Lecture 6 Report Writing (Ss)

7/27/2019 Lecture 6 Report Writing (Ss)

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LECTURE 6BUSINESS REPORT

WRITING (I)

BUS1514BUSINESS COMMUNICATION


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REPORT WRITING IN BUSINESS

Reports are a very important method of_________ and ________ information.

Some reports are presented orally but mostare usually presented in writing.

2 types of reports:i. Routine reports

ii. Special reports


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ROUTINE OR SPECIAL REPORT?

Market researchreport

Report regarding achange of policy

Equipment andmaintenance report

Progress report Report in response

to requests forspecific information

Accident report

Reports made onspecial topic afterresearch andinvestigation

Managers reports

on theirdepartments work

Safety report

Representatives

reports on sales visit


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THREE LEVELS OF REPORT

I__________Reports

ProvideINFORMATIONonly

No ANALYSIS orRECOMMENDA-TION

Examples:

Sales reports

Quarterly reports Progress reports

A_________Reports

INFORMATION +ANALYSIS(can also include

RECOMMENDA-TIONS)

Examples:

Annual reports

Problem-solving/troubleshootingreports

Market analysisreports

Justificationreports

Proposals

Persuasiverequests fordecisions or

actions

InternalProposals:

Fundingproposal

General Projectproposal

ExternalProposals:

Investmentproposal

Sales proposal


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VARIETIES OF REPORTS

F_____ reports: contain formal elementse.g. cover page, table of contents, list of

figures. I______ reports: letters, memos, computer

print outs of sales figures.

But all reports, regardless of length or degree

of formality, provide information needed tomake plans and solve problem.


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LEVEL OF FORMALITY

More formal Less formal

Cover

Title page

Table ofcontents

List of figures

SummaryBodyReferencesAppendices

Title pageTable of

contentsSummaryBody

Intro

Body

ConclusionsRecommendations


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Discussion/Findings

Foreword/Preface

Recommendations

Glossary

Cover sheet Summary/Abstract

Bibliography

Title page

Introduction

Reference list

Appendix

Table of contents

List of figures

Conclusions

14-POINT REPORT

Arrange the 14 elements belowinto the correct order.


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Function: _______________

Contents: As prescribed by TU

1. _________________


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Function: _____________________

Contents: Title (Business Report on )Names of authors & Student ID

Authority / Request (whom the

report is prepared for)Organisation

Date of submission

2. _________________


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Function: Introduces the reportDiscusses (briefly) methodemployed, scope and limitations

Acknowledges aid

Contents: General orientation about__________ and topic

_______ employedScope definedHelpers named, _______ given,acknowledgements

3. _________________


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Function: Identifies ________ coveredProvides ______ or overall plan

Contents: ______________All sub-headingsAppendices

Glossary

*Use ________________*Make numbering consistent

4. _________________


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Function: Identifies ______________materials used in report

Contents: No of material + _______ +________

E.g.

Figure Details Page

Figure 1 Sales 2000-2011 3

* Use visual material to aid understanding. Place

visual material as close as possible to the text itrefers to.

5. _________________


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Function: Describes briefly ___________of report

Contents: Summarises _____________Gives overview of purpose ofinvestigationShould be ____% of the total

length of report

* A reader must be able to understand majorpoints of the report without having to skim

through the whole report.

6. _________________


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Function: Introduces reader to _________

______________

Contents: Background information:

_____ for doing work, possible

benefits, ________________General make-up of report

7. _________________


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Function: __________ materials in detailand __________________.

Contents: Describes what you did.

Tells what you found detailedpresentation of findings/data.

Analyses, _______________results and discusses

_________________.

8. _________________


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Contents for the assignment August 2012:

Background of the company

Daily operations_____________

Marketing strategies

Communication: internal and external Future plans

____________

8. FINDINGS/DISCUSSION


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Function: ___________ results objectively

Contents: ___________to be drawn fromevidence and analyticaldiscussion, key points andfindings

* Should follow logically from material inDiscussion. No new information should be

presented after Discussion.

9. _________________


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Function: _______________of author(s)drawn from investigation

Contents: Detailed statement of howresults may be applied and whatshould be done

__________________ toovercome _______________

* Should arise out of evidence and conclusions.

10. _________________


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Function: List __________ used duringresearch into topic and writingof the text.

These sources must be fullyreferenced in the text.

Contents: Follow __________________

11. _________________


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Function: ______________: sourcematerial relevant to topic butnot used in compilation ofreport

Contents: Follow Harvard Referencing

System

12. _________________


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Function: Gives supporting data _______or ___________ for the text

Contents: ___________ for important butnon-essential material:e.g. questionnaires, pamphlets,

tables, diagrams, photographs

13. _________________


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Function: Explains difficult ____________

Contents: A list of important technicalterms from the body of text andtheir ______________

14. _________________


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REFERENCES

Bovey, C. & Thill, J. (2012) BusinessCommunication Essentials. 5th ed. New

Jersey: Pearson Prentice Hall.Locker, K.O. (2006) Business andAdministrative Communication. 5th ed.

USA: McGraw Hill-Irwin.Taylor, S. (2005) Communication for

Business: A Practical Approach. 4th ed.

UK: Pearson

Documents

Lecture 6 Report Writing (Ss)