Business Reports - Copy

8/13/2019 Business Reports - Copy

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Business Reports


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Informal Business Reports

Organizationand Structure

Drawing ReportConclusions

ReportRecommendations

Analytical ReportInformationalReports


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Tips for Drawing Report

ConclusionsInterpret and summarizethe findings.Tell what your findings (collected data)mean.

Relate the conclusions to thereport problem.

Focus only on conclusions that help solvethe original problem.


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Limit the conclusions to thedata presented.Do not introduce new material.

Be objective.Avoid exaggerating or manipulatingthe data to prove a point.


Conclusions


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Use consistent criteria.In evaluating options, use the samecriteria for each alternative.

Enumerate each conclusion.Number and list each item. Present each

conclusion in parallel form.


Conclusions


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Tips for Making Report

RecommendationsSuggest actions.What specific procedures can help solvethe report problem?

Focus on recommendationsthat are practical and agreeable.

Suggest feasible actions that would beacceptable to this audience.


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Present recommendationsseparately.Enumerate each in a statementbeginning with a verb.

Invest two thirds of the income in growth funds.

If requested, describe how therecommendations may

be implemented.Some writers present detailed plans forexecuting the recommendations.

Tips for Making Report

Recommendations


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Organizing InformationReader comprehension, not writer convenience, shouldgovern report organization. Possible methods:

Time

Arrange data by chronology: e.g., 2006, 2007,2008.

ComponentArrange data by classifications: location,geography, division, product, or part. A reportdiscussing company profits could be organizedby each product.


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Importance

Criteria

Convention

Order data from most important to leastimportant, or vice versa.

Arrange data by evaluative categories. In a reportcomparing fax equipment, organize by such areas asprice, warranty, speed, print quality, etc.

Organize data according to prescribed categories.Proposals, for example, are organized by staff,budget, schedule, and so forth.

Organizing Information


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Structural Cues for Reports

Discuss purpose andsignificance of report.

Preview main points and orderof development.

Introductions

Transitionshoweveron the contrary

thereforemoreover


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Example of an introduction introducing a report on computer security: This report examines the security of our current computer operations

and presents suggestions for improving security. Lax computersecurity could mean loss of information, loss of business, and damageto our equipment and systems. Because many former employeesreleased during recent downsizing efforts know our systems,majorchanges must be made. To improve security, I will present threerecommendations: (a) begin using smart cards that limit access to ourcomputer system, (b) alter sign-on and log-off procedures, (c) movecentral computer operations to a more secure area.

This opener tells the purpose (examining computer security),

describes its significance (loss of information and business, damage toequipment and systems), and outlines how the report is organized(three recommendations). Good openers in effect set up a contractwith the reader. The writer promises to cover certain topics in aspecified order.


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Headings

Write short but clear headings.

Experiment with wording thattells who, what, when, where,and why.

Include at least one heading perreport page.



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Creating Team Motivation

Treating Employees LikeCustomers

(notEmployees Should BeTreated Like Customers)

Balance headings within levels. Allheadings at a given level should be

grammatically similar. For example:


Headings


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Integrate heading gracefully. Try not to repeatthe exact wording from the heading in the

following sentence. Also avoid using theheading as an antecedent to a pronoun.

For example, avoid:

CUSTOMER SURVEYS. These are

Headings



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Levels of Report HeadingsREPORT, CHAPTER, AND PART TITLESThe title of a report, chapter heading, or major part should be

centered in all caps.

First-Level Subheading

Headings indicating the first level of division are centered andbolded. Whether a report is single-spaced or double-spaced,

most writers triple-space (leaving two blank lines) before anddouble-space (leaving one blank line) after a first-level heading.

Second-Level Subheading

Headings that divide topics introduced by first-level subheadings

are bolded and begin at the left margin.

Third-level subheading. Because it is part of the paragraph thatfollows, a third-level subheading is also called a paragraphsubheading. It should appear in boldface print.


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Introduction Identify the report and its purpose.

Present a brief overview of the reportsorganization, especially for longerreports.

When readers are unfamiliar with thetopic, briefly fill in the backgrounddetails.

Informational Report Content


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Body

Group facts or findings into three to fiveroughly 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 eachsection.



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Body

Use an informal, conversational writing

style unless a formal tone is expected.

Use bullets, numbered and letteredlists, headings, underlined items, and

white space to enhance readability.



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Summary/Conclusion

When necessary, briefly review the

main points and discuss what actionwill follow.

If relevant, express appreciation or

describe your willingness to providefurther information.



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Typical Informational Reports

Periodic or activity reportsDescribe production, sales, shipping, service,and other recurring activities.

For example, you must report on the progress of a golftournament your organization is planning.

Trip, convention, conference reports

Describe an event, summarize three to fivemain points of interest, itemize expenses, andanalyze the events value.


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Typical Informational Reports

Progress and interim reports

Explain continuing projects including

work completed, work in progress, futureactivities, and completion date.

Investigative reports

Examine problems and supply facts;

provide little analysis.


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Analytical Report Content

Introduction

Explain why the report is being written.For research studies, include the

significance, scope, limitations, andmethodology of the investigation.

Preview the reports organization.

Summarize the conclusions andrecommendations for receptiveaudiences.


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Findings

Discuss the pros and cons of each

alternative. For receptive audiences,consider placing the recommendedalternative last.

Establish criteria to evaluate

alternatives. In yardstick studiescreate criteria to use in measuringeach alternative consistently.


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Conclusions/Recommendations

Develop reasonable conclusions that

answer the research question. Justifythe conclusions with highlights from thefindings.

