This document provides an introduction to report writing and planning a report. It discusses the importance of reports, differences between reports and essays, and types of reports categorized by function, time, and form. The report writing process involves planning, research, analysis, writing, and editing. When planning a report, the position, problem, possibilities, and proposals should be considered. The position involves analyzing the audience and scope. The problem defines what is being investigated and why. Possible areas of relevance are identified to form hypotheses and tentative solutions, or proposals. Planning helps ensure a well-organized and effective report.

1. Business Communication: Introduction to Report Writing
Mini Lecture 2
Introduction to Report Writing
&
Planning the Report

2. Business Communication: Introduction to Report Writing
Overview
Report Writing
Introduction Planning
Importance Types Process Position Problem Possibilities Proposals

3. Business Communication: Introduction to Report Writing
Introduction to Report Writing

4. Business Communication: Introduction to Report Writing
The Importance

5. Business Communication: Introduction to Report Writing
Clear distinctions between
Essays and Reports:
Essays:
• Used to demonstrate ideas
• Convey arguments
• Personally-Based
Reports:
• Research-Based
• Impersonal and Objective Tone
• Clarity of Main Idea
• Facts presented in Main Body
• Evaluations of these presented in
“Conclusions” or “Recommendations

6. Business Communication: Introduction to Report Writing
A business report is an orderly and objective
communication of factual information that
serves some business purpose.
Definition of Business Reports

7. Business Communication: Introduction to Report Writing
Quotes from Senior Managers:
• “Report must meet the needs of the readers and answer
the question in their minds.”
• “The report must be at the level for the readers. Some
readers have an in-dept knowledge of the subject; others
may be decision-makers without specialized, technical
knowledge.”
• “The report must give a good first impression.
Presentation is very important.”

8. Business Communication: Introduction to Report Writing
Type of Reports Categorized By:
A) Function
B) Time
C) Form

9. Business Communication: Introduction to Report Writing
A) Reports categorised by
FUNCTION
• Informational reports
-Collection of data
i.e. Trip Reports
• Analytical reports
-Interpretation of data
-May include recommendation
i.e. Credit Reports

10. Business Communication: Introduction to Report Writing
B) Reports Categorized By TIME
• Progress reports
−Current status of project
i.e.Long term construction project
• Periodic reports
−Prepared at regular time intervals
i.e. Corporate annual reports
• Special reports
−Prepared one-time only
i.e. Investing Decisions

11. Business Communication: Introduction to Report Writing
C) Reports categorised by FORM
• Memo
−Short and Informal
−Within organization
• Letter
−Short and formal
−Used outside organization
• Manuscript
−Long and formal

12. Business Communication: Introduction to Report Writing
Title
page
Letter
of
Trans-
mittal
Table
of
Contents
Summary THE REPORT PROPER
Table
of
Content
s
Combi-
nation
Trans-
mittal &
Summary
Title
page
THE REPORT PROPER
Title
page
THE REPORT PROPER
LETTER REPORT
MEMO
REPORT
Formal Situations
Complex Problems
Informal Situations
Simple Problems
Combi-
nation
Trans-
mittal &
Summary
THE REPORT PROPER
Title
page

13. Business Communication: Introduction to Report Writing
Report-Writing Process
• Planning the Project/Report
• Designing the Research Tool(s)
• Collecting and Analyzing the Data
• Organizing the Information
• Writing the Report
• Editing/Proofreading the Report

14. Business Communication: Introduction to Report Writing
Evaluate
work at
every step
Phase 1: PREPARE
Identify & define the problem
Analyse the audience
Phase 2: RESEARCH
Determine the methodology
Collect the information
Phase 3: ANALYSE
Organise & evaluate the information
Draw conclusions & make
recommendations
Phase 4: WRITE
Draft, revise & edit the report
Package the report
The
Report-
Writing
Process

15. Business Communication: Introduction to Report Writing
Planning the Project/Report

16. Business Communication: Introduction to Report Writing
Planning the Project/Report
• Position
• Problem
• Possibilities
• Proposals

17. Business Communication: Introduction to Report Writing
Position
• Analyse your audience
– Primary reader
(request/authorize the report)
– Secondary reader(s)
• Consider background information
needed for readers
• Define scope and limitations

18. Business Communication: Introduction to Report Writing
Scope and Limitations
• Scope - the boundaries of your
investigation
• Limitations - anything which
hinders or limits the quality of your
research/findings of the report

19. Business Communication: Introduction to Report Writing
• The Management of NUH have
been receiving a lot of complaints
regarding the long waiting time at
the hospital
• The Operations Manager requests
a report on how to solve the
problem
Example:
Long Waiting Time at NUH

20. Business Communication: Introduction to Report Writing
Position
Who is the report for?
• Primary reader: Operations Manager
• Secondary readers: General Public
Example:
Long Waiting Time at NUH

21. Business Communication: Introduction to Report Writing
Position
What do the reader(s) need in terms of
background information?
• NUH’s philosophy
• Reasons for authorisation of report
• Authoriser of the report

22. Business Communication: Introduction to Report Writing
Position
• Scope: Average waiting time for each
patient in the past three months
• Limitation(s): Some patients may tend
to exaggerate the situation as they
would like to have the most efficiency

23. Business Communication: Introduction to Report Writing
Criteria For A Good Report
Problem
1. The problem is
• Real
• Important enough to be worth solving
• Narrow but challenging

24. Business Communication: Introduction to Report Writing
Criteria For A Good Report
Problem
2. The audience for the report is
• Real
• Able to implement the recommended
action

25. Business Communication: Introduction to Report Writing
Criteria For A Good Report
Problem
3. The data, evidence, and facts are
• Sufficient to document the severity of the
problem
• Sufficient to prove that the
recommendation will solve the problem
• Available to you
• Comprehensible to you

26. Business Communication: Introduction to Report Writing
Problem
• Problem statement defines what you
are investigating
• Problem is usually defined by the
person authorizing the report
• Purpose statement defines the
objective of the report

27. Business Communication: Introduction to Report Writing
 What
1. Identify the problem
 Why
 How
has NUH been practicing?
is waiting time so long?
can the waiting time be shortened?
Problem

28. Business Communication: Introduction to Report Writing
 To analyse
2. Develop a purpose statement
 To evaluate
 To suggest
process of patient treatment
the impact of recent changes
ways to improve the system
Problem

29. Business Communication: Introduction to Report Writing
Possibilities
• Consider all areas of relevance
• Complete and unbiased
– Ensures validity of conclusions and
recommendations

30. Business Communication: Introduction to Report Writing
Example:
Long Waiting Time at NUH
Possible areas of relevance:
1) Nurses
2) Doctors
3) Dispensary
4) Time Schedule

31. Business Communication: Introduction to Report Writing
Problem Factoring
• Arranging the various possibilities into a
series of logical, connected questions
that try to identify cause and effect.
Possibilities

32. Business Communication: Introduction to Report Writing
Formulate Hypotheses
• An unproved theory, proposition, etc.,
tentatively accepted to explain certain facts
or to provide a basis for further investigation
Possibilities

33. Business Communication: Introduction to Report Writing
Example:
Long Waiting Time at NUH
Hypothesis Made:
1) Nurses - Feel underpaid?
2) Doctors - Feel overworked?
3) Dispensary - Not familiar with where various
medicines are kept?
4) Time Schedule - Time interval between
appointments too short?

34. Business Communication: Introduction to Report Writing
List tentative solutions to the problem
(based on the hypotheses)
Proposals

35. Business Communication: Introduction to Report Writing
Example:
Long Waiting Time at NUH
Proposals:
1) Nurses - To increase the per hourly rates.
2) Doctors - To increase the no of doctors.
3) Dispensary - To provide familiarizations
4) Time Schedule - To increase the interval length

36. Business Communication: Introduction to Report Writing
Summary
Report Writing
Introduction Planning
Importance Types Process Position Problem Possibilities Proposals

37. Business Communication: Introduction to Report Writing
The End
~ You Are Kindly Reminded To ~
CLAP

38. Business Communication: Introduction to Report Writing
Question & Answer