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Chapter 12Chapter 12
Preparing To Write Preparing To Write Business ReportsBusiness Reports
David Gadish, Ph.D.
Ch. 12, Slide 2
Business reports are systematic attempts to answer questions and solve problems. They include the following activities.
PlanningPlanning
What Are Business What Are Business Reports?Reports?
Ch. 12, Slide 3
Business reports are systematic attempts to answer questions and solve problems. They include the following activities.
PlanningPlanning
What Are Business What Are Business Reports?Reports?
Ch. 12, Slide 4
Business reports are systematic attempts to answer questions and solve problems. They include the following activities.
PlanningPlanning ResearchResearch
What Are Business What Are Business Reports?Reports?
Ch. 12, Slide 5
Business reports are systematic attempts to answer questions and solve problems. They include the following activities.
PlanningPlanning ResearchResearch
What Are Business What Are Business Reports?Reports?
Ch. 12, Slide 6
Business reports are systematic attempts to answer questions and solve problems. They include the following activities.
PlanningPlanning ResearchResearch OrganizationOrganization
What Are Business What Are Business Reports?Reports?
Ch. 12, Slide 7
Business reports are systematic attempts to answer questions and solve problems. They include the following activities.
PlanningPlanning ResearchResearch OrganizationOrganization
What Are Business What Are Business Reports?Reports?
Ch. 12, Slide 8
Business reports are systematic attempts to answer questions and solve problems. They include the following activities.
PlanningPlanning ResearchResearch OrganizationOrganization PresentationPresentation
What Are Business What Are Business Reports?Reports?
Ch. 12, Slide 9
Ten Truths About Ten Truths About Business ReportsBusiness 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.
Ch. 12, Slide 10
6. Today’s reports are written on computers.
7. Some reports are collaborative efforts.
8. Ethical report writers interpret facts fairly.
9. Organization is imposed on data.10.The writer is the reader’s servant.
Ten Truths About Ten Truths About Business ReportsBusiness Reports
Ch. 12, Slide 12
Report FormatsReport Formats
• Letter format
• Memo format
• Manuscript format
• Printed forms
Ch. 12, Slide 14
Audience Analysis and Audience Analysis and Report OrganizationReport Organization
If readersare informed
If readersare informed
Ch. 12, Slide 15
Audience Analysis and Audience Analysis and Report OrganizationReport Organization
If readersare informed
If readersare informed
Ch. 12, Slide 16
Audience Analysis and Audience Analysis and Report OrganizationReport Organization
Direct PatternDirect Pattern
If readersare informed
If readersare informed
Ch. 12, Slide 17
Audience Analysis and Audience Analysis and Report OrganizationReport Organization
Direct PatternDirect Pattern
If readersare informed
If readersare informed
Ch. 12, Slide 18
Audience Analysis and Audience Analysis and Report OrganizationReport Organization
Direct PatternDirect Pattern
Report
-----Main Idea ---------------------------------------------------------------------------------------------------------------------------------------------------------------------
Report
-----Main Idea ---------------------------------------------------------------------------------------------------------------------------------------------------------------------
If readersare informed
If readersare informed
Ch. 12, Slide 19
Audience Analysis and Audience Analysis and Report OrganizationReport Organization
If readersare supportive
If readersare supportive
Ch. 12, Slide 20
Audience Analysis and Audience Analysis and Report OrganizationReport Organization
If readersare supportive
If readersare supportive
Ch. 12, Slide 21
Audience Analysis and Audience Analysis and Report OrganizationReport Organization
Direct PatternDirect PatternIf readersare supportive
If readersare supportive
Ch. 12, Slide 22
Audience Analysis and Audience Analysis and Report OrganizationReport Organization
Direct PatternDirect PatternIf readersare supportive
If readersare supportive
Ch. 12, Slide 23
Audience Analysis and Audience Analysis and Report OrganizationReport Organization
Direct PatternDirect Pattern
Report
-----Main Idea ---------------------------------------------------------------------------------------------------------------------------------------------------------------------
Report
-----Main Idea ---------------------------------------------------------------------------------------------------------------------------------------------------------------------
If readersare supportive
If readersare supportive
Ch. 12, Slide 24
Audience Analysis and Audience Analysis and Report OrganizationReport Organization
If readersare eager to
have results first
If readersare eager to
have results first
Ch. 12, Slide 25
Audience Analysis and Audience Analysis and Report OrganizationReport Organization
If readersare eager to
have results first
If readersare eager to
have results first
Ch. 12, Slide 26
Audience Analysis and Audience Analysis and Report OrganizationReport Organization
Direct PatternDirect Pattern
If readersare eager to
have results first
If readersare eager to
have results first
Ch. 12, Slide 27
Audience Analysis and Audience Analysis and Report OrganizationReport Organization
Direct PatternDirect Pattern
If readersare eager to
have results first
If readersare eager to
have results first
Ch. 12, Slide 28
Audience Analysis and Audience Analysis and Report OrganizationReport Organization
Direct PatternDirect Pattern
Report
-----Main Idea ---------------------------------------------------------------------------------------------------------------------------------------------------------------------
Report
-----Main Idea ---------------------------------------------------------------------------------------------------------------------------------------------------------------------If readers
are eager tohave results first
If readersare eager to
have results first
Ch. 12, Slide 29
Audience Analysis and Audience Analysis and Report OrganizationReport Organization
If readersare informed
If readersare informed
If readersare supportive
If readersare supportive
If readersare eager to
have results first
If readersare eager to
have results first
Ch. 12, Slide 30
Audience Analysis and Audience Analysis and Report OrganizationReport Organization
If readersare informed
If readersare informed
If readersare supportive
If readersare supportive
If readersare eager to
have results first
If readersare eager to
have results first
Ch. 12, Slide 31
Audience Analysis and Audience Analysis and Report OrganizationReport Organization
Direct PatternDirect Pattern
If readersare informed
If readersare informed
If readersare supportive
If readersare supportive
If readersare eager to
have results first
If readersare eager to
have results first
Ch. 12, Slide 32
Audience Analysis and Audience Analysis and Report OrganizationReport Organization
Direct PatternDirect Pattern
If readersare informed
If readersare informed
If readersare supportive
If readersare supportive
If readersare eager to
have results first
If readersare eager to
have results first
Ch. 12, Slide 33
Audience Analysis and Audience Analysis and Report OrganizationReport Organization
Direct PatternDirect Pattern
Report
-----Main Idea ---------------------------------------------------------------------------------------------------------------------------------------------------------------------
Report
-----Main Idea ---------------------------------------------------------------------------------------------------------------------------------------------------------------------
If readersare informed
If readersare informed
If readersare supportive
If readersare supportive
If readersare eager to
have results first
If readersare eager to
have results first
Ch. 12, Slide 34
Audience Analysis and Audience Analysis and Report OrganizationReport Organization
If readersneed to beeducated
If readersneed to beeducated
Ch. 12, Slide 35
Audience Analysis and Audience Analysis and Report OrganizationReport Organization
If readersneed to beeducated
If readersneed to beeducated
Ch. 12, Slide 36
Audience Analysis and Audience Analysis and Report OrganizationReport Organization
Indirect PatternIndirect Pattern
If readersneed to beeducated
If readersneed to beeducated
Ch. 12, Slide 37
Audience Analysis and Audience Analysis and Report OrganizationReport Organization
Indirect PatternIndirect Pattern
If readersneed to beeducated
If readersneed to beeducated
Ch. 12, Slide 38
Audience Analysis and Audience Analysis and Report OrganizationReport Organization
Indirect PatternIndirect Pattern
If readersneed to beeducated
If readersneed to beeducated Report
----------------------------------------------------------------------------------------------------------------------------------------------------------------------Main Idea ----
Report
----------------------------------------------------------------------------------------------------------------------------------------------------------------------Main Idea ----
Ch. 12, Slide 39
Audience Analysis and Audience Analysis and Report OrganizationReport Organization
If readersneed to bepersuaded
If readersneed to bepersuaded
Ch. 12, Slide 40
Audience Analysis and Audience Analysis and Report OrganizationReport Organization
If readersneed to bepersuaded
If readersneed to bepersuaded
Ch. 12, Slide 41
Audience Analysis and Audience Analysis and Report OrganizationReport Organization
Indirect PatternIndirect PatternIf readersneed to bepersuaded
If readersneed to bepersuaded
Ch. 12, Slide 42
Audience Analysis and Audience Analysis and Report OrganizationReport Organization
Indirect PatternIndirect PatternIf readersneed to bepersuaded
If readersneed to bepersuaded
Ch. 12, Slide 43
Audience Analysis and Audience Analysis and Report OrganizationReport Organization
Indirect PatternIndirect PatternIf readersneed to bepersuaded
If readersneed to bepersuaded
Report
----------------------------------------------------------------------------------------------------------------------------------------------------------------------Main Idea ----
Report
----------------------------------------------------------------------------------------------------------------------------------------------------------------------Main Idea ----
Ch. 12, Slide 44
Audience Analysis and Audience Analysis and Report OrganizationReport Organization
If readersmay be hostileor disappointed
If readersmay be hostileor disappointed
Ch. 12, Slide 45
Audience Analysis and Audience Analysis and Report OrganizationReport Organization
If readersmay be hostileor disappointed
If readersmay be hostileor disappointed
Ch. 12, Slide 46
Audience Analysis and Audience Analysis and Report OrganizationReport Organization
Indirect PatternIndirect Pattern
If readersmay be hostileor disappointed
If readersmay be hostileor disappointed
Ch. 12, Slide 47
Audience Analysis and Audience Analysis and Report OrganizationReport Organization
Indirect PatternIndirect Pattern
If readersmay be hostileor disappointed
If readersmay be hostileor disappointed
Ch. 12, Slide 48
Audience Analysis and Audience Analysis and Report OrganizationReport Organization
Indirect PatternIndirect Pattern
If readersmay be hostileor disappointed
If readersmay be hostileor disappointed
Report
----------------------------------------------------------------------------------------------------------------------------------------------------------------------Main Idea ----
Report
----------------------------------------------------------------------------------------------------------------------------------------------------------------------Main Idea ----
Ch. 12, Slide 49
Audience Analysis and Audience Analysis and Report OrganizationReport Organization
If readersneed to beeducated
If readersneed to beeducated
If readersneed to bepersuaded
If readersneed to bepersuaded
If readersmay be hostileor disappointed
If readersmay be hostileor disappointed
Ch. 12, Slide 50
Audience Analysis and Audience Analysis and Report OrganizationReport Organization
If readersneed to beeducated
If readersneed to beeducated
If readersneed to bepersuaded
If readersneed to bepersuaded
If readersmay be hostileor disappointed
If readersmay be hostileor disappointed
Ch. 12, Slide 51
Audience Analysis and Audience Analysis and Report OrganizationReport Organization
Indirect PatternIndirect Pattern
If readersneed to beeducated
If readersneed to beeducated
If readersneed to bepersuaded
If readersneed to bepersuaded
If readersmay be hostileor disappointed
If readersmay be hostileor disappointed
Ch. 12, Slide 52
Audience Analysis and Audience Analysis and Report OrganizationReport Organization
Indirect PatternIndirect Pattern
If readersneed to beeducated
If readersneed to beeducated
If readersneed to bepersuaded
If readersneed to bepersuaded
If readersmay be hostileor disappointed
If readersmay be hostileor disappointed
Ch. 12, Slide 53
Audience Analysis and Audience Analysis and Report OrganizationReport Organization
Indirect PatternIndirect Pattern
If readersneed to beeducated
If readersneed to beeducated
If readersneed to bepersuaded
If readersneed to bepersuaded
If readersmay be hostileor disappointed
If readersmay be hostileor disappointed
Report
----------------------------------------------------------------------------------------------------------------------------------------------------------------------Main Idea ----
Report
----------------------------------------------------------------------------------------------------------------------------------------------------------------------Main Idea ----
Ch. 12, Slide 54
Applying the Writing Applying the Writing ProcessProcess
to Reportsto 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.
Ch. 12, Slide 55
Work Plan for a Formal Work Plan for a Formal ReportReport
• Statement of problem
• Statement of purpose
• Sources and methods of data collection
• Tentative outline
• Work schedule
Ch. 12, Slide 57
• Locating secondary print data• Books – card catalog, online catalog• Periodicals – print indexes, CD-ROM indexes
Researching Report Researching Report DataData
Ch. 12, Slide 58
• Locating secondary electronic data• Electronic databases
• The Internet
• World Wide Web search tools Google MSN search
Ask Jeeves Yahoo!
• Evaluating Web sources How 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 Researching Report DataData
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 Researching Report DataData
Ch. 12, Slide 60
• Researching primary data• Surveys• Interviews• Observation• Experimentation
Researching Report Researching Report DataData
Ch. 12, Slide 62
• Functions of graphics• To clarify data• To condense and simplify data• To emphasize data
Illustrating Report DataIllustrating Report Data
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 DataIllustrating Report Data
Ch. 12, Slide 64
• Forms and objectives of graphics• Bar chart
To compare one item with others
Illustrating Report DataIllustrating Report Data
42
43
44
45
46
47
48
1st Qtr 2nd Qtr 3rd Qtr 4th Qtr
Enrollees
Ch. 12, Slide 65
• Forms and objectives of graphics• Line chart
To demonstrate changes in quantitative data over time
Illustrating Report DataIllustrating Report Data
0102030405060708090
100
2001 2002 2003 2004
Net ($M)
Gross ($M)
Ch. 12, Slide 66
• Forms and objectives of graphics• Pie graph
To visualize a whole unit and the proportion of its components
Illustrating Report DataIllustrating Report Data
Strongly Agree18%
Agree13%
No Opinion
3%
Strongly Disagree
38%
Disagree28%
Ch. 12, Slide 67
• Forms and objectives of graphics• Flow chart
To display a process or procedure
Illustrating Report DataIllustrating Report Data
ReceiveReceive TestTest
FloorFloor
ShelvesShelves ShipShip
Re-boxRe-box Re-stockRe-stock
RepairRepair
Ch. 12, Slide 68
• Forms and objectives of graphics• Organization chart
To define a hierarchy of elements
Illustrating Report DataIllustrating Report Data
William DixonVice President
Sales
John DeleuzeManager
Joan WilliamsVice President
Design
George LaPorteForeman
Charles EubankPresident
ManagerClarice Brown
Vice PresidentWayne Lu
Production
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 DataIllustrating Report Data
Ch. 12, Slide 71
• Use pie graphs to show a whole and the proportion of its components.
• Generally begin at the 12 o’clock position, drawing the largest wedge first. Computer software programs, however, may vary in placement of wedges.
• Include, if possible, the actual percentage or absolute value for each wedge.
Pie GraphPie Graph
Ch. 12, Slide 72
• Use four to eight segments for best results; if necessary, group small portions into one wedge called “Other.”
• Distinguish wedges with color, shading, or crosshatching.
• Keep all labels horizontal.
Pie GraphPie Graph
Ch. 12, Slide 73
Vertical Bar ChartVertical Bar Chart
40
30
20
10
0
Scalevalue
Scale captions
Source note
Mill
ions
of
D
olla
rs
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
Ch. 12, Slide 74
Bar ChartsBar Charts• Bar charts make visual comparisons.
They can compare related items, illustrate changes in data over time, and show segments as parts of wholes.
• Bar charts may be vertical, horizontal, grouped, or segmented. Avoid showing too much information, thus producing clutter and confusion.
Ch. 12, Slide 75
Bar ChartsBar Charts• The length of each bar and segment
should be proportional.
• Dollar or percentage amounts should start at zero.
Ch. 12, Slide 77
• Reasons for crediting sources• Strengthens your argument
• Gives you protection
• Instructs readers
Documenting DataDocumenting Data
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 DataDocumenting Data
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 DataDocumenting Data
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 Introduction, 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 (using control-c), paste them (using control-v) into documents that you will save in appropriate subfolders.
Documenting DataDocumenting Data
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 DataDocumenting Data
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 the main points but did not borrow specific language.
Documenting DataDocumenting Data
Ch. 12, Slide 83
• Two Documentation Formats• Modern Language Association
Author’s name and page (Smith 100) placed in text; complete references in “Works Cited.”
• American Psychological AssociationAuthor’s name, date of publication, and page number placed near text reference (Jones, 2000, p. 99). Complete references listed at end of report.
Documenting DataDocumenting Data