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


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Typical Short Analytical Reports

Justification/recommendation reportsMake recommendations to management;provide data to solve problems and makedecisions, such as buying equipment, changing

a procedure, hiring an employee...Feasibility reports

Analyze problems and predict whetheralternatives will be practical or advisable. For

example, your company must decide whether toadd a child-care facility.

Yardstick reportsEstablish criteria and evaluate alternatives by

measuring against the yardstick criteria.


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Student Progress ReportDATE: January 2, 2007

TO: Cheryl Bryant, DirectorOAS Recycling Program

FROM: Alan ChristopherOAS Business Senator

SUBJECT: Progress of Recycling Study at South Bay College

This report describes the progress of my project with OAS to study theSun Coast University recycling program and to make recommendationsfor increasing participation.

Background

Although results from the campus recycling program are satisfactory,OAS feels the participation could be increased. As a result, I was askedby OAS to spearhead a campaign to learn more about campus attitudestoward recycling


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Student Progress Report

(Continued)

and to suggest ways to improve our program. I agreed to collectsecondary data by reading periodicals about recycling efforts in otherparts of the country. More importantly, I agreed to collect primary data

by conducting a campus survey.

Work Completed

Thus far I have completed the secondary research, which includedusing the library and databases to find current articles about recycling

programs in other areas. Several references had particularly relevantdata that will be useful as I write my report. To collect data from thecampus population, my business communication class and I workedout a pilot questionnaire. We


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Analyze the report problem and purpose Develop a problem question

Are customers satisfied with our service?

Develop a purpose statementThe purpose of this report is to investigate

customer satisfaction and to recommend areas

for improvement.

Preparing Formal Reports


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Anticipate the audience and the issues Consider primary and secondary

audiences. (What do they already know?

What do they need to know?) Divide the major problem into subproblems

for investigation.



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Prepare a work plan Include problem and purpose statements.

Describe sources and methods of

collecting data. Prepare a project outline and work

schedule.



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Collect data Search secondary sources.

Gather primary data.



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Document data sources Prepare note cards or separate sheets

citing all references (author, date, source,

page, and quotation). Use one documentation format

consistently.



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Interpret and organize the data Arrange the collected data in tables, grids,

or outlines that help you visualize

relationships and interpret meanings.



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Prepare the graphics Make tables, charts, graphs, and

illustrationsbut only if they serve a

function. Use graphics to clarify, condense,simplify, or emphasize your data.



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Compose the first draft Write the first draft at a computer. Use

appropriate headings as well as transitional

expressions to guide the reader.



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Revise and proofread Revise to eliminate wordiness, ambiguity,

and redundancy.

Look for ways to improve readability, suchas using bulleted or numbered lists.

Proofread three times: (1) word or

sentence meaning, (2) grammar and

mechanics, and (3) formatting.



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Evaluate the productAsk yourself, Will this report achieve its

purpose?

Encourage feedback so that you canimprove future reports.



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Formal Report Components


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Parts of a Formal Report

Prefatory Parts

Title page

Letter of transmittal Table of contents

List of figures

Executive summary


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Parts of a Formal Report

Body of Report

Introduction or background

Discussion of findings

Summary, conclusions, recommendations

Supplementary Parts of a Formal Report

Footnotes or endnotes

Works cited, references, or bibliography

Appendix


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Parts of

Formal Reports

Letter of transmittal

Table of contents

List of figures

Executive summaryIntroduction

Body

Conclusions

Recommendations

Appendix

Bibliography

Title page

Cover

Generally appear in bothformal and informal reports:

Optional in informal reports:


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Title page Balance the following lines:

Name of the report in all caps

Receivers name, title, and organization

Authors name, title, and organization

Date submitted



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Table of contents Show the beginning page number where

each report heading appears in the report.

Connect page numbers and headings withdots.



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Executive summary Summarize the report purpose, findings,

conclusions, and recommendations.

Gauge the length of the summary by thelength of the report and by the

organizations practices.



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Executive summary Summarize key points.

Look for strategic words and sentences.

Prepare an outline with headings.

Fill in your outline. Begin with the purpose.

Follow the report sequence.

Eliminate nonessential details.

Control the length.



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Introduction Explain the problem motivating the report.

Describe the problems background andsignificance.

Clarify the scope and limitations of the report. Consider reviewing relevant literature.

Consider describing data sources, methods,and key terms.

Close by previewing the reports organization.



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Body Discuss, analyze, and interpret the

research findings or proposed solution to

the problem.

Arrange the findings in logical segments

that follow your outline.

Use clear, descriptive headings.



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Conclusions and recommendations Explain what the findings mean in relation

to the problem.

Make enumerated recommendations, ifrequested.

Suggest actions for solving the problem.



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Appendix Include items of interest to some, but not

all, readers, such as data-gathering tools

like questionnaires.



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References and bibliography If footnotes are not provided, list all

references in a section called Notes,

Works Cited, or References.

Optionally, include a bibliography showing

all the works cited (and perhaps consulted)

arranged alphabetically.


Components in Formal and


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Cover Title page


Table of contents

List of figures

Executive summary orabstract

Introduction

Body

Conclusions

Recommendations Appendix

Notes

Bibliography

Generally appearing in formalreports

(also see Figure 13.4 on p439)


Informal Reports



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Cover Title page


Table of contents

List of figures

Executive summary orabstract

Introduction

Body

Conclusions

Recommendations Appendix

Notes

Bibliography

Generally optional in informalreports

Generally appearing in informalreports


Informal Reports


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Documents

Business Reports - Copy