For BBA and M Com

1. FACTORS AFFECTING
BUSINESS REPORTING
Asst Professor Geeta Rajan
Christ college pune

2. INTRODUCTION
Many times we might be asked to write a report for senior management instead of
an essay or a narrative/descriptive text. Now we might be overwhelmed, because
writing a report seems to be more difficult. However, if we pay attention to the main
rules of writing such a report, there should be no problems at all.
we just need to understand that a report must have a specific language, a specific
length, and no ‘rambling’ should be included. As much as possible, keep to the point
and don’t write like we would write an essay with log narration and figures of
speech. we should do fine if we will check out the most common mistakes we
should avoid when writing such a report.

3. Don’t start right with the introduction
We normally start any written project with an introduction. However, when we are
writing a report, we need first to write an abstract. This is called the executive
summary, and it basically sums up the contents of our report. A very good trick is
to actually write our executive summary after we have written our entire report.

4. Writing a report without a clear structure
Many make the mistake of writing the report without clear subheadings. Before
we even start writing, we should delimitate our report and categorize it as follows:
Abstract, Introduction, Background, Method, Findings, Strength, Weaknesses,
Opportunities, Threats, Conclusions and Recommendations. If we will follow
such an outline for our report, we will certainly be able to write a very intelligent
and useful report to senior management. Following these guidelines helps us to
write much easier.

5. Grammar & Stylistic mistakes in Recommendations
we need to be very careful when writing the Recommendations section. This is
basically our proposal formulated towards management. This is where we will
show our superiors that we know what changes are needed in order to make the
company run better. Therefore, use often power words and show confidence
throughout our writing.

6. Writing a report that is too short
A very short report will only prove that we didn’t spend enough time on research
and analyzing the problem. Instead, make our report as long as it should take in
order to detail everything nicely. we need enough space on paper to explain each
and every point, so don’t rush. we also want a good feedback from management,
so write as long as we need to explain the problem and to offer recommendations.
Nobody will impose restrictions regarding the length of our report. However, we
need to think that we don’t want our superiors to get bored reading it. Try to
supply a medium length report that is very concise in argumentation. Also think
of it that many prefer to just ‘skim’ through the main parts, and they will not read
every word we write.

7. Not spending enough time on research
we don’t have to write a report from one day to the other. we are notified in time,
so we should start our research immediately. Report writing is not easy, and we
need to collect plenty of data, analyze it closely, find the mistakes, and come up
with potential efficient solutions. Senior management will immediately
understand if we spent only 3 hours in a rush to write our report, or if we
invested a lot of effort. Writing a really good report can take even up to three
weeks of in depth research. No need to rush.

8. Writing in a literary way
A report is not an essay, and it is not literature or fiction. we should definitely use
highly technical language and common phrases to our industry. If we write a
report in the banking sector, we will need to research important financial terms and
use them within our report.
Senior management will not be impressed if we write our report like it was a short
story or some piece of literature with metaphors. Keep to the point, be concise and
use all we best industry related terms. For some really helpful report writing
guidelines.

9. Excessive usage of colors and graphs
Our report is not a painting, nor a piece for a drawing competition. Refrain our self
from using all the colors of the rainbow in our report. Instead, use smart graphics
that have 1 or 2 colors (black/red, black/yellow highlights, black/orange) in order to
make some differentiations. The graphics should not be too complicated, but easy
and quick to understand by whomever looks at them. If we can’t explain our theory
in one single graph, then it is better to create several graphics each pointing out one
problem. The entire report should have that logical flow and industry specific
language that makes it a professional report.

10. Absurd Information
If the report is based on the absurd or untrue, illogical information, business
report will not be authentic.
Subjectivity or partiality
If the report writer is partial or subjective to anything, then it will affect the
reliability of the business report.
Ambiguity
Ambiguity or uncertainty in sentences will make the report doubtful and with
lot of errors.
Excessive predictions
It should not be based on excessive predictions.

11. Incorrect method of data collection.
If the report is not addressed properly and not signed by
the responsible authority, it does not carry any value.
It should serve the business need:
It should not be generic. It should achieve the business purpose. Some reports
are planned to get investment while some to support other business situation.

12. This is a GOOD example from an Accounting & Finance assignment.