chapter 7 Business report 2 WAC

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TYPICAL BUSINESS REPORTS

What Is a Business Report?:

What Is a Business Report? Oral presentation or document that— Gives information Requests funding or approval Analyzes company or market data Makes recommendations for change

What Are Business Reports?:

What Are Business Reports? Business reports are sy s tematic attempts to answer questions and solve problems. They include the following activities. Planning Research Organization Presentation

Functions And Purposes of Reports:

Functions And Purposes of Reports

Functions of Reports There are Two Types of Business Reports :

Functions of Reports There are Two Types of Business Reports 1. Information reports Are written to present data without analyses or recommendations. Examples: Trip reports Compliance reports

Analytical reports:

Analytical reports Analytical reports provide data analyses and conclusions on the issue that the writer has been asked to investigate. Such reports often provide recommendations for the readers to consider, but only on request. Examples Feasibility reports Justification or recommendation reports Yardstick reports

Purposes of Reports:

Purposes of Reports Provide information Informational report contains objective statistical data or facts. Writer does not interpret or draw conclusions from data Analyze data and information Analytical reports may suggest possible interpretations of data or offer solutions to problems Persuade Persuasive reports present and interpret data and suggest a course of action Type of Report Purpose of Report

Types of Informational Reports (1 of 2):

Types of Informational Reports (1 of 2) Memos Written by one person, sent internally to one or more people Give brief, general information Progress or interim Describe status of projects State work done, to be done Identify potential problems Compliance Offers proof that business meets government regulations

Types of Informational Reports (2 of 2):

Types of Informational Reports (2 of 2) Annual Describe developments of organization during past year Valuable public relations tool Policy and procedure Outlines, explains, and sets terms for company policies States how to comply Minutes Details actions, discussions in business meetings Reminds meeting participants; updates non-participants

Tips for Creating Good Business Reports:

Tips for Creating Good Business Reports

Ten Truths About Business Reports:

Ten Truths About Business Reports Everyone writes reports. Most reports flow upward. Most reports are informal. Three report formats are most common: Memo format Letter format Manuscript format Reports differ from memos and letters.

Ten Truths About Business Reports:

Ten Truths About Business Reports Today’s reports are written on computers. Some reports are collaborative efforts. Ethical report writers interpret facts fairly. The writer is the reader’s servant .

Applying the Writing Process to Reports In Seven Steps:

Applying the Writing Process to Reports In Seven Steps 1 Analyze the problem and purpose. 2 Anticipate the audience and issues. 3 Prepare a work plan. 4 Research the data. 5 Organize, analyze, interpret, illustrate the data. 6 Compose the first draft. 7 Revise, proofread, and evaluate.

Structural Cues for Report Readers:

Structural Cues for Report Readers

Structural Cues for Report Readers:

Headings Write short but clear headings. Experiment with wording that tells who, what, when, where, and why. Include at least one heading per report page. Structural Cues for Report Readers

Use Transitions:

Use Transitions Transitions are words or phrases that link ideas together (69) You should use transitions to help readers move from one section, one paragraph or one sentence to an other.

How Do You Use Transitions:

How Do You Use Transitions Giving additional information moreover in addition or besides Show casual relationship between two sentences. -therefore -because -consequently

Uses of Transitions :

Uses of Transitions When comparing two things similarly in comparison still When you want to compare or contrast two things. conversely whereas however

Uses of Transitions:

Uses of Transitions To express intensification Indeed In any event In fact To summarize In brief In short To sum up

Uses of Transitions:

Uses of Transitions To summarize In brief To sum up In short When you want to compare or contrast two things Conversely Whereas However

Pa:

Pa 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 Contrast However But Although Nonetheless In contrast Meanwhile Yet On the other hand Conversely Details/ Emphasis In fact For example For instance To illustrate Indeed In other words In short Obviously That is Conclusion Therefore Thus In conclusion Consequently On the whole As a result Hence In brief Signposts/Cues for the Reader

Writing Short Business Reports:

Writing Short Business Reports

Overview:

Overview Length and formality determine report structure Characteristics of short reports Direct and indirect order for organizing short reports Forms of short reports Forms of special reports

Length and Formality Determine Report Structure:

Length and Formality Determine Report Structure Long problems and formal contexts require a more complex structure Short problems and informal contexts need a simpler structure

Overview:

Overview Length and formality determine report structure Characteristics of short reports Direct and indirect order for organizing short reports Forms of short reports Forms of special reports

Characteristics of Short Reports:

Characteristics of Short Reports Little need for introductory information Usually direct order More personal writing style

Overview:

Overview Length and formality determine report structure Characteristics of short reports Direct and indirect order for organizing short reports Forms of short reports Forms of special reports

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Audience Analysis and Report Organization Direct Pattern Report ----- Main Idea ---- ----------------------- ----------------------- ----------------------- ----------------------- ----------------------- ----------------------- ----------------------- If readers are informed If readers are supportive If readers are eager to have results first

Audience Analysis and Report Organization:

Audience Analysis and Report Organization Report ----------------------- ----------------------- ----------------------- ----------------------- ----------------------- ----------------------- ----------------------- ----- Main Idea ---- Indirect Pattern If readers need to be educated If readers need to be persuaded If readers may be hostile or disappointed

Overview:

Overview Length and formality determine report structure Characteristics of short reports Direct and indirect order for organizing short reports Forms of short reports Forms of special reports

Forms of Short Reports:

Forms of Short Reports Short Report Letter Report Email Report Special Report

Special Report Forms:

Special Report Forms Staff Report Meeting Minutes Progress Report Audit Report Proposal

Writing Style:

Writing Style Formal Informal

Styles of Reports:

Styles of Reports Informal reports– Usually brief Use direct strategy Include personal pronouns Formal reports– Usually longer Often use indirect strategy, impersonal style Designed in prescribed format

Writing Formal Reports:

Writing Formal Reports

Components of Formal Reports:

Components of Formal Reports Prefatory Part Cover (page 73) Title fly and title page (page 73) Executive summary (page 75) Table of contents (page 76) List of illustrations

Work Plan for a Formal Report:

Work Plan for a Formal Report Statement of problem Statement of purpose Sources and methods of data collection Tentative outline Work schedule

Writing Informational Reports:

Writing Informational Reports

Types of Informational Reports:

Types of Informational Reports Periodic Reports Summarize regular activities and events Describe unusual events to which the management should pay attention Highlight problem and needs See example on page 84

Informational Reports:

Informational Reports Situational reports Summary Statement that answer questions Other information needed Recommendations See page 86-87

Investigative Reports :

Investigative Reports Investigative reports are written in response to a request for information. The purpose of such report is to provide data for a specific situations See page 88-89

Informational Reports:

Informational Reports Progress Reports Introduction Body Conclusions and recommendations See page 87-88

Writing Informational Reports:

Writing Informational Reports

Introduction:

Introduction Identify the report and its purpose. Present a brief overview of the report’s organization, especially for longer reports. When readers are unfamiliar with the topic, briefly fill in the background details.

Body:

Body Group facts or findings into three to five roughly equal segments that do not overlap. Organize by time, component, importance, criteria, convention, or some other method. Supply functional or talking heads (at least one per page) to describe each section.

Body:

Body Use an informal, conversational writing style unless a formal tone is expected. Use bullets, numbered and lettered lists, headings, underlined items, and white space to enhance readability.

Drawing Conclusions:

Drawing Conclusions

Summary/Conclusion:

Summary/Conclusion When necessary, briefly review the main points and discuss what action will follow. If relevant, express appreciation or describe your willingness to provide further information.

Writing Analytical Reports:

Writing Analytical Reports

What is an A:

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

Analytical Reports Direct Approach:

Analytical Reports Direct Approach Identify the problem. Propose the recommendation, solution or action. Explain the benefits of the recommendation. Discuss pros and cons and costs. Summarize the recommendation and action to be taken.

Introduction:

Introduction Explain why the report is being written. For research studies, include the significance, scope, limitations, and methodology of the investigation. Preview the report’s organization. Summarize the conclusions and recommendations for receptive audiences.

Findings:

Findings Discuss the pros and cons of each alternative. For receptive audiences, consider placing the recommended alternative last. Establish criteria to evaluate alternatives. In “yardstick” studies create criteria to use in measuring each alternative consistently.

Findings:

Findings Support the findings with evidence: facts, statistics, expert opinion, survey data, and other proof. Use headings, enumerations, lists, tables, and graphics to focus emphasis.

Analytical Reports Indirect Approach:

Analytical Reports Indirect Approach Describe the problem that the report focuses on the data Use data to show how serious the problem could be. Start with the one you least want to recommend. End with the best solution you propose Discuss the advantages and disadvantages of your recommendation. Summarize your recommendations. See page 91-92

Tips for Writing Report Conclusions:

Tips for Writing Report Conclusions

Tips for Writing Report Conclusions:

Tips for Writing Report Conclusions Interpret and summarize the findings. Tell what your findings (collected data) mean. Relate the conclusions to the report problem. Focus only on conclusions that help solve the original problem. Limit the conclusions to the data presented. Do not introduce new material.

Tips for Writing Report Conclusions:

Be objective. Avoid exaggerating or manipulating the data to prove a point. Use consistent criteria. In evaluating options, use the same criteria for each alternative. Enumerate each conclusion. Number and list each item. Present items in parallel form. Tips for Writing Report Conclusions

Conclusions and/or Recommendations:

Conclusions and/or Recommendations Develop reasonable conclusions that answer the research question. Justify the conclusions with highlights from the findings. Make recommendations, if asked. Use action verbs. Explain needed action.

Tips for Writing Report Recommendations:

Tips for Writing Report Recommendations

Tips for Writing Report Recommendations:

Suggest actions. Indicate specific procedures that can help solve the report problem. Focus on recommendations that are practical and agreeable. Suggest feasible actions that would be acceptable to this audience. Tips for Writing Report Recommendations

Tips for Writing Report Recommendations:

Present recommendations separately. Enumerate each in a statement beginning with a verb. If requested, indicate how the recommendations may be implemented. Some writers present detailed plans for executing the recommendations . Tips for Writing Report Recommendations

Tips for Writing Report Recommendations:

Conclusion: Survey results show that the biggest student complaint centred on long registration lines . Recommendation: Implement a registration reservation system in which students sign up for specific registration time slots. Tips for Writing Report Recommendations

Types of Analytical Reports Feasibility Reports:

Types of Analytical Reports Feasibility Reports A feasibility report analyzes the available information to determine whether the project is worth doing and what is the chance of success. Answer questions such as: Will the proposal work? If so, what are the costs involved? How soon can the costs be recovered? Is the staff sufficient? Are thee any legal or other special requirements?

Feasibility Reports:

Feasibility Reports Present your decision. Describe the background and problem initiating the proposal. Discuss the benefits of the proposal. Analyze the problems that many result. Calculate the costs associated with the proposal. Provide the estimated timetable for implementing the proposal.

Yardstick Reports:

Yardstick Reports Yardstick reports examine two or more solutions to a problem that needs solving. Each alternative is evaluated against the same standard, so that you can select the best solution

Yardstick Reports:

Yardstick Reports Start by describing the problem or need. Present possible solutions and alternatives. Evaluate each alternative against the criteria. Summarize the evaluations. Make the recommendation.

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