BUS 121 Chapter 9

1. 1

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Ch. 9 / Slide 2
Explain informational and analytical
report functions, organizational
strategies, and writing styles.
Learning Outcome 1

3. Ch. 9 / Slide 3
Reporting in the
Digital-Age Workplace
Routine reports keep managers
informed about completed tasks,
projects, and work in progress.
Reports help executives sift through
huge amounts of digital and other data.
Report findings may be presented orally
in meetings or shared digitally in e-mail
messages, PDF files, or slide decks.
© 2019 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in
a license distributed with a certain product or service or otherwise on a password-protected website or school approved learning management system for classroom use.

4. Ch. 9 / Slide 4
Three Main Purposes of
Business Reports
Convey
information
Answer
questions
Solve
problems
Here’s the
information
you wanted.
1
Here’s your
answer.2
Here’s one
solution.3
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5. Ch. 9 / Slide 5
Characteristics
of Business Reports
Informational
reports
Analytical
reports
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6. Ch. 9 / Slide 6
Report Functions
Informational Reports
• Present data without
analysis or
recommendations
• Are routine and often
periodic
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7. Ch. 9 / Slide 7
Report Functions
Analytical Reports
• Provide data or
findings, analyses,
and conclusions
• May also supply
recommendations
• Intend to persuade
readers
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8. Ch. 9 / Slide 8
Audience Analysis and
Report Organization
Direct Strategy
Readers
• are informed
• are supportive
• want results first
Indirect Strategy
Readers
• need to be educated
• need to be persuaded
• may be disappointed
or hostile
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9. Ch. 9 / Slide 9
Report Writing Style
• Friendly, casual tone
• First-person pronouns,
contractions
• Shorter sentences,
familiar words
• Conversational language
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10. Ch. 9 / Slide 10
Report Writing Style
• Emphasis on objectivity,
accuracy, fairness
• Professional distance
between writer and reader
• May use third person
(the researcher) and
passive voice
• Absence of humor, figures
of speech, “editorializing”
Formal
Style
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a license distributed with a certain product or service or otherwise on a password-protected website or school approved learning management system for classroom use.
Ch. 9 / Slide 11
Learning Outcome 2
Describe typical report formats and
understand the significance of effective
headings.

12. Ch. 9 / Slide 12
Report Formats
E-Mail and
Memo Format
Manuscript Format
Letter Format
Digital slide decks
Infographics
Digital Formats and PDF Files
@
Forms and Templates
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a license distributed with a certain product or service or otherwise on a password-protected website or school approved learning management system for classroom use.

13. Ch. 9 / Slide 13
Informal Reports–
Letter Format
Tips for Letter Reports:
• Use letter format for short,
informal reports sent to
outsiders.
• Organize the facts section into
logical divisions identified by
consistent headings.
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a license distributed with a certain product or service or otherwise on a password-protected website or school approved learning management system for classroom use.

14. Informal Reports–
Letter Format
Tips for Letter Reports:
• Single-space the body.
• Double-space between
paragraphs.
• Leave one or two blank lines
above each side heading.
Ch. 9 / Slide 14© 2019 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in
a license distributed with a certain product or service or otherwise on a password-protected website or school approved learning management system for classroom use.

15. Ch. 9 / Slide 15
Informal Reports–
Letter Format
Tips for Letter Reports:
• Create side margins of
1 to 1¼ inches.
• Add a second-page
heading, if necessary,
consisting of the
addressee’s name, the
date, and the page number.
© 2019 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in
a license distributed with a certain product or service or otherwise on a password-protected website or school approved learning management system for classroom use.

16. Ch. 9 / Slide 16
Analytical Report –
Memo Format
Tips for Memo Reports:
• Use memo format for short (ten
or fewer pages) informal
reports within an organization.
• Leave side margins of 1
to 1¼ inches.
• Sign your initials on the
From line on hard copies.
• Consider attaching the memo
to a cover e-mail for delivery.
© 2019 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in
a license distributed with a certain product or service or otherwise on a password-protected website or school approved learning management system for classroom use.

