Bc presentation chapter 13(2) (buss. English)

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Typical Business Reports

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Business CommunicationChapter – 13

“TYPICAL BUSINESS REPORTS”

Business CommunicationChapter – 13

“TYPICAL BUSINESS REPORTS”

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Why we are here:

It attempts to provide a moral justification, rationale or even establish clear rules as to “What is the Purpose of Writing a Business Report and how we give you more ideas & comprehensive business report compiling.

What is the purpose of the Business Report

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Audience: When writing the report, you need to consider the audience you are writing for, whether it is the CEO or will the report be available to all staff concerned?

Research: The true value of the research may be assessed through a report since the written report may be the "only tangible product of hundreds of hours of work.

Compiling: Reports communicate information which has been compiled as a result of research and analysis of data and of issues.

Audience

Researc

h

Compiling

Basic Strategies

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Brilliant report, Kimble. I can’t tell where the facts

end and the fiction begins.”

"A Report Judges An Organization" 

“Good report Morton, work on it a

little more until it sounds like one of

mine.”

”Nice work on this report, Carlton. With this information

we can easily lay-off fifty percent of our employees.

Unfortunately you’ll be the first to go.”

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Writing Informational Report Informational report is to provide required

data/information to wish to know about the things in a specific and complete form.

Depending on the seriousness, they may have to be discussed later on.. Once you have this list, it will be easy for you to contact someone to clarify any information.

Informational Report

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Methodology

1- Analyze Topic

2- Brainstorm

3- Plan

4- ConstructRough Plan

5 - Research

6 - Revise

7- Start Sorting

8 - Make Draft & Proofread

Submit your Work

Informational Report

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Gather and Complete Report

Reports can cover a wide range of topics, but usually focus on transmitting information with a clear purpose, to a specific audience. Good reports are documents that are accurate, objective and complete.

Such reports are prepared for information purposes only and do NOT include Institute recommendations on the course of action or the preferred application of the data contained therein.

The majority of reports are Informational Reports when the management wish to know about the new company, products, operations, new policies or starting a business for mutual benefits.

Business Informational Report

Use the Business Information Report to give you the insight you need to evaluate a firm’s operations, profitability, and stability. Also use it to evaluate the experience of the business and business background of its principals.

The Business Information Report includes valuable information that can help you make better business decisions.

Report is packed with information, analysis, and interpretations to enhance your decision making process.

Information includes payment records, public, filings, financial information, banking commentary, business background of principals and a description of the firm’s operation.

Informational Report

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InformationalReport

Trade / Market Summary

Operation

Production Analysis

Finance

Evaluate

Comprehensive to transmit Information

Special Events

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Situational

Periodic

Progress& Interim

Convention &Conference

Types of

Reports

Investigative

Compliance

Analytical

Justification & Recommendation

FeasibilityYardstick

Typical Business Reports(Chapter # 13)

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Periodic Report

This section is traditionally allocated the most marks, so it is well worth your investment in time to do it thoroughly. The Periodic report is to help the Management to make their policies, procedures, operation, products according to the consumer requirement and by this report management can decide how to develop their organization for more mutual benefits.

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Make daily credit decisionsLimit your risk exposureDetermine the stability of new or existing customers

Plan for sales callsFind out about changes that can impact credit relationshipsEvaluate potential vendors and suppliers

Check the background of new clientsIdentify corporate relationships and potential conflicts of interestProvide business details for research needs

How it is Enhancing

Using Periodic Report’s will help you

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Significance

Statem

ent of

Managem

ent Arrangem

ent

Statem

ent of Integrity

Factors affecting the Co. P

roperty

Monitoring

Main conclusion re values

Conclusions

Periodic Reports – Typical Elements

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Subject Value

Factors affecting products

values

Management Actions

Possible Periodic Report Format - matrix

Due date & comments

Lead agency (& others involved)

Priority & scale

MonitoringCriteria for

Organisation listing

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Specimen ReportsSpecimen ReportsSpecimen ReportsSpecimen Reports

Periodic Report

InformationalReport

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Situational Reports

Reports that are targeted to nonrecurring situations .i.e. unlike periodic reports, situations that don’t have a definite pattern of occurrence. e.g.

Trip Convention & Conference reportsProgress reports

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Situational Reports

Characteristics

Style Written like Memos

Tone Follow an informal tone

Length Usually Short. Could vary on authorizer expectation

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Situational Reports

Trip, Convention & Conference

reports

Submitted by employees when they return from a business trip, convention or a conference.

Keep organizations informed how well their money was spent. Also inform management about new procedures, equipment

and laws and supply information affecting products operations and service.

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Situational Reports

Format of Trip, Convention & Conference reports

Begin WithIdentifying the event , mention the topics to be discussed.

BodyThree to five important points, carefully selected.

ExpensesInclude your expenses on a separate sheet on request.

End WithExpression of appreciation, synthesizing value of the event.

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Situational Reports

Example : Trip, Convention & Conference reports

Training Conference on Employment Interviewing

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Situational Reports

Things to be kept in mind.

There could be lots and lots of information. You should be selective.

Avoid using chronological order (First X happened then Y), organizing by importance is a good idea.

Select topics, the reader might be most interested in.

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Situational Reports

Explain continuing projects, including work completed, work in progress, future activities, and completion date.

Describes the projects status and progress.

Keeps the management informed whether the project is going in the right direction.

Progress and Interim reports

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Situational ReportsFormat of Progress reports

Begin with Purpose & nature of project.

Body Provide background information if audience require. Describe the work completed. Current progress of work. Problems and possible remedies

End WithDiscussion of future activities and completion date.

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Situational Reports

Example : Progress reports

Progress on research on location for a telefilm scene

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Situational Reports

Things to be kept in mind.

Keep the audience in mind. E.g. Include background information for your director as he/she might not tend to remember the project specifications.

Don’t hesitate to include the problems faced in the project.

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Investigative Reports

Investigative reports are generally assigned reports which focus on examining a situation or problem. e.g.

Report on doing business with and Australian company.

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Investigative Reports

Format of Investigative Reports

Begin with

Introducing the problem.

Body

Facts, findings, discussion etc.

End With

Summarizing

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Compliance Reports

Compliance Reports present data in compliance with

local, state and federal laws. Government regulating agencies require organizations to

submit reports verifying compliance with laws Usually answer the questions to how much profit, the

organization earned and the taxes owed.

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Compliance Reports

Format of compliance reports

Begin with Background information Preview of major sections

Body The Content. Data, figures etc

End With Summary of report objective

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Compliance Reports

Example : Compliance reports

Report

Description

Trucking Company Safety Compliance Report

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Compliance Reports

Things to be kept in mind.

Correctness of data.

Accuracy of data.

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Analytical Reports

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Major components: Introduction Findings Conclusions Recommendations

Writing Analytical Reports

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Writing Analytical Reports (contd..)

Introduction

Explain why the report is being written. Preview the report’s organization. Summarize the conclusions and

recommendations ( for receptive audiences)

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Writing Analytical Reports (contd..)

Findings

Discuss the pros and cons of each alternative. Establish criteria to evaluate alternatives. Support the findings with evidence(: facts,

statistics, expert opinion, survey data, and other proof)

Use headings, enumerations, lists, tables, and graphics to focus attention.

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Writing Analytical Reports (contd..)

Conclusion

Develop reasonable conclusion that answer the research question

Justify the conclusion with highlights from the finding

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Writing Analytical Reports (contd..)

Recommendations

Make recommendations, if asked. Use action verbs. Explain needed

action. Must based on the findings

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Justification/recommendation reports Feasibility reports Yardstick reports Research reports

Typical Business Analytical Reports

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Purpose Make recommendations to management Provide data to solve problems and make decisions.

Examples Buying equipment Changing a procedure Hiring an employee

Contents Problem/Need Facts Discussion (pros & cons) Recommendation

Sample A Justification Report

Justification/Recommendation Reports

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Indirect Approach Problem

Facts

Discussion

Recommendations

Direct Approach Problem

Recommendations

Facts

Discussion

Justification/Recommendation Reports (contd..)

Organizing Report Data

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Direct approach Receptive/Open-minded audience

Nonsensitive Topic (e.g. justifying a purchase)

Indirect approach Skeptical/Hostile audience

Sensitive Topic (e.g. justifying ways for employees to quit

smoking)

Justification/Recommendation Reports (contd..)

Choosing Approach

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Purpose Analyze problems and predict whether alternatives will be practical or advisable Help in decision making (among alternatives)

Examples Should we move to another part of the country? Should we rent, lease or buy? What is the best location for our company?

Content Decision Background Benefits Potential Problems Associated Cost Time frame for implementing the solution

Sample A Feasibility Report

Feasibility Reports

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Informational Reports Periodic Reports Situational Reports Progress Reports Investigative and compliance Reports

Analytical Reports Justification/Recommendation Reports Feasibility Report Yardstick Reports Research Reports

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Yardstick Reports

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Yardstick Reports The term "yardstick" is used in

reference to anything which serves as a test or standard of measurement, comparison or judgment.

Usage of Yardstick Reports.

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Yardstick reports

Problem statementAlternative solutionsEstablish criteria'sConclusionsRecommendations

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ExampleComparison of different manufactures for

buying a piece of equipment

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Format of Yardstick Reports Introduction

purpose & overview. Problem Statement

background. Solutions & Alternatives. Established criteria's Compare Alternatives

Use Table or grid . Conclusion & Recommendations

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Sample Yardstick Report

A popular cellular network company

(Mobilink) is planning to open their new franchise at the NWFP Province of

Pakistan

Sample Report

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Research Studies

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Research Studies Reports

Problem statementHypothesisPresent dataPerform AnalysisConclusionsRecommendations (optional)

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Research Studies

Follows Indirect PatternStarts with Problem discussionExplore possible solutionsReason for selecting a particular solution

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Format of Research Studies Report

Abstract Introduction Sources & Methods Results of Study

data Conclusion Recommendation

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Introduction

Background Problem or Purpose Significance Scope

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Sources and Methods

Secondary Sources Books, journals etc

Primary Sources Observations Surveys

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Results of Study Present Data

Organize colleted data.

Conclusion Recommendations References

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Example of Research Report

Sample Report

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ConclusionPeriodic ReportsSituational ReportsProgress Reports Investigative and compliance ReportsJustification/Recommendation ReportsFeasibility ReportYardstick ReportsResearch Reports

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Mary Ellen Guffey, Business Communication :Process and Product

www.glan-hafren.ac.uk/LearnCent www.homepages.wmich.edu/rpttypes

References

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Thank you very much for your kind consideration