Chapter 7 Business Report 2

Business Communications Chapter Thirteen
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TYPICAL BUSINESS REPORTS
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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
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What Are Business Reports?

Business reports are systematic attempts to answer questions and solve problems. They include the following activities.
Planning Research Organization Presentation
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Functions And Purposes of Reports
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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
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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
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Purposes of Reports
Type of Report Purpose of Report Provide information
Informational report contains objective statistical data or facts. Writer does not interpret or draw conclusions from data
Analytical reports may suggest possible interpretations of data or offer solutions to problems Persuasive reports present and interpret data and suggest a course of action
Analyze data and information
Persuade
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Types of Informational Reports

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

Annual Valuable public relations tool Outlines, explains, and sets terms for company policies States how to comply Details actions, discussions in business meetings Reminds meeting participants; updates non-participants
Policy and procedure
Minutes
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Tips for Creating Good Business Reports
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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.
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Ten Truths About Business Reports

Todays reports are written on computers. Some reports are collaborative efforts. Ethical report writers interpret facts fairly. The writer is the readers servant.
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Applying the Writing Process to Reports In Seven Steps

1 2 3 4 5 Analyze the problem and purpose. Anticipate the audience and issues. Prepare a work plan. Research the data. Organize, analyze, interpret, illustrate the data. 6 Compose the first draft. 7 Revise, proofread, and evaluate.
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Structural Cues for Report Readers
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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.
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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.
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How Do You Use Transitions

Giving additional information
moreover in addition or besides Show casual relationship between two sentences. -therefore -because -consequently
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Uses of Transitions
When comparing two things
similarly in comparison still When you want to compare or contrast two things. conversely whereas however
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Uses of Transitions
To express intensification
Indeed In any event In fact
To summarize
In brief In short To sum up
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Uses of Transitions
To summarize In brief To sum up In short
When you want to compare or contrast two things Conversely Whereas However
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Essay Coherence: Connections Between Paragraphs
Signposts/Cues for the Reader

Additional Info And Further Moreover Again Next Whats more Conclusion Also Therefore In addition Equally important Thus In conclusion Consequently On the whole As a result Hence In brief Details/ Emphasis In fact For example For instance To illustrate Indeed In other words In short Obviously That is
Chronology Soon Afterwards Finally Then Previously Formerly Next Immediately Contrast However But Although Nonetheless In contrast Meanwhile Yet On the other hand Conversely
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Writing Short Business Reports
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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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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
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Overview
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Characteristics of Short Reports Little need for introductory information Usually direct order More personal writing style
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Overview
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Audience Analysis and Report Organization

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

If readers need to be educated
Report
---------------------------------------------------------------------------------------------------------------------------------------------------------------Main Idea ----
If readers need to be persuaded
Indirect Pattern
If readers may be hostile or disappointed
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Overview
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Forms of Short Reports
Short Report Letter Report Email Report Special Report
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Special Report Forms
Staff Report Meeting Minutes Progress Report Audit Report Proposal
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Writing Style
Formal
Informal
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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
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Writing Formal Reports
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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
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Work Plan for a Formal Report

Statement of problem Statement of purpose Sources and methods of data collection Tentative outline Work schedule
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Writing Informational Reports
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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
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Informational Reports
Situational reports
Summary Statement that answer questions Other information needed Recommendations See page 86-87
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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
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Informational Reports
Progress Reports Introduction Body Conclusions and recommendations
See page 87-88
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Writing Informational Reports
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Introduction
Identify the report and its purpose. Present a brief overview of the reports organization, especially for longer reports. When readers are unfamiliar with the topic, briefly fill in the background details.
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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.
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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.
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Drawing Conclusions
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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.
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Writing Analytical Reports
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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
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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.
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Introduction
Explain why the report is being written. For research studies, include the significance, scope, limitations, and methodology of the investigation. Preview the reports organization. Summarize the conclusions and recommendations for receptive audiences.
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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.
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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.
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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
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Tips for Writing Report Conclusions
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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.
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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.
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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.
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Tips for Writing Report Recommendations
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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.
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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.
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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.
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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?
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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.
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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
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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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End

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Chapter 7 Business Report 2

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Business Communications Chapter Thirteen

TYPICAL BUSINESS REPORTS

Business Communications Chapter Thirteen

What Is a Business Report?

Business Communications Chapter Thirteen

What Are Business Reports?

Business Communications Chapter Thirteen

Functions And Purposes of Reports

Business Communications Chapter Thirteen

Functions of Reports There are Two Types of Business Reports

Business Communications Chapter Thirteen

Business Communications Chapter Thirteen

Analyze data and information

Business Communications Chapter Thirteen

Types of Informational Reports

Business Communications Chapter Thirteen

Types of Informational Reports (2 of 2)

Describe developments of organization during past year

Policy and procedure

Business Communications Chapter Thirteen

Tips for Creating Good Business Reports

Business Communications Chapter Thirteen

Ten Truths About Business Reports

Reports differ from memos and letters.

Business Communications Chapter Thirteen

Ten Truths About Business Reports

Business Communications Chapter Thirteen

Applying the Writing Process to Reports In Seven Steps

Business Communications Chapter Thirteen

Structural Cues for Report Readers

Business Communications Chapter Thirteen

Structural Cues for Report Readers

Business Communications Chapter Thirteen

Business Communications Chapter Thirteen

How Do You Use Transitions

Business Communications Chapter Thirteen

Business Communications Chapter Thirteen

Business Communications Chapter Thirteen

Business Communications Chapter Thirteen

Essay Coherence: Connections Between Paragraphs

Signposts/Cues for the Reader

Business Communications Chapter Thirteen

Writing Short Business Reports

Business Communications Chapter Thirteen

Business Communications Chapter Thirteen

Length and Formality Determine Report Structure

Business Communications Chapter Thirteen

Business Communications Chapter Thirteen

Business Communications Chapter Thirteen

Business Communications Chapter Thirteen

Audience Analysis and Report Organization

If readers are supportive

If readers are eager to have results first

Business Communications Chapter Thirteen

Audience Analysis and Report Organization

If readers need to be persuaded

If readers may be hostile or disappointed

Business Communications Chapter Thirteen

Business Communications Chapter Thirteen

Forms of Short Reports

Short Report Letter Report Email Report Special Report

Business Communications Chapter Thirteen

Special Report Forms