2. The big picture
“A report describes 1000 situations, like a picture speaks a 1000 words”
Effective business reports solve problems
and answers questions systematically
Te
xt
TextText
3. What are reports?
An orderly and objective communication of
factual information that serves a business
purpose
4. Business reports are systematic
attempts to answer questions and solve
problems. They include the following
activities.
PlanningPlanning ResearchResearch OrganizationOrganization PresentationPresentation
What Are Business Reports?
5. Purpose of Business Reports
A business report conveys information to assist in decision-
making. The report is the means to present this information.
Some reports might present the actual solution to solve a
business problem; Other reports might record historical
information that will be useful to assist in future decision
making.
Either way, information is being "reported" that will be useful
in making decisions.
In order for the writer to have a clear understanding of why a report is
written, a written purpose sentence is essential. However for analytical
reports, you should give a problem statement before statement of
purpose.
6. Problem Statement
It defines What your report is going to
investigate.
Asking the following questions can help you
define your problem statement:
What needs to be determined?
Why is this issue important?
Who is involved in this situation?
Where is the trouble located?
How did the situation originate?
When did it start?
(Refer to pg 394 Table 12.1)
7. Statement of Purpose
It defines Why you are preparing the report,
and helps you keep the report to the point.
This purpose sentence could be written as either a
statement or a question. However it is more useful to
use an infinitive statement (to plus a verb) for
phrasing your purpose of statement.
For example:
To determine ways to improve employee morale. (statement)
To design a new procedure for the company’s annual inventory. (statement)
Should new computers be purchased to replaced the older models? (question)
Should the office arrangement be open or modular? (question)
8. Steps in Writing a Routine
Business Report
Your assignment will be to write a memo report to help solve a business-related problem.
Think of a job you currently have (or have had in the past). Is there something you would change? Have you noticed a
procedure or on-going situation that could be improved? Perhaps new equipment is needed or the physical layout is
inefficient. Perhaps the work flow needs to be revised or company policy needs to be reevaluated. I'm sure there is
something you would like to see improved.
Once you have a topic, you're then ready to start thinking in terms of a report. Don't decide on a solution right now. I want
you to go through some steps to come to the RIGHT solution.
In creating your report, follow these steps:
Determine the Scope of the Report
Consider Your Audience
Gather Your Information
Analyze Your Information
Determine the Solution
Organize Your Report
9. Determine the scope of the report
A common fault of many reports is making the scope of a report too general or too vague. When you choose a subject for
a report, one of the first steps is to narrow the scope to a report length. Your statement of purpose should help you to limit
the scope.
The scope of the report is defined by determining the factors which you will study. You need to limit the amount of
information you will gather to the most needed and most important factors.
For example, factors to be studied to determine ways to improve employee morale might include:
Salaries
Fringe benefits
Work assignments
Work hours
Evaluation procedures
You could study many other factors relative to improving employee morale. Some may be important, and you may want to
consider them later. For any one report, however, a reasonable scope must be clearly defined by determining what factors
will be included.
10. Consider Your Audience
Unlike letters and memos, reports usually have a far wider distribution.
Many people may be involved in a decision-making process and have
need to read the information in the report.
Your job is to make it easy for the reader. In order to make reading your
report easier, think in terms of the reader.
11. Analyze Your Information
The purpose of the analysis is to make sense, objectively, out of the
information you have gathered. You will not want personal bias of any kind to
enter into the analysis.
Information is compared and contrasted in an effort to try to find new ideas or
the best ideas. Separate facts and figures need to be interpreted by explaining
what they mean--what significance they have.
12. Analyze Your Information-
For Example:
If you were doing a study to determine which computer to buy for your office, you would
collect information on;
The type of work you are currently doing in your office and the kinds of work you want to do.
Then you would gather information on computers. This information might include cost,
compatibility, speed of operation, machine capacity, machine dependability, maintenance
availability, potential for upgrading, and other factors.
Then you would compare and contrast (analyze) the different computers to determine how
well they can do what you want done, what their potential is, how dependable they are, and
so on. Once all the information is gathered, you are ready to determine solutions
13. Determine the Solution
Based on your analysis, you will be then be ready to
offer a solution (or solutions) to the problem you have
been studying.
Example: Which computer would be the best buy for the word processing center or what
office arrangement would be the best for effective work flow?
15. Report Functions
Informational reports
(To explain)
Analytical reports
(To convince the audience that the conclusions &
recommendations developed in the text are valid)
16. Purpose of Information Report
Monitoring & Controlling
Implement Policies & Procedures
Comply with legal or regulatory requirements
Document work performed for clients
Informational Reports
Providing information to the reader
Not persuasive
It provides answers to question without
offering recommendations
17. Introduction
Identify the report and its purpose.
Present a brief overview of the report’s organization, especially for longer reports.
When readers are unfamiliar with the topic, briefly fill in the background details.
Body
Group facts or findings into three to five roughly 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 each section.
Use an informal, conversational writing style unless a formal tone is expected.
Use bullets, numbered and lettered lists, headings, underlined items, and white space to
enhance readability.
Writing Informational Reports
18. Summary/Conclusion
When necessary, briefly review the main points and discuss what action will
follow.
If relevant, express appreciation or describe your willingness to provide further
information.
Writing Informational Reports
19. Typical informational business reports
Periodic reports
Describe production, sales, shipping, service, and other recurring
activities.
Trip, convention, conference reports
Describe an event, summarize three to five main points, itemize
expenses, and estimate the event’s value.
Writing Informational Reports
20. Typical informational business reports
Progress and interim reports
Explain continuing projects, including work completed, work in progress,
future activities, and completion date.
Investigative reports
Examine problems and supply facts; provide little analysis.
Writing Informational Reports
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Student Progress Report
23. Informational Reports
Tips for writing
Not so casual ( reader do not struggle to find main points)
Proper heading / Bullets / Graphical highlighting
24. Periodic Reports
Generated after a regular interval
Purpose is to keep management informed
These are for monitoring and for making
strategies
It contains
Facts and figures
Sales volumes
Shipment delivered
Accounts payable
Format
Summarize regular activities
Describe irregular events
Highlight special needs and problems
Example Sales Report
Summary
Competitive update
Product problems
Needs
25. Situational Reports
Covering non-recurring events ( Trips/Conferences)
It is bit difficult to write
Generally prepared in form of Memo
How To Write
First ask who has authorized
Introduction (Briefing)
Conclusion ( Comments)
Do not write in chronological order
26. Situational Reports
Trips and conferences
Sent for one day training
Begin with identifying event and previewing topics to cover
Summarize in body
Conclusion ( what actions would be taken )
27. Situational Reports
Progress and Interim reports
Special Project
Purpose and nature of Project
Describe the work completed
In progress work
Problems and remedies
Future plans and activities and expected completion date
28. Investigative Reports
Direct report as informational
Intro
Body (Facts and finding)
Summary completion date
Compliance Reports
Following any Law ( from govt authority )
Format
Describe the action plan
Enclose relevant material
S
29. From here on…
We discuss
Analytical Reports
Justification / Recommendation Reports
Direct and Indirect Patterns
Feasibility Reports
Yardstick Reports
Research Studies
30. Purpose of Analytical Reports
Guide decisions on particular issues
Get products, plans or projects accepted by others
31. Introduction
Explain why the report is being written. For research studies, include the
significance, scope, limitations, and methodology of the investigation.
Preview the report’s organization.
For receptive audiences, summarize the conclusions and
recommendations.
Findings
Discuss the pros and cons of each alternative. For receptive audiences,
consider placing the recommended alternative last.
Establish criteria to evaluate alternatives. In “yardstick” studies create
criteria to use in measuring each alternative consistently.
Writing Analytical Reports
32. Findings
Support the findings with evidence: facts, statistics, expert opinion,
survey data, and other proof.
Use headings, enumerations, lists, tables, and graphics to focus
attention.
Conclusions/Recommendations
Develop reasonable conclusions that answer the research question.
Justify the conclusions with highlights from the findings.
Make recommendations, if asked. Use action verbs. Explain needed
action.
Writing Analytical Reports
33. Typical analytical business reports
Justification/recommendation reports
Make recommendations to management; provide data to solve
problems and make decisions.
Feasibility reports
Analyze problems and predict whether alternatives will be practical or
advisable.
Yardstick reports
Establish criteria and evaluate alternatives by measuring against the
yardstick criteria.
Writing Analytical Reports
34. Analytical Report-1
Analytical Reports Emphasize On
Reasoning
Conclusion
Example:
Product Engineers at Pepsi Cola persuading their management to
launch “Mineral Water Bottles”
35. Direct Reports
Concludes and provides recommendation early in the report
Generally taken up by more experienced and valued writers
Pattern can also be applied for topics that are more commonly understood
Analytical Report-2
36. Justification/Recommendation Reports
Different hierarchy levels are required to prepare such reports
More frequently written
Larger organizations use
Forms with conventional headings
Topics / Audience / Writers Credibility determines the report pattern
Analytical Report-3
37. Direct Pattern
Non-sensitive topics
Recommendations agreeable to readers
Pattern
Problem identified at the beginning
Announcement of recommendation, solution, with action verbs
Discuss “Pros” and “Cons”, Costs, etc
Conclusion with summary specifying actions to be taken
Example: Pepsi Sells Mineral Water
Analytical Report-4
38. Phase I: Pre-Writing
Analyze the purpose
Anticipate the audience and response
Adapt to direct and straight forward presentation
Phase II: Writing
Research to collect appropriate data
Organize the data that leads to the desired conclusion, by discussing overall effects
Compose the report for presentation
Phase III: Revising
Revise to ensure each supporting argument is highlighted
Proofread to ensure good quality of presentation
Evaluate critically if the user would except the argument
Analytical Report-5
39. Indirect Pattern
Make general reference to “The Problem”
Use statistical data, analytics, authoritative quotes to highlight the issue
Discuss alternative solutions, the most promising comes last
Evaluate proposed solution by giving “Pros” and “Cons”
Summarize recommendations and actions
Invite authorization to proceed
Example: “Drive to Stop – Smocking”
Analytical Report-6
40. Feasibility Report-1
Analyzes whether a proposal or plan will work
Presents
Decisions
Back ground
Information
Benefits
Problems
Costs
Schedule
41. Feasibility Report-2
Announce decision early
Description and back ground of the problem
Benefits of the proposal
Estimated cost to execute
Time frame for execution
Example:
General motors setting up “Chevy Assembly Plant
in Pakistan”
42. Yardstick Report-1
Problem with Two-More Solutions
Establishes criteria for comparison between alternatives
Advantage is to compare the alternatives with the same criteria
43. Yardstick Report-2
Describe the problem / need
Explain possible solution / alternative approaches
Establish criteria for alternative’s evaluation
Discuss each alternative in terms of the criteria
Draw conclusion and recommendations
Example:
McDonnell’s choice of outplacement of services
44. Research Report-1
Examines problems, collects data to solve
the problem and reaches results from
growing out of the findings
Leads the reader through all steps to reach the conclusion
45. Research Report-2
Identify the purpose of the report
Significance, scope, limitation, and methodology
Preview the organization of the report
Summarize conclusion and recommendations
Finding
Discuss pros and cons
Establish criteria for evaluation
Provide reasonable evidence for findings
Organize findings for logic and readability
Conclusion / Recommendations
Draw conclusion
Make recommendation
46. Report Formats
Letter format (outside the organization)
Memo format (with in the organization)
Manuscript format (longer formal reports)
Printed forms (repititive data ,monthly etc)