12, Slide 48

Audience Analysis andReport Organization

Indirect Pattern

If readersmay be hostileor disappointed

Report

-----------------------------------------------------------------------------------------------------------------------------------------------------------------

-----Main Idea----

Audi nc An l sis nd

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Mary Ellen Guffey,Business Communication: Process and Product, 5e

Ch. 12, Slide 49

Audience Analysis andReport Organization

If readersneed to beeducated

If readersneed to bepersuaded

If readersmay be hostileor disappointed

Audience Analysis and

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Mary Ellen Guffey,Business Communication: Process and Product, 5e

Ch. 12, Slide 50

Audience Analysis andReport Organization

If readersneed to beeducated

If readersneed to bepersuaded

If readersmay be hostileor disappointed

Audience Analysis and

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Mary Ellen Guffey,Business Communication: Process and Product, 5e

Ch. 12, Slide 51

Audience Analysis andReport Organization

Indirect Pattern

If readersneed to beeducated

If readersneed to bepersuaded

If readersmay be hostileor disappointed

Audience Analysis and

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Mary Ellen Guffey,Business Communication: Process and Product, 5e

Ch. 12, Slide 52

Audience Analysis andReport Organization

Indirect Pattern

If readersneed to beeducated

If readersneed to bepersuaded

If readersmay be hostileor disappointed

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l i h W i i P

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Mary Ellen Guffey,Business Communication: Process and Product, 5e

Ch. 12, Slide 54

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.

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Mary Ellen Guffey,Business Communication: Process and Product, 5e

Ch. 12, Slide 55

Work Plan for a Formal

Report Statement of problem

Statement of purpose

Sources and methods of datacollection

Tentative outline

Work schedule

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Mary Ellen Guffey,Business Communication: Process and Product, 5e

Ch. 12, Slide 56

Researching Report Data

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Mary Ellen Guffey,Business Communication: Process and Product, 5e

Ch. 12, Slide 57

Locating secondary print data Bookscard catalog, online catalog

Periodicalsprint indexes, CD-ROM indexes

Researching Report Data

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Mary Ellen Guffey,Business Communication: Process and Product, 5e

Ch. 12, Slide 58

Locating secondary electronic data Electronic databases

The Internet

World Wide Web search toolsGoogle MSN search

Ask Jeeves Yahoo!

Evaluating Web sourcesHow current is the information?

How credible is the author or source?

What is the purpose of the site?

Do the facts seem reliable?

Researching Report Data

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Mary Ellen Guffey,Business Communication: Process and Product, 5e

Ch. 12, Slide 59

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 Report Data

h

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Mary Ellen Guffey,Business Communication: Process and Product, 5e

Ch. 12, Slide 60

Researching primary data Surveys

Interviews

Observation

Experimentation

Researching Report Data

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Mary Ellen Guffey,Business Communication: Process and Product, 5e

Ch. 12, Slide 61

Illustrating Report Data

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Mary Ellen Guffey,Business Communication: Process and Product, 5e

Ch. 12, Slide 63

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

Illustrating Report Data

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Mary Ellen Guffey,Business Communication: Process and Product, 5e

Ch. 12, Slide 64

Forms and objectives of graphics Bar chart

To compare one item with others

Illustrating Report Data

42

43

44

45

46

47

48

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

Enrollees

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Mary Ellen Guffey,Business Communication: Process and Product, 5e

Ch. 12, Slide 65

Forms and objectives of graphics Line chart

To demonstrate changes in quantitative data over time

Illustrating Report Data

0

10

2030

40

50

60

70

8090

100

2001 2002 2003 2004

Net ($M)

Gross ($M)

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Mary Ellen Guffey,Business Communication: Process and Product, 5e

Ch. 12, Slide 67

Forms and objectives of graphics Flow chart

To display a process or procedure

Illustrating Report Data

Receive Test

Floor

Shelves Ship

Re-box Re-stock

Repair

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Mary Ellen Guffey,Business Communication: Process and Product, 5e

Ch. 12, Slide 68

Forms and objectives of graphics Organization chart

To define a hierarchy of elements

Illustrating Report Data

William DixonVice President

Sales

John DeleuzeManager

Joan WilliamsVice President

Design

George LaPorteForeman

Charles Eubank

President

Manager

Clarice Brown

Vice President

Wayne Lu

Production

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Mary Ellen Guffey,Business Communication: Process and Product, 5e

Ch. 12, Slide 69

Forms and objectives of graphics Photograph, map, illustration

To create authenticity, to spotlight a location, and to

show an item in use

Illustrating Report Data

Pi G h

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Mary Ellen Guffey,Business Communication: Process and Product, 5e

Ch. 12, Slide 70

Pie Graph

2006 MPM INCOME BY DIVISION

DVDs & Videos

Pi G h

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Mary Ellen Guffey,Business Communication: Process and Product, 5e

Ch. 12, Slide 71

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

Generally begin at the 12 oclockposition, drawing the largest wedge

first. Computer software programs,however, may vary in placement ofwedges.

Include, if possible, the actualpercentage or absolute value foreach wedge.

Pie Graph

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Vertical Bar Chart

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Mary Ellen Guffey,Business Communication: Process and Product, 5e

Ch. 12, Slide 73

40

30

20

10

0

Scalevalue

Scale captions

Source note

Millions

of

Dollars

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

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B Ch t

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Mary Ellen Guffey,Business Communication: Process and Product, 5e

Ch. 12, Slide 75

Bar Charts The length of each bar and segment

should be proportional.

Dollar or percentage amounts should

start at zero.

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Mary Ellen Guffey,Business Communication: Process and Product, 5e

Ch. 12, Slide 76

Documenting Data

D D

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Mary Ellen Guffey,Business Communication: Process and Product, 5e

Ch. 12, Slide 77

Reasons for crediting sources Strengthens your argument

Gives you protection

Instructs readers

Documenting Data

D D

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Mary Ellen Guffey,Business Communication: Process and Product, 5e

Ch. 12, Slide 78

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

D i D

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Mary Ellen Guffey,Business Communication: Process and Product, 5e

Ch. 12, Slide 79

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

D i D

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Mary Ellen Guffey,Business Communication: Process and Product, 5e

Ch. 12, Slide 80

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 Introd uct ion , 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 (usingcontrol-c), paste them (using control-v) into

documents that you will save in appropriate

subfolders.

Documenting Data

D i D

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Mary Ellen Guffey,Business Communication: Process and Product, 5e

Ch. 12, Slide 81

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

D ti D t

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Mary Ellen Guffey,Business Communication: Process and Product, 5e

Ch. 12, Slide 82

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 themain points but did not borrow specific

language.

Documenting Data

D ti D t

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Mary Ellen Guffey,Business Communication: Process and Product, 5e

Ch. 12, Slide 83

Two Documentation Formats Modern Language Association

Authors name and page (Sm ith 100) placed in text; complete

references in Works Cited.

American Psychological AssociationAuthors name, date of publication, and page number placed

near text reference (Jon es, 2000, p. 99). Complete references

listed at end of report.

Documenting Data

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End