Informal Reports


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Informal Reports

  1. 1. INFORMAL REPORTS Chapter 9
  2. 2. “ You can have brilliant ideas, but if you can’t get them across, your ideas won’t get you anywhere.” Lee Lacocca Pg. 238
  3. 3. OBJECTIVES <ul><li>Describe business report basics, including functions, organizational patterns, formats, and delivery methods. </li></ul><ul><li>Follow guide lines for developing informal reports, including determining the problem and purpose, gathering data, using an appropriate writing style, composing effective headings, and being objective. </li></ul><ul><li>Describe six kinds of informal reports. </li></ul><ul><li>Write information and progress reports. </li></ul><ul><li>Write justification/recommendation reports. </li></ul><ul><li>Write feasibility reports. </li></ul><ul><li>Write minutes of meetings and summaries. </li></ul>Pg. 238
  4. 4. UNDERSTANDING REPORT BASICS <ul><li>Business reports are difficult to define. </li></ul><ul><li>Business reports may range in size or content. </li></ul><ul><li>They can be represented by presenting them orally or by sending them through a email. </li></ul><ul><li>Business reports can be created as memos, letters, numerical data, information, or make recommendations. </li></ul><ul><li>They all have one thing in common and that is too answer questions and solve problems. </li></ul>Pg. 239
  5. 5. FUNCTIONS OF REPORTS <ul><li>There are two categories of reports, Informative Reports and Analytical Reports. </li></ul><ul><li>Informative Reports present data without analysis or recommendations. </li></ul><ul><li>Analytical Reports provide data, analyses, conclusions, and if requested recommendations. </li></ul>Pg. 239
  6. 6. ORGANIZATIONAL PATTERNS <ul><li>Reports may be organized directly or indirectly. </li></ul><ul><li>Direct Pattern has the purpose of the writing close to the beginning. </li></ul><ul><li>Direct Pattern begins with an introduction, then facts, then a summary, and a complimentary close. </li></ul><ul><li>Indirect Pattern has the conclusions and recommendations, if requested, appear at the end of the report. </li></ul><ul><li>Indirect Pattern begins with an introduction, then followed by facts, and ends with a conclusion or recommendation. </li></ul><ul><li>Most people prefer the Indirect Pattern because it follows the normal thought process. </li></ul>Pgs. 239-240
  7. 7. FORMATS <ul><li>Letter Format is used for short (usually eight or fewer pages) informal reports addressed outside an organization. </li></ul><ul><li>Memo Format is used for short reports that stay within organizations. </li></ul><ul><li>Manuscript Format are for longer, more formal reports. </li></ul><ul><li>Printed Forms are used for repetitive data. </li></ul>Pgs. 240-242
  8. 8. REPORT DELIVERY <ul><li>Reports can be delivered: </li></ul><ul><ul><li>In person </li></ul></ul><ul><ul><li>By Mail </li></ul></ul><ul><ul><li>By Fax </li></ul></ul><ul><ul><li>By E-Mail </li></ul></ul><ul><ul><li>Online </li></ul></ul>Pgs. 242-243
  9. 9. GUIDELINES FOR DEVELOPING INFORMAL REPORTS <ul><li>The first step in writing a report is understanding the problem or assignment clearly. This includes coming up with a statement of purpose. </li></ul><ul><li>You then have to gather the data. Some examples are; </li></ul><ul><ul><li>Company Records </li></ul></ul><ul><ul><li>Observation </li></ul></ul><ul><ul><li>Surveys, Questionnaires, and Inventories </li></ul></ul><ul><ul><li>Interviews </li></ul></ul><ul><ul><li>Printed Material </li></ul></ul><ul><ul><li>Electronic Resources </li></ul></ul>Pgs. 243-248
  10. 10. GUIDELINES FOR DEVELOPING INFORMAL REPORTS (cont.) <ul><li>After you have gathered your information you have to develop an appropriate writing style. </li></ul><ul><li>Once all that is done, you must come up with a effective heading. This is important because it is what is going to be very meaning. </li></ul><ul><li>When writing a report you must be objective. You should do this by presenting both sides of an issue, separate fact from opinion, be sensitive, and cite sources. </li></ul>Pgs. 243-248
  11. 11. SIX KINDS OF INFORMAL REPORTS <ul><li>Information Reports they collect and organize information or investigative. </li></ul><ul><li>Progress Reports monitor the headway of unusual or nonroutine activities. </li></ul><ul><li>Justification/Recommendation Reports are similar to information reports except they offer analysis in addition to data. </li></ul>Pgs. 248-249
  12. 12. SIX KINDS OF INFORMAL REPORTS (cont.) <ul><li>Feasibility Reports are used when a company must decide to proceed with a plan of action. </li></ul><ul><li>Minutes of meetings are a record of the proceedings of a meeting. </li></ul><ul><li>Summaries condense the primary ideas, conclusions, and recommendations of a longer report or publication. </li></ul>Pgs. 248-249
  13. 13. OVERVIEW <ul><li>In conclusion there are six types of informal reports. </li></ul><ul><li>Also this chapter discussed four formats for reports. </li></ul><ul><li>All of the examples presented are examples of informal reports. </li></ul>
  14. 14. QUESTIONS?
  15. 15. REFERENCE Guffey, M. E. (2007). Essentials of Business Communication. Ohio: South-Western.