17. Ch. 9 / Slide 17
Informal Reports–
E-Mail and Memo Formats
Tips for E-Mail and
Memo Reports:
• Chunk similar information
into groups for quick
comprehension.
• Use concise headings to
quickly identify groups.
© 2019 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in
a license distributed with a certain product or service or otherwise on a password-protected website or school approved learning management system for classroom use.

18. Ch. 9 / Slide 18
Informal Reports–
Digital Formats and PDF Files
• PDF documents are a popular
delivery format.
• Some reports are animated
and may be hyperlinked to
other content.
• Slide presentations can be
converted to video.
• Slide decks are a condensed
image-rich format not
intended for verbal delivery.
© 2019 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in
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19. Ch. 9 / Slide 19
Types of Headings
Functional
Headings
Executive Summary
Introduction
Findings
Discussion
Talking
Headings
The Best Business Laptop
Money Can Buy
Will Smartphones
Replace PCs?
Texting: The New
Smoking Gun
What’s New in
Social Media?
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a license distributed with a certain product or service or otherwise on a password-protected website or school approved learning management system for classroom use.

20. Ch. 9 / Slide 20
Types of Headings
Combination Headings
Background: How Apple Won
Personnel: The Savvy Workforce
Production Costs: The Investment
Is Paying Off
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a license distributed with a certain product or service or otherwise on a password-protected website or school approved learning management system for classroom use.
Ch. 9 / Slide 21
Effective Report Headings
1
Write short
but clear
headings.
Experiment
with wording
that tells
who, what,
when, where,
why, and
how.
2
Include at
least one
heading per
report page.
3

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a license distributed with a certain product or service or otherwise on a password-protected website or school approved learning management system for classroom use.
Ch. 9 / Slide 22
Effective Report Headings
4
Try to create
headings that
are parallel.
Construct a
hierarchy of
heading
levels using
placement,
size, and
font.
5
Don’t use
more than
three
heading
levels.
6

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a license distributed with a certain product or service or otherwise on a password-protected website or school approved learning management system for classroom use.
Ch. 9 / Slide 23
Levels of Report Headings
TITLE
The title of a report, chapter heading, or major part should be centered in all
caps.
First-Level Heading
A first-level heading is centered and bolded. It uses a smaller font size, and
only primary words are capitalized.
Second-Level Heading
A second-level heading divides the topics introduced by the first level
heading. It is bolded and left-aligned.
Third-Level Heading. Because it is part of the paragraph that follows, a
third-level heading is also called a paragraph heading.
14 pt. sans
serif font
12 pt. sans
serif font
11 pt. sans
serif font
2 inches
2 blank lines
2 blank lines
2 blank lines
1 blank line
1 blank line
1 blank line

24. Ch. 9 / Slide 24
Identify the problem the report
addresses, define the report
purpose, and collect significant
secondary and primary information
to solve the problem.
Learning Outcome 3
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a license distributed with a certain product or service or otherwise on a password-protected website or school approved learning management system for classroom use.
Ch. 9 / Slide 25
Determine the Problem and Purpose
Problem Statement:
What can we do about problem X?
Statement of Purpose:
To recommend a plan for solving
problem X.

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Ch. 9 / Slide 26
Collect Information From Secondary
and Primary Sources
a. Company records
printed and digital files
b. Printed materials
books, newspapers, journals
c. Digital resources online
databanks, websites, social media, blogs
Good reports are based on solid, accurate, and verifiable
facts from sources such as

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a license distributed with a certain product or service or otherwise on a password-protected website or school approved learning management system for classroom use.
Ch. 9 / Slide 27
Collect Information From Secondary
and Primary Sources
d. Observation
colleagues, supervisors, customers, competitors
e. Surveys and questionnaires
customer feedback
f. Interviews
experts, target population

28. Learning Outcome 4
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Ch. 9 / Slide 28
Prepare short informational reports
that describe routine tasks.

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Ch. 9 / Slide 29
Trip, Convention, and
Conference Reports
Use headings and bullets to
enhance readability.
Identify the event
(name, date, and location).
Preview the topics to be discussed.
Summarize the main topics that
might benefit others
in the organization.

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a license distributed with a certain product or service or otherwise on a password-protected website or school approved learning management system for classroom use.
Ch. 9 / Slide 30
Trip, Convention, and
Conference Reports
Offer to share the information.
Express appreciation.
Mention the value of the trip or event.
Submit itemized expenses,
if requested, separately.

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a license distributed with a certain product or service or otherwise on a password-protected website or school approved learning management system for classroom use.
Ch. 9 / Slide 31
Progress, or Interim, Reports
Specify the purpose and nature of
the project.
Provide background information if
necessary to inform the reader.
Describe the work completed thus far.
Explain the work currently in progress, including
names, activities, methods used, and locations.

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Ch. 9 / Slide 32
Minutes of Meetings
Record briefly
the discussions
of old business,
new business,
announcements,
and committee
reports.
Begin with
the group’s
name, date,
time, and
place of
meeting.
Identify the
names of
attendees and
absentees.
State whether
the previous
minutes were
approved or
revised.

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Ch. 9 / Slide 33
Minutes of Meetings
Include a
signature
on formal
minutes.
Include the
precise
wording of
motions.
Record the votes and
actions taken.
Conclude with the
name of the person
recording the minutes.

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Ch. 9 / Slide 34
Summaries
• If requested, include your reaction or
overall evaluation of the document.
• State the main idea or purpose
of the summary.
• Highlight the research methods, findings,
conclusions, and recommendations.
• Omit illustrations, examples,
and references.
• Organize for readability by including
headings and bulleted or enumerated lists.

35. Learning Outcome 5
Ch. 9 / Slide 35
Prepare short analytical reports that solve
business problems.
© 2019 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part, except for use as permitted in
a license distributed with a certain product or service or otherwise on a password-protected website or school approved learning management system for classroom use.

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a license distributed with a certain product or service or otherwise on a password-protected website or school approved learning management system for classroom use.
Ch. 9 / Slide 36
Justification /
Recommendation Reports
Direct
strategy
 Include a discussion of pros, cons,
and costs.
 Explain the problem or need briefly.
 Announce the recommendation,
solution, or action concisely and
with action verbs.
 Explain more fully the benefits of the
recommendation or steps necessary
to solve the problem.
 Conclude with a summary specifying the
recommendation and necessary action.

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a license distributed with a certain product or service or otherwise on a password-protected website or school approved learning management system for classroom use.
Ch. 9 / Slide 37
Justification /
Recommendation Reports
Indirect
strategy
 Discuss alternative solutions,
beginning with the least likely to
succeed.
 Refer to the problem in general
terms in the subject line or title.
 Describe the problem or need your
recommendation addresses.
 Use specific examples, supporting
statistics, and authoritative
quotations to lend credibility.

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Ch. 9 / Slide 38
Justification /
Recommendation Reports
Indirect
strategy
 Ask for authorization to proceed,
if necessary.
 Present the most promising alternative
(your recommendation) last.
 Show how the advantages of your
recommendation outweigh its
disadvantages.
 Summarize your recommendation.
Specify the action it requires,
if appropriate.

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Ch. 9 / Slide 39
Feasibility Reports
 Describe the problems that may result.
 Announce your decision immediately.
 Provide a description of the background
and problem necessitating the proposal.
 Discuss the benefits of the proposal.
 Calculate the costs associated
with the proposal.
 Show the time frame necessary for
implementing the proposal.

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Ch. 9 / Slide 40
Yardstick Reports
 Tell how the criteria were selected or developed.
 Describe the problem or need.
 Explain possible solutions and alternatives.
 Establish criteria for comparing the alternatives.
 Discuss and evaluate each alternative in terms
of the criteria.
 Draw conclusions and make recommendations.

41. Ch. 9 / Slide 41