Reports

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Reports

  1. 1. Business Reports
  2. 2. Reports <ul><li>An orderly and objective presentation of information that helps in </li></ul><ul><ul><li>decision making </li></ul></ul><ul><ul><li>problem solving </li></ul></ul>
  3. 3. Business Reports <ul><li>Brief and understandable </li></ul><ul><li>Appropriate to the purpose and audience </li></ul><ul><li>Accurate and clear </li></ul><ul><li>Precise and logically structured </li></ul>
  4. 4. Business report <ul><li>Progress report </li></ul><ul><li>Periodic report </li></ul><ul><li>Justification report </li></ul>
  5. 5. Writing Business Reports <ul><li>Determine the scope </li></ul><ul><li>Consider the audience </li></ul><ul><li>Gather your information </li></ul><ul><li>Analyse the information </li></ul><ul><li>Determine the information </li></ul><ul><li>Organise the report </li></ul>
  6. 6. Scope <ul><li>Determine the most imp. factors </li></ul><ul><li>Limit the amount of information to collect </li></ul><ul><li>Define the boundary </li></ul>
  7. 7. Consider your audience <ul><li>Think in terms of your audience </li></ul><ul><ul><li>Primary Audience -who act or make decision based on reports </li></ul></ul><ul><ul><li>Secondary Audience- who get affected by the report or actions of the primary audience </li></ul></ul><ul><ul><li>Immediate -evaluating the report and sending to the right people </li></ul></ul>
  8. 8. Gather your Information <ul><li>Primary Information -gather and record yourself-surveys, observation. </li></ul><ul><li>Secondary Information- which you collect from books. Net other reports. </li></ul><ul><li>Manage the information </li></ul>
  9. 9. Analysis of your Information <ul><li>Make sense </li></ul><ul><li>Interpret objectively </li></ul><ul><li>Significance </li></ul><ul><li>No personal bias </li></ul>
  10. 10. Determine the Solution <ul><li>Based on analysis </li></ul><ul><li>Recommend solution </li></ul><ul><li>Should be based on facts and figures </li></ul>
  11. 11. Organize the report <ul><li>Prepare the outline </li></ul><ul><li>Separate major and supporting ideas </li></ul><ul><li>Flesh the major ideas </li></ul><ul><li>Develop details </li></ul><ul><li>Create structure of the report from outline </li></ul>
  12. 12. Structure of the Report <ul><li>Front Section/Introduction </li></ul><ul><li>Body Text </li></ul><ul><li>End Section /Conclusion </li></ul>
  13. 13. Front Section <ul><li>Title Page-title of the report, authors name </li></ul><ul><li>Covering letter -methodology, recommendation etc </li></ul><ul><li>Table of Contents </li></ul><ul><li>List of annexure </li></ul><ul><li>Executive Summary </li></ul><ul><li>Introductory section -purpose, scope and limits, assumptions data collection methodology etc </li></ul>
  14. 14. Structure <ul><li>Centre Section – detailed discussion </li></ul><ul><ul><li>Procedures, methods, criteria </li></ul></ul><ul><ul><li>Heading must be used for separate ideas </li></ul></ul><ul><li>Final Section </li></ul><ul><ul><li>Conclusion, recommendation </li></ul></ul><ul><ul><li>Informed opinions, possible actions </li></ul></ul><ul><li>Appendix </li></ul><ul><ul><li>Any additional material for ex copy of questionnaire </li></ul></ul><ul><li>Bibliography </li></ul><ul><ul><li>List of references and sources of information </li></ul></ul>
  15. 15. Report Writing Process <ul><li>Data Collection </li></ul><ul><li>Format </li></ul><ul><li>Order </li></ul><ul><li>Structure </li></ul><ul><li>First draft </li></ul><ul><li>Editing Final draft </li></ul><ul><li>Business Report </li></ul>
  16. 16. Report writing Stages <ul><li>Know the purpose </li></ul><ul><li>Set the outline=Planning </li></ul><ul><li>Collection of Data </li></ul><ul><li>Organizing Information </li></ul><ul><li>Report Structuring </li></ul>
  17. 17. Report Structuring <ul><li>Title Page </li></ul><ul><li>Acknowledgement </li></ul><ul><li>Contents </li></ul><ul><li>Abstract/Summary </li></ul><ul><li>Introduction </li></ul><ul><li>Methodology </li></ul><ul><li>Findings </li></ul><ul><li>Discussion </li></ul><ul><li>Conclusion </li></ul><ul><li>References </li></ul><ul><li>Appendences </li></ul>
  18. 18. First draft <ul><li>Active/Passive </li></ul><ul><li>Simplicity </li></ul><ul><li>Use of subjective language </li></ul><ul><li>Layout –progressive numbering system </li></ul><ul><ul><li>Subsection 1.1 1,2 </li></ul></ul><ul><li>Presentation </li></ul><ul><ul><li>Leave wide margin for binding </li></ul></ul><ul><ul><li>Paragraph should be short </li></ul></ul><ul><ul><li>Headings –highlighted/bold </li></ul></ul><ul><ul><li>All diagrams are numbered and labelled </li></ul></ul><ul><ul><li>Technical glossary </li></ul></ul>
  19. 19. Final Editing <ul><li>Check </li></ul><ul><li>Structure </li></ul><ul><li>Content Style </li></ul>
  20. 20. Readers assessment <ul><li>Writers should know the purpose of the report </li></ul><ul><li>The information of the report can be used for decision making </li></ul><ul><li>Writers have identified the users of the report </li></ul><ul><li>Writers have been able to include the readers concerns, perspective </li></ul><ul><li>Possible arguments </li></ul><ul><li>Possible objections </li></ul>
  21. 21. Discussion